I took over as my CPN’s Team Chief toward the end of our deployment, as our original Team Chief took leave late and it didn’t make sense to push him back out to our site with only a couple months remaining. Unfortunately, I fell in on a mess. Our Theater Property and Organizational Equipment was spread out to our customers and, aside from a hand receipts, I had little idea what was where.
So, with 20/20 hindsight, I am writing a series of best practices called The Signal Team Chief’s Toolkit. Hopefully, this will be of use to my fellow Army Signal soldiers who are either new to the Team Chief position or are looking for a better way to do things.
Dealing With Equipment
First, it goes without saying that everything not in your shop should be either hand receipted if in use or locked securely in your ISU-90/quad-con. This should be done without exception. Even if you trust the person using your equipment implicitly, a hand receipt will not only cover your ass in the event that something goes wrong, but will aid in the accountability of your equipment during inventories. Remember, do a hand receipt every time.
Second, create a tracker of all your equipment, where it is, and to whom it is hand-receipted. You should actually do this before your team validates in country. Once your team begins installing remote switches and loaning (and hand-receipting!) equipment to your customers, the tracker should be modified to identify the location of the equipment and who signed for it. It should look something like this:
|DEVICE||SERIAL #||LOCATION||HAND RECEIPTED TO|
|Cisco IP Phone 7941||FCH1338AWKM||Task Force||LT Black|
|Cisco IP Phone 7941||FHK1330A06C||Task Force||LT Black|
|Cisco IP Phone 7941||FCH1338AVQC||Post Office||SSG Blue|
|Cisco IP Phone 7965||FCH141187RD||KAF||SSG White|
|Dell Laptop 6400||1CXS0L1||Task Force||LT Black|
Keeping this up-to-date will save major headaches during cyclic inventories and especially during your RIP.
I’ve gone ahead and created a Excel worksheet that includes the proper headings and filters to get you started.
Next, as each device (phone, computer, or printer) is added to the network, you should create a document identifying the device and its pertinent information, like IP address configuration, location, and whether or not it was added to active directory. These should go into a binder where they can be easily referenced. When a device is removed from the network for one reason or another, write ‘REMOVED’ in marker across the page, but keep it around for reference purposes, possibly in a different section of your binder.
Finally, create and maintain a tracker for your statically-assigned IP addresses. Printed copies of this tracker is very useful to the IMOs who are actually assigning the IPs to the end-users’ computers.
My tracker is available in Excel format.
If you have any suggestions or tips of your own, please leave a comment or email me at firstname.lastname@example.org.
EDIT: Links fixed. – 13 NOV 11