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Storeroom Management

  • The Storeroom should be kept picked up and orderly at all times.
  • FAS Refresh equipment is in the back, against the far wall and the farthest equipment rack
  • CA equipment is stacked in the center of the front area (combine with above bullet on CA)
  • CA Equipment should be grouped by department.

Know Which Machines To Image

Empty Recycling Hamper

  • Outside the storeroom in the hallway is a blue container (hamper) to recycle machines
  • Email Kieran Clyne - kieran_clyne@harvard.edu
    • "We have a recycling hamper full of computer equipment that needs to be picked up at 1033 Mass Ave mezzanine level."

Daily Shutdown 

Return any machine back to the cage if it is not being wiped or imaged

Lock the cage

Take trash to dumpster

Put the two wheelers back in the room

Turn off the lights in the back (2)

Turn off the AC

The key ring is put back in the top desk drawer

Turn off main lights and Close the door

Weekly Cleanup

Hammer is turned off

Your machine is turned off

Working tables are cleared and wiped down and cables are organized

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Inventory

Inventory FAS Refresh Peripherals

On Thursdays take a weekly inventory and update the Peripheral tab of

https://hu-my.sharepoint.com/personal/clout_fas_harvard_edu/_layouts/15/WopiFrame.aspx?sourcedoc={9445B753-2F79-4D89-9040-1B29C0921FE3}&file=Computer%20Inventory%20%28FAS%29.xlsx&action=default&DefaultItemOpen=1

Record how many of each:

Apple Equipment
Mice

  - Mice at Warehouse

Keyboard

  - Keyboard at Warehouse
USB Ethernet Adapters
USB-C Ethernet Adapters
USB-C VGA Multiport
 
Ethernet Adapters
DVI Adapters
VGA Adapters
 
PC Equipment

Mice

Laptop Keyboard
Desktop Keyboard
  - Keyboard at Warehouse
Docks
  - Docks at Warehouse
Monitors
  - Monitors at Warehouse
 

Other

Ethernet Cables

7 ft

14ft

25ft

Cage Inventory (Weekly)

Throughout the day, techs place machines in the cage under the "Checking In" section

  • Scan in the serial number / Model / Department / Lease / Purchase into a spreadsheet
  • Always use a handheld scanner to for serial numbers (some Macs do not have barcodes – be sure to double check these.
  • Make sure you take laptops out of their box (you can’t rely on the label for inventory)
  • Name the spreadsheet Cage Inventory and the date (Ex: Cage Inventory 11_27 - 12_01)
  • Send the spreadsheet to your manager and the coordinator on Friday (Dave and Jenny)
  • Next week, you create a new spreadsheet and redo the steps.
    Note: Collecting all this information makes it easy for Jenny and Dave to see if a particular machine has been returned to 1033

LanDesk Management Console

In order to look up Machine names and activity

  • Tools-->Administrative-->Column set Configuration-->Go to Tool Tech View and right click--> set as default

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Imaging

If CA you need to create a name using DNA (need access to and be connected to vpn to use)

  • Open up DNA and login using university\(your 6 digit)
  • Create object->computer->one object->enter owner ADID->Enter Htag->enter->model make->Serial number->enter->check if all is right then ok(enter)

Windows CA Machine

  • Start Computer (Make sure computer is connected with Power and Ethernet cable)
    • Press F12 (keep pressing until in menu)
    • Bios Setup
      • Secure Boot -> Secure Boot Enabled: Disabled “Marked”
      • Boot Sequence: UEFI "Marked"
      • Advanced Boot options: Enable Legacy option ROMS                                          
      • System Configuration -> Integrated NIC: Enable UEFI Network Stack “Marked”
                                                                       Enable W/PXE                       “Marked”
                                           -> SATA Operation: AHCI                                   “Marked”
    • Apply -> OK
    • Exit
    • Press F12 (keep pressing until in menu)
    • Onboard NIC
      • Wait -> Press F8 -> WinPE Provisioning
      • Log in:
        • Domain:             university
        • Username:         ADID (6 Digits)
        • Password:          Your password
        • Provisioning Template:
          • Public -> Tech Deploy -> Core -> Standard -> X64 -> W10ENTX64-Shell-CA -> OK
                                                                                       

Note: This is a standard CA image. For some departments you will need a different CA image. Ask your supervisor.

Note: If the machine is finished and you have to login as an Administrator then you will have to re-image.

After the machine finished imaging:

  • Update Drivers:
    • Google: Dell Support -> Detect Product -> Drivers & Downloads -> Detect Drivers -> Download & Install
      (Last download may require a manual installation)
    • Computer will Install & Restart
    • Login with Huitadmin

  • Inventory & Security Scan
    • Search: Inventory Scan -> Click (Machine will scan inventory itself)
    • Search: Security Scan -> Click (Machine will scan security itself)

  • Creating Machine Name
    • Make sure your own laptop is connected to VPN (Cisco App)
    • Open DNA
      Note: Link to the DNA page: https://p0-creator.university.harvard.edu/rdweb
      • Steps for DNA:
        • Create object: press enter
        • Computer: press enter
        • One Object: press enter
        • ADID: Fill in 6 digits of customer
          Note: Don't know the adid? Ask your supervisor.
        • Workstation: press enter
        • Desktop / Laptop: enter either 1 or 2 depending on the machine.
          Note: iMacs and AIO's are Desktops
        • Windows / Apple: enter either 1 or 2 depending on the machine
        • Description: grab red H-Tag and fill in that number
        • Shared Kiosk: press enter
          Note: will be "no" all the time
        • Make: empty - press enter
        • Model: enter model (EX: E7240)
        • SN: enter serial number from machine
        • DNS: empty - press enter
        • Review: check if all correct -> press enter
        • DNA needs a couple of seconds. You will get prompted with the machine name. (EX: UISWHLPT1000145)
  • Naming Machine
    • Control Panel -> System and Security -> System -> Under Computer name , domain .. click Change -> enter the machine name and change to University domain (university.harvard.edu)
    • Enter “a” account and reboot
    • Labels:
      • H-tag Red (Ex: H250000)
      • P-touch label Ex.HUIT-ATS

 

Windows FAS machine

  • Start Computer (Make sure computer is connected with Power and Ethernet cable)
    • Press F12 (keep pressing until in menu)
    • Bios Setup
      • Secure Boot -> Secure Boot Enabled: Disabled “Marked”
      • Boot Sequence: UEFI "Marked"
      • Advanced Boot options: Enable Legacy option ROMS
      • System Configuration -> Integrated NIC: Enable UEFI Network Stack “Marked”
                                                                       Enable W/PXE                       “Marked”
                                           -> SATA Operation: AHCI                                   “Marked”
    • Apply -> OK
    • Exit
    • Press F12 (keep pressing until in menu)
    • Onboard NIC
      • Wait -> Press F8 -> WinPE Provisioning
      • Log in:
        • Domain:             university
        • Username:         6 Digit Account
        • Provisioning Template:
          • Public -> Tech Deploy -> Core -> Standard -> X64 -> W10ENTX64-Shell-FAS -> OK
                                                                                     
            Note: If the machine is finished and you have to login as an Administrator then you will have to re-image.

After the machine finished imaging:

  • Update Drivers:
    • Google: Dell Support -> Detect Product -> Drivers & Downloads -> Detect Drivers -> Download & Install
      (Last download may require a manual installation)
    • Computer will Install & Restart
    • Login with Huitadmin

 

  • Inventory & Security Scan:
    • Search: Inventory Scan -> Click (Machine will scan inventory itself)
    • Search: Security Scan -> Click (Machine will scan security itself)

  • Labels:
    • H-Tag Gold (Ex: 0000080)
    • Sticker (Ex: FY..Q.)
      Note: This sticker must match with the "FY..Q." that is written on the box
      Note: Need more FY..Q. stickers? More info under "Labeling -> PrintFYxxStickers"


DONE!

Apple FAS & CA Machine

  • Start Computer (Make sure computer is connected with Power and Ethernet Cable)
    • Hold “Option” key
      • Pick 10.12.5 AutoCasperNBI
    • Login to Casper
      Username: A- Account
    • Password: A-Account password
    • Installing template:
      Target Drive:                    Macintosh HD
      Erase target drive: UNMARKED 
      Computer Name:            If CA: Use DNA to generate machine name
                                            If FAS: “FAS_LastName”
      Configuration:                If CA: “CA-Sierra-Baseless”
                                            If FAS: “FAS-Sierra-Baseless”
                                              (Always pick latest software)
      Boot to target drive:       Marked
      Distribution Point:          “pick the one where you are”
                                                   (If you are at 1033 Mass Ave, Ex: 1033_DP (smb…))
    • Click: “Image”

After the machine finished imaging:

  • Install updates
    • System Update in Apple Store
    • After every update you have to close the window and then click “check for updates” again
    • Restart Machine
    • Labels:
      • If CA Image:
        • H-Tag Red (Ex: H025780)
        • Print Label with P-Touch (Label should match Department) Ex.HUIT-ATS
    • If FAS Image:
      • H-Tag Gold (Ex: 0000080)
      • Sticker (Ex: FY21Q1)
        Note: This sticker must match with the "FY..Q." that is written on the box
        Note: Need more FY..Q. stickers? More info under "Labeling -> PrintFYxxStickers"

(Could be ending with Q1, Q2. Q3, or Q4 depending on what is on the Computer box[CDA5] [MKM6] !)

  • Computer Restarts
  • Shut Down Compute DONE!

No Drive for Macs

If Mac fails to image then there is often no drive being found in the machine.

  • Restart Machine holding down option
  • Go to Nettinstall of install MacOS
  • Recover OS->agree->select drive
  • Once done restart machine and go about imaging like normal 

Creating A Loaner

Apple Machine 

  • Image with the latest CA image, run updates etc.
  • Create local account
    • System Preferences -> Users & Groups -> Unlock lock -> "+"
      New Account: Administrator
      Full Name: loan user
      Account Name: For Deployment Loaners: HUIT-Dply0# 
                               For Long Term Loaners: HUIT-LtLoaner0#
      Password: "Leave Empty"
  • Restart Machine
  • Login with "loan user"
  • Connect to O:Drive
    Note: Long Term Loaners do not need to connect to O:Drive
  • Install DeepFreeze
    Note: Long Term Loaners do not need DeepFreeze
    • In O:Drive
    • Software -> DeepFreeze -> 1033 -> copy exe file to desktop
    • Start exe file
      (Username: ./huitadmin)
    • Restart Machine
      Note: To test if DeepFreeze is working. Save a picture on the desktop, restart machine, picture should be removed
  • Update the Deployment loaner sheet (tab Deployment Laptop Loaners) with the current location and date it was
    reimaged https://docs.google.com/spreadsheets/d/1uvXlnYeP355WUYbiugA-KEIGjoQHUDPaTzuRqDLweQA/edit#gid=0

Windows Machine

  •  Image with the latest CA image, run updates etc.
  • "Before" adding it to the domain, create a local account “loanuser” with no password
    • File Explorer -> Right Click "This PC" -> Manage
    • Local Users and Groups ->Right Click "Users" -> New User...
      User name: loanuser
      Full name: loanuser
      Password: "Leave empty"
      User must change password at next logon: "Unmarked"
  • Add to FAS Domain
    Note: Long Term Loaners do not need to connect to FAS Domain
    • File Explorer -> Right Click "This PC" -> Properties -> Change Settings
    • Domain: AD.FAS.HARVARD.EDU
      Username: ad.fas.harvard.edu\jue090-a
      Password: EtR4s&DrCuIOqg0
  • Log in with loanuser
  • Connect to O:Drive & Install DeepFreeze
    • File Explorer -> Right Click "This PC" -> Map network drive...
      Drive: "O:"
      Folder: \\sox1.university.harvard.edu\uis-dls
      Reconnect at sign-in:                       "Unmarked"
      Connect using different credentials: "Marked" 
    • Username: university\6digit
    • Software\DeepFreeze\Deep Freeze\1033\1033.exe
      Note: Copy exe file to desktop and run
  • Login as loanuser and confirm DeepFreeze is working
  • Update the Deployment loaner sheet (tab Deployment Laptop Loaners) with the current location and date it was
    reimaged https://docs.google.com/spreadsheets/d/1uvXlnYeP355WUYbiugA-KEIGjoQHUDPaTzuRqDLweQA/edit#gid=0

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 

Labeling

Old Equipment

All computers that are up for disposal – both purchase and leased- should have an Old Equipment label. If it does not then make sure one gets attached and ask what info should be on it.

Sometimes a machine that is going to be redeployed gets an old equipment label. Please attach a Redeploy sheet and ask

\\sox1.university.harvard.edu\uis-dls\Documentation\Deployments\Old Equipment Sheet.docx

Redeploy

Computers that are to be redeployed are to be reimaged as per the noted date. Follow the instructions and ask if unsure. Make sure that you know what the next step is so it does not just get left in a pile

\\sox1.university.harvard.edu\uis-dls\Documentation\Deployments\ReDeployRolldownSheet.docx

Using the P-Touch

All Leased machines are labeled with the name of the lease (on box label)

  • Press: On
    • Clear
    • Write down the Department (Ex: CS-HIO 1)

Print FYxxQx Stickers

Print the FYxxQx stickers for the next quarter ahead of time

Use the template at \\sox1.university.harvard.edu\uis-dls\Documentation\Deployments\IDLabelsFY18Q4.doc

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Wiping

Hammer (Desktops Windows)

Note: This only works with HD's. If Desktop has a SSD, follow the "Target Mode" instructions. 

-          First test if machine has “DDPE”

  • Turn on computer
  • If screen says “Dell Data Protection” Remove DDPE from machine
  • To remove DDPE see: Coop Documents -> DDPE -> Remove DDPE

-          Plug in all the drives first before you start

-          Turn on hammer (Button at the back)

-          Wait for the screen to say “Start”

-          Press the right key twice

-          Wait until orange light is solid (Finished)

-          Place drive back in machine

-          Test if wiped, should say “no bootable device found”

-          Write “Wiped” on the label

-          Put box on shelf with rest of wiped machines

Target Mode (Laptops Windows)

Note: This only works with SSD's. If Laptop has a HD, follow the "Hammer" instructions. 

-          First test if machine has “DDPE”

-          Setup Wiping Macbook Machine

-          Open up  10.12.15 AutoCasperNBI

-          Take out SSD form laptop

-          Put SSD in USB holder labeled “WIPE SSD WIN”

-          Open “Disk Utility” on iMac

-          Click on the drive

-          Click “Erase"

Note: Use "ExFat" and "GUID" to erase

Note: If GUID does not work try "Masterboot Records"

-          Done wiping

-          Place SSD back in machine

-          Test if wiped, should say “invalid partition” or "no bootable device found"

-          Write “Wiped” on the label on the box

-          Put box on shelf with rest of wiped machines

Mac Wiping

-          Make sure machine is charging and connected to internet (cable)

-          Turn on Machine & hold ALT

-          Click “10.12.5 AutoCasper...”

-          Don’t login to Casper

-          Click: Apple logo (Left top) -> About This Mac -> System Report -> SATA/SATA Express -> Take Screenshot -> Put Screenshot on USB labeled “DDP”

-          Go back to Desktop

-          Click: Go -> Utilities -> Disk Utilities

-          Click: Mac’s Drive -> Erase

Note: Use "Journalled" and "GUID" to erase

-          Restart machine and test if wiped (Folder icon shows up)

-          Write “Wiped” on the label

-          Put box on shelf with rest of wiped machines

 

Remove DDPE Encryption

DDPE Machine:

-          Sign into LANDESK Management Console

-          All devices

-          Find _________ (enter serial number)

-          Record name down

Your Machine:

-          Go to https://harvard.service-now.com/

-          Login with your credentials

-          Click “Create New”

List the Following:

              Customer                         “Your Name”

              Service                              Field Support Services > Desktop Management > Encryption

              Application                       DDPE

              Category                           Request

              Short Description            Please Remove DDPE & Send .dat File

              Description                      “Computer name”
                                                          Please Remove DDPE & Send .dat File

              Assignment Group         Field Support – Endpoint Systems

-          Click Save (Top Right)

-          Wait until you receive .dat file (Can take up to 10 min)

-          In order to find the file, go to the “Paperclip” next to “Save”

-          Save file to USB labeled “DDP”

-          Exit your machine

 

DDPE Machine:

-          Plugin “DDP” USB

-          Start machine, keep pressing F12

-          Click:  “USB Storage Device”

-          Click: Browse -> This PC -> DDP USB -> “Search the .dat file” -> Open

-          Mark: “Unlock Drive And Remove PBA”

-          Click: “OK”

-          After finish write “Exit” in command prompt

-          Turn off computer

 

DDPE APPLE Machine

If one of the macs that you are wiping so happen to prompt up a ddpe screen, once finished with wiping and restarting to confirm, reinstall OS then wipe immediately after finishing reinstalling. Check if wiped then put on wiped rack.

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Warehouse

Getting Pallets

              Call either Rob or Kieran
              - Rob Grogan     617-823-8260

              - Kieran Clyne    617-828-7277

              Tell him to meet up at 135 Western Ave Allston, this is where you pick up the pallets.

About 5 can fit in the van. Bring the pallets to the warehouse[CDA8] .

There should be about 10 spare pallets in the warehouse, when it gets to 5, you should work on getting more.

Drop Off Machines Setup

  • Every time you bring machine to the warehouse, make sure to put them on a pallet.
  • Scan in all machines by pallet and send it to Jenny/Dave/Bruce
    • Physically count all machines on a pallet and see if matches with amount on Excel
    • Add duplicate value setting on Excel
      • Home -> Conditional Formatting -> Highlight Cells Rules -> Duplicate Values...
        Note: In Excel duplicates will be marked red

How To Build a Pallet

Amount:

-          Desktops flat only 6 high due to weight

-          Deskops are evenly spread out across the bottom, not in 1 corner due to weight

-          Only 1 Laptop can go on top of the 6 desktops

-          iMacs can go 4 high

-          Make sure labels are pointing outwards in case you need to scan them

-          Bring laptop, you need to scan the labels into excel. After return you send the file to Karen

 

Wrapping:

-          There is plastic wrapping material in the warehouse

-          Start from a bottom corner and then go up

-          Only wrap once a pallet is finished

  • Once Finished:
    • Measure dimensions
    • Measure weight with the forklift
    • Send information to Jenny/Dave/Bruce

 

Before You Leave:

-          Make sure the fence is locked

-          The garage door is closed

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Van Deliveries

Using the Van

  • The van is parked in the back parking lot of our office. Walk around van daily to determine if damage has occurred.
  • Report any damage to the van immediately to your supervisor.
  • Parking is allowed in Harvard deliver spots, commercial deliver spots and at meters (let your manager  know if you need quarters) (please rewrite, grammatically confusing)
    • Make sure you do not get a ticket. All tickets are the drivers responsibility.
  • Use the credit card in the van to purchase gas. It can only be used for gas.

 

Morning Deliveries

  • Review emails and tickets before you leave  in case you need to add anything to the morning deliveries or so that you remember to look out for additional pickups[CDA1] 
  • Deliver the equipment on the shelf (and in front of the shelf) just left of the entrance[CDA2] 
  • Only pickup machines with an old equipment sheet label or if you have a ticket. Let management know if machines are in drop off spots with no return labels.
  • Check to ensure you have a plentiful stock of return labels at drop off locations[CDA3] .
  • When you get back from any pickups, send an email to managers and the coordinator (Dave Cloutier & Jenny Lay) with the serial number and customer name.

Van Delivery Locations

STANDARD LOCATIONS

Vanserg:

45 Francis Ave, room B46 put in cage (Last room on right as you enter), leave in cage

Building Access: ID Card, Room and Cage have keys on the ring

Parking: Has parking lot

 

6 Story:

6 Story St, 1st  floor

Go through 8 Story, take a left at the end of the hallway, enter through the door at the end and take another left. First door to your left, unlock, drop off to the right of the room.

Building Access: ID Card

Parking: Street

Tech contact at 6 Story: Sam Murray: 617-631-5601

 

124 MTA:

124 Mount Auburn, two locations:

HHR drop off equipment in closet room 3319- 3rd Floor Building Access: HHR need key to closet

AAD Swipe Card enter 3rd floor -  Diane Collins Office area or Call tech   4th floor Left: AAD Delivery Area (Reception)

Building Access: ID Card

Parking: Park on street or at garage down University Rd

Tech contact at 124 MTA: Bill Pearlman: 617-780-9030

 

114 MTA:

114 Mount Auburn, Room 554

Building Access: Need swipe access to 5th  Floor, first cubicle in sight

Parking: Loading dock out front or 124 Mount Auburn

Tech contact at 114 MTA: Donna Sweeney: 617-999-9028

 

Radcliffe:

10 Garden St, first building on the left.

Building Access: ID Swipe and Key to Tech Room basement room 009-010 (Will have to go through two doors) to drop off equipment.

Parking: Loading zone on street

Tech contact at Radcliffe: Evan Pimental: 617-447-3265

 

65 R:

65 Mount Auburn, basement unless labeled 2nd floor

Building Access: ID card

Parking: The road splits, park in the area between those two streets. It says “no parking” but you can

 

Blackstone:

46 Blackstone St, 4th floor tech area to the left of the elevator

Building Access: ID Card before 8:30a.m.

Parking: Behind the building

Tech contact at 46 Blackstone: Larry Bagley: 617.999.3452

 

ADDITIONAL COMMON LOCATIONS

Warehouse:

90 Seattle St, turn before 1 Western Ave

Parking: Use 3rd garage door

 

Bauer Lab:

7 Divinity Ave, basement unless ticket says elsewhere

Parking: On the street

 

Maxwell Dworkin:

33 Oxford st.

Park on sidewalk in front of back entrance.

2nd floor behind elevators (IT office)

Person who grants it - Ortega, Jason R

jortega@seas.harvard.edu

 

1414 Mass Ave:

1414 Mass Ave, 3rd floor[CDA4] 

Parking: 6 Church St, loading area

 

20 University:

20 University Rd, 3rd floor

Parking: Park at the garage of 124 Mount Auburn

 

Harvard University Press:

79 Garden St, Basement level, leave on tech's desk

Building access: ID Card:

Parking: Parking lot

 

Science Center:

1 Oxford St, multiple floors, depends on ticket

Parking: Loading zone or on the street

 

CGIS:

1737 Cambridge St, Basement follow signs for CGIS helpdesk

Parking: 50 Quincy St

Note: There may be other locations will say on ticket or in email

___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Important Links and websites

Harvard Inventory:

https://login.microsoftonline.com/login.srf?wa=wsignin1%2E0&rpsnv=4&ct=1489758206&rver=6%2E1%2E6206%2E0&wp=MBI&wreply=https%3A%2F%2Fhu%2Dmy%2Esharepoint%2Ecom%2F%5Fforms%2Fdefault%2Easpx%3Fapr%3D1&lc=1033&id=500046&guests=1&whr=hu%2Eonmicrosoft%2Ecom

Login: ….@harvard.edu

Harvard Agenda:

https://calendar.google.com/calendar/render?tab=mc#main_7%7Clist

Login: ….@g.harvard.edu

Harvard Service Now:

https://harvard.service-now.com/

Login: ….@harvard.edu

Harvard Create Names:

https://p0-creator.university.harvard.edu/rdweb
Login: Need to be connected to VPN (Cisco)

Harvard PeopleSoft:

https://hrapps.cadm.harvard.edu/psftprd/pslogin.html

Login: ….@havard.edu

Harvard Email:

Use application “Outlook 2013”

Login: ….@harvard.edu

Casper:

https://casper01.cadm.harvard.edu:8443/

Login: Your “A” account (Ex: tor103-a)

CA Inventory:

https://hu-my.sharepoint.com/personal/kmmoore_fas_harvard_edu/_layouts/15/WopiFrame.aspx?sourcedoc={8eba622d-3cc3-4dbb-a37d-bd72544af5a6}&action=edit&activeCell=%27Sheet1%27!C1315
Login: ….@harvard.edu

 

 


 [CDA1]Make this 1st bullet

 [CDA2]Make this 2nd bullet

 [CDA3]Insert link to where original resides – for edits.

 [CDA4]This is not a standard drop off. Add below

 [CDA5]Add a bullet about printing the next batch of labels and show where template is located.

 [MKM6]Added it under labels

 [CDA7]Add a bullet about printing the next batch of labels and show where template is located

 [CDA8]Add note about when to look for pallets. How many should we have?

 

  • No labels