Into Print, The University of Iowa Business Services' quarterly newsletter, aims to educate, inform, and entertain its readers, with a goal of fostering positive communication between the department, its staff, and its clients.

TypeStrikes

General news
UI Laundry, Residence Services join forces to automate their payroll processes
Include UI Nondiscrimination Statement on printed material
More staff retirements announced
General Stores reports fy '01 increase in orders
Classes, training for our customers

Central Mail Services
That dreaded blue req (We've got to have it--finished)
The importance of properly prepared business reply mail
New Staff Development class: Producing Successful Mailings
They're all winners!

Laundry Service
Character Counts: Meet Terry Roberts

Materials Management
UI desk calendars available now, directories and catalogs in Fall
Be the first to know. Get on our listserv.
Now you can recycle inkjet and toner cartridges with us
Complete the cycle and save money, too--buy recycled toner cartridges
General Stores' MIGS customers: thanks for logging on
Fall Product Show plans under way; watch for more information

Printing Department
Using digital cameras for printed material can work
Let us know if you have any service problems with copiers
PageMaker support up to version 7
Include your customer service rep's name on Web orders--please!

We are . . .

Business Services directory

A new time, attendance, and labor-tracking system is replacing manual time clocks, making the payroll process more efficient, and giving managers immediate, real-time access to project information at the Laundry and Residence Services.

The results? Big savings in clerical time, plus information improvements for management.

What's more, the Web-based software at the core of the system, TimeCentre, exports data directly to PeopleSoft, the system Payroll uses. This means fewer errors, which naturally occur when people calculate time records manually.

The project began when Linda Hurst, systems programmer at the Laundry, proposed it as a way to reduce the amount of time clerical staff spends on payroll. When time records are maintained manually, employees must collect the cards, calculate times, make the necessary notations, make labels for new cards, find storage space for old cards, and reconcile the numbers. The new system does away with these tasks. "It's going to free up time in the office for the clerk who does it, and it also eliminates some equipment," Hurst says.

The software's manufacturer advertises time savings of up to 80 percent over manual systems. Hurst says she thinks this should be possible for the Laundry.

The new system went live at the Laundry September 4, says Hurst. She is running it parallel to the old system until she's certain it works properly. After the transition is complete, time clocks with punch cards will disappear, and employees will clock in and out using a "swipe" card. Residence Services will begin using the system September 19.

The departments expect the system to help reduce administrative overhead: because it is Web-based, new product releases, patches, and updates come from the vendor, freeing the departments' systems staff from multiple installations.

Also, TimeCentre will provide managers and supervisors with complete, just-in-time information. They can monitor jobs online, seeing who is working where and how many hours have been spent on a given project; make updates and edit entries from their browsers; print and approve time sheets; and gain access to reports.

The system allows administrative staff to create custom forms and reports that include approaching overtime and time and labor costs, with a resulting uniform application of overtime regulations, schedules, shift differentials, and holidays.

Time sheets are consistent and accurate. This will be useful especially "if overtime is called and we have to go through the seniority list," says Hurst.

The managers will use the reports package to oversee their areas and to help with annual reviews, she says.

The system has an encrypted connection and restricted access for security. The supervisors, managers, and system administrators who use it are authenticated by a password system. When someone logs on, the system shows only the links to the forms and reports for which he or she has access.

Additional UI departments may sign on to use TimeCentre. The contract allows up to 1,200 employees without additional charges; currently there are 625.

The choice of hardware for data collection is up to the department. Both the Laundry and Residence Services are using time clocks with "swipe" cards; eventually, employees' University of Iowa ID cards will be used. But biometric hand readers, PC entry systems, online browser-based data entry, telephone entry, and portable scanners are all possible.

Konetix, the company that developed the software, suggests using it if, among other factors, labor costs are a high percentage of total costs and margins are under constant heavy pressure; accurate tracking of hours is important for billing purposes; or wide swings in labor force requirements put a burden on a small administrative staff.

Contact any of the following people if your department would like to know more about using TimeCentre: Laundry manager Dave Gray, 335-4951, or systems programmer Linda Hurst, 335-4940. Residence Services business manager Scott Seagren, 335-3000, or computing consultant Tim Bates, 353-2011.

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The University of Iowa prohibits discrimination in employment and in its educational programs and activities on the basis of race, national origin, color, creed, religion, sex, age, disability, veteran status, sexual orientation, gender identity, or associational preference. The University also affirms its commitment to providing equal opportunities and equal access to University facilities. For additional information on nondiscrimination policies, contact the Coordinator of Title IX, Section 504, and the ADA in the Office of Affirmative Action, (319) 335-0705 (voice) or (319)335-0697 (text), The University of Iowa, 202 Jessup Hall, Iowa City, Iowa, 52242-1316.

There were two General Stores employees who retired: Phyllis Hicks, in the Publications Order Service since 1984, most recently as manager, left in July; and Margaret Brorby, an account clerk who had been employed by the University for 17 years, retired in August.

The Printing Department saw three employees leave. Lin Hartman, general manager, who started with the department in 1982 as the preparation area supervisor, retired in June. Loren Deetz, a printer who began working at the University in 1966 as a linotype operator for the Daily Iowan, and Linda S. Fisher, a proofreader who worked in the department's preparation area for 24 years, both retired at the end of July.

The dollar amount of General Stores' office product sales, which are made through the University's contract with Corporate Express, went up 19 percent.

"Our average dollars per order increased, from $73 to $82," says Gary Anderson, manager for Materials Management. "This helps us work more efficiently--it costs us about the same amount of money to process an order, regardless of its size."

Anderson says that University Hospitals is responsible for a good share of the increase. Last year, hospital staff ordered 37 percent more office supplies from General Stores than the previous year. This reflects the hospital's efforts to reduce expenses by encouraging its staff to order office supplies through General Stores. "We've put a lot of time into working with the hospital," he says.

Printing Plus: Tuesday, October 9, from 9:00 a.m. to noon; gives a comprehensive look at thePrinting Department and its services and describes how to work effectively with the department.

Producing Successful Mailings: Wednesday, October 24, from 10:30 a.m. to noon (see article on page 5).

Introduction to General Stores and Online Ordering: will be held in mid-November; provides information about General Stores and includes MIGS and SIGS training.

Contact Staff Development for information about registration. To learn more about the content of the classes, contact Jenean Arnold, Business Services (for Printing Plus); Chris Kula, Central Mail System; or Judy Rockafellow, General Stores.

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You planned your bulk mailing from start to finish; struggled with the design and style; and made dozens of phone calls confirming everything was just right. You toiled over your address list, put it all into ZIP-code order, delivered everything to Central Mail Services, and left there with a feeling of complete satisfaction.

Then the phone rings back at your office. It's Central Mail looking for missing information on your blue requisition . . . that is, if you remembered to complete the requisition. Aaarghhh!!! Sound too familiar? Well, there are some very easy ways to avoid this.

First, always, ALWAYS include a requisition when you bring your mailing to us. This is imperative if you want your mailing done on time. Without a requisition, we have to track down the owner of the mail--and that takes time.

Second, you must include on your requisition your nine-digit mailing code number. Not doing so will delay the processing of your mail because we need the number for billing. Your mail code number has been assigned to you and can be found on your daily mail cards. If you don't have a number or can't find it, call us. We will be more than happy to assist you.

Third, explain clearly how you would like your mailing completed. If there is a specific date by which you want the mailing sent, please note that. Central Mail employees are very good at figuring out mysteries, but it's much faster to process your mailings when they have clear directions! The information can be narrative or in bullet style; place it in the "instructions" section of the requisition.

Finally, complete the user and end-user information located in the top left corner of the sheet. This allows us to return billing information and unused materials to the requester.

By following these simple steps, your bulk-mailing experience can be positive from beginning to end. Again, if you have questions, please contact Central Mail Services for assistance.
Chris Kula

When designing a business reply mail piece or label, you should contact Mailing Services or Printing for advice. There are specific guidelines that must be followed, and improperly designed pieces will have a negative impact on the University's mail service. This includes the possibility of losing postage discounts of up to 30 cents per piece. Given that UI departments send out thousands of pieces of business reply mail each year, the financial impact on the University could be substantial.

When a business reply mail piece or label is created, a facing identification mark (FIM) and delivery-point bar code are assigned. Both are required elements for business reply mail. The FIM is located along the top edge and to the left of the postage area of the mail piece and identifies the piece as business reply mail. The delivery-point bar code allows it to be processed more efficiently by the Postal Service with high-speed sorting machines.

You should never alter a business reply mail piece or label by writing in a different name or department number. This will confuse the Postal Service and delay the mail. It will also create the possibility of a department to be improperly charged.

If you are planning on designing a business reply mail piece, it's always better to ask once than to print twice!
Chris Kula

The class meets Wednesday, October 24, from 10:30 a.m. to noon. Contact the Staff Development Office to register for the class. For information about content, contact Chris Kula at Central Mail.

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A typical day in any one of these categories keeps a mechanic on his toes.

Plumbing, for instance, starts at the incoming water lines. Terry makes sure there is sufficient flow to the booster pump, which distributes water to all areas of the building. Water enters the boiler at check valves. Chemical components in the water are monitored and tested; his responsibilities include a check for high concentrations of undesirable elements or chemicals and adjusting the amount when needed.

The water is heated by gas burners fed by incoming gas lines, and the gas burners have igniters and controls. The hot water is pumped through the water lines to the washers. Or it is further heated to become steam and is pressure fed to ironers or the garment steam tunnel. There, Terry makes sure the reducing valve is supplying less pressure to the electric solenoid valve, to maintain a correct rate of steam flow. The mechanics may be involved at every stage in the process. Monitoring and repairing the plumbing provides plenty of action for all the maintenance staff.

In his private life, too, Terry wears many hats. He and his wife, Sandy, a nurse at UIHC, have three sons: Shawn, Scott, and Jason. Terry had his own plumbing and electrical business in his hometown of Brooklyn, Iowa, prior to working at the Laundry.

A strong community supporter, Terry has belonged to Jaycees for five years and served as a volunteer fireman for 25 years, which included stints as chief, assistant chief, and treasurer. Terry is ready to hang up his fireman's hat, though, "unless they really need me," he says.

"I'm tired after that many years on call. I won't miss the middle-of-the-night calls, but I sure will miss working as a team, doing for the community."

How will he fill his spare time? "We're going camping," Terry states firmly. "I've got a new camper and a new pickup, and I'm ready to go! We like camping with the family--even the two older boys and their families go along." Where do they prefer to camp? "Oh, anywhere within an hour of here. We like it here!" he says emphatically.
Jo Anne Worley

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For the following items, we will announce their arrival and send ordering instructions through our e-mail listserv.
University Directories
The UI Student-Faculty-Staff directories (herd books) usually arrive in October. We will not take early orders for them.
Area telephone directories
Telephone books should be available in late November. They are free and are distributed on request.
Corporate Express catalogs
The 2002 Corporate Express Catalogs (the contracted office-supply vendor for the University) are scheduled to be available in late December or early January.

Contact Gary Anderson at General Stores, 384-3900, if you have questions or need more information about any of these publications.

"We aren't getting very many of them so far, but this is a new program and we see it growing. This is an easy and excellent way to recycle. We are always looking for ways to keep items out of the landfill," says Materials Management manager Gary Anderson.

"Simply place each cartridge securely in a Campus Mail envelope--do not put tape over the ink head--and send it to General Stores," he says. Address the envelope to Gary Anderson at General Stores, 183A MBSB.

Instead of HEWC4127A...try GRBLZ140NDB...save $18.06.
Instead of HEWC3909A...try GRBLZ120NDB...save $33.39.
Instead of HEW92298A...try GRBLZ110NDB...save $18.94.
Instead of HEWC4127X...try GRBLZ141NDB...save $25.51.

Save on other cartridges too. If you need a stock number, call Gary Anderson at 384-3917 or e-mail at gary-anderson@uiowa.edu.

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A digital image is made up of hundreds of thousands, and increasingly, millions, of tiny dots called pixels. The term megapixel (MP) refers to one million pixels and is used to categorize digital cameras. A camera's resolution is calculated by multiplying the number of horizontal pixels by the number of vertical pixels in an image. More pixels mean higher resolution, a sharper image, and a better quality printed image.

However, lower resolution images can be used in printing with acceptable results if they are reproduced at a small enough size. The size at which you can reproduce an image and achieve good quality correlates directly with the camera's resolution--the higher the resolution, the larger the image can be.

Use the table below to help determine the size at which you should reproduce a digital image you intend to use in an offset-printed publication.

The Printing Department oversees the acquisition of office copiers by the University. As a result, we have frequent contact with vendors, sometimes on a daily basis, and can address maintenance problems if we know about them. We want to know especially if there are violations of maintenance contracts or problems with particular machines.

Contact Margie Yoder or Diane Bird at the Printing Department if you need help with copier maintenance or service problems. We'll need to know the vendor, copier model and serial number, and the nature of the problem.

To be sure your software is compatible with ours and to avert potential production troubles, contact Mike Cash or Chris Swart before setting up a file that you plan to send to Printing for output.

Remember to send hard copy and a requisition as followup to electronic orders. For more information about electronic ordering, contact either Chris Swart or Mike Cash at Printing.

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