GENERAL NEWS
Change equals progress in Business Services
Most issues of Into Print bring you news of yet another change in Business Services. This time, several articles reflect our changing face. Recent changes include reorganizing departments, increasing electronic capabilities, improving processes, and adding services and equipment.
"These changes are the result of our continued efforts toward consolidation of Business Services, a goal we have had for over five years now," says Mary Jane Beach, director of Business Services and assistant vice president for Finance and University Services. "The opportunities to reorganize have occurred through various means, some of which were the vacancies in management positions in Mailing Services and the Printing Department."
As part of the reorganization, Gary Anderson was appointed manager of Printing and associate director of Business Services, and Lee Vasquez has become manager of General Stores. The Parking and Transportation Department is becoming more involved with Business Services and joins the Into Print team with this issue.
Our departments continually work to keep up with changing technology, so electronic access to our services is always growing. Web-based services that we offer now include online ordering for UPS shipping; Web access to General Stores' online office-supply ordering system; and checking your charges at Central Mail and Document Services. The Central Mail website has been updated, and we have added the schedules for Campus Mail routes, with late-breaking changes to be posted as they become known. Check early and check often if you have questions about your mail delivery. The Printing website was updated and revised and a Business Services page added.
Process improvements include reestablishing a Document Center at the Printing facility and examining copier acquisition. "We're looking at the way we buy copiers on campus and trying to find a new and better way of doing it," says Anderson. "Initially, we are working with the hospital because they approached us about it." A new Big Ten office supply contract, recently bid and now in review, will allow General Stores to continue offering savings to its University customers.
Central Mail has established a partnership with the University of Northern Iowa mail service, a move that will save money for both schools, and is researching "SCF entry," a process that can save additional money on postage. Transportation, permit changes, and entry schedules are being reviewed.
Expanding services include color copying, CD burning, and electronic archiving at Document Services, as well as 24-7 digital printer access for departments that make special arrangements for this. Copyright filing and administration of academic course pack production are coming next.
Central Mail recently upgraded its video jet capabilities, allowing it to process more types of mail pieces that have a shiny or slick surface. The quality and consistency have greatly improved. Mail Metering has upgraded to new, state-of-the-art, digital metering machines that are 50 percent quieter and 45 percent faster than the previous equipment. The Wide Media service has expanded its floor space and is looking into new equipment.
And we're coming in out of the rain. Now that we know a new road won't displace us (a possibility we've lived with for ten years), Central Mail is working with Design and Construction Services to plan an overhang and enclosure. "The canopy and enclosure will allow vehicles to be loaded and unloaded without the weather affecting the mail - wet mail does not process well!" says Chris Kula, Central Mail manager.
What's more, we're not finished - other changes are in the works for Business Services. We'll keep you posted.
Plan, place orders soon for fiscal year '03 billing
The fiscal-year end may seem to be a long time from now. But now is the time to plan Central Mail, General Stores, and Printing Department orders to be billed to your '03 budget. Please be aware of the following deadlines:
Central Mail
All mail processed by 3:30 p.m. Monday, June 30, will be charged in fy '03. Please send mail to Central Mail as early in the day as possible.
Document Services
Document Services' (Copy Centers) completed work performed as of 11:59 p.m. June 30 will be billed in fy '03. Any work performed after that time will be billed in fy '04.
General Stores
General Stores will include any order in the current fiscal year if it is entered directly by
a department or by General Stores on either MIGS or SIGS by 3 p.m. on Monday, June 30. All other orders must be submitted by Friday, June 13.
Office copiers
If you wish to purchase a copier in fiscal 2003, obtain a Copier Feature Request sheet, on the Web and from Margie Yoder, 384-3720, and Diane Bird, 384-3702. Complete it and fax or mail it to us (384-3727, 130 MBSB). We will help you arrange for test copiers. After you decide which one you want, send your requisition to the Printing Department by noon Monday, June 23. We'll process it and send it to Purchasing. Specify that you want the funds encumbered for fy '03.
Printing
For printing orders, only the work performed as of 4 p.m. on June 30 will be charged in fy '03. The balance of charges for jobs in progress will be made when they are completed and closed. Plan now for orders that you want charged in fy '03. State printing orders that we receive by 4 p.m. June 30 will be billed in fy '03. The charges will be based on the estimated invoice from the vendor.
Gary Anderson named manager of Printing Department,
associate director of Business Services
Gary Anderson was appointed manager of the Printing Department and associate director of Business Services in a recent reorganization. Printing, Central Mail, General Stores, Equipment Rental, Surplus, and Maintenance Stores now report to him. He has served as manager of Materials Management for the past six years and interim manager of Printing for the past year.
New systems analyst for Business Services
Brett Bartholomew has joined Business Services as its systems analyst. He works with customers developing large-scale records scanning projects and with ITS on shared network services. Internally, he helps Business Services departments with their network and other information technology needs.
Bartholomew previously worked for a Moline, Illinois, consulting company. He can be reached at 384-3973.
UI WorkLife honors Central Mail, Printing teams with IOWA awards
UI WorkLife honored two Business Services teams with Improving Our Workplace Awards last fall. The IOWA program recognizes staff members who have made significant contributions to improving the workplace.
Jeff Britt, Dan Coburn, Cindy Herron, Chris Kula, Patrick McDonald, Mohd Sohaimi Ramli, Judy Stoner, Judy Swart, and Helen Wilson comprised the Central Mail Services-UI/UNI Team. The team developed a process for Central Mail to provide mailing services to UNI. The result is projected postage savings for UNI; an opportunity for Central Mail to expand; and a potential for lower processing fees for UI mail customers due to higher volume.
Allen Bales, Sandie Herwig, Sandy Jones, Rose Kolowinski, Chris Swart, and Margaret Wilson worked on the Printing Department Cross Training Team to develop a process for employees to request training in another area of the plant so that staff can work to more effectively meet operational needs.
Classes, training for Business Services customers
Central Mail, General Stores, and Printing are offering the following training and education opportunities this spring:
Staff development classes
Introduction to General Stores and Online Ordering: Information about General Stores, MIGS, SIGS. The class will be held Thursday, April 17. Contact Judy Rockafellow for information about content.
Mailing: Central Mail will hold a class on proper addressing on Thursday, May 22. Contact Central Mail manager Chris Kula for more information.
Check the Staff Development website for information about registration for either class.
On-site training, education
DocuTech publishing system: Training and assistance for creating, saving, and sending files to the DocuTech. Contact Tim Blake, IT specialist, at IMU Document Center.
Mailing: Central Mail manager Chris Kula will visit any department on campus to present information about mailing. Contact him to schedule a time.
Printing Department on-campus calls: Presentations inform the campus community of the department's capabilities and services. Contact Diane Thomas, customer service representative, at Printing.
Web-based information: Each Business Services department maintains a website containing comprehensive information to help customers work effectively with the department.
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CENTRAL MAIL SERVICES
Check our website for Campus Mail routes, schedules, updates
Central Mail has posted the Campus Mail delivery routes on its website and will post changes as they occur. In particular, announcements of last-minute route changes and delays due to weather or unexpected absences will be announced on the home page as soon as we are aware of them.
UPS shipping - no paper necessary
Going paperless is preferred with Central Mail Service's Web-based system for shipping parcels via UPS. Users enter the pertinent information (account numbers, addresses, and so forth), and the shipping number assigned after submitting the form is the only information we need on the package to process it. We'll take it from there by printing the label, then processing and shipping the parcel. The potential for error is reduced because the labels we print use the information you type into the system. We do not reenter it.
Campus Mail needs usable addresses, too
Could you tell us how to find YS3, 643, or LISB? Where to look for Cliem Stalls? Maybe Prio Micl would be easier. How about yoom. Or yoown? ***
Deciphering the hurried scrawls on Campus Mail envelopes can challenge the most discerning eye and slow the most ambitious mail carrier. Our employees work quickly to move the 8,000 to 10,000 items a day that crisscross the UI campus, and it helps a lot when they can read the writing on the envelopes.
Other obstacles to swift delivery include listing buildings that don't exist (COE for College of Education, COD for College of Dentistry); using street addresses instead of building abbreviations (sorry, we don't provide stamps); listing the right building but the wrong floor (where do you really want it delivered?); and sitting on misdelivered mail for a few days before returning it (what if it was your notice of promotion!).
The bottom line? Be precise, clear, and accurate when you address your envelopes; return misdelivered mail immediately; and check our website if you're not sure of the correct abbreviation for a building.
***YS3, 643, LISB=USB. Cliem Stalls=Chem Stores. Prio Micl=Prev Med. yoom & yoown=400 ML
Postal World newsletter writes on Central Mail-UNI mail partnership
Central Mail's partnership with the UNI mail system (see the Summer '02 issue of Into Print) has hit the national mail news circuit. The partnership, proposed by Central Mail manager Chris Kula, is covered in the February 3 issue of the trade newsletter Postal World. The article recommends that readers "Look toward savings through banding together with others. Since last summer very tight budgets at The University of Iowa and the University of Northern Iowa have resulted in a joint deal that's projected to save the two schools major cash."
"The savings for UNI this year is estimated at $100,000 in eliminated meter payments and reduction of one FTE. For the UI, Kula puts the savings at an estimated $50,000 in reduced postage through greater presort/automation discounts."
The newsletter's publisher, Marcus Smith, says he thinks no other organizations are working together quite like this. "I know of others that are somewhat parallel, but there's nothing exactly the same." Smith says that university mail services share a great deal of information, and that he thinks other universities are interested in the kind of partnership UI and UNI have established.
"They have to be innovative because of the population they serve and because they are under budget constraints," he says.
The readers of Postal World comprise primarily corporate, government, and university mailing operations. It has been published biweekly for twenty-five years.
Savings realized, potential for much more when UI employees use online W-2 forms
Business was down somewhat for Mailing Service at tax time. But that's a good thing. Central Mail encourages UI employees to print their own W-2 forms, a newly established service at Payroll. There were 4,500 employees who printed the online form this year. Each one could potentially gain a week's head start on filing his or her taxes, because printing and mailing the forms takes five working days. Collectively, they saved the University $1,700 in mailing costs. The potential for savings is much higher, as Central Mail sent out 34,000 W-2 and 38,000 #1098 forms.
Goals for next year have been set already, says Terri Hein, administrative associate at Payroll. Because there was a problem due to varying versions of Adobe Acrobat, she says, "The first goal for next year is to better inform the campus about the printing parameters. After that, our goal is to double the number of people printing their forms."
Character Counts: Meet Joel Yedlik
Central Mail's newest employee, Joel Yedlik, started working there at the end of November, one of the busiest times of the year. He runs an inserter which folds items, inserts them into envelopes, meters the postage, and adds permit numbers.
"I guess I was thrown into the fire, with W2s and 1098s," he says. The forms go out in late December and early January. At the same time, he had to keep up with his recurring jobs - payroll, biweekly payroll, accounts receivable, and student bills.
Joel formerly worked in the mail room at University Hospital. Before that, he was at HLM, an architectural and engineering firm that developed many of the plans for the hospital. He worked in the mail room there and, later, as director of archives. Eventually his job included operating the printers and copiers that produced architectural drawings and spec books.
Joel's family includes his wife, Mary Ellen, and their children: Kimberly, 8, Alex, 5, and Ashley, four weeks. "They keep us busy," he says. That's just the beginning. Joel has four sisters and three brothers, most of whom live in the area, and Mary Ellen is the youngest of ten.
"We're four miles from my folks, seven miles from hers," says Joel. That places them squarely in the sandwich generation. "There's nothing wrong with that," he says. "I grew up with strong family values. It's nice to come from a large family that cares, that will be there for you."
He learned this firsthand during a battle with cancer three years ago. "It was nice to have family around when I was sick. They took care of a lot when I couldn't," he says. The rare disease had destroyed his kidneys. Mayo Clinic, where he had been referred by his University Hospital physicians, had only nine cases of it on record. Joel returned to the UIHC for dialysis, chemotherapy, and a new kidney - donated by one of his sisters. Joel says he feels well and has progressed to having blood tests every two months and an office visit once a year.
Not only is Joel the newest employee in Central Mail, he also may be one of the happiest. He says his illness gave him a new outlook on life. And he likes the people and the work environment. "Did we mention how happy we are to have him here?" asks a coworker in passing. The feeling, it seems, is mutual.
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MATERIALS MANAGEMENT
Lee Vasquez appointed manager of General Stores
Lee Vasquez was appointed manager of General Stores in the recent Business Services reorganization. He has worked as a program consultant at General Stores for eight years and for various other Business Service departments as well. He may be contacted at 384-3904.
Ordering office supplies? Use new Web access for MIGS
We aim to please: you may now order MIGS supplies through the Web in addition to using it on the Information Technology Services mainframe. MIGS is our online ordering system for office supplies purchased through our contract with Corporate Express.
To access MIGS on the Web, go to the Materials Management home page. Under "Quick links", follow the link titled "Web orders". This will take you to an ITS Administrative Services page where you may log in using the same user ID and password you regularly use to access administrative systems. (Do not use your social security number, e-mail ID, or ISIS ID.)
While MIGS supplies can be entered either way, SIGS can only be entered on the ITS mainframe. It is not available on the Web. If you have not used MIGS in some time, your password may need to be reinstated. Call the ITS Help Desk at 335-6363 for a password and user ID information.
General Stores strongly encourages its customers to use the MIGS and SIGS online ordering systems. They save time, paper, and errors (we use the information you enter). We have attempted to make the online applications as easy as possible. If you do have questions, contact Judy Rockafellow, 384-3906.
Our top MIGS user this issue, Amy Newton, Internal Medicine, has ordered 884 items in six months. After ordering on line for two years, she has this to say: "It's fast, and I can do it at my own convenience. I do the ordering for every portal in Internal Medicine and it's easier than faxing and sending by Campus Mail. The system runs very smoothly, and the new catalog, with just one order number instead of order and mfg numbers, has made it so much easier to use."
General Stores' Merlene Hruby retires
Merlene Hruby, who has helped General Stores' customers with questions about their orders for more than ten years, retired on March 4. She had worked at the University since 1978, first in the Business Office for Ray Mossman, for whom Mossman Business Services Building is named. She plans to travel and to spend time working around her house and garden. She and her husband look forward to visiting their son in Montana, and hope to travel to Florida sometime after that. We will miss her and her dedication to General Stores, and we wish her all the best.
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PARKING & TRANSPORTATION
[ Parking and Transportation joins Into Print with this issue. ]
East side, west side. . . Parking and Transportation serves UI community
The Parking and Transportation department provides vehicular access and transportation services to faculty, staff, students, patients, and visitors at The University of Iowa. There are three main units in the department: Parking, Cambus, and Motor Pool. The department was formed in 1984 when the Parking system was combined with Cambus, and it expanded again in 1997 with the addition of Motor Pool. The department has 360 employees, including 75 full-time personnel.
Almost every employee, student, patient, and visitor at the University has contact with the department - from using parking spaces to renting a vehicle for a business trip. The department also provides transportation for University tours, special-event parking, sign making, carpool matching, and discounted bus passes.
Parking
Many people may not realize that Parking does more than issue permits and parking tickets. In addition to managing more than 14,000 parking spaces, Parking provides an assortment of services ranging from assisting with campus construction projects to special events. There are several divisions within Parking that specialize in providing these services to the University community.
Parking Services is our customer service center. This area handles a variety of inquiries and services, from helping individuals with their parking needs to outreach activities that include new staff and student orientations. Parking Services' offices are located in Iowa Memorial Union Ramp and in Hospital Ramp 2.
Field Services is also located in the IMU Ramp. Employees there primarily enforce parking regulations but also help people find their cars and assist with traffic control and special events. Commuter Programs offers programs that encourage people to leave their vehicles at home. These programs include vanpool, carpool, bus passes, and bicycle parking. The Commuter Programs office is located in Hospital Ramp 2.
Facilities Operations' main office is also located in Hospital Ramp 2. This unit provides hourly parking through cashiering and meters, maintains our parking lots and ramps, and provides support for major sporting events and concerts.
Cambus
The yellow-and-black buses you see around the University are a part of Cambus, the campus transit system. It is operated by students and provides free service for students, faculty, staff, and the public. Its services include fixed routes, event transportation, and specialized service for persons with disabilities. Cambus has 27 buses that provide more than 3.5 million rides a year.
Motor Pool
If you need a University vehicle for long- or short-term rental, Motor Pool can help. Motor Pool manages the acquisition, maintenance, fueling, and disposal of more than 500 University vehicles ranging from garbage trucks to compact cars. Of these vehicles, more than 90 are in the daily rental fleet that is available for your University business-related use. On average, the Motor Pool vehicles travel more than 5.5 million miles a year.
There also are two Hawkeye tour buses that are available for rental to departments. In addition to vehicles, you may rent cell phones. They are typically for use in our vehicles, but you may rent just the phone if you need it for your job. There are twelve full-time and four part-time employees who work at Motor Pool, located on the corner of Prentiss and Madison streets.
Michelle Ribble
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PRINTING DEPARTMENT
Electronic letterhead available March 17
The Printing Department will offer electronic letterhead beginning Monday, March 17. It will be available for $20 when it is ordered with printed letterhead and $40 when ordered separately. We have 8.5x11 paper preprinted with the UI logo and gold bar at $15.00 per 500 sheets. Letterhead printed with the logo, gold bar, and departmental information is priced at $57 for 500 sheets and $80 for 1,000. We are accepting orders at this time.
The electronic letterhead is a Microsoft Word document, uses the University's new identity system, can be used on Macintosh and IBM systems, and is designed to print in one color, so it may be used in office printers. We will send it to you as an e-mail attachment.
Ordering the electronic letterhead is the same as ordering any printing - with a blue requisition and through your customer service representative. Please send a sample and the job number of your existing printed letterhead and be sure to include your e-mail address on your requisition.
Implementation of the new identity system began last October. After March 15 the new logo and wordmark will be used exclusively, but materials printed with the old UI logo may be used until supplies are depleted.
Note: If you have received information about cost and availability different from the above and have questions, please contact your Printing Department customer service representative.
Time to start preparing your summer class materials
It's time to collect and assemble your summer session course packs, especially if you use material from published sources. The necessary copyright clearance can take extra time. The three-week session begins May 19 and the eight-week session, June 9.
Document Services, with its networked electronic capabilities, can help make the entire process easier for you, as well as more convenient and less costly than the alternatives for students. The DocuTech prints Web pages quickly and easily. Should you wish to include a paper copy of Web pages in your class materials, we can print them, too.
Check with IT specialist Tim Blake, 335-2944, Document Services manager Marge Kline, 384-3717, or any Document Center for more information.
Printing again among top 50 in-plants
The Printing Department continues to rank among the top 50 in-plant printers in the nation in the annual survey conducted by In-Plant Graphics magazine. The survey ranks in-plants using several citeria, including sales and number of employees. The Printing Department, established in 1930, ranks thirty-ninth with $7.2 million in sales and a staff of 63 full-time employees.
Among college and university in-plants, Iowa's ranked fifteenth. The Penn State, Michigan, Illinois, Minesota, and Purdue in-plants also ranked in the top 20, as did Iowa State's. An in-plant printing facility fulfills primarily the document reproduction needs of its parent organization, whether the focus is business, industry, education, government, or service.
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WE LIKE FEEDBACK!
Story ideas:
Are there topics we haven't covered that you would like to see in our newsletter?
Do you have questions you would like us to address? Send an e-mail to
jenean-arnold@uiowa.edu or a memo to Into Print,126C MBSB.
Address corrections and additions:
If you wish to be added to the Into Print mailing list, fill out and send our
form or e-mail the following
information [University of Iowa campus addresses and @uiowa.edu e-mail suffixes only]
to jenean-arnold@uiowa.edu:
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- whether you want the print version, e-mail notification of Web posting, or both.
E-mail us:
Send questions and comments about departmental topics to:
Bionic Bus . . . bionic-bus@uiowa.edu
Cambus information . . . cambus-dispatching@uiowa.edu
Central Mail . . . central-mail@uiowa.edu
Commuter programs . . . commuter-programs@uiowa.edu
General Stores . . . genstores@uiowa.edu
Motor Pool . . . motor-pool@uiowa.edu
Parking facilities operations . . . facilities-dispatch@uiowa.edu
Parking services . . . parking-office@uiowa.edu
Wide Media Center . . . widemedia-printing@uiowa.edu
Copy Centers:
Boyd Law . . . dcblb-printing@uiowa.edu
Hardin Library . . . dchlhs-printing@uiowa.edu
Iowa Memorial Union . . . dcimu-printing@uiowa.edu
Med Labs . . . dcml-printing@uiowa.edu
Mossman Building . . . dcmbsb-printing@uiowa.edu
Pappajohn Bldg . . . dcpbb-printing@uiowa.edu
UPACS and Copyright Service . . . upacs-printing@uiowa.edu
We are . . .
Business Services: Central Mail Services, Equipment Rental, General
Stores, Laundry Service, Maintenance Stores, Parking and Transportation, Printing
Department, and Surplus, serving The University of Iowa. The print version of
Into Print is distributed free and on request to UI faculty, staff,
and students.
Contributors to this issue:
Gary Anderson/Business Services, Printing;
Chris Kula/Central Mail;
Michelle Ribble/Parking & Transportation;
Judy Rockafellow/General Stores.
Editor/web administrator: Jenean Arnold, phone 384-3723,
jenean-arnold@uiowa.edu, 126C MBSB.
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