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 departments, their staffs, and their clients.

IN THIS ISSUE
Hot Off the Press
Coralville Transit begins using electronic bus passes on January 1
Printing still taking calendar orders
Good response rate for Printing Department's customer satisfaction survey
Parking and Transportation has new Web address
Renew bus passes

TypeStrikes

Central Mail Services
USPS to require address cleansing for postage savings
Sign up for online tax form delivery: gain time, save University money
New FedEx contract offers lower shipping costs for University
Leave outgoing FedEx packages with Campus Mail for pickup

Stores and Rental Services
Surplus, HPO announce policy on hazardous surplus materials
Save with recycled toner cartridges
Recycle useable toner/inkjet cartridges - we'll help
New ROSE program redistributes unused office supplies

Parking and Transportation
P&T sails through unexpected ramp repairs with flying colors
Cambus, Parking announce interim schedule changes
Commuter Programs plans website for carpool matching
Character Counts: Meet Wendell Gerard

Printing Department
Transition to new identity system begins for UI Health Care
Printing Department ranks 32nd in survey
Acrobat Distiller recommended to help reduce printing problems
UI nondiscrimination statement revised

Move Update requires that all address lists be checked and corrected by a USPS-approved software. The Postal Service calls the concept "address hygiene" and the process, "address cleansing." All mail that is submitted as a presorted or automated mailing must comply with the Move Update regulations.

What does this mean for me, the mailing customer?
Single-piece, first-class letters and flats, priority mail, media mail, and parcel post will see no change in their processing requirements. Single-piece mail does not currently receive a discount and therefore is exempt from the Move Update initiative. Discounted first-class letter mail will continue to be processed by the University's presort vendor, PSI, using the FastForward automated address forwarding system.

Bulk mailings will be the most significantly affected by Move Update. If you prepare and submit a bulk mailing that your department has addressed and put into ZIP Code order without having the address list processed through an approved addressing software, you will not be eligible for a presorted or automated discounted postage rate. You will pay the single-piece, first-class rate for the mailing - 37 cents for a one-ounce mail piece and $1.06 if the piece weighs up to three-and-one-half ounces. On a one-ounce, 200-piece bulk mailing, the cost difference would be $41. This is a significant increase, and Central Mail will have no choice but to send it first class.

What should I do?
If you maintain your own address database, print your own labels, and sort the labels in ZIP Code order for bulk mailing, you will need to have your address list cleansed by a Postal Service-approved address updating process such as the National Change of Address (NCOA) system. These processes can be very costly and time consuming, and they must be maintained on a regular basis and monitored for current updates and changes.

Alternatively, Central Mail Services can process your address list through an NCOA-approved software, spray the addresses on the envelopes or mail pieces, process the mail pieces, and mail them. While there is a charge for these services, your cost would be substantially lower than if you paid first-class postage rates for a bulk mailing, for example.

You would also save money and time by not having to label, stuff, and seal your mail pieces. If you wish, Central Mail could process your address files, spray the addresses on the envelopes, and deliver them to you. Your employees could do the inserting, allowing you to save money and still comply with the Move Update regulations.

Finally, Central Mail Services has worked out a new arrangement with PSI. If you process your letter-sized bulk mailings with address labels or label them in another way, PSI will process them using FastForward. This also will satisfy Move Update requirements.

Remember, if the address files you use are not approved, you will be paying first-class rates. Departments that currently send their files through Envoy or directly to Central Mail as an attachment will be in compliance, as Central Mail processes these files through an NCOA service.

When will this happen?
At this time, the USPS has not established an implementation date. However, you and your department must begin thinking about how you want your mailings handled. Please feel free to call Central Mail Services if you have any questions regarding Move Update. We will try to provide as much clarification as possible.
Chris Kula

Last year, some 4,000 employees printed the form themselves, gaining a head start on filing their tax returns and saving on printing and delivery costs for the University. Many of them encountered printing problems due to varying versions of Adobe Acrobat across campus, so Payroll has made programming changes to correct this.

Currently there are 5,340 employees signed up for e-delivery of their tax forms. "We would like to double it, from last year's 4,000 to 8,000," says Joseph Joynt, assistant director of Human Resources - Payroll.

To take charge of your own W-2 or 1042S delivery, log on to the Human Resources self-service website and follow these instructions provided by Joynt:

· Select Form Delivery Options, at the top of the page just under the tabs.

· Check Stop Delivery in the box titled End of Year W-2 (or 1042S) Forms. If you chose electronic delivery last year, the authorization remains valid until you revoke it.

· You will be notified by e-mail when the W-2 or 1042S information is on the Web. This will be about a week before the forms can be mailed, and it will remain available until October 15, 2004. To view and print your form, Adobe Acrobat needs to be installed on your workstation.

The electronic version will serve as the official W-2 or 1042S document. Similar to other information on the self-service site, your tax information will be secure and confidential. You may consent or revoke your choice to receive your 2003 form electronically until January 9, 2004.

To revoke your consent, repeat the process described above, but select Continue Delivery. If you do not request to receive your tax form electronically, the University will continue to send it via U.S. mail.

Staff from Accounts Payable have trained individuals across campus to use the FedEx system. Users may log on at FedEx.com, set up and print their shipping labels, gather tracking information, and order supplies on line. All that's needed when preparing a package is to print a shipping label (on white paper - special printers are not necessary), fold it, and insert it into an invoice sleeve.

This should eliminate some of the charge-back problems due to unreadable handwriting and incorrect information keyed in by the carrier. It will also eliminate the need to wait on copies of airbills, which can take as much as six to eight weeks.

Contact Sherri Dusenbery, 335-1207, sherri-dusenbery@uiowa.edu, or Kathy Willier, 335-0655, kathleen-willier@uiowa.edu, for training information.
Sherri Dusenbery

Departments may also deliver their FedEx packages to Central Mail at the Mossman Building. The deadline for outgoing parcels is 3 p.m. daily. FedEx arrives at Central Mail between 3 and 4 p.m. to pick up parcels.

With the recent contract negotiated between the University of Iowa and Federal Express, the University is projecting a substantial savings in shipping costs. Departments are encouraged to visit the FedEx website, FedEx.com, and establish their own shipping profile. There is a link to the site on the Central Mail home page.

While savings with FedEx are considerable when compared to UPS, departments may still select their carrier of choice.
Chris Kula

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Refer to the HPO website, www.uiowa.edu/~hpo, for more information on procedures for the disposal of hazardous, radioactive, and infectious waste. If you have any questions please contact Jim Pyrz, 335-4625, james-pyrz@uiowa.edu.

Many departments have tried the cartridges with great success. Cirrus fully guarantees the cartridges: if you receive a defective one, a company representative will come to your department and replace it on the same day. If you try a cartridge and it doesn't work out, you'll receive a refund.

The cartridges are available through General Stores. Prices and the order number equivalents are posted on our website at www.uiowa.edu/~fusmm/stores/reference/recytoner.html. Call Judy Rockafellow, 384-3906, for more information.
Judy Rockafellow

Recycled toner cartridges prices and order number equivalents.

It was a bargain shopper's dream: Central Mail manager Chris Kula found "pens, binders, batteries, tape, markers, hi-liters, sheet protectors, folders, campus mail envelopes, colored stickers, ink cartridges, and lots of fun!" he says. While there was a minimal charge for some items, most were free for the taking. Anything left was available for sale to the public through the normal Surplus process; after that, unsold items were donated to a charitable organization.

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When an inspection last summer showed serious structural weaknesses in Hospital Ramp I, Dave Ricketts, director of Parking and Transportation, closed the ramp, began relocating ramp users, and put the repair process in motion.

"We had to have screeners there every day," says Ricketts. They gave directions, explained procedures, and redirected hospital employees, who had been asked to park elsewhere.

Behind the scenes, Finance and Operations staff helped streamline the approval process with the Board of Regents, and Design and Construction Services, Hugh Berry in particular, worked with contractors. "Time was of the essence," says Ricketts.

"We also worked closely with the hospital," he adds. In particular, Ken Davenport and Marty Shaffer of the Facilities Services office and its valet parking service were involved. "There were so many side effects. We were unable to assign medical faculty parking in several adjacent facilities for nearly three months, and the College of Medicine was very patient and supportive."

Individual staff members helped things go smoothly as well. "We received hardly any complaints. We thought we would hear a hue and cry when we screened the ramps to prevent staff from parking," Ricketts says.

"For three months staff couldn't park where they were used to. The overwhelming majority were cooperative, not critical. Many of them actually parked in their assigned lots," says Ricketts. (Permit parking assigns faculty and staff to specific lots throughout the campus and on the fringes, but some choose instead to park in a ramp that is nearer their work site and pay the higher hourly rate.)

"In fact, we got some compliments," he adds. "We made it easier for patients to park. They commented that parking went more quickly than they expected it to." There were many positive remarks about the screeners. "People really like the personal contact," Ricketts says. As a result, he has extended that service, although repairs to the ramp are now complete.

"The repairs were extensive and intrusive," he says. Nearly 400 twelve-foot by two-foot holes were either jackhammered or cut through the five-inch-thick decks of the ramp to repair the rusted cables. The cost in lost revenue was roughly $250,000. As for the cost of the repairs, "We're still putting it together," says Ricketts.

In the end, it was an important learning experience, he says. "Don't trust that the obvious symptoms of structural failure will show themselves. The conventional wisdom was that there would be visible evidence that would show these cables were eroded," he explains.

"That didn't happen. You could not tell, even by close external examination, that many of the cables had failed. Parking decided to open up the structure and look directly at some cables because, at its age and level of use, the structure should have shown more wear. We went in and aggressively looked. It was a moment of truth," he says.

Less than three months later, the ramp was repaired and a potential crisis averted. A number of departments and individuals cooperated to make it happen.

"The folks in my department did a lot of work, getting out on the street at 6 a.m., in all kinds of weather, treating people well and with smiles. A lot of folks were out there every day. It may sound cliche, but it takes a lot of people working together. It takes everyone," says Ricketts.

"I like to tell my staff we did a good job of avoiding disaster."

Cambus
Cambus will run on an interim service schedule from December 20 through January 18. During interim there is no weekend or Saferide service.

Weekdays
Interdorm, Mayflower Shuttle, Hawkeye Express: no service.
Hawkeye/Interdorm Route: half-hour service between 6:30 a.m. and 9:00 p.m.; hourly service from 9:00 p.m. until 12:30 a.m.
Pentacrest, Hospital, Hawkeye/Hospital and East Campus Shuttle: no schedule changes.
Red and Blue Routes: 15-minute service between 6:30 a.m. and 9:00 p.m.; hourly service from 9:00 p.m. until 12 midnight, with service to Mayflower all day.

Holidays and weekends, all routes
January 19: academic weekend service.
January 20: normal service resumes.

If you have questions, refer to the Cambus website at www.uiowa.edu/~cambus.

Parking
January 19: University cashiered facilities, parking lots, and meters will not be cashiered or enforced for permits on official University holidays. Enjoy the free parking!
Michelle Ribble

Butch notes that change and growth have been a constant in his years at the University. When he came on board, Cambus had a total of seventeen buses. They were smaller, and most did not have air conditioning, electronics, wheelchair lifts, or even power steering. Today the fleet consists of thirty-two buses that are much more sophisticated to maintain. The maintenance facility has also nearly doubled in size. In his early days, the employee break room consisted of an old wooden table next to a bus.

Butch likes the challenge of his job and the fact that he needs to constantly learn and adapt to stay on top of his profession. He says the students and others he has worked with and met have been the best thing about working at Cambus. He has worked with more than 1,500 student employees. A good number of them will say that working with Butch was one of the best parts of their job. His hard work, character, and willingness to do what it takes have been integral to maintaining the Cambus services and enabling tremendous growth over the years. He has made it a fun place to work, as well.

Butch is an avid Hawkeye fan, following the football team to bowl games and watching them play in nearly every Big Ten stadium. He has not missed the NCAA wrestling championships in nineteen years. He also enjoys playing golf and has been the greenskeeper at the golf course in North English for the last seven years.

Butch and his wife, Nadine, live in Millersburg, are the proud parents of Kim, Tammy, and Mike, and have eight grandchildren. He says his greatest joy is spending time with his grandchildren.
Brian McClatchey

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The changes include updated logos and revised publication guidelines. They affect stationery and publications produced by departments, programs, and services affiliated with University of Iowa Hospitals and Clinics, UI Carver College of Medicine, Holden Comprehensive Cancer Center, Children's Hospital of Iowa, and UI Family Care.

The implementation period began in November and is expected to be complete by July 1, 2004. This allows departments to use up their supplies of printed material and reprint existing brochures without revisions through June 30, 2004. After that, all new printed material and reprints should follow the new guidelines.

Health Care Information Systems is producing templates for printing black-and-white stationery on office printers. The Printing Department will continue to produce business cards and two-color stationery.

Contact JOMC, 356-1009, for more information about the identity system. Contact your Printing Department customer service representative for information about specific printing orders.

Other figures gathered in the survey included the number of jobs per year and the percent of the parent organization's work printed. The Printing Department produced 9,044 offset orders (tenth among the respondents) and 53,500 copying and digital printing orders (fourth). This represented 70 percent of the total number of pages printed and 99 percent of the printing dollars spent using University of Iowa funds.

University in-plants comprised 40 percent of the respondents in the survey. Most of the Big Ten schools operate in-plants; six of them ranked in the top fifty. Iowa State University did also.

An in-plant printing facility operates primarily to meet the document reproduction needs of its parent organization, whether the focus is education, government, business, service, or industry.

The inclusion of the nondiscrimination statement is required by federal regulation. The Printing Department monitors the inclusion and updating of the statement for publications that go through the editorial and design area. It does not routinely examine or correct documents that go directly into production, such as desktop-published orders.

The statement and guidelines for using it are on the Web at www.uiowa.edu/~eod/policies/non-discrimination-statemt.html.

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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:

• Your name
• Department
• Campus Mail address
• 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