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
Fleet Services to auction vehicles July 10
Tentative date set for Stores-CE product show
UPS shipping to include international service

TypeStrikes

General news
GSB collaboration works; shows potential for growth
  View photos
Printing, Mail managers meet with ISU, UNI colleagues
Business Services staff involved in programs, committees
Selected fy'05 rates, fees
Central Mail, Equipment Rental, Fleet Services, Parking Services, Preprinted UI identity items

Central Mail Services
Got mailing questions? We deliver answers.

Parking and Transportation
High fuel prices affect University, commuting employees
Carpool matching, time records move to web for P&T
Cambus Driver of the Year takes second place in Roadeo - YeeeHaw!

Printing Department
Publishing course packs? UPACS and Copyright Service ready to help.
Doc Svcs puts workhorse out to pasture
New hours for Hardin Library Doc Center
Sign up for Printing Department listserv
Character counts: Meet Carolyn Stoddard

Stores and Rental Services
Gas guys save $30,000 for research project
Corporate Express costs less, supplies more than meets the eye
Surplus: your spring cleaning solution

It's the end of June and things are hopping at the Gilbert Street Building, home to General Stores' Gas Cylinder Service; a safety shoe store; the University Book Stores and Hawk Shops Distribution Center; and University Surplus.

FedEx, UPS, and vendor trucks arrive, delivering and picking up orders. Surplus trucks take off to pick up departmental discards. A panel truck loaded with tanks of gases heads out, returning later with empty cylinders rattling in back. Cars and pickups roll in and out. Midday, a food truck stops for hungry workers. Local residents bicycle in to see what's in stock; student employees arrive for their shifts. University staff come and go, looking for shoes or bargains - maybe both.

The disparate collection of services and departments has a common need for warehouse space. So they collaborate. General Stores had occupied the building for ten years, renting it from the next-door neighbor, Pleasant Valley. When Stores moved out about six years ago, Surplus moved in.

"The rent was high, and we started looking for someone to move in and share the cost," says Gary Anderson, associate director of Business Services. "Thank goodness the Book Stores came along. I had space to lend and the Book Stores needed space, so we put together a plan. It's worked well for six years."

The Gas Cylinder Service has been at GSB since 1991. Tucked into a shed at the back of the property, it perks along, providing UI labs and medical services with oxygen, helium, nitrogen, and more.

Upstairs in a small room in the main building, a shoe store opens each Wednesday for employees whose jobs require that they wear steel-toe shoes. Lehigh Safety Shoes holds a contract with the University for sales. The business has occupied space at GSB since the General Stores days as well.

When Surplus arrived it moved into the front of the building, then the Book Stores filled the back.

Suplus collects furniture, equipment, and supplies that departments no longer want, then makes it available for sale to other departments and the general public. On any given day one might come across desks, chairs, gurneys, file cabinets, lamps, dental tools, sinks, or microscopes.

Browsers, buyers, and employees flow continually through the aisles of the chock-full warehouse. On Thursdays, when it's open to the public, the mix includes many of the long-time, loyal clientele who have furnished their homes and businesses with UI discards.

The Book Stores and Hawk Shops functions break into three units: catalog fulfillment, general merchandise warehousing, and books.

"We receive from FedEx and UPS daily," says Book Stores storekeeper and supervisor Jared Montag. When orders come off the truck, student employees check them in and make sure every item has a scannable bar code, correct UPC number, and retail price. The UPC number allows for accurate inventory; every item can be traced to the pallet and box in which it is stored. The database is updated daily, usually as an item is added or removed.

Recently the warehouse was relocated within the building and expanded to make room for the catalog fulfillment center, which had been in the Hawk Shop in Coralville. Orders arrive over the web, by phone, and through the mail. Employees pull items, process charges, and pack and ship the orders. "We market to a national audience," says Book Stores and Hawk Shops administrative services manager Julie Flesner. "We ship far more packages to other states than we do to within the state of Iowa. We processed more than 20,000 orders last year."

Everyone's a Hawk fan back here: The catalog operation is directly tied to the performance of the sports teams. "If we win football Saturday, Monday's a good day for us," says Flesner. The busiest day saw 535 packages go out the door.

The small but efficient book receiving area processes every book carried by the two stores on campus. Employees unpack, check, and repack books, making sure each one has a bar code and the correct ISBN number. The books are then sent to the University Book Store at IMU or to the Health Science Store.

Cooperation helps make the collaboration work. Joe Deutsch, of Surplus, is responsible for building maintenance, and a common break room is furnished by Surplus. "We share our forklifts when needed," says Surplus manager Joe Hennager. "We get by on Dixie cups and chewing gum," he says, adding that because the peak seasons for the different areas are staggered through the year, "It's a nice, symbiotic parking relationship."

While the collaboration works well, the old facility could be better. "We pay a premium price here but we battle the dirt constantly, trying to keep air circulating without kicking up dust. It's especially a problem because we have things on open shelves," says Flesner. "We employ a housekeeper to keep it clean."

Anderson would like to see the GSB occupants in a University-owned building. "It's a good, high-traffic location that we don't need. People will always find Surplus, and the rest of it is warehouse that could go anywhere," he says. "It would be a great idea to get even more departments together to work on this. It's worked out so well, I think we could take it to the next step and build a facility where we could do the same thing but it would be our own building."

Exchanging printing jobs has interested the group for some time. The UI Printing Department has already completed work for Iowa State and is working toward sending jobs there, and UNI may want to use UI Printing as well. The twice-daily mail trips that already take place between Central Mail and UNI could also include picking up and delivering printing orders.

"I helped her with the James Lechay show and sale," Pauley says. "The Museum is in the process of remodeling; I also helped prepare new gallery information and assisted with moving stored art works to facilitate the remodeling." UI Learning and Development administers the internship program.

Rhonda Weaver, human resources administrator in the Mossman Building, is serving a three-year term on Staff Council, the organization that advocates for professional and scientific and merit supervisory exempt/confidential staff. She represents administrative employees and serves on the human resources committee.

Central Mail manager Chris Kula is a member of the Improving Our Workplace Award (IOWA) selection committee. The award recognizes staff who have made significant contributions to improving the workplace. The committee reviews nominations for awards and selects the winners by vote. Kula has participated for a year and will continue until the next committee is selected.

[Top of page]

"It was certainly beneficial to have the one-hour meeting, because it helps keep us informed of new cost-saving opportunities," says Cheryl Hodgson, JOMC marketing specialist. "What was especially helpful was the information about bulk mailing, because we have several different projects that are ongoing and we need to ensure that we are up-to-date with postal specifications." Contact Kula, 384-3809, chris-kula@uiowa.edu, to arrange a meeting to discuss your mailings.

[Top of page]

Fleet Services, with more than 500 vehicles, has felt the impact of rising fuel prices even though it purchases the fuel wholesale. "The rising cost of fuel has had a significant impact on us," says Mike Wilson, Fleet Services manager.

"Since we include the fuel price in our rental rates, we have to project what the fuel will cost us twelve months down the road. Our price for diesel and E-10* is approximately 30 to 40 cents lower per gallon than you would pay at a commercial station. That is because we do not pay any federal or state tax on fuel, nor do we have any profit built into our fuel prices," says Wilson.

The price increase is evident in the comparison of cost per gallon over the past year. Between June 17, 2003, and June 17, 2004, the price Fleet Services pays for fuel increased by 25, 29, and 44 cents per gallon, depending on the type of fuel.

Commuters are also feeling the pinch in their pocketbooks. However, there is help. Commuters can save hundreds of dollars of their own money by vanpooling, carpooling, riding the bus, biking, or walking. Parking and Transportation's Commuter Programs (CP) provides numerous ride-sharing options for University employees. There are sixty-five vanpools for employees to join; reduced-cost bus passes for Iowa City and Coralville Transit, numerous bicycle racks throughout campus, and a Rideshare incentive program for carpools of three or more employees.

CP also recently introduced an interactive carpool matching service to help employees find people to carpool with. Additional information on all the programs can be found at www.uiowa.edu/~parking/commuter_programs_home.html on the Parking and Transportation website, or call 353-5770.
Michelle Ribble

*E-10 is a blend of 90 percent unleaded gasoline and 10 percent ethanol; E-85 is 15 percent unleaded gasoline and 85 percent ethanol. Any vehicle that can use gasoline can use E-10. However, to use E-85 the vehicle engine components must be specially engineered. Fleet Services' vehicles that use E-85 are the Ford Taurus, Ford Ranger, Chevy 1500, Chevy Suburban, Dodge 1500 Pickup, and Dodge Grand Caravan.

Commuter Services launched its interactive carpool matching service in June, enabling employees to immediately find others in their home area who are interested in carpooling. It is on the Human Resources self-service website, where Fleet Services' vehicle reservations already take place. Employees can access the site from the Human Resources and Parking and Transportation (www.uiowa.edu/~parking/carpool_home.html) websites.

Parking and Transportation is one of the largest departments for student employment, with 300 students working as Cambus drivers, cashiers, Field Services officers, maintenance workers, and more. It is also one of the largest users of ITS' data entry department. To reduce the amount of time involved in data entry of time cards, ITS custom designed a web-based time entry system for P&T. Finance and Administrative manager Ann Greenzweig worked with ITS to develop the program, along with other P&T managers as the project progressed.

"We initially looked at prepackaged programs," says Greenzweig. "They were good, but weren't designed for our specific needs. We also felt it would be easier to adjust our own program for future needs."

The program is simple and quick to use. Students log in using their Hawk ID and password. They clock in and select their work location or function, then are automatically logged out. The process is repeated for clocking out at the end of their work shift. A designated authority may also clock someone in or out if necessary. Security measures are in place, as well as safeguards to make sure all information is entered correctly and to satisfy audit policies and procedures.

The program has also streamlined expense accounting. Previously, time cards had to be manually sorted through to match a shift to a particular facility. Now, the program matches each shift worked with the facility's accounting code.

Besides being a time saver, Greenzweig sees the program as an excellent management tool. "Managers have accessibility, in real-time, to see where their employees are. Since many of our student employees are scattered in different areas and on different shifts, this program allows managers to see at a glance who's at work and in which facility, and when they came in or left." says Greenzweig.

Employees may also use the program to review their hours worked and check for discrepancies. When the pay period is complete, the entries are approved by managers, and the information is sent electronically to payroll for processing.

The program has been in use for six months, and during that time there were a few "bugs and glitches" to work out. "We worked through them with the help of our ITS programmer, Joe Hannon. ITS has been helpful and easy to work with. We are pleased with the results and how easily the new process has been assimilated into our procedures," says Greenzweig. Contact her at 335-8880, ann-greenzweig@uiowa.edu, for more information.
Michelle Ribble

Derrick is a UI student from Hamilton, Illinois, who has been driving for Cambus for just over a year. He earned additional acclaim as the Cambus Driver of the Year, which he achieved through his excellent driving skills, work record, and dedication. The Iowa Public Transit Association recognized him for this accomplishment as well.

The Roadeo is sponsored by the Iowa Department of Transportation and the Iowa Public Transit Association and is funded by a training program of the Federal Transit Administration. Its purpose is to promote and recognize safe driving skills by Iowa's public transit operators. The competition was judged by local law enforcement, transit managers and staff, and other public officials.

This year, sixty-two operators from twenty transit systems competed in three divisions - large bus, mini bus, and van. The top three in each division earn awards, and the winner of the large-bus division represents the state in the national competition. Two drivers from Cambus have held state champion honors in the past.

Well done and congratulations to Derrick! Drivers Drew Bielinski and Adam Wildman also competed and represented Cambus well. The bus riding public is in good hands.
Brian McClatchey

[Top of page]

"We work with a copyright clearance center to get the authorization. We submit the request, pay the fee. Sometimes the clearance center has the authority to grant permission immediately, other times they have to go to the publisher. Once in a while, we have to contact the publisher," Knopik says.

Copyright law protects original works of authorship, published and unpublished. The fair use doctrine permits limited portions of works to be used in commentary, criticism, and scholarly reports, for example. For other uses, the copyright owner must grant permission to use the work. Permission is granted for one-time use. More information is available at www.uiowa.edu/~printsvc/docsvcs/upacs/copyright.html. The page also contains a link to the U.S. Copyright Office website.

To order a course pack, call the UPACS office, 335-3410, to request an order form or to complete it by phone. You will need a requisition or an m-number. Contact Knopik at the above phone number or at upacs-printing@uiowa.edu, or Document Services manager Marge Kline, 384-3717, with questions.

The Main Library Document Center was closed permanently on June 30. The self-service machines on the first and third floors are available for Library users. The IMU and Boyd Law Centers accept walk-up orders, and pick-up and delivery service are also available through Document Services.

"The professors come in to have their materials made into course packs, then we go to the classes and sell them so the students don't have to wait in line." She stoops to pick up sheets of paper and wrapping from the floor, crinkles them in her arms, smiles. "It works well this way. If students have to come to the Center for their course packs, they sometimes don't know the class names." She pauses to check the paper tray. "It's like, 'What class do you have? Is it day or night? Is the professor a man or a woman?'" She laughs, clears another paper jam, restarts the machine.

"We also do quick copy, walk-ins, theses, and dissertations." She dashes off to take an order, gives a student employee instructions about a job, smiles, and rushes to fill the paper tray. "The people here - faculty, staff, and students - are so nice. They even invite us to their events, like potlucks and picnics."

Carolyn's family includes her husband, Jeff, and their six-year-old yellow Labrador retriever, Buddy. They enjoy riding four-wheelers (all-terrain vehicles). Locally, Carolyn and Jeff ride in the area south of Iowa City where they live, with Buddy pacing them. "He loves to chase the rabbits, and he gets mad if we don't take him!" They also like to pack their four-wheelers on their RV and go camping in southern Wisconsin. There they follow 160 miles of trails built along old railroad beds, riding from town to town.

Friends and extended family often ride with them. "They store their four-wheelers in our back shed," says Carolyn. "There are six of them now. I swear they're breeding back there; we keep getting more and more of them!"

Recently the Stoddards added on to their house, doubling its size. "We plan to live there a long time." says Carolyn. Buddy went to her mother's home during some of the remodeling. "When I called her," says Carolyn, "she said 'He's fine', before I even said anything. Pets...they become your kids."

The copier technician arrives. Carolyn, happy to see her, unloads a stack of finished copies and smiles.

[Top of page]

Janet Watt, technical director for the Environmental Exposure Facility in the Department of Internal Medicine, has worked with the two over the last eight years as they supplied the facility with cylinder gas. When the facility was in a pinch this spring they came through, as Watts explained in a thank-you note to Gary Anderson, associate director of Business Services. Excerpts follow:

"A month ago the research facility was performing some very expensive testing. The equipment used in this testing was loaned to the Environmental Exposure Facility for a limited amount of time. In [an] oversight, the researcher did not order enough of a special oxygen blend to allow them to complete the study.

"When I spoke to Steve and Randy they said that they would try their best to track down what we needed. The special mix of oxygen normally requires a four-week delivery time. Somehow, some way, Steve and Randy arrived three days later with exactly what we needed. AMAZING! You saved us about $30,000."

The gas cylinder service, in a warehouse near the Gilbert Street Building, delivers about 400 cylinders per week. Oxygen, carbon dioxide, and nitrogen are the most-requested gases, but there are orders for others, such as argon, helium, and special mixtures. Gas cylinder orders come in via mail, e-mail, fax, and telephone. "We'll take orders in whatever way is easiest for the customer," says Poggenpohl. Contact him at 353-2916 to order gas cylinders. You'll need to give him your name, phone number, department name, MFK number, and delivery instructions.

Is the price in the Corporate Express catalog the price I pay?
No. The University receives discounts on every item Corporate Express sells. Discounts on some common items exceed 80 percent off the manufacturers' suggested list prices. To find your discounted price, either check in the MIGS system or call us at 384-3908.

Are the items in the catalog all you have to offer?
No. The Corporate Express catalog contains around 15,000 of the most common items from our preferred vendors, but through a network of other suppliers we can supply you with next-business-day access to more than 50,000 items. If you're buying something from a competitor only because you don't think we carry it, give us a call and we'll track down the MFG# we would use for that item - many times they're exactly the same.
Brian Studier

1. Complete a Surplus Removal Request Form (www.uiowa.edu/~fusprop/forms.htm). Use a valid MFK number and include all authorized signatures required by your department. Hospital departments should contact Housekeeping about removing items.

2. Send the completed form to Property Management, 609 JB, 335-0118. Surplus staff will call you to schedule a pickup after Property Management has removed the items from inventory.

3. Mark items to be picked up or have someone available to point them out. We want to be sure we take everything we're supposed to and nothing we shouldn't. Include all cables, documentation, and software with electronic equipment. Surplus does not charge for pick-ups unless items must be taken to the landfill, in which case we charge for the disposal costs.

Surplus is open for sales to UI departments on weekdays by appointment. It is open to the general public from 10 a.m. to 6 p.m. Tuesdays for computer sales, Thursdays for all other items. Contact Surplus, 335-5001, for more information.

[Top of page]

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