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
Mail Service begins automated addressing
Quality Report--Open book management: Picking up momentum
Meetings gear up during fall
Prestigious awards given for work by Business Services staff
Classes and training offered

Central Mail System
Bulk mail--and more
Reply mail can help improve response to your mailings

Laundry Service
Product show gives Laundry a chance to show its stuff
Road construction nearly done
Character Counts: Meet Dave Kelley

Materials Management
Incoming or outgoing, anything goes at Receiving and Shipping
Damaged shipments--what to do
New catalogs are here
Herd books

Printing Department
Creature Feature! (True stories from the front lines)
Keep current with software upgrades for compatibility
Software Support
New customer service manager feels he fits right in

We are . . .

Business Services directory

The equipment prints on items ranging in size from 3x5 to 17x17 inches and from 0.005- to 1-inch thick. It can print on plain or coated paper and on envelopes and magazines.

Information is printed as individual lines of text that can include a return address, variable or fixed message, mailing address, and delivery-point bar code. The system has a large data and file storage capacity and is networked

Mail Service is using the system for campus mail while still setting it up for U.S. mail, says customer service representative Chris Huber. "We want to make sure the system is as good as what ITS has done, and keep the same level of great service," he says. "We're still figuring out formats--what fits, what works best."

The most important thing for mail customers to do is contact Mail Service early in the process to make sure a mail piece can go through the equipment, says Huber. "Get in touch with us prior to talking to Printing, or at the same time as you talk to them."

Most of those who send mailings to the campus community order their mailing lists from Information Technology Services or Human Resources. The formatting of ITS files is still being worked out, so contact Huber before you order from there. The format of files from HR is compatible with the new equipment, so it is not necessary to call ahead if you order from there.

If you maintain your own mailing list, format it so that the address has three fields: name, department or description, and building and room number. The data must be sent in a comma delimited format as an e-mail attachment or through ftp.

When you order a list from ITS or HR, include a request for addressing and mailing on your requisition and send a copy to Mail Service. If you maintain your own list, send a requisition to Mail Service when you send your file.

Huber says Mail Service would like to have orders a week in advance to plan the workflow. "If it's a big mailing, say 30,000 pieces, give us a couple of weeks to make sure we have a machine available," he says.

After I felt comfortable that everyone knew how we generate income, I laid out the expense side of the statement.

Once again, we took each line item and analyzed it. As we analyzed each line item, I began to notice how involved everyone was getting. The questions and the discussion generated were great!

We soon found that there were a couple of line items that should be monitored more effectively. In other words, we were spending way too much in these areas. Several individuals in the group have taken responsibility for tracking these expenditures to make certain they are kept in line.

It was during one of these sessions that I really felt we were making progress. We had been analyzing the utility expense and noticed it had been declining. I asked why this might be. One employee responded "Maybe it's because every night when I go home, I make certain that all the lights in the whole facility are turned off." Right then and there,I knew they had the idea.

What do we do at our meetings?

Shortly after I receive the current month's financial statement, I set up our meeting time and date. Since we do not always get our information at the same time each month, we have to be flexible with this.

I begin our meeting by passing out the current statement along with the corresponding statement from the previous year. This enables us to see where we were at the same time last year. Not only can we compare this information, we can also spot trends.

We review each income and expense line item and compare this year's numbers with last year's. As we go through each line item, we discuss those where a change may have occurred and try to pinpoint why.

At the end of this process, we throw the meeting open to discussion on anything that is related to the financial well-being of the organization. I also relay other information that I feel everyone should know about, such as campus events that might have an impact on what happens within General Stores. The more information employees have to do their jobs, the more productive and informed they will be.
Lee Vasquez

Vasquez, a Business Services program consultant, implemented open book management, the practice of including employees in financial planning, at General Stores. This article was first published in College Services Administration, the journal of the National Association of College Auxiliary Services. Next: "By the numbers"-teaching the basics of the department's finances.

Printing Department managers attended the annual Big Ten Printing Managers Conference, this year at Penn State. Topics covered during the meeting included customer relations, rate structuring, marketing, copyright, and privatization.

Chris Huber, Central Mail, attended the National Postal Forum in Chicago, which Lou Eichler also attended as a presenter. Eichler then traveled to Washington, D.C., to speak at the Institute for International Research and to Las Vegas to attend MAILCOM.

Mike Cash and Chris Swart, Printing Department, attended GraphExpo to look into new prepress equipment and upgrades. The event is a printing industry trade show held annually at McCormick Place in Chicago.

Printing Department designers Leigh Bradford and Patti O'Neill attended the annual University and College Designers Association conference in San Francisco in October. They attended breakaway sessions and listened to speakers address design issues such as putting Web sites together.

"I've always submitted fancy six-ink pieces printed outside the University. To have a two-ink piece that was printed here in the department win was great," says O'Neill.

The National Association of College and University Mail Services honored Central Mail manager Lou Eichler by creating an award in his name for his contributions to the industry and naming him its first recipient.

It will be presented to those who exhibit exemplary service to the college and university mail industry. Eichler's contributions include CUNIMAIL, a networking e-mail service that allows university mail managers to discuss concerns about the industry.
Virginia Leupold

General Stores will offer a class that includes MIGS and SIGS training in the spring; watch Into Print and Staff Development announcements for details.

If you need MIGS and SIGS training before then, we do make house calls. Contact Judy Rockafellow, judy-rockafellow@uiowa.edu, to set up an appointment.

The Printing Department offers consultation and individual, on-site training for using the DocuTech publishing system. Contact Tim Blake, timothy-blake@uiowa.edu, at the IMU Document Center to schedule a session.

Folding Mail Service performs single- and letter-folding of 8.5x11 sheets. Self mailers (items folded and mailed without using an envelope) should have the fold on either the bottom or the right edge as you read the address.

A cautionary note if you have items folded before sending them to Mail Service: z-folds confound the equipment, and there is a high "mortality rate" for items stapled before folding. Avoid both.

Collating, assembly, and selective inserting The collating, assembly, and selective inserting offered by Mail Service are mechanized and require machine-readable coding on the material. It is possible to collate before folding when doing this. Selective inserting allows you to customize the contents of your mailing.

Standard inserting Mail Service can insert material into preaddressed or window envelopes if there are 100 or more envelopes.

Tabbing Some items must be secured with tabs, which Mail Service applies, to receive a postal discount. Customers may request tabs for other items, such as booklets or self mailers, for aesthetic purposes or if using them helps maintain the integrity of the mail piece.

Sealing Mail Service offers automated sealing of standard-size gummed envelopes. When you send filled envelopes to be sealed, leave the flaps open and nest the envelopes together.

Addressing The generation of mailing lists is your responsibility. Mail Service can [print the address onto your mail piece.

Metering Metering serves the same purpose as postage stamps, but the postage is mechanically stamped on the mail piece.

Bulk mail discounts UI departments and organizations conducting mailings of 200 or more identical pieces may use the bulk mail permit that Mail Service maintains. This can reduce your postage costs and, in many situations, give you faster, more accurate delivery.

Send sample items before ordering our services so we can make sure they work on the equipment. We can also suggest ways to help keep your mailing costs as low as possible. Use a standard requisition with your Central Mail customer number to order any of our services.

Business reply mail
Business reply mail requires you to pay postage and handling fees, but you only pay for the pieces that are returned. Use it if you expect less than a 95 percent return rate.

This mail must have your mailing and return addresses; permit information; a FIM (facing identification mark--a series of vertical bars to the right of the return address); and a delivery-point bar code printed on it.

Central Mail maintains a business-reply mail permit for the University, and requests to use it must be approved by Central Mail prior to printing. This is to make sure all the requirements are met for the University to keep the discounted rate. Postage and handling charges are billed to your department, so your Central Mail System customer number must appear in the address.

When you plan to include business reply cards or envelopes in your mailing, call Mail Service first to obtain the correct permit numbers and bar code to print on them.

Meter reply mail
When you use meter reply mail or stamps, you are paying the postage for the respondents, whether they return the mail piece to you or not. It is cost effective if you expect a return rate of 95 percent or more.

Meter reply mail must have your mailing and return addresses, an undated postage meter impression, a FIM, and a delivery-point bar code printed on it. The following printed message must be printed above the mailing address:

No postage stamp necessary
Postage has been prepaid by

Courtesy reply mail
The respondent pays for postage when you provide courtesy-reply mail pieces. These pieces must have your mailing and return addresses, a FIM, a place for a stamp, and a delivery-point bar code printed on them.

For more information contact Central Mail System manager.

Enthusiastic visitors lined up to learn about new products from office supply vendors and what's available from UI Business Services units. Equally enthusiastic vendors distributed thousands of samples.

Watch for announcements of next year's show date; we'll look forward to seeing you there!

Numerous--but necessary--delays are at an end. Water supply pipes were set deeper; communication lines were moved; and flags of pink, yellow, blue, and red sprouted, marking critical utilities. Crosspark Road is finally paved. Only a few tidying up details remain.

Meanwhile, employees and visitors should continue to use the Holiday Court entrance.
JoAnne Worley

Dave loves driving and can operate many types of heavy equipment. Ten-ton trucks, semitrailers, bulldozers, end loaders, and forklifts are all in his repertoire. Formerly a long-distance semi driver, Dave likes working near home now so he can spend more time on favorite activities and with his family.

One favorite activity is golfing. Dave claims to be a fair golfer, but his best shot was a double eagle during tournament play two years ago! He taught his daughter, Jill, to play at a young age as she tagged along on Saturdays when his wife, Ruth, worked. Now Jill plays better golf than her father and is on her high-school team.

Hunting for pheasant, deer, and turkey is another of Dave's favorite activities. He uses either a muzzle-loading shotgun he built or a bow and arrow. Dave likes to fish, too, but doesn't have much time. Remodeling his home in Frytown and following Mid-Prairie sports take precedence over hunting and fishing.

Dave doesn't have extra time at work, either. This busy guy is always on the move, loading or unloading 300- to 700-pound carts of linen at docks and hand-carrying uniforms, dust mops, and mats up or down stairways in numerous buildings on campus. It took three days of following him around at the Laundry just to get this story!

So, smile and wave hello as Dave delivers your laundry, because this man is on the move.
JoAnne Worley

Our facility is located away from the campus area, which helps reduce the number of large trucks and other common- carrier vehicles on campus. We usually combine shipments from many trucks on one vehicle for campus deliveries.

Receiving and delivering goods
Our goal is to deliver the freight we receive to the proper designee within eight working hours of receipt. Deliveries are made via the shortest or most direct route between Receiving and Shipping and the delivery point.

Every attempt is made to combine orders on a truck for the most efficient delivery. Merchandise with Hot or Rush designations is delivered promptly. Responsibility for the goods then shifts to the receiving department.

We are committed to careful handling, securing of loads, and proper transportation of freight to insure damage-free deliveries. Our personnel will not uncrate, unpack, or assemble merchandise after delivery.

The department that signs for the shipment receives a copy of the freight bill. The original freight bill and attendant documents are returned to Receiving and Shipping.

Shipping goods
Receiving and Shipping can also send out freight for your department. The freight must be accessible at a loading dock or an outside door. We will shrink wrap or band material to pallets when it is needed.

Contact Deb Parizek, debora-parizek@uiowa.edu, 384-3743, for more information.

When goods are shipped to MBSB, they are inspected for damage upon arrival. If damage is found, a claim is made with the shipping company. If there is no damage, a General Stores staff member signs for the goods and the responsibility for them transfers to the General Stores delivery unit.

The delivery staff transports the goods to the end-user department or a receiving dock, depending on the delivery instructions. The ordering department's personnel should inspect the goods for damage. If there is damage, it should be reported immediately--within 24 hours--to Central Receiving and Shipping, at 384-3743. The ordering department is not responsible for damage incurred during the trip from MBSB to the delivery site.

If there is no damage, the ordering department's personnel should sign for the goods. At that time, liability for the goods becomes the responsibility of the receiving department, which also is then responsible for the deductible.

If the receiving department signs for a shipment that does not appear to be damaged but finds concealed damage upon opening the shipment, a claim can still be filed with Central Receiving and Shipping. This should be done within 24 hours of the department's receipt of the shipment.
Gary Anderson

We are sending catalogs to customers who signed up for them at our Product Show in October. If you need one, fax a request with the number of catalogs you need, your name, department name, and delivery address to General Stores, 384-3918. There is no charge for them.

Adobe InDesign is a new program gradually being introduced after being in development for several years. InDesign will eventually replace PageMaker as Adobe's premier page-layout software, but the Printing Department does not yet support it. PageMaker will still be supported by the Printing Department when InDesign is used.

The department is upgrading its hardware, software, and printer specifications in order to use InDesign. Nearly all its systems will be affected by the implementation of InDesign. According to computer consultant Mike Cash, it could be several months before the department's equipment will be able to support the software.

"Everybody is jumping through hoops to get ready for InDesign," says Cash. "We will support it. At this point we do not. Our workflows do not support it right now."

The department is trying to work with customers who use other programs as well. The Printing Department wants to make sure its customers use programs that are compatible with those used in the department. It typically supports the current version and one version previous for printing orders, but wants to make sure the customer is using the right version before starting a big project.

"We will gladly walk through what they're using and work with them. We want to get their job through here," says Cash.
Virginia Leupold

Software support provided by the UI Printing Department

The Printing Department supports the current versions of these software programs and generally one version older than the current one. Contact Mike Cash, mike-cash@uiowa.edu, 384-3724, when using the older versions.

Current Version	Previous Version
Pagemaker 6.52	Pagemaker 6.0*
Freehand 8.0	Freehand 7.0*
Illustrator 8.01	Illustrator 7.x*
Photoshop 5.5	Photoshop 5.0
Word 2000 (PC)*	Word '97 (PC)*
Word '98 (Mac)*	none
Quark 4.03*	Quark 3.32*
Powerpoint 2000 (PC)*	Powerpoint '97 (PC)*
Powerpoint '98 (Mac)*	none

*Call before using these programs to work on Printing Department orders.

"We are able to give customers very timely responses to their questions. I think we get the job done very well," Wilson says. Communication is the key to the department's success, according to Wilson. He believes communication between the customer service representatives and customers through every step of the production process is the most essential service his department provides.

Wilson oversees state printing orders, involving process color printing and some other jobs the department does not produce in-house. SPOs entail getting specifications written and obtaining bids for jobs that must go through the state printing office in Des Moines. He also monitors quality control and insures jobs are done right in order to satisfy the department's customers.

Wilson operated his own printing business in Dubuque until he sold it two years ago. He then worked as a customer service representative for a Chicago web printing company, where he was involved in production and sales.
Virginia Leupold

We are . . .