PRESENTED BY: Frank Borrelli, CPPM, Property Services Manager
(Property Control, Shipping & Receiving, Surplus Property,
Record Retention and Management, Recycling, Mail Services, Print
Shop) THE MANY HATS OF A UNIVERSITY PROPERTY MANAGER California
State University, Stanislaus University Support Services, One
University Circle, Turlock, CA, 95382 E-MAIL: [email protected]
PHONE: 209-667-3986
Slide 2
Timing of staff retirements Months of cross-training of current
and new staff Countless communications of goals with
Administration, current staff, and customers via focus group
meetings, surveys, memos, and training. COMMUNICATE WITH ALL
PARTIES-NO SUCH THING AS OVER- COMMUNICATING!! Talk, Talk, Talk and
Talk!!! SUPPORT SERVICES CONSOLIDATION, COST SAVING AND REVENUE
ENHANCEMENT PLAN
Slide 3
Cost Savings: Mail delivery route consolidation Reassignment of
staff to fill upcoming Receiving, Property Control retirements
Create Automated Record Retention archive procedure and management
of centralized record retention, purchase Scanning Software Create
Surplus property web site and database to reutilize unused supplies
and equipment Intelligent bar code printing for mail cost
reduction, process all NCOAs with purchased address checking
software vs. outside vendor Research RFID Inventory of Assets vs.
Current Bar Code Scanners Further enhance Receiving and Mail
Package Tracking Systems Revenue Generators: Self-support service
charges Providing a Print-to-Mail one stop shop Certified USPS
Postal Service Center, Operate as a retail shipping and mailing
entity Establish a staffed sales counter to sell stamps, packaging
materials, packaging service, shipping, and centralized print
management Centralized print services capturing all campus print
jobs through partnering with local vendors Centralized white paper
recycling, Centralized shredding contract and management of campus
shredding needs SUPPORT SERVICES CONSOLIDATION, COST SAVING AND
REVENUE ENHANCEMENT PLAN
Slide 4
Property Control, Shipping & Receiving, Surplus Property,
Record Retention and Management, Recycling, Mail Services, Print
Shop 1 Working Supervisor, 6 Staff, 5 students make up Support
Services Team. CSU Stanislaus: 9,000 FTE on Campus, 250 acres Focus
more on primary function of divisions WHO WE ARE: HOW WE ALL DID
IT!!
Slide 5
Consolidate mail delivery locations on campus utilizing
existing mail boxes not being utilized and relocating some to other
areas. Consolidate 33 delivery locations to 8. Focus on delivering
mail to mail box arrays located in major buildings on campus vs.
individual departments. Shipping and Receiving assigned duty of
pick-up and delivery of all Housing mail. Staff time out of Mail
Room will be minimized and efficiency and service will be
maximized. Save on vehicle fuel cost and staff/student work time.
COST SAVINGS: DELIVERY ROUTE CONSOLIDATION
Slide 6
Reassignment and Restructure of functions and staff to fill
upcoming Receiving, Property Control retirements 2 staff retired
(Property and Receiving Clerk) one year apart, others cross trained
for over a year for those positions. Reassignment of staff. All Job
Descriptions were rewritten. Receiving Clerk reassigned to Property
Clerk. NPMA provided some training to the new Property Clerk Mail
Clerk reassigned to Receiving Clerk. Cross trained with Buyers,
Accounts Payable, Property. Mail Clerk reassigned to Stock/Records
Clerk. Additional specifics tasks (Record Retention, Shredding
Contract, Surplus Property) added from other positions assigned.
Internal Mail Clerk recruitment was hired vs. adding higher paid
positions of Property and Receiving Clerk. COST SAVINGS:
REASSIGNMENT AND RESTRUCTURING
Slide 7
Create Automated Record Retention archive procedure and
management of centralized record retention, purchase Scanning
Software CSU Office of Chancellor Executive Order 101 requires the
development of a Records/Information Retention Program that
complies with legal and regulatory requirements and implements
operational best practices. Worked with Campus Programmer to create
a database that will interpret, update, and maintain record
retention and disposition schedules and legal requirements are met.
Purchase Knowledge Lake Software to merge scanning of records into
current Campus Record Management program. COST SAVINGS: AUTOMATED
RECORDS RETENTION
Slide 8
Create Surplus property web site and database to reutilize
unused supplies and equipment. Developed web based system (Craigs
List) to allow for the display of pictures of available surplus
supplies and property and an automated request form. Will eliminate
the need for staff to field phone requests or taking tours of
surplus property storage. COST SAVINGS: SURPLUS PROPERTY WEBSITE
& DATABASE
Slide 9
Intelligent bar code printing for mail cost reduction, process
all NCOAs with purchased address checking software vs. outside
vendor. Implement printing of intelligent bar codes on printed
material and envelopes allows Mail Room a reduced rate on postage.
Cost savings by purchasing NCOA (National Change of Address)
software to process mail internally vs. outside vendor performing
this service. COST SAVINGS: INTELLIGENT BARCODING & NCOA
Slide 10
Research RFID Inventory of Assets vs. Current Bar Code
Scanners. Researching RFID Technology vs. Bar Code Scanners for
Asset Inventory and how that will work with the CSU PeopleSoft
Asset Management Module and the Property Inventory Legacy System
currently in place. Contacted several vendors waiting for
demonstrations and webinars. Joined NPMA Forum List serve to see
what others are doing. Look at raising tagging limit established by
State. Look at other ways of doing inventory: random sampling, spot
checks, etc. COST SAVINGS: RFID INVENTORY
Slide 11
Further enhance Receiving and Mail Package Tracking Systems
Install new version of campus developed Receiving/Mail Package
Tracking System. Modify database to be web based so departments can
look up status of their delivery once it arrives on campus. This
will reduce phone calls and time. Affix bar codes on packages to be
able to scan data during delivery. ANY QUESTIONS ON COST SAVINGS?
COST SAVINGS: PACKAGE TRACKING SYSTEMS
Slide 12
Self-support service charges Additional Revenue from
Self-Support Enterprise Reimbursements Inclusion in Business
Services Cost Allocation charged to nine self-support enterprises
Costs in addition to charging the entities include actual postage
costs, Mail Services, Receiving Delivery charges, overhead based on
volume of services provided. REVENUE GENERATORS: SERVICE
CHARGES
Slide 13
Providing a Print-to-Mail one stop shop Respond to Industry
Changes in Printing and Mailing Business Streamline and apply Lean
Management principals to several processes to create Design, Print,
Mail one stop shop Offer services to campus community REVENUE
GENERATORS: ONE STOP SHOP
Slide 14
Certified USPS Postal Service Center, Operate as a retail
shipping and mailing entity Raise more revenue on process of more
bulk mailings, more counter service. Established Approved Shipper
status with United States Post Office (USPS) which allowed us to
operate as a retail shipping and mailing service. Status lowers the
rates we pay for sending priority mail and other types of services.
Provides customers choices and price options for shipping needs.
Service available for campus needs and is offered as a retail
service to the campus community. Campus has entered into an
agreement with UPS for same services Marketing has been done in
form of creation of brochures, posters, attending new student
orientations REVENUE GENERATORS: USPS POSTAL SERVICES
Slide 15
Establish a staffed sales counter to sell stamps, packaging
materials, packaging service, shipping, and centralized print
management. Sales of services have increased for both Print Shop
and Mail significantly in 2011-2012 due to emphasis on customer
service. Amount of revenue generated requires that area be
established as a satellite cashier station. Full time temporary
position was hired with intent to establish a permanent position if
the net revenue generated exceeds the cost. Retail operation
includes sale of stamps, envelopes, packaging materials, packaging
services, and printing services. Items will continue to be marketed
to campus student clubs, departments and individuals and eventually
a website for on-line ordering will be available. REVENUE
GENERATORS: SALES COUNTER
Slide 16
Centralized print services capturing all campus print jobs
through partnering with local vendors All campus printing requests
to be submitted to the Print Shop in 2011-2012. If job cannot be
completed in-house, the job will be sent by the Print Shop to an
outside printer that has contracted with the Print Shop. Print jobs
in-house will match or be lower than quotes provided directly from
departments through independent printers. The service provided to
campus departments has been cost effective and timely. Print Shop
contracted with off-site printer to offer unique items that cannot
be printed in-house (printed magnets, calendars, notepads, etc.)
Items will be marketed to campus student clubs, departments and
individuals and eventually a web site for on-line ordering will be
available. REVENUE GENERATORS: PRINT SERVICES
Slide 17
Centralized white paper recycling, Centralized shredding
contract and management of campus shredding needs Recycling of
paper on campus has been done by Facilities Services All types of
paper have been mixed, if white is separated out, recycler will pay
the campus higher prices for recycling. Print Shop purchases paper
and sells to campus departments. They will receive a credit on
price it pays for paper and be able to pass savings along to campus
departments. Centralized Shredding will now be managed by Records
Management. Records Management obtained one contract with an
off-site shredding service and will coordinate the use of the
service by campus departments. This will eliminate the need for
departments to submit purchase orders for their individual needs,
saving time, coordination, and cost being one company will be doing
this service vs. five in the past. Record Management will bill the
department through the recharge process. ANY QUESTIONS ON REVENUE
GENERATORS? REVENUE GENERATORS: RECYCLING & SHREDDING
