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Surplus Forum
January 8, 2007
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Changes at Surplus
Presented by Margaret Chambers, Director
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Surplus Manager
Dan Martinez
447 West 13800 South
(801) 619-7219
New Surplus System Software
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New Surplus Property Software
Presented by Corry Hill
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Surplus Property Software
• Tentative dates–Old system will go down on
January 12th
–New system will be available on January 22nd
– No SP’1s can be entered from the 12th to the 22nd
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Surplus Property Software
• Web-based– Internet Explorer is recommended– Pop-ups must be allowed
• Administrators, Managers, Users– One administrator per department– As many managers and users as desired
• Log in and passwords– Your email address is your log in– Your password will be sent to you by email
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Go to http:www.fleet.utah.gov then surplus then follow the links
Then click on ‘Click here to login”
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Enter your Email and Password
Then click on ‘Login”
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To Do List
Place a checkmark in the box to clear an item
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Click Department, then Department Profile
Addresses, numbers, codes and users can be updated and added
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Disposal Request – SP1
Click Add/Edit then New to enter a SP-1
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Select someone to be the Contact Person
A box will appear with all the users that are authorized in the department
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Choose the Disposal Type
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Select the Account (ELCID) Code
Additional codes can be added in Department Profile
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It will be outlined in red
If you skip a required item
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Choose the Pickup Type
Grayed areas are unavailable
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Select the Address or add a new one
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Select the Item Category and the Quantity
(Est. Value is recommended default is zero)
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Select the appropriate condition
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Enter the Description, save line, enter more lines
then click the drop down box by: ‘Authorized By’
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Select who will approve the SP1
A box will appear with those who are authorized to approve
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Click the Save button
Highlighted items indicate available options
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Once the SP1 is saved a number is assigned
Green indicates an available option
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Search for Disposal Requests by number or date
Click on the drop-down
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Once the SP1 is selected
it can be edited or approved
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The person designated to approve the SP1 must log in
And then click on the “Authorized” box
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A agreement box will pop up
Click Confirm, then Save the SP1
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Disposal Tracking shows the status of the SP1
Click Departments, then Disposal Tracking
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Click in the box when the SP1 is completed
A confirmation box will pop up.
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Once ‘OK’ is selected, that SP1 won’t appear in tracking
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Hands on training will be available
January 22, 23, and 24
Instructions will be available online
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Corry Hill
Division of Fleet Operations
Phone #801-538-3192
Program Specialist
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Surplus Customer Survey
Presented by Margaret Chambers, Director
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Service
1.The surplus property staff treats me with courtesy and respect. 3.9
2.I receive responses to my requests in a timely manner. 3.8
3.I am satisfied with the accuracy of the information I receive. 4
4.I am able to resolve my issue(s) with the first person I am directed to. 4
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Service
5.I am satisfied with the SP-1 online service. 3.8
6.Billing questions are answered promptly. 2.6
7.Overall, I am satisfied with the quality of service I receive from surplus property. 3.8
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Service
qs1 qs2 qs3 qs4 qs5 qs6 qs7
Total Points
0
50
100
150
200
250
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Staff
1. I feel confident that the staff is professional and capable of helping me. 4
2.Those who help me are knowledgeable about the issues(s). 3.1
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Usefulness of Information
1.I am able to obtain the information I need. 4.0
2.Surplus Property reports are timely, accurate and contain useful information. 3.1
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Communication
1. The Surplus Property staff promptly responds to phone calls, E-mail and voice mail. 3.8
2.The Surplus Property website is easy to use. 3.6
3.The Surplus Property website contains helpful information and meets my needs. 3.7
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Communication
4.Initial contact people know where to direct me to get the answers I need. 4
5.The Surplus Property web reports meet my needs. 3.0
6.The scheduling process for drop off/pick up of property has been clearly explained. 3.3
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How to Improve the Process
• Provide faster response times when SP-1 forms are submitted online.
• I am not sure if it is being received by staff because items have not been picked up and I have not received a confirmation phone call.
• A guaranteed pick up time would be helpful. If not a guaranteed pick-up time, an estimate of time of pickup with the reply from the submission of the SP-1.
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How to Improve the Process
• The process is so long and inconsistent, it hardly makes it worth the time spent.
• Need more people on the truck for pickup.
• I have been very happy with the service I have received from Surplus Property.
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How to Improve the Process• Customers would like the sp1 to only be used by one
person in their division. They would like it set up so they are the only ones who can submit the SP-1– This issue is addressed with the new system
• Create a drop down list for approvers info on the SP-1. The approval emails are not always coming
through (people entering wrong information)– This issue is addressed with the new system
• Work with DTS to find out what they would like done with the operating licenses before computers are turned in for surplus.
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Surplus Customer Survey
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• Survey available at:– fleet.utah.gov– surplus.utah.gov
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Service
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Staff
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Usefulness of Information
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Communication
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How can we provide better service?
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Margaret Chambers
Division of Fleet Operations
Phone #801-538-9675
Director
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Comments from Forum• State government property needs to go through
Surplus. There are several ways it can be done: donated to schools, transferred to another agency, delivered to surplus, have surplus pick the item up, etc; but it always has to go through surplus. You are welcome to call surplus 619-7200 and they will be glad to help you.
• The new “Surplus Property Software” system allows each Department to have control over who and how many people will enter and approve SP1’s. One person will be designated as the ‘administrator’ for each department. They can designate who will create and approve SP1’s. An email will be sent to each department asking who will be the administrator and for information to set up their department in the new system. Training will be available and questions can be answered by calling 538-3192 or 538-3586.
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Comments from Forum• Confirmation emails are automatically sent with this
new system. You will know immediately when the SP1 is received.
• Our goal is to pick up the surplused items in 5 business days, along the Wasatch front, after the SP1 is received.
• Items with a serial number need to be entered on separate lines on the SP1’s. We are working on being able to interface other inventory systems with this new system so that in the future it will be easier to enter multiple items that have serial numbers.
• A request was made to have a ‘comments’ field in the SP1 in the new system.
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Comments from Forum
• This new system is a complete Surplus system, it not only handles creating and tracking SP1’s, but also: scheduling pickups, receiving items into inventory, creating auctions, creating ‘want lists’ for customers and departments, emailing confirmations, making inventory items searchable for customers and etc
• The next surplus customer survey is available. We
appreciate and value your input and strive to respond to every comment. The survey can be found at www.surplus.utah.gov and click on the words, “Surplus Customer Survey”
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Surplus Forum
January 8, 2007
