TAKING YOUR MAIL AND PRINT OPERATION FROM EXISTING TO EXTRAORDINARY! PRINT AND MAIL CONSOLIDATION

Transcription

1 TAKING YOUR MAIL AND PRINT OPERATION FROM EXISTING TO EXTRAORDINARY! PRINT AND MAIL CONSOLIDATION

2 INTRODUCTION Cedarville University 3200 Students - 80% are Residential All mail for students and faculty/staff is processed at the campus post office annual volume is about 3 million pieces per year The print shop is all digital - 5 million clicks per year Our operation is partially subsidized with budget dollars and partially supported by chargebacks. Paula and I will be co-presenting today. Paula has been employed at Cedarville 11 years and has worked a total of 27 years in mail. I have been at Cedarville 18 years with 11 years in print and 4 in mail.

3 GOALS OF THIS SESSION Where we started. Where were we going? How did we get there? Workflow End result

4 WHERE WE STARTED

5 WHERE WE STARTED Copy Center Job Submission through paper forms or Accounting through QuickBooks Printing Equipment Canon CLC Color Copier Canon IR7095 and IR7110 Wide Format Canon IPF 8000 No variable data Delivering large jobs only

6 WHERE WE STARTED CONTINUED Postal Services Everything hand tracked o Inbound packages hand recorded o Students notified individually by o Most accounting and benchmarking on handwritten ledgers o Handwritten cards used for signatures on delivered packages Forwarding Manual database lookup Hand written address changes Standard Mailings Hand Sorted

7 WHERE WE STARTED CONTINUED Advancement Division Mail Processing o Expectations o Reality First Printer and Software Purchase Desktop Mailer o Worked with IT to purchase software o Two licenses o Rena Printer Immediate Results o Decrease in Returns o Financial Impact

8 WHERE WE STARTED CONTINUED.. The rest of campus Also hand labeling and stuffing mailings o Student workers and retired personnel. Decentralized database management o Two departments did major database management Many department generating lists from their own Excel databases. Not utilizing qualifying discounts o First-Class mind set o Lack of Awareness

9 WHERE WERE WE GOING?

10 WHERE WERE WE GOING? One stop operation Move print shop to adjoin post office Automation of Mail Database Cleansing completely centralized Insource processes that were being outsourced in both print and mail Change in mass mailing thinking. Move to personalized campaigns

11 HOW DID WE GET THERE?

12 HOW DID WE GET THERE? Image GOAL: TO BE SEEN AS A COMMUNICATION HUB FOR THE UNIVERSITY Mail Stuffers and Copy Makers NOT! o Publicize Accomplishments Previously viewed as a function Lacked Legitimacy o Name Change

13 HOW DID WE GET THERE? The excitement starts with you! Relationships... o Staff buy in o Administrative support o Marketing-Graphic Design o Your biggest mailers o Everyone else you encounter daily

14 HOW DID WE GET THERE? Equipment and Software Web to Print Software Print Shop Pro o Ease of job submission and supply ordering o Onboard Accounting o PDF conversion o Required use Variable Data Software Direct Smile and Print Shop Mail o One to One Marketing o Multi-level Marketing Campaigns are no longer print only

15 HOW DID WE GET THERE? Inbound Package Tracking Software o Student and Staff Designed Digital Imagepress Units o Imagepress 6000 o Imagepress 1125 o Ricoh C901 Mail delivery doubles as print delivery

16 HOW DID WE GET THERE? Moving automation to the rest of campus in 2008 Began search for new software and hardware o Satori Bulk Mailer o Rena 3.0 XLT Envelope Printer o Formax Folder Inserter o Cross Training and Speed Education o Creative Services team - Mailpiece DesignChanges o Educated them on Indicia and Endorsement usage

17 HOW DID WE GET THERE? Worked to gain trust of departments in processing mailings Used move update as leverage Worked first with key departments, word spread. It s all about Service. Teaming with departments to do what they need done.

18 HOW DID WE GET THERE? Communication Key component o Mail Services Request Caps Account Convince Finance Department that ACH debits were safe. Eliminated need for check writing and emergency wires of money. Established MID and CRID for IMB

19 AN EXAMPLE OF WORKFLOW

20 SAMPLE WORKFLOW Department Initiates Mail Service Request Online Form Creative Services Design Process Database Cleansed by Postal Services and sent to Creative Services or Print Services Creative Services Designs piece and writes coding if Variable Data is present Print Services Merges Artwork with database Work order generated online for Print Services by Creative Services or Department Print Services Prints Mail Pieces Postal Services trays mailpieces and ships

21 END RESULT

22 FINANCIAL IMPACT After two years: $100,000 Removed from mailing budgets 25,000 Removed from print budgets $125,000 Total decrease per year in expenditures Initial New Equipment Cash Expenditures $40,000 Folder/Inserter, Rena High Speed Printer 5,000 Hardware for Homegrown Package Tracking System 3,000 Satori Software Licensing $48,000 Total Expenditures

23 INSOURCING! Print Color Volume increased five fold in one year. Mail Volume Increased All mail lists are processed internally

24 GOING FORWARD Continue to build relationships Work on providing AEC processing for better database cleansing Continue to Educate Explore better shipping options Adding Services Self Promotion Continue Networking

25 QUESTIONS? Contact Information Tammy Slone Manager of Retail Sales Paula Adkins Automation Specialist