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Materials Management
Through Value Added Services:
A Comprehensive Guide |
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- Mission
Statement: The mission of the Salem State
College Materials Management Department is to effectively manage the
inbound and outbound logistics activities of the College through value-added
service.. The mission is to provide these services in an efficient and
cost effective manner that meets or exceeds the expectations of the
Salem State College community.
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- Introduction:
This is intended to be a comprehensive guide
to the services provided by the Materials Management Department that
are offered to the Salem State College Community. It also highlights
the personnel involved in providing these services.
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- Services
Provided by Materials Management: Materials Management at Salem
State College encompasses the primary activities
of Shipping, Receiving, Mail Services, Copy Center, Property Management,
Surplus Management, Fleet Management, and Xerox Technical Support. These
services are managed by Dennis Koontz, Purchasing and Materials Management
x6037.
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Dennis Koontz,
Manager, Materials Management X6037
Manages Mail Services, Shipping and Receiving, Property Control
Program, Surplus Program, SSC Surplus Newsletter, Federal Express,
Campus Copier Program, Copy Center, on and off campus copying, and
fax machines. Dennis also manages all printing, on and off campus.
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Ralph Berry, Staff
Assistant x6394
Responsible for the general management and operation of the Property
Management Program. Initiates record keeping on items over $1000,
barcodes items, logs items into Property Management System. Responsible
for general record keeping of Salem State College Property. |
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- Shipping
and Receiving:
| Mission Statement: The
mission of Shipping and Receiving is to provide shipping and
receiving services to our customers, defined as the Salem State
College Community, by shipping, receiving and distributing packages
in a timely and efficient manner.
Location and Hours of Operation: The Shipping and Receiving
Department is located at at EPTOT (the trailers) on Cnetral
Campus. Hours of operation are 7:30A.M.to 4:30 P.M. Monday through
Friday. |
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- Shipping and Receiving Staff:
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John McElaney,
Supervisor, Shipping and Receiving, x6295.
Responsible for the general management and efficient operation
of Shipping and Receiving. Accepts packages to be shipped. Signs
for and logs all incoming packages for the College and coordinates
delivery and obtains signature for all delivered packages. |
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Lee Gagnon, Motor
Truck Driver, x6295
Responsible for pick-up, delivery, and intercampus transport of
packages, mail, and Copy Center work. |
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| Please
Note: Arrangements can be made for package pick-up by calling the
Shipping and Receiving Department at x6295. |
- Shipping and Receiving Services
Provided:
- Federal Express Shipping:
Federal Express shipments from the College are available
for:
- Priority Overnight (Next day by 10:30 A.M.)
- Standard Overnight (Next Day by 3:00 P.M.)
- Second Day Air Service
- Freight Service (For packages over 150 lbs.)
- Saturday Service
- Declared Value Service
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If Federal Express is the desired mode of shipment,
a Federal Express form must be completed and signed. The form is
available either by fax or by clicking
here (PDF)! The chartfield section must be completed, must be
signed and the type of service desired must be checked. To ship
a package off campus via Federal Express, contact Shipping and Receiving
at x6295 to arrange pick-up. The expense account code MUST
BE 6J29.
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- Returned Goods Coordination:
Returned goods can be returned to the vendor following the Returned
Goods Process. The end user contacts Purchasing at x6152. Debbi
Germano, Buyer, will contact the vendor to determine whether the
item is going to be kept, repaired, returned, or replaced. She will
then obtain a Returned Goods Authorization and a mode of shipping.
The material to be returned goes directly to Shipping and Receiving.
If the item is to be picked up and taken to Shipping and Receiving,
call John McElaney x6295.
- Transportation of Hazardous Material:
Shipping and Receiving is able to receive hazardous material. The
first step in alerting Shipping and Receiving of the incoming order
begins in Purchasing. When ordering hazardous materials, the end
user should write "Hazardous Materials" on the purchase
requisition. The buyer in Purchasing will then alert Debra Mizia,
Safety Coordinator, of the order. When the material is received,
Shipping and Receiving first calls Debra Mizia to alert her of the
incoming order. Lee Gagnon is authorized to handle distribution
of hazardous materials to end-users. In some instances, a Dangerous
Goods Form must be completed by the end-user. Contact Debra Mizia
x7115 for more information.
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- Mail Services
Mail Services Mission Statement: The mission
of Mail Services is two-fold:
(1) To pick-up, sort, distribute and deliver mail to the Salem State
College community, and to assure that all mail is processed through
the College Mail Services department and delivered to the addressee
as efficiently and quickly as possible.
(2) To provide cutting edge technology for processing outgoing mailings
to achieve the lowest cost, professional appearance as well as accurate
and predictable receipt of college mailings.
Location and Hours of Operation:
Mail Services occupies two locations: Central Campus and Meier Hall.
The Central Campus location is responsible for all outgoing mail. The
Meier Hall location is responsible for all inbound mail to be sorted
and distributed campus wide. The Central Campus facility is open for
operation between the hours of 7:00 A.M. and 4:00 P.M. The Meier Hall
facility is open from 8:30 A.M to 5:00 P.M for mail pick-up and drop-off.
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Mail Services Staff:
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| Monica Clinkscales:
Mail Services Supervisor, x6012. Responsible for the smooth
and efficient operation of Mail Services at Salem State College. Answers
questions, and aids end-users in determining mail needs. Responsible
for receiving, sorting and issuing of mail and packages to all departments.
Processes inbound express packages. Also, responsible for bulk mailing
permits, charge-backs to departments, tracking forms and certified
mail receipts. |
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Rene LeBlanc:
Mail Clerk, x6012
Responsible for receiving, sorting and issuing mail and packages to
all departments. Processes inbound express packages for distribution
to the Central Mailroom or Shipping and Receiving. |
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Carmen Gonzales:
Mail Clerk, x6520
Responsible for receiving, sorting, and issuing of mail and packages
to all departments. Processes inbound express packages for distribution
to the Central Mailroom, or Shipping and Receiving. |
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- Mail Services Provided:
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Please note:
All outgoing mail must have a department mail slip requisition attached
to it. This is necessary for accuracy in charging back the postage
cost of the mailing to the correct department. |
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- First Class Mail Processing:
This level of service is appropriate for any urgent, time-sensitive
mail that has a significant impact on the operations and need to
be delivered as quickly as possible should be sent First Class.
Examples: Proposals, billing statements, orders, etc.
- Priority Mail Processing:
Priority Mail receives two to three-day delivery
nation wide. These delivery standards are ideally suited for package
or document mailers whose need for speed does not justify the high
cost of overnight services. Priority mail gets preferential surface
transportation to nearby destinations and is flown to distant areas.
- Express Mail Processing:
Express Mail-next-day-service is designed
for mailers who occasionally need reliable overnight delivery of
important items. A corporate account has been established with the
US Postal Service for the College. Postage fees will be charged
back to departments. Call x6012 regarding mail labels and specially-marked
mailing containers.
- Coordination of Express Mail Received
at the College: Express mail sent
To Salem State Faculty or staff arrives at the campus mailroom located
at 352 Lafayette Street. Faculty and Staff Express Mail is delivered
to the Campus Mail Room at 352 Lafayette Street. Mail Service personnel,
acting as agents for the Salem Post Office, accept and sign for
it. A log is maintained recording identification and delivery information
for incoming Express Mail. When Mail Services receives Express Mail
for Faculty and Staff, the addressee will be contacted by telephone
and will be asked to pick-up and sign for the item at the Campus
Mail Room.
- Certified Mail and Return Receipt Mail
Processing: Certified Mail service
provides the sender with a mailing receipt and a record that the
mail was received at the address to which it was sent. No record
of the mail piece is kept at the Salem Post Office; however, it
is logged in at the final receiving Post Office. The handling and
delivery method for Certified Mail differs from first-class mail
in the logging procedure. In most cases it is slower than first
class mail. Return Receipt Mail is designed for items having no
intrinsic value such as letters, files, records, etc., which are
sent as first class mail. No insurance coverage is provided. A return
receipt is provided to the sender. Proof of delivery may be obtained
for an additional fee. The return receipt will be mailed to the
sender after the mail has been delivered.
- Insured Mail Processing:
The Insured Mail Service provides payment
for loss or damage to third and fourth class mail or first class
priority mail containing third or fourth class matter. The maximum
liability for insured mail is $600. A return receipt may be requested
to show written evidence of delivery.
- Bulk Mail Services: Bulk
mail is classified into two categories: Standard Mail A Bulk Mail,
and Special Non-Profit Bulk Mail. To be acceptable under either
of the bulk mail classes, the shipment must consist entirely of
printed material (not individually typed or handwritten) and each
item must weigh under 16 oz. If there is any first class material
included, the mailing is not eligible for bulk mail reduced rates.
- Standard Mail A Bulk Mail:
- Mailings must consist of at lease 200 pieces or weigh 50 pounds,
not including intercampus or foreign mail.
- Each mailing must consist of items identical in size, weight,
envelopes and enclosures.
- Mailings may not be, or have the characteristics of a bill
or statement of account, nor may they include any personal correspondence
(hand-written or typed).
- All pieces in the mailing must include a ZIP code.
- Foreign mail may not be mailed at the bulk rate.
- Special Non-Profit Bulk Mail:
- SSC Mail Services is responsible for all
authorized use of the College’s non-profit bulk rate license
and for forwarding all charges incurred in this use.
- “Salem State College” is the
holder of a non-profit bulk rate permit. All SSC mailings at
the Special Rate must have as the return address the name “Salem
State College” on the first line. The name of a SSC division
or department may appear as the second line, but only the words
Salem State College may be on the first line of the return address.
- Only integral departments of the College
are allowed to use the permit. Any clubs, organizations, projects,
etc., which are not official parts of the College, even though
they may have College personnel as officers or members, are
prohibited from using the College’s permit.
- Only registered organizations that are not-for-profit
may be authorized to mail at the Special Non-Profit Bulk Rate.
Authorization must be obtained to use the SSC Permit number.
- Advertisements or endorsements of another
company, hotel, bank, credit card, or person are forbidden.
Co-sponsorship with anyone not authorized for the special rate
with the Salem Post Office is not allowed. These mailings will
not qualify for the non-profit bulk rate.
- Bulk Mailing By Outside Mailing Company:
- All printed matter printed by an off campus printing firm
and then sent to a mail house for mailing, must
have form 3602 sent to Monica Clinkscales in the mailroom.
- Addresses must include a ZIP code. When planning a bulk mailing,
order database labels in numerical ZIP code order.
- A mail slip requisition form with an authorized signature
must be included with each bulk mailing, and should contain
the following information:
- Department name and chartfield.
- Number of pieces to be mailed
- Any special instructions (addressing, sealing, etc.)
- Authorized signature
- Contact person and phone number.
- Complete list of postal rules, rates, and regulations regarding
Non-Profit Bulk Mail is in the Domestic Mail Manual, a US Post
Office publication. A copy is available at the Campus Mail Room.
- Departments that are planning any mailings should gather all
mailing information prior to sending correspondence to the printer
for review by SSC Mail Services. Failure to comply with US Postal
Service regulations concerning size, permits, address placements,
barcodes, and contents could cause delivery delays and additional
postage charges. Also, an advance notice of one day is necessary
for high volume mailings so that special handling for pick-up
can be provided. Call Mail Services at x6012 for questions concerning
postal regulations or additional information.
- Campus Mail Pick-up Points
The following departments are designated as
mail delivery and pick-up locations:
- Admissions, Main Campus
- Career Services, Main Campus
- Horace Mann School, Main Campus
- O’Keefe Center, O’Keefe Campus
- Office of Residence Life
- Harrington Building, South Campus
- Social Work Department, South Campus/Academic
Building
- Economics Department, South Campus
- Alumni House, South Campus/First Floor
- Graduate Office, Sullivan Building
- Registrar’s Office, Administration
Building
- Financial Aid, Administration Building
- Library
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- Copy Center
Mission Statement: The mission of the
Copy Center is to provide cutting edge copying services to the Salem
State College Community.
Location and Hours of Operation: The Copy
Center is located on the first floor of Meier Hall. The Copy Center
is open Monday through Friday between the hours of 8:00 A.M and 5:00
P.M..
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- Copy Center Staff:
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Rose Cooke: Copy Center Supervisor,
x6722
Responsible for the overall supervision and operation of the
Copy Center. Assists clients in copying center choices such
as paper color and finishing. Assists clients in the review
of their printing requirements, copy and artwork. Responsible
for the supervision and operation of black and white digital
copiers/printers. Maintains records, performs routine equipment
maintenance, performs digital printing duties on high-speed
black and white, as well as color copy machines. Supervises
and assists in collating and binding, operates paper drill and
cutter.
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Roland Ricard: Copy Center
Assistant, x6722.
Assists clients in the review of their printing requirements,
copy and artwork. Maintains client Copy Center work order paperwork.
Operates all production equipment in the Copy Center, including
high-speed copiers, color copiers, convenience copiers, and
binding and finishing equipment
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- Copy Services Provided:
Copying: The Copy Center is equipped
with two, high-speed black and white copying machines to handle all
of your black and white copy requests up to 11x17. The Copy Center
handles black and white copying jobs, such as fliers, brochures, booklets,
etc. For color jobs that require a press run, the Copy Center has
an arrangement with Sir Speedy of Lynn. Arrangements may be made through
Dennis Koontz at x6037 or the Publications Department at x6723 or
x7502. It is required that press runs must be reviewed by the Publications
Department to ensure that they meet the College graphic standards.
A Copy Center requisition must be filled out for all work going to
Sir Speedy.
Finishing: Document finishing is any
work that is done to the document after it has been printed. The Copy
Center provides a variety of finishing options for documents. The
Copy Center can fold documents in several different ways, including
letter, sticker, half, or other methods. The Copy Center also provides
binding, including cutting, collating, stapling, drilling and padding
services.
Coordination with Publications: If help is needed
for the design of forms and brochures, Publications should be consulted
to ensure top quality design. In addition to the aesthetic expertise,
Publications can ensure that the strict graphic standards of the College
are met and upheld. These graphic standards include typography, color,
publication signature, logo use, and logo placement. For more information
on the Graphic Identity Program at Salem State College, please call
the Publications Department at x7502 for a Graphic Identity Program
brochure on SSC Identity Standards for Print Use.
Forms: When submitting
a document to the Copy Center for work, a Copy Center Requisition
form must be completed. The top third of this form must be filled
out, and requires information such as the name of the end-user, the
end-user’s department, phone number, dates, and BAC codes. The
middle third of the form serves to direct the Copy Center as to what
kind of work will be done. This section of the form requests information
describing the job, as well as specifying paper types, and finishing
instructions. The bottom third of the Copy Center Requisition addresses
costs. When the Copy Center Requisition is complete, please attach
the document to it and submit the packet to the Copy Center. The Copy
Center will review the project, and assist you with recommendations
regarding finishing instructions, such as folding or binding methods,
or the color of paper. An estimate of the time frame for completion
will be given as well. Our goal is to provide on-demand service. However,
due to the complexity of the job, or volume, a longer turn around
time may be needed. Consult the Copy Center for more details.
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- Property
Management
Property Management Mission Statement: The
mission of Property Management is to maintain the standard policy for
control of long term assets from acquisition to disposition.
The main objectives of the Salem State
College property management system are:
- To support College
education, research and administration by providing a centralized
equipment inventory system which complies with federal, state
and institutional requirements;
- Facilitate the
availability of equipment information to the College community;
and administers the acquisition and disposition of state and
federal Excess and Surplus Property Programs.
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These regulations stipulate
that a system of accountability must be established for identifying,
tracking and disposing of equipment. The system also fulfills the
granting agency requirement for providing a mechanism for verifying
non-availability of equipment and thus insures need. In addition,
the system will make information concerning the location of equipment
more readily available to the Salem State College community, facilitating
optimal utilization of equipment through shared use, promote effective
purchasing and reduce maintenance costs.
Location and Hours of Operation:
Property Management is located at Central Campus at 71 Loring Ave.
It is open Monday through Friday 9:00A.M to 5:00 P.M.
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- Property Management Staff:
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Ralph Berry,
Staff Assistant x6394
Responsible for the general management and operation of the Property
Management Program. Initiates record keeping on items over $1000,
barcodes items, logs items into Property Management System. Responsible
for general record keeping of Salem State College Property. |
- What is Property Management at Salem State College
and how is it managed?
Salem State College is committed to assure
that all of the College’s physical assets are managed in an efficient
and effective manner. Property Management is a subsection of Purchasing
and Materials Management which maintains inventory records on all non-expendable,
movable property and equipment that is College owned, and has a single
item cost of $1000 or more, or is a gift to the College with equal value.
With the help of each individual department, Property Management establishes
and maintains records for such property and equipment, as well as being
responsible for affixing inventory barcodes. Current inventory records
are of critical importance to the College for several reasons:
- Records help departments keep track of
their equipment and allow them to have current information readily
available.
- Barcoding is an excellent deterrent to theft.
- The records kept by Property Management are
heavily weighted in the equation the government uses to calculate
indirect costs on federal grants. Therefore, the more accurate the
inventory records, the more monies the College, as a whole, can
receive.
- Departments are required to inventory their
property on an annual basis at the beginning of each fiscal year,
assist in updating records, and cooperate in periodic independent
audits. Departments are strongly encouraged to use the Property
Management Control System to track all their equipment by keeping
records of the barcodes affixed to their property.
- When should something go
into Property Management records?
- Property Management records must be maintained on all non-expendable,
movable property and equipment owned by the College which has a
historical cost (or fair market value for gifts and donations) or
$1,000 or more, and a life expectancy of two years or more. Such
property will be tagged and inventoried. All equipment purchased
through the following methods must be inventoried and tagged:
- Various funding sources including federal grants, contracts,
state appropriations, student fees, generated revenue, private funds,
etc.
- Purchased with funds administered by another institution or entity
but being used and maintained at Salem State College
- Transferred from another institution
- Donated, on loan, constructed, or installed by industry for the
purpose of collaborative research
- Self-contained for its primary function (not a component part
of another piece of equipment)
- Has sufficient individuality and size to make control feasible
by means of bar coding, or other tagging methods.
- How is "equipment"
defined?
Salem State College uses the Office of
Management and Budget (OMB) Circular A-21, as revised on July 26, 1993,
effective January 1994, which establishes a definition for equipment
as "non-expendable, tangible personal property having a useful
life of more than two years, and an acquisition costs of $1000 or more
per unit."
- Procedures for placing barcodes
on equipment:
Property Management is responsible for placing
bar codes on College equipment. Property Management will place the bar
codes by using the following procedures:
- Bar codes will be placed visually on equipment
while also being easily accessible to the bar code scanner.
- If an item costs $1,000 or more and is impossible
or not feasible to tag with a bar code, the Inventory Log will be
used to keep track of the item.
- When placing a bar code on a piece of equipment,
the following order of preference will be used unless a specific
situation dictates otherwise:
- Front of equipment
- Right side of equipment
- Left side of equipment
- Top of equipment
- Back of equipment
- Bottom of equipment
- What data can the Property
Control System collect on each piece of equipment and for what purpose?
- Item Description:
- Tag number
- Description
- Manufacturer
- Model Number
- Serial Number
- Location:
- Department
- Building
- Floor
- Room
- Install Date
- Users
- Accessories/Attachments
- Purchase:
- Quantity
- Price/Cost
- Acquisition Date
- Purchase Order Number
- Acquisition Code
- Financing Comments
- Insurance:
- Insured Value
- Used Replacement Cost
- New Replacement Cost
- Disposition:
- Disposal Code
- Disposal Date
- Disposal Price
- Disposal Costs
- Maintenance:
- Last Major Repair Date
- Maintenance Comment
This information will be printed and distributed
periodically to department heads. Also, reports such as equipment
by area, by department, by generic distribution, by property control
number, by location and by application or grant number will be produced
upon request. For more information, contact the Property Manager at
x6394.
- What are the long-term impacts
and accomplishments of a Property Management System?
- Control of long term assets
- Compliance with federal and state regulations
- Assist department heads and faculty in the event of an audit
- Quantify maintenance costs
- Provide a planning mechanism for the rate at which existing equipment
is becoming obsolete
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| Please Note: Due
to the demolition of the building currently housing the surplus
property goods, surplus property, as a physical entity, will cease
to exist. However, Mr. Ralph Berry will continue to be available
to assist all departments by maintaining “want lists”
for any department needing items, and helping departments dispose
of property no longer needed.
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- Surplus Property:
Surplus Property Management Mission Statement: The mission of
Surplus Property Management is to provide surplus property services
to the Salem State College community. Such services are defined as pick-up,
distribution and delivery of clean, quality surplus goods. The mission
is to provide these services in the most timely and efficient manner
possible so as to assure that Salem State College's assets are being
used to their fullest capabilities.
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- Surplus Property Management
Staff:
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Ralph Berry,
Staff Assistant x6394
Responsible for the general management and operation of the Property
Management Program at Salem State College. This includes inventorying
surplus property, evaluating its quality, organizing and distribution
through Tobin & Sons and keeping accurate records of where
surplus is located. |
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- Services Provided:
- Surplus Property Management is responsible for
the collection, inter-campus distribution, and disposal of College
owned equipment, supplies, and materials that are obsolete or surplus
to the needs of Salem State College.
- Materials Management has the responsibility for
the disposal of surplus property. Items that are surplus to one
department are advertised to all other departments who may claim
them on a "first come first served" basis, at no charge.
Items that are declared surpluses are made available to other departments,
or are declared surplus to the State and made available to other
State agencies, other non-profit agencies, or disposed of. Items
that are of no value are recycled if possible, or else disposed
of.
- Surplus Property Management composes a monthly
newsletter that details surplus items that are available at no charge
to the Salem State College community. If there is an item that your
department needs or wishes to obtain, please call the Surplus Property
Manager at x6394 to process your request and arrange for delivery.
If you have surplus items that you would like to recycle, you may
arrange this through the Property Manager as well. For a copy of
the Surplus Newsletter, call Surplus Property Management at x6394,
or Purchasing and Materials Management at x6152. A list of current
available items will be posted on the Materials Management web page.
- It is important to note that items that are re-distributed
to departments are moved by the distribution staff or by Tobin &
Sons. Before moving an item to a department, it is strongly advised
that a representative from the department personally inspect the
item to be delivered to ensure that it is of satisfactory condition,
is compatible with the space it is going to occupy (space measurements,
electric outlets are accessible, etc.) and will meet the needs of
the department.
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All surplus equipment should go through Surplus Management, not through
individual departments. This is a necessary step to ensure that equipment
is properly bar-coded and tracked. |
Return to
Table of Contents
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- Fleet
Maintenance:
Fleet Maintenance Mission Statement: The
mission of Fleet Management at Salem State College is to monitor the
activities of the fleet of vehicles to assure that:
- Each vehicle is properly maintained, on
a preventative maintenance schedule.
- Provides emergency service and glass repair.
- Is insured when required · Its activities
recorded.
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- Fleet Maintenance Staff:
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Ralph Berry,
Staff Assistant x6394
Ralph is responsible for the management of approximately twenty
vehicles that are used for college business. |
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- What Is Fleet Management?
The management of this fleet encompasses the
activities of refueling; record keeping, as well as scheduled maintenance,
repair, and replacement. Salem State College uses one vendor to manage
its fleet, PHH/Wright Vehicle Management Services.
- Tax Free Fuel Services:
Salem State College uses the Commonwealth of
Massachusetts contracted vendor for fuel services: PHH/Wright provides
a universal fuel cards for our fleet vehicles. These cards allow drivers
to purchase fuel from over 130,000 gas stations nationwide. The PHH/Wright
card allows drivers to refuel their fleet vehicles without paying up
front, or keeping track of receipts.
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Refueling Policy:
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- Use regular unleaded fuel only
- Use self-serve pumps
- Fuel company vehicles only
- Use lower cost fuel stations when possible
- Always put in the correct odometer readings at the point of sale
- The PHH/Wright card is "unlimited" and can be used for
other items and services. The status of the card is at the discretion
of the department manager
How do the cards work?
The cards are assigned to the vehicle and stay with the vehicle, or
the vehicle keys, not with the individuals authorized to buy fuel
or in the department. The individuals have a pin code to use the cards
and by this pin code can be identified on the invoices and purchase
reports. Cards are for fuel plus other commodities such as oil, windshield
wiper blades, windshield washer fluid, inspection stickers, tires,
etc. The details of what is purchased appear on the invoices and the
management reports as well as what type of fuel is purchased. The
capabilities of the card are defined by the department manager.
Use of the PHH/Wright cards results in better, more detailed record
keeping. The detailed reporting provided by PHH/Wright provides Purchase
Reports which analyze each purchase and report the driver's name,
the date, time and location of each transaction, products or services
purchased, the grade of fuel purchased, the fuel amount and cost per
gallon, the miles per gallon and vehicle cost per mile, as well as
the odometer reading. The exception report alerts the manager of irregularities
such as: Fueling during holidays, unauthorized business hours, or
days, state deviations, excessive fuel amounts or price per gallon,
transaction costs over approved limit, and if unauthorized fuel types
have been used. The reports provide the odometer readings, gallons
of fuel purchased, and mileage per gallon. With such information,
Salem State College is able to determine when vehicles need to be
replaced, or traded in.
Fleet Management at Salem State College also uses PHH/Wright for
maintenance and repair.
Services Provided:
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- Maintenance Consultation
- Vehicle Repair
- Detailed and customized reporting, billing and auditing
- Exception Reporting
- Consolidated Billing
- Warranty Coverage
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Return to
Table of Contents
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X. Departmental Copier Program:
Departmental Copier Program Mission Statement:
The mission of the Departmental Copier Program is to support the educational, promotional and administrative programs and activities of our College departments. To do this, we strive to procure state of the art copiers and well trained on-site technical support. Our goal is to keep the College's departmental copy machines running at optimum quality and reliability, and to help department staff produce the best documents possible.
Program Administration:
Purchasing and Materials Management administers all phases of the Departmental Copier Program, including equipment specification, budgeting, procurement, payment and ongoing customer support. Equipment is currently leased from Xerox on a five year basis under terms and conditions negotiated in the Massachusetts Higher Education Consortium contract. Departmental Copier Program Administrator: Dennis Koontz, Purchasing and Materials Management, Ext. 6037.
Xerox Docucare:
Customer support for the Departmental Copier Program is provided through a contract with Xerox, known as Xerox Docucare. For assistance, please call ext. 2679 (or ext. COPY) to reach the Xerox Docucare Associate. Please leave a mesasage, as the associate is in the field visiting departments most of the time! You should get a return call within an hour. Please call any time you have an issue with the copier, even if you think you have corrected the situtation yourself. Salem State's Xerox Docucare Associate: Mike Todisco ext. 2679.
Xerox Docucare support at Salem State College provides the following services: Responds to all service calls placed at ext. 2679 . Makes minor repairs, coordinates all needed special repair service with Xerox service staff . Visits machines around campus on daily rounds. Coordinates supply ordering and delivery. Answers questions about machines, provides basic training on copier usage.
Hours of Operation for Xerox Docucare Customer Support:
Monday through Friday 8:00 A.M to 4:30 P.M.
Xerox Copier Supplies:
Supplies for copiers are included in our contract at no additional cost to the departments! We do need your assistance to request supplies. Most customers have received a customized Excel template for ordering Xerox supplies for the Xerox copier in their department. You may know it as the PSTD or Parts Supply Transaction Document. When supplies are needed, the PSTD is emailed to xerox@salemstate.edu. The Xerox Docucare Associate will review the PSTD, order the supplies, and facilitate delivery and installation when the supplies arrive. If you have any questions about this item, please contact the Xerox Docucare Associate or Dennis Koontz, Materials Management at x6037.
Coin Operated Copier & Library Printing Program
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