NACUMS 2013
Marrying Print and Mail …
Thomas Roylance, Asst. Director
BYU Print and Mail Production Center
Marrying Print and Mail
What?
Why?
How?
What Is Print?
•
Traditional (Large and Small Offset)
– Magazines
– Brochures
– Stationery
What Is Print?
•
Digital / Copy
– Short run
– On-demand
– Self-mailers
– Variable data
NACUMS July 2013What Is Print?
•
Bindery / Finishing
– Cutter
– Binding
•
Stitching
•
Coil
– Scoring
NACUMS July 2013What is Mail?
•
Desktop
– First Class
– Parcels
– International
•
Bulk Business
– Standard
– Periodical
NACUMS July 2013Why Do It?
•
Logic:
– Nearly everything you mail is PRINTED!!
– Mailing Is a Finishing Operation
– Last process before leaving your shop
Why Do It?
•
Reduced Costs
– Labor
– Mail Piece Design
•
Service Improvements
– Mail Piece Design
•
Evolving Postal Regulations
– Mail Piece Design
Why? Mail Piece Design
NACUMS 2013
Post Card Mailing
8 ½ X 11
Why? Mail Piece Design
NACUMS 2013
Brigham Young University Sociology Department Provo, UT 84602
Address Area City, State ZIP
Post Card Postage Paid FOUNDER’S DAY July 20, 2011 9:00 AM to 4:00 PM Historic Pioneer Park
123 Main Street Hyde Park, Utah
Lots of food, fun, games, and other refreshments. Bring the whole family.
Post Card Mailing
8 ½ X 11
Why? Postage Costs
•
Budgeted Postcard cost
– $0.33 for 1500 pieces = $495
•
Too big so it’s a letter
– $0.46 for 150 pieces = $690
•
Too long for Aspect Ratio (>2.5)
Why? Postage Costs
•
Budgeted Postcard cost
– $0.33 for 1500 pieces = $495
•
Too big so it’s a letter
– $0.46 for 150 pieces = $690
•
Too long for Aspect Ratio (>2.5)
– $0.66 for 150 pieces = $990
Why? Postage Costs
•
Budgeted Postcard cost
– $0.33 for 1500 pieces = $495
•
Too big so it’s a letter
– $0.46 for 150 pieces = $690
•
Too long for Aspect Ratio (>2.5)
– $0.66 for 150 pieces = $990
Why? Mail Piece Design
NACUMS 2013
MR JOHN JONES 123 MAIN STREET
Why? Mail Piece Design
NACUMS 2013
MR JOHN JONES 123 MAIN STREET
Why? Service Improvements
•
One Stop Shop - “Print to Post”
– Former “Print” consultants become “Job”
consultants
– Job status available via campus intra-net
•
Faster turnaround
•
More Service Offerings
– Variable data
– Additional print options
•Ink Jet Addressing
• “
On the Fly”
•CASS Certification
•USPS Postnet Barcode
•Stitcher Trimmer
•Folder
•Perfect binding
Why? Service Improvements
Why? Evolving Postal Regs
•
Size Restrictions
•
Content Requirements
•
Addressing Issues
•
Business/Courtesy Reply
NACUMS July 2013Why? Evolving Postal Regs
•
Size Restrictions
– Square vs. rectangular
– From 3.5” to 6.125” and
from 5.0” to 11.5”
– Shaped-based rates -
CMM
NACUMS July 2013Why? Evolving Postal Regs
•
Content Restrictions
– Travel
– Insurance
•
Recently relaxed, somewhat
– Infinity/Credit Cards
•
OK to use logos as payment method
Why? Evolving Postal Regs
•
Addressing Standards
– CASS
– Move Update
– Endorsements
– List Clean-up
NACUMS July 2013Why? Evolving Postal Regs
•
Business/Courtesy Reply
– QBRM
– USPS Approvals
– Automation Compatible
NACUMS July 2013Why? Reduced Labor Costs
•
Reduced Staffing
•
More Efficient Use of Employees
– Pick up and delivery of Expresses
•
Cross-Training
•
Career Opportunities
•
Selling Postage Stamps
•
“Self-mailer” design
•
Campus Mail Delivery
•
Centralized Pickup of Express
Why? Reduced Labor Costs
Potential Obstacles
•
Poor Management/Customer Service
•
Forced Merger
– “Kicking and Screaming”
•
Poor Reasoning
– “Help out financially”
– Attempt to outsource
Potential Obstacles
•
Current Locations Too Far Apart
– No space
•
Culturally Too Different (perceived)
– “Trade” vs. “A Job”
•
Risk of Losing Current/Critical Clients
•
Union vs. Non-union
How? “To Do” List
•
List the Benefits/Challenges
•
Is Management “Open” to the Idea?
– Make a case and sell it
•
Are Physical Locations Conducive to
Merging?
•
Are There Labor Issues?
•
Review Established Processes
“To Do” List: Benefits
Tasks
Bindery
Production
Utilize equipment to address
during the print process
(folding, sticher-trimmers, etc.)
Prioritize printed jobs according
to mailing needs
Tasks
Bindery
Production
Utilize equipment to address
during the print process
(folding, sticher-trimmers, etc.)
Prioritize printed jobs according
to mailing needs
Computer
Support
(CSR)
Computer
Support
(CSR)
Review in-house programs
identifying need and possible
industry offerings (i.e.
addressing software,
management systems, etc.
“To Do” List: Benefits
“To Do” List: Benefits
Benefits
Bindery
Production
Share student work forces
Save time and labor in mail
processing
“To Do” List: Benefits
Benefits
Bindery
Production
Share student work forces
Save time and labor in mail
processing
Computer
Support
(CSR)
Computer
Support
(CSR)
More efficient utilization of
computer needs, both
hard-ware and softhard-ware
“To Do” List: Possibilities
Area
Obstacles
Opportunities
Copy
Centers
Few related
functions
Ensure copies to be mailed meet
postal regs.
Perhaps sell limited supply of
stamps
“To Do” List: Possibilities
Area
Obstacles
Opportunities
Copy
Centers
Few related
functions
Ensure copies to be mailed meet
postal regs.
Perhaps sell limited supply of
stamps
Pre-Press Few related
functions
Incorporate Business Reply Mail
design
Another check of postal
requirements prior to printing
How? The Proposal
•
Executive Summary
•
Introduction/History
•
Goals and Objectives
•
Implementation with Examples
•
Summary/Conclusion
Executive Summary
Include a brief summary of why the proposal should be
considered or even read. Keep it short; perhaps two to
five sentences. Include what you’re proposing.
In recent years advances in print and mail technology along with rising customer needs have blurred the once clear boundaries between print and mail. As a result Print and Mail Services
propose that they merge their individual operations to better meet the demands placed on University resources.
Introduction/History
Include a brief introduction of why the merger is being
proposed. Provide some background of both the
industry as well as any unique opportunities at your
institution.
New technology, ever rising customer needs, and changing government regulations are just some of the factors driving
businesses to work faster, better and smarter. This is especially true for University departments where rapid Church growth adds to these factors the additional demands placed upon Church
educational resources.
Goals
List three to five main goals that will be accomplished with
the proposal. This is not a restatement of the proposal
but what the proposal will actually produce.
• Integrate Mail Services into Print Services
• Create a “one-stop shop” providing “print to post” services
• Enhance and maintain cost effectiveness of University resources
• Utilize digital technology to stay consistent with the University vision
Objectives
List the projected outcome of the predefined goals. What
will the goals provide for your institution?
• To mail and deliver printed materials at the end of an improved
production process in a highly efficient manner, resulting in faster service at a lower cost and greater productivity.
• Provide a complete package of printing and mailing services under a
“one-stop-shopping” scenario providing a greater potential of postage savings by considering mailing content and size
requirements during the planning stages
Implementation/Examples
Detail, briefly, how you expect to accomplish the goals
and objectives of the proposal. Be precise and
include examples of what each goal and objective
will accomplish.
• Industry trends clearly indicate that traditional printing, digital publishing, mailing and distribution are converging. Many universities of similar size have already realized these
efficiencies. Departments will see greater efficiencies in time, cost and less vehicular traffic on campus. Personnel will be used more efficiently. Processing times from print to mail will improve through coordination and reductions in physical
processing. Greater cost savings can be realized with
consideration of postal rules and regulations prior to print.
Conclusion
Similar to a summary, the conclusion should contain your
closing argument. Keep it brief but concise. Use it to
“close the deal.”
• With the many changes occurring both within University and
within the print and mail industry, the time is right to bring these two operations together. In reviewing other college and university operations, it became evident that the transition to consolidating print and mail operations is the industry direction. BYU can
realize significant savings managing this changing operation. It is respectfully requested that the merger of Print Services and Mail Services take place as described in this document.