the 18 Edition of Governing for Results - Washington State Digital ...
the 18 Edition of Governing for Results - Washington State Digital ...
the 18 Edition of Governing for Results - Washington State Digital ...
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
Department <strong>of</strong> General Administration<br />
Tracking Accountable Mail<br />
Consolidated Mail Service (CMS) processes about 100,000 pieces <strong>of</strong> “accountable”<br />
mail annually. “Accountable” refers to certified, express, and registered mail. It<br />
requires tracking from <strong>the</strong> sender to <strong>the</strong> recipient through <strong>the</strong> federal and state mail<br />
systems. CMS used handwritten carbon copy tracking slips <strong>for</strong> <strong>the</strong> mail. Filling out<br />
<strong>the</strong> slips was time-consuming and costly. CMS had to rely on customers to return<br />
<strong>the</strong>ir copy <strong>of</strong> <strong>the</strong> slip. The process took even longer when <strong>the</strong> U.S. Postal Service<br />
moved from a 9-digit tracking number to a 20-digit bar coded tracking system.<br />
CMS streamlined <strong>the</strong> cumbersome process by converting to an electronic tracking<br />
system. Now, a CMS staff person scans <strong>the</strong> barcode on “accountable” mail and <strong>the</strong><br />
in<strong>for</strong>mation enters a database. A delivery driver picks up a printout with <strong>the</strong> barcodes<br />
along with <strong>the</strong> mail. The driver, using a handheld device, scans <strong>the</strong> mail and barcode<br />
list upon delivery. Upon return to <strong>the</strong> CMS facility, <strong>the</strong> delivery in<strong>for</strong>mation – time,<br />
place, barcode tracking number and, sometimes, a signature – is downloaded into<br />
<strong>the</strong> tracking system database. With <strong>the</strong> automated tracking system, CMS knows<br />
exactly where and what time any given item is delivered.<br />
<strong>Results</strong> Achieved<br />
! Saved $10,752 annually in reduced staff time.<br />
! Saved 1,404 staff hours annually.<br />
! Redirected staff time to sorting more mail earlier.<br />
! Created training opportunities <strong>for</strong> staff.<br />
! Saved $1,586 annually on printing costs.<br />
! Offers customers new tracking options.<br />
! Faster tracking <strong>of</strong> mail <strong>for</strong> customer inquiries.<br />
Team Name: Tracking Accountable Mail Team<br />
Team Members: Sher Dotson, Doug Howell, Kristty Redding, Mike Vant, Nick<br />
Lougheed, Howard Cox, Ken Zugner, Ron Anderson, Dale Abersold Jr., Neil Tuggle,<br />
Doug Rohr, Martin Peters, Mary Ann Kohler, Tom Roper, Carol Jean-Lewis Gray,<br />
Janet Kelley, Joey Rivera, Patrick Maguire, Marilyn Fergueson, Gary Epping, Quan<br />
Nguyen, Pepito (Joey) Viray, Duane Murphy, Bob Knittle, Jim Bradley, Kym Angel,<br />
Gary Ames, James Poole, Jon Saeger, Allen Elliott, Kari Mueller, Jeff Ashbach,<br />
Travis Pratt, Mark Abersold, Ken Marquart, Sandra Watson, Sarah Bass,<br />
Mike Simpson<br />
CONTACT: Sher Dotson, (360) 664-9617<br />
38
Change language