1. SurplusSurplus Surplus Forum January 8, 2007

2. SurplusSurplus Changes at Surplus Presented by Margaret Chambers, Director

3. Surplus Forum 3 Surplus Manager Dan Martinez 447 West 13800 South danmartinez@utah.gov (801) 619-7219 New Surplus System Software

4. SurplusSurplus New Surplus Property Software Presented by Corry Hill

5. Surplus Forum 5 Surplus Property Software Tentative dates –Old system will go down on January 12 th –New system will be available on January 22 nd – No SP’1s can be entered from the 12 th to the 22 nd

6. Surplus Forum 6 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

7. Surplus Forum 7 Go to http:www.fleet.utah.gov then surplus then follow the links Then click on ‘Click here to login”

8. Surplus Forum 8 Enter your Email and Password Then click on ‘Login”

9. Surplus Forum 9 To Do List Place a checkmark in the box to clear an item

10. Surplus Forum 10 Click Department, then Department Profile Addresses, numbers, codes and users can be updated and added

11. Surplus Forum 11 Disposal Request – SP1 Click Add/Edit then New to enter a SP-1

12. Surplus Forum 12 Select someone to be the Contact Person A box will appear with all the users that are authorized in the department

13. Surplus Forum 13 Choose the Disposal Type

14. Surplus Forum 14 Select the Account (ELCID) Code Additional codes can be added in Department Profile

15. Surplus Forum 15 It will be outlined in red If you skip a required item

16. Surplus Forum 16 Choose the Pickup Type Grayed areas are unavailable

17. Surplus Forum 17 Select the Address or add a new one

18. Surplus Forum 18 Select the Item Category and the Quantity (Est. Value is recommended default is zero)

19. Surplus Forum 19 Select the appropriate condition

20. Surplus Forum 20 Enter the Description, save line, enter more lines then click the drop down box by: ‘Authorized By’

21. Surplus Forum 21 Select who will approve the SP1 A box will appear with those who are authorized to approve

22. Surplus Forum 22 Click the Save button Highlighted items indicate available options

23. Surplus Forum 23 Once the SP1 is saved a number is assigned Green indicates an available option

24. Surplus Forum 24 Search for Disposal Requests by number or date Click on the drop-down

25. Surplus Forum 25 Once the SP1 is selected it can be edited or approved

26. Surplus Forum 26 The person designated to approve the SP1 must log in And then click on the “Authorized” box

27. Surplus Forum 27 A agreement box will pop up Click Confirm, then Save the SP1

28. Surplus Forum 28 Disposal Tracking shows the status of the SP1 Click Departments, then Disposal Tracking

29. Surplus Forum 29 Click in the box when the SP1 is completed A confirmation box will pop up.

30. Surplus Forum 30 Once ‘OK’ is selected, that SP1 won’t appear in tracking

31. Surplus Forum 31 Hands on training will be available January 22, 23, and 24 Instructions will be available online

32. Surplus Forum 32 Corry Hill Division of Fleet Operations Phone #801-538-3192 Program Specialist coraleehill@utah.gov

33. SurplusSurplus Surplus Customer Survey Presented by Margaret Chambers, Director

34. Surplus Forum 34 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

35. Surplus Forum 35 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

36. Surplus Forum 36 Service

37. Surplus Forum 37 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

38. Surplus Forum 38 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

39. Surplus Forum 39 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

40. Surplus Forum 40 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

41. Surplus Forum 41 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.

42. Surplus Forum 42 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.

43. Surplus Forum 43 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.

44. Surplus Forum 44 Surplus Customer Survey

45. Surplus Forum 45 Survey available at: –fleet.utah.gov –surplus.utah.gov

46. Surplus Forum 46 Service

47. Surplus Forum 47 Staff

48. Surplus Forum 48 Usefulness of Information

49. Surplus Forum 49 Communication

50. Surplus Forum 50 How can we provide better service?

51. Surplus Forum 51 Margaret Chambers Division of Fleet Operations Phone #801-538-9675 Director margaretchambers@utah.gov

52. Surplus Forum 52 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.

53. Surplus Forum 53 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.

54. Surplus Forum 54 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”www.surplus.utah.gov

55. SurplusSurplus Surplus Forum January 8, 2007