Surplus Forum

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Surplus Forum

• January 8, 2007

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Changes at Surplus

• Presented by Margaret Chambers, Director

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Surplus Manager

• Dan Martinez
• 447 West 13800 South
• danmartinez_at_utah.gov
• [phone]

New Surplus System Software
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New Surplus Property Software

• Presented by Corry Hill

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Surplus Property Software

• Tentative dates
• Old system will go down on January 12th
• New system will be available on January 22nd
• No SP1s can be entered from the 12th to the
  22nd

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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

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Go to httpwww.fleet.utah.gov then surplus then
follow the links
Then click on Click here to login
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Enter your Email and Password
Then click on Login
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To Do List
Place a checkmark in the box to clear an item
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Click Department, then Department Profile
Addresses, numbers, codes and users can be
updated and added
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Disposal Request SP1
Click Add/Edit then New to enter a SP-1
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Select someone to be the Contact Person
A box will appear with all the users that are
authorized in the department
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Choose the Disposal Type
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Select the Account (ELCID) Code
Additional codes can be added in Department
Profile
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If you skip a required item
It will be outlined in red
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Choose the Pickup Type
Grayed areas are unavailable
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Select the Address or add a new one
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Select the Item Category and the Quantity
(Est. Value is recommended default is zero)
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Select the appropriate condition
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Enter the Description, save line, enter more lines
then click the drop down box by Authorized By
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Select who will approve the SP1
A box will appear with those who are authorized
to approve
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Click the Save button
Highlighted items indicate available options
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Once the SP1 is saved a number is assigned
Green indicates an available option
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Search for Disposal Requests by number or date
Click on the drop-down
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Once the SP1 is selected
it can be edited or approved
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The person designated to approve the SP1 must log
in
And then click on the Authorized box
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A agreement box will pop up
Click Confirm, then Save the SP1
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Disposal Tracking shows the status of the SP1
Click Departments, then Disposal Tracking
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Click in the box when the SP1 is completed
A confirmation box will pop up.
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Once OK is selected, that SP1 wont appear in
tracking
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Hands on training will be availableJanuary 22,
23, and 24
Instructions will be available online
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Corry Hill
Division of Fleet Operations
Program Specialist
Phone [phone]
coraleehill_at_utah.gov
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Surplus Customer Survey

• Presented by Margaret Chambers, Director

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Service

• The surplus property staff treats me with
  courtesy and respect. 3.9
• I receive responses to my requests in a timely
  manner. 3.8
• I am satisfied with the accuracy of the
  information I receive. 4
• I am able to resolve my issue(s) with the first
  person I am directed to. 4

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Service

• I am satisfied with the SP-1 online service. 3.8
• Billing questions are answered promptly. 2.6
• Overall, I am satisfied with the quality of
  service I receive from surplus property. 3.8

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Service
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Staff

• 1. I feel confident that the staff is
  professional and capable of helping me. 4
• Those who help me are knowledgeable about the
  issues(s). 3.1

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Usefulness of Information

• I am able to obtain the information I need.  4.0
•  
• Surplus Property reports are timely, accurate and
  contain useful information. 3.1
•  

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Communication

• 1. The Surplus Property staff promptly responds
  to phone calls, E-mail and voice mail.  3.8
• The Surplus Property website is easy to use.  3.6
• The Surplus Property website contains helpful
  information and meets my needs. 3.7

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Communication

• Initial contact people know where to direct me to
  get the answers I need. 4
• The Surplus Property web reports meet my needs.
  3.0
• The scheduling process for drop off/pick up of
  property has been clearly explained. 3.3

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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.

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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.

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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.

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Surplus Customer Survey
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• Survey available at
• fleet.utah.gov
• surplus.utah.gov

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Service
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Staff
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Usefulness of Information
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Communication
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How can we provide better service?
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Margaret Chambers
Division of Fleet Operations
Director
Phone [phone]
margaretchambers_at_utah.gov
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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 SP1s. One
  person will be designated as the administrator
  for each department. They can designate who will
  create and approve SP1s. 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.

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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 SP1s. 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.

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Comments from Forum

• This new system is a complete Surplus system, it
  not only handles creating and tracking SP1s, 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

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Surplus Forum

• January 8, 2007