SPECIALTY UNDERWRITERS

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SPECIALTY UNDERWRITERS

• EQUIPMENT MAINTENANCE SERVICE (EMS)

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Introduction to Equipment Maintenance Service
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Introduction

• The Purchasing Department, in conjunction the
  Payables and Disbursements Section of the
  Controllers Office, is implementing a new
  Equipment Maintenance Services Program that
  promises departments a hard dollar savings of
  approximately 20 percent off the cost of their
  current annual maintenance coverage.

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Introduction

• In addition, the program promises to reduce the
  administrative costs of processing orders and
  paying invoices to the host of vendors currently
  providing the university with maintenance and
  repair services.

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Introduction

• This program, called Teleserve, is available to
  departments under a contract with Specialty
  Underwriters, an affiliate of CNA Insurance
  Companies.

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Introduction

• TELESERVE is a form of comprehensive outsourced
  maintenance services with savings and
  efficiencies that can exceed those of both
  traditional approaches to equipment maintenance
  and equipment maintenance insurance with
  conventional claims processing.

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Introduction

• Under the program, participating departments can
  continue to receive maintenance support from the
  same service providers they now use.

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Introduction

• A wide range of equipment is eligible for the
  program, including laboratory/research,
  communications, data processing,
  production/processing, and security equipment.
• Office and business machines that are typically
  covered by annual maintenance contracts are also
  eligible.

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IntroductionRepresentative list of equipment

• Cardiology/Stress Test/ICU, CCU, EKG
• Communication Equipment
• Data Processing Equipment
• Facilities Equipment
• Function Labs/Respiratory Therapy
• General Equipment
• Laboratory Equipment
• Mail Equipment
• Office Equipment
• Security/Alarm Equipment
• Surgery Equipment

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Introduction

• In addition, if you would like to pursue other
  service vendor choices, Specialty Underwriters
  can assist you with your search. As always, the
  choice of service vendors is yours.

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Introduction

• Participation in the program is voluntary.
  Equipment can be added or removed at any time on
  a prorated basis.

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Introduction

• To learn more about the program, or obtaining
  forms, see TELESERVE Features and Frequently
  Asked Questions pages on the Purchasing web site,
  or contact Karen Gibson in the Purchasing
  Department at 644-6850 or kgibson_at_admin.fsu.edu

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TELESERVE FEATURES

• TELESERVE - An outstanding program that assumes
  the daily burden of managing equipment
  maintenance.

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Features

• Maintains continuity with current vendor
  relationships
• Assures a guaranteed annual budget
• Provides asset management controls

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Program Highlights

• Significant hard dollar cost savings
• Administrative relief and savings through vendor
  payment process
• Extended Coverages (refer to Agreement) 24 Hours
  a Day, 7 Days a Week Service Weekends and
  Holidays
• Ability to use your same service providers or
  choose new ones.
• Access to extensive database for vendor and
  equipment information

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TELESERVE Services...

• Tagging - Speciality Underwriters assigns unique
  numbers to equipment for tracking repairs.

• Work Order Process - Specialty Underwriters
  issues purchase order, dispatch service vendors
  and manages the repair process.

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TELESERVE Services

• Vendor Pay Process - Specialty Underwriters
  reviews invoices for accuracy and pays the
  service vendor.

• Report Process - Specialty Underwriters provides
  reports to help manage and control equipment
  maintenance.

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TELESERVE Services...

• Efficiency Conversion Process - Making an
  informed decision to convert selected maintenance
  contracts to a time-and materials basis provides
  an alternative that generates cost savings with
  guaranteed budgets...

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TELESERVE Services...

• Multiple service contracts to one insured
  contract
• Repetitive contact with numerous service vendors
  to a single contact coordinating current service
  providers

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TELESERVE Benefits...

• Management Control - Provides the ability to
  control your inventory.

• Operational Efficiency - Provides a cost
  effective payment process.

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TELESERVE Benefits...

• Financial Efficiency - Provides a cost effective
  payment process.

• Management Reports - Provides effective
  management control.

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TELESERVE Benefits...

• Hard Dollar Savings - with a guaranteed budget.
  Depending on the mix of equipment, savings
  typically range from 10 - 30 below current
  equipment maintenance contracts.

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How Does the TELESERVE Program Work?
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How does the program work?

• 1. Equipment requires repair or preventive
  maintenance service.
• 2. The equipment users contact the Toll-Free
  Dispatch Center.
• 3. The Dispatch Center calls the Customers
  service vendor.

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How does the program work?

• 4. The service vendor is dispatched and a
  purchase order is automatically generated.
• 5. The equipment is repaired and the service is
  documented.

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How does the program work?

• 6. Specialty Underwriters pays the invoice on
  the Customers behalf and provides management
  reports.

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FREQUENTLY ASKED TELESERVE QUESTIONS
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1. How will service be affected?

• Service is maintained through the same vendors
  you now use. The only change is the method of
  payment they receive from prepaid maintenance
  contracts to per call.

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2. What should be done if equipment requires
service?

• Place a toll-free call to Specialty Underwriters
  Dispatch Center, 24 hours a day, seven days a
  week.
• 800-833-7050

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Tagging of Equipment

• Specialty Underwriters tags all equipment covered
  by the policy and supplies call sheet
  instructions for every department and/or location
  covered.
• The sheet outlines the information needed when
  calling for service.

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3. How are vendors paid for service?

• Your vendor is directed to mail the invoice and
  service report to Specialty Underwriters.
  Specialty Underwriters pays the invoice to your
  vendor.

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4. How does the department pay for the TELESERVE
Program?

• By an interdepartmental transfer of the policy
  amount to the Payables and Disbursement Section
  of the Controllers Office.
• When equipment is added to the policy, it is
  pro-rated for the remainder of the fiscal year.

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Interdepartmental Transfer of funds continued

• In subsequent years, equipment on the contract
  will automatically rollover onto the next years
  contract unless cancelled by the department, and
  an interdepartmental transfer of the policy
  amount for the fiscal year will occur in July or
  August.

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Payment to Specialty Underwriters

• On a monthly basis, the Payables and Disbursement
  Section will make a consolidated payment to
  Specialty Underwriters for one twelfth of the
  total annual cost of the university-wide contract.

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5. How do departments get current information on
their equipment?

• Specialty Underwriters will provide the
  University with reports of repair history sorted
  by asset item and vendor.
• In addition, they have agreed to customize
  reports for the University to meet any special
  needs.

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Reports

• If costs need to be broken down by department,
  Specialty Underwriters will do so.
• Reports detailing equipment inventory and repair
  performance will be available upon request as
  well as high frequency reports that can identify
  problematic equipment.

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6. What happens to all associated paperwork such
as purchase orders, work orders and payment
processing?

• With TELESERVE, Specialty Underwriters takes care
  of all associated paperwork from start to finish.
  
• Specialty Underwriters records and maintains all
  documentation such as service reports, invoices,
  purchase orders and check processing.

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7. How would TELESERVE work if a client
currently has a Technical Department for repairs?

• Specialty Underwriters pays the client for the
  corrective and preventive maintenance performed
  on their scheduled equipment. In addition,
  engineering services are available to support a
  clients Technical Department.

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8. What information is necessary to generate a
quote for the client?

• Manufacturer
• Model Number
• Serial Number
• Equipment Description
• Location of Equipment
• Hours of Coverage
• Preventative Maintenance Requirements
• Special Coverage Terms
• Current Contract Costs (if applicable)
• Replacement Value
• Effective Date
• Maintenance Contract

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Forms

• A copy of the FSU Equipment Inventory/Change Form
  is available on the Purchasing Web page located
  under Application.
• For requesting quotes on several pieces of
  equipment at one time, a spreadsheet version of
  the form is available as an Excel file.

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9. How are PMs typically managed under the
TELESERVE Program?

• The service vendor is requested to provide
  preventative maintenance at the same time as the
  service vendor is providing other service on the
  covered equipment.

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10. Is it possible to add and/or delete
equipment once the policy is in effect?

• Yes, equipment can be added and/or deleted when
  the policy is in effect.
• All additions and/or deletions are pro-rated.

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11. How can TELESERVE provide more service and
be less expensive than maintenance contracts?

• Specialty Underwriters sole focus has been
  managing equipment maintenance since 1982. The
  database, systems, and trained personnel provide
  an outsourcing program that removes the
  inefficiencies of managing equipment maintenance
  by consolidating all maintenance contracts into
  one policy.

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Contacts for TELESERVE Equipment Maintenance
Services
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ADDRESS

• Specialty Underwriters
• 9667 South 20th Street
• Oak Creek, WI 53154
• Toll Free Telephone [phone]
• Telephone [phone]
• Fax [phone]

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CONTACTSFor Equipment Coverage Quotes

• Chad Frank, Sales Representative and
• Market Relations Representative
• cfrank_at_su-group.com
• Mobile [phone]

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CONTACTSFor Equipment Adds, Deletes, Changes and
Invoice questions

• Teresa McMahon
• Account Representative
• tmcmahon_at_su-group.com
• Phone [phone]

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Other Specialty Underwriters Contacts

• Tim Peterson, Senior Vice President, Sales
• tpeterso_at_su-group.com
• Telephone [phone]

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CONTACTSFor Questions regarding the program

• FSU Purchasing Department
• A1400 University Center
• Telephone [phone]
• Contact Karen Gibson, Associate Director
• kgibson_at_admin.fsu.edu

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CONTACTSFor Questions regarding
Interdepartmental Transfers

• FSU Payables Disbursements Services
• A5607 University Center
• Telephone [phone]
• Contact Dawn Snyder, Associate Controller
• dmsnyder_at_fsu.edu

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Equipment Maintenance Service

• THIS IS A SMALL INVESTMENT OF TIME THAT WILL PAY
  BIG DIVIDENDS!