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Performance Details

Department of Administration - Print Services

Mission

Provide state agencies located in Juneau with daily sorting, delivery, insertion, and posting services.

Core Services

  • Daily pick-up and delivery of mail to and from the post office, sort and distribute all incoming mail for Juneau area agencies, post, mail, and track all outgoing mail.
  • Complete high volume scheduled inserting and posting services for all outgoing payments and mail from the following systems: IRIS FIN/PROC, IRIS HRM, PERS and TRS Payroll, DOL Unemployment Insurance, Risk Management, and the Permanent Fund Dividend.
Arrow GraphicMission Results Core Services
A: Maximize the efficiency and effectiveness of Print Services.  Details >
A1: Daily pick-up and delivery of mail to and from the post office, sort and distribute all incoming mail for Juneau area agencies, post, mail, and track all outgoing mail.  Details >
  • TARGET #1: Post 100% of all outgoing mail received from customer agencies the same business day.
A2: Complete high volume scheduled inserting and posting services for all outgoing payments and mail from the following systems: IRIS FIN/PROC, IRIS HRM, PERS and TRS Payroll, DOL Unemployment Insurance, Risk Management, and the Permanent Fund Dividend.  Details >
  • TARGET #1: Complete 100% of all high volume scheduled insertion jobs on time.

Performance Detail


A: Result - Maximize the efficiency and effectiveness of Print Services.

A1: Core Service - Daily pick-up and delivery of mail to and from the post office, sort and distribute all incoming mail for Juneau area agencies, post, mail, and track all outgoing mail.
    
Target #1: Post 100% of all outgoing mail received from customer agencies the same business day.

Mail Received & Processed
Fiscal Year # of Mail Pieces % same business day
FY 2021-Qtr4
1,118,005
100%
FY 2021-Qtr3
673,307
100%
FY 2021-Qtr2
958,217
100%
FY 2021-Qtr1
757,922
100%
FY 2020
2,380,573
100%

Analysis of results and challenges: The Print Services component processed more than 3.5 million pieces of mail in FY2021. The increase in volume of 1.1 million (+47%) from FY2020 to FY2021 is due to COVID-19 related mailouts from agencies such as DOL Unemployment Insurance, DOA Retirement and Benefits, as well DOR Permanent Fund Dividend (PFD) Division for the early release of the PFD in Q1 of FY2021. Mail volume is expected to gradually decline in FY2022 due to decreased COVID-19 mailouts.

A2: Core Service - Complete high volume scheduled inserting and posting services for all outgoing payments and mail from the following systems: IRIS FIN/PROC, IRIS HRM, PERS and TRS Payroll, DOL Unemployment Insurance, Risk Management, and the Permanent Fund Dividend.
    
Target #1: Complete 100% of all high volume scheduled insertion jobs on time.

Methodology: High volume job is more than 1000 mail pieces.

High Volume Insertion Jobs
Fiscal Year #of High Volume Jobs % on time
FY 2021-Qtr4
132
100%
FY 2021-Qtr3
113
100%
FY 2021-Qtr2
102
100%
FY 2021-Qtr1
117
100%
FY 2020
1,266
100%

Analysis of results and challenges: On a regular and recurring basis, Print Services staff process high volume mailings such as 1099s, W2s, and PFDs each fall. In FY2021, Print Services adjusted the methodology used to count high volume insertion jobs from 500+ mail pieces per job to 1,000+ mail pieces. FY2021, differs from previous years in that PFDs were prepared in late June of FY2020 and mailed out in Q1 as a result of the early release of the PFD. In FY2021, the Print Services team completed 100% of high-volume insertion jobs on time.

 

Current as of October 28, 2021