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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 2020-Qtr4
1,035,603
100%
FY 2020-Qtr3
468,625
100%
FY 2020-Qtr2
518,104
100%
FY 2020-Qtr1
358,241
100%

Analysis of results and challenges: The Print Services component processed more than 2.4 million pieces of mail in FY2020. The increase in volume of 0.7 million (+38%) from FY2019 to FY2020 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 quarter 1 of FY2021 which required processing of PFD mail pieces in quarter 4 of FY2020. Mail volume is expected to remain steady for FY2021 Q1 and Q2 with a gradual decline in Q3 and Q4 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 2020-Qtr4
401
100%
FY 2020-Qtr3
255
100%
FY 2020-Qtr2
310
100%
FY 2020-Qtr1
300
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. FY2020, differs from previous years in that PFDs were mailed out in both Q2 and Q4 as a result of the early release of the PFD. Apart from Q4, the number of high-volume jobs remained relatively consistent compared to the prior fiscal year. In FY2020, the Print Services team completed 100% of high-volume insertion jobs on time.

 

Current as of December 4, 2020