Paperless Desk Proposal Tonopah Complex Stan Dura 5/19/09 Proposal: This proposal outlines the potential of a near‐paperless front desk within Tonopah as a pilot project that could be expanded to all front desks in the future. It provides an overview of what is needed in order to implement the proposal and a cost benefits analysis ($2,454 immediate cost/$3,011 1‐year savings: $1,687 direct savings + $1,324 labor savings) Requirements: In order to implement this project various technologies and miscellaneous items will need to be acquired (not necessarily purchased). New Computer – Essential: First, the current computer system at the front desk is unable in its current state to handle the required software and increased use that would result from this project. Indeed, the computer would become the central backbone of the desk in a paperless environment as opposed to its limited use status currently. The computer is thus essential to a paperless initiative. The current desk computer is approximately 8 years old and is unable to be upgraded to the requirements SAT has determined would be needed. One option is to purchase a new computer, which would be required in the coming year anyway. Option two would be to use a spare CPU loaned to Campus Housing that would involve no immediate financial investment. (It should be noted that desk computer at every desk has become increasingly utilized over the past several years and the current practice of using 8 year old “hand‐me‐down” builds for the desk computers is becoming incompatible with the needs of the desks, regardless of this initiative. Indeed each desk has to have a separate CPU as it is now because the older systems cannot handle Onity and their regular use. Upgrading to more up‐to‐date builds could lead to only needing one CPU rather than two for each desk, thus cost less over all.) Digital Signature pad and 2nd Monitor – Essential: Secondly, since the greatest function of the desk is facilitating paperwork, there are many forms that will need to be converted to digital format. These forms almost always require a signature. In order to be truly paperless, there must be a method in which desk patrons can sign the digital documents, so that they do not have to be printed. A signature tablet, similar to those used in almost every store today, is the ideal method in which to do this. In addition to being able to sign the document, the patron will need to be able to see and read the form, since many of our forms have some kind of accountability statement, and the signature is an indication of the patrons’ understanding of the statement. Thus, a second monitor is needed that would be facing towards the desk patron rather than the desk staff, allowing the patron to view and read the form and view their own signature as they write it. NOTE: There are tablet pads that not only allow a person to sign digitally, but also show the image onto which the person is signing, the form in our case. However, the heavy use the signature pad would receive at the desk would quickly mar the surface and subsequently obscure the image underneath, thus limiting its benefit and requirement frequent replacement. Hence, a second monitor would provide a similar benefit and would not need to be replaced nearly as often. PC Based Time‐Clock – Essential: In addition to forms, one of the largest consumptions of paper is the processing of time sheets, for which we use appx. 7 reams of paper per year on alone. Thus an electronic method of clocking in and compiling and reviewing timesheets would be highly valuable. See too, below, the indirect labor savings, much of which is attributable to less time spent administering timesheets. There are a variety of software available for this, ranging from very simple and free, to very powerful, complex, and thus expensive. While the simple ones may suffice for a small project (I say may, but I am skeptical they would do so very well), they would certainly not work for all of the desk combined. There a few mid‐range products available that I believe are around $500, although more specific pricing is very difficult to obtain from some of the vendors. However, Campus Life Business Services is in the process of purchasing one of the mid‐range products, and when XXXXX returns, she and I are meeting to review the software and discuss the possibility of sharing costs. While we would need some kind of software for this coming year, SAT has already partially developed their own time‐clock software and has assured me they could provide whatever we wanted based on what we liked and disliked about whatever software purchased for this year. The only cost would be similar to that which we pay for the FWD address system, the exact cost of which is unavailable to me.
Software – Essential: In addition to time‐clock software, there are other software that would be needed. One is Acrobat 9 Professional, which is required in order to create some of the form‐field digital forms. This software provides powerful methods of creating, sharing and tracking forms that are processed at the desk. And it is available at a discount for UNLV staff, resulting in a cost of between $60‐$90 per license (the greater the number purchased, the lower the price). We would need a minimum of 2 (one for the GA computer, and one for the Desk computer), but all in our department could benefit from it and could help reduce the cost per license. We would also need Microsoft Access 2007 installed on the Desk computer, as well as the RLC and GA computers. Microsoft Access 2007 is provided free by the University. We would use a template database using Access 2007 in order to develop a lending library to track all equipment lending and mail/package processing at the desk, enabling us to keep much more accurate and dependable records of our equipment and mail transactions. Monitor Stand – Helpful: The above items are required and the following two items are useful. The first is a monitor stand. The way the Tonopah desk is built, a second monitor would need to be placed on a small ledge in order to be visible by a desk patron. However, that would expose it to significant risk of falling to the ground easily. A monitor stand could be placed on the larger desk surface and safely raise the monitor where the patron could still view it clearly, but would not be able to accidentally knock it over. Given that the plastic base of most monitors is not conducive to bolting or otherwise securing it, this monitor stand seems to be the most favorable alternative. Online Scheduling – Helpful regarding the Paperless Project, Essential related to labor savings: The last item is an internet based service (WhenToWork – www.whentowork.com) that would enable the GA to facilitate all of the desk scheduling, shift changes, leave request, payroll announcements, etc. via an online environment. It would also provide a much easier method for staff to communicate shift change needs, pick up shifts, etc. than the “message tacked to the board” method currently used. OA staff would not have to manually try to pick hours 1 after the other, but instead would enter their preferred, available and not available times and the GA could either manually create the schedule or input the various hour‐limits for each staff and have the system create the schedule automatically (which the GA would of course review and approve). As it stands now we have 6 scheduling meetings each year (fall opening, Thanksgiving, Fall closing, Spring opening, Spring Break, and Spring closing), each of which costs approximately $225, excluding GA labor. That adds up to $1,350 per year in OA labor costs. This service costs $300 per year for Tonopah alone ($500 per year for all OA’s, $600 per year for all OA and RA/MA’s), which still leaves us with an annual savings of over $1000. Michael and I have both experimented with the online demo and are comfortable this will have considerable utility regardless of the paperless project. (NOTE: We intend to engage a free 30 day trial just before opening, so that we can implement during the initial scheduling process, which is characterized by having open shifts, high number of changed shifts due to schedule changes, and high communication needs. If the trial is successful we intend to purchase for 1 year regardless of the paperless project and use that year to work with SAT to see if an in‐house product would be cheaper and equally useful.) Cost Benefit Analysis: Initial investment (see spreadsheet below) is approximately $3000, with an annual savings of approximately $1600. The project will pay for itself in 2 years as a result of direct savings ($3200) or 1 year if indirect labor savings ($2900) is factored in. This indirect labor savings of an estimated $1300 is the result of the GA’s ability to engage additional tasks (mainly as a result of time savings related to timesheets and desk scheduling), saving an estimated GA related 138 labor hours per year. Ideally, if higher end computers are used for desks, instead of the 8 year old hand‐me‐downs, the desk computers should last up to 6 years. The estimated savings in the spreadsheet below reflect this presumption. Note: Approximately 50% of the $3000 initial investment is postponed if we utilize a high‐end loaner, which I can provide from my own inventory. SAT has agreed to this provided I sign a release. Processes/Forms involved: The following processes and forms would be involved. Those possibly involving HAB processing (only 3) are noted, and XXXX is working with XXXX to determine the feasibility of each. Thus each will be decided independently of each other. In total this would result in 18 paper forms converted or eliminated. Processes and Associated Forms that will be impacted Unchanged
All Check in – out paperwork. (although I would like to explore that later, it has a significant impact on HAB and Facilities, so I thought it should wait) Refund (no‐one knows what the process truly is, so we can’t really change it) Roommate/Suitemate Agreement Special Mail Claim slip (making it digital, i.e. email to resident, would result in them printing off full page as opposed to the ¼ sheet we use, thus that would actually increase paper consumption.) A/RLC phone messages Changed Payroll and Scheduling Clocking in/out – electronic rather than paper based. Timesheets – HAB impact ‐ if approved, timesheets may be submitted to XXXX differently, but would contain all info XXXX needs. XXXX has indicated this would not interfere with her part of the process. OA Shift Change ‐ online scheduling Leave Request ‐ online scheduling Duty Duty Check in – RA’s on duty can clock in at the desk for duty, although they would be at a $0.0 payrate, and timesheets would not be turned. Online access would allow A/RLC on duty to check to see if everyone had clocked in for each complex and on time. Duty Logs ‐ submitted online rather than on paper (Successfully implemented last year) Room Change Request Form – HAB Impact – Room Change Request form would be digital but could be printed for HAB if needed for Single Room Authorization or records after room change completed. (This is the current intent, but we could decide to leave this process unchanged.) Denial Letter ‐ email vs. paper letter in an envelope (already implemented) Floor Standards Critical Incident Form ‐ ‐ online form Accountability Meeting form ‐ ‐ online form Miscellaneous Logs and Forms Mail/Package Log – database instead of paper Lawn and Conference Room Scheduling – Word document file instead of purchased planner Daily/Special communications with Desk – Scheduling software in combination with wiki FWD Address entry (we would eliminate use of physical cards, and have desk staff input directly when resident checks out. Express check‐outs would be advised to go to the desk prior to checking out.) Note: SAT has indicated they could make this process such that residents entered it themselves via web if we want them to. They asked that XXXX or XXXX place a work request for that. Equipment check‐out Log ‐ database rather than paper log Temp Card check‐out/Billing – HAB impact – Temp card would be checked out via database and signed. But no physical form signed. Notification of billing for unreturned cards would need to be determined. Complaint Tracking – online form and spreadsheet tracker Resident Interest Forms – online form and spreadsheet tracker
Cost/Benefit Spreadsheet: Total 3 Cost 1st Cost 2nd Cost 3rd Acquisition Consumption/Costs year year year year period Essential: Current CPU is insufficient and cannot be upgraded enough, thus according to SAT, a new computer is required in order to handle the additional technology. Option 2 ‐ I have an extra high end New Computer CPU (just collecting dust) that just $1,500.00 $0.00 $0.00 $1,500.00 needs its HD wiped and software/drivers installed that I would be happy to loan for a year in order to test this project without the investment in a new computer. However, the desk will need a new computer next year anyway, so it may be prudent to go ahead and purchase. SAT has okd the loan provided I sign a release. Essential: signature input must be basic signature only, due to fact 2nd Monitor heavy use quickly obscure viewing $150.00 $0.00 $0.00 $150.00 of tablet that shows the form itself. 2nd monitor is required in order for residents to be able view accountability statements and sign. Helpful: The desk is not well designed and a monitor resting on the top ledge could easily fall. A Monitor Stand stand behind the ledge, resting on $25.00 $0.00 $0.00 $25.00 the sturdy/wide desk surface would protect the monitor and still allow it to be visible to residents signing forms Essential: (already purchased) Labels are needed to use codes to Label Printer identify items in the lending $99.00 $0.00 $0.00 $99.00 database, so that items do not have to be logged on paper Essential: Digital signatures would Pen/Tablet Signature Input be too complex to organize for $150.00 $0.00 $150.00 $300.00 every resident, thus a method of signing a digital log is required. Dependent: Access and Excel cannot naturally capture a Signature capture add in for signature, so a software add‐in is $50.00 $0.00 $0.00 $50.00Excel/Access required. Some input devices may include the add‐in, some may not, though.
Essential: Acrobat 9 is needed in Acrobat 9 (three licenses) order to design and edit some of $180.00 $0.00 $0.00 $180.00 the fillable form documents to replace paper forms Essential: our 2nd largest paper consumption is timesheets, which as of now 4 sheets are used for each timesheet, including the original, and 3 copies, one each for the OA, GA, and payroll clerk. Timeclock TimeClock Tech Software will eliminate all but 1 $0.00 $0.00 $0.00 $0.00 copy, which as of now goes to XXXX. XXXX is in the process of purchasing similar software and we may be able to offset some costs. SAT are building their own software and have confirmed that they can design it based on our experience with purchased software the first year. XXXX has offered to pay for this‐ $2,045 Helpful: each scheduling meeting we have with OAs costs us around $250, and we usually have at least 4 per year. An online service will Scheduling Tech eliminate the need for those $300.00 $300.00 $300.00 $900.00 meetings and improve supervisory processes and service/convenience to employees, and still save us $. This component has the most beneficial cost/savings ratio. Essential: MS Access required for MS Access 2007 lending library database used to $0.00 $0.00 $0.00 $0.00 replace all of the equipment log forms. Combined with package log, it is our largest paper consumption. Immediate investment $2,454.00 Total 3 year investment $3,204.00 Total Total Savings Savings savings Process/Form Consumption/Costs per Year 3 year 6 year Period period
Clock in (Timesheets/binder)Clock in (Timesheets/binder) 36 OAs use 4 copies of timesheets for 17 $45.00 $140.00 $280.00two week pay periods = 2,304 sheets = 5 reams/year used on 5 reams/year ($9/ream) used on timesheets and binder timesheets and binder replacement every 3 years replacement every 3 years Duty Check in (Duty check in log) 17 weeks of daily duty check 1/2 ream/year ($9/ream) used on $4.50 $18.50 $37.00in log forms Conf. Rm./Lawn Sched. $50.00 $155.00 $310.00(planner) 2 planners purchased per year FWD Addr entry (FWD Addr $25.00 $75.00 $150.00Card) numerous cards used each year Mail/Packages (package log/binder) exact amount 1 ream/year ($9/ream) used on log $9.00 $32.00 $64.00varies, but generally between 1 ‐ forms and binder replacement 2 reams) every 3 years Equipment Lending (Equip. Log/binder) exact amount 3 reams/year ($9/ream) used on $27.00 $86.00 $172.00varies, but generally between 3‐4 log forms and binder replacement reams) every 3 years Temp card (Temp Card form/log/binder) exact 2 reams/year ($9/ream) used on $18.00 $59.00 $118.00amount varies, but generally log and forms and savings on between 2‐3 reams) binder replacement every 3 years Complaint Tracking .25 ream used per year ($9/ream) on log and savings on binder $2.25 $11.75 $23.50(Complaint log/binder) replacement every 3 years RA Duty Change (duty change .25 ream used per year ($9/ream) $2.25 $6.75 $13.50form) on forms OA Shift Change (shift change form/binder) Average of .5 ream used per year ($9/ream) $4.50 $18.50 $37.00between 1‐ 2 requests a day for on forms and savings on binder 33 weeks replacement every 3 years Leave Request (leave req. .25 ream used per year ($9/ream) $2.25 $6.75 $13.50form) on forms Request to meet with RLC .25 ream used per year ($9/ream) $2.25 $6.75 $13.50(form) on forms Resident Interest Forms 2 reams used per year ($9/ream) $18.00 $54.00 $108.00(form) on forms Critical Incident Form (form) Negligible $0.00 $0.00 $0.00Accountability Meeting form $0.00 $0.00 $0.00(form) Negligible RA Duty Log (Duty Log form/binder) 1 page every .5 ream used per year ($9/ream) $4.50 $18.50 $37.00night and 2 on weekend nights = on forms and savings on binder 9 pages per week for 33 weeks replacement every 3 years
OA Schedule (calendar) Avg. 30 OAs paid minimum of $7.55 $1,359.00 $4,077.00 $8,154.00at 6 separate scheduling $225 spent on each OA scheduling meetings annually meeting, 6 per year Desk Reference kiosk (paper) Negligible $0.00 $0.00 $0.00Original Documents (binder) Negligible paper, but $5 savings on $0.00 $5.00 $10.00 binder replacement every 3 years Total Total Savings Savings savings Indirect savings Consumption/Costs per Year 3 year 6 year Period period Printer Toner Avg. 2 cartridges purchased per year, with minimal $100.00 $300.00 $600.00printing, estimated 1 cartridge 1 printer toner cartridges saved for every 2 years per year due to minimal printing Total Direct Savings $1,673.50 $5,070.50 $10,141.00
Total Total Savings Savings savings Labor savings Costs per Year 3 year 6 year Period period Currently, labor involved in manually collecting, reviewing and verifying timesheets costs appx. 5 labor hours every two weeks at the Tonopah level alone, amounting to 80 labor hours a year. Making and arranging copies of blank forms costs another 10 labor hours a year, and desk functions such as scheduling, processing shift changes, leave requests, tracking tardiness, etc. costs an additional 3 hours Labor approximately ever two weeks, totaling 48 labor hours a year. 138 total hours multiplied by .6 Accounting for the increased labor $1,738.80 $5,216.40 $10,432.80 multipled again by $21.00 time required to organize and archive digital files and reviewing digital communications, about 60% of these labor hours can be eliminated in a paperless environment and enable those hours to be dedicated to more meaningful efforts. Using the $11,000 GA salary, this resulted in a total cost to Res Life of $16,334.per year in stipend and tuition assistance ‐ excluding room and board. The equates to about $21/hour Total Direct Savings $3,412.30 $10,286.90 $20,573.80