Internal mail run

21 August 2015

Idea

With many of the University processes now electronic, rather than being paper based, I was wondering if their were any benefits in reducing the 'internal'(DHL) mail run from twice per day to once per day?Just an idea for consideration.

Response

Updated response August 2017

An analysis of the University’s mail data in early 2016 demonstrated a drop in the University’s domestic and international mail and an increase in parcel deliveries. The University Procurement and Contracts Office (UPCO) surveyed key stakeholders (College/Service Division GMs and Directors) in January 2016 to determine whether the University could meet user requirements through modifying the existing arrangements.

UPCO received forty three (43) positive responses (86%) and seven (7) responses raised concerns about the proposed changes (14%). UPCO consulted with the areas that raised concerns to discuss and mitigate issues with the proposed changes. Subsequent to the positive response from staff, UPCO requested that DHL review the current arrangements and prepare a proposal. The proposal by DHL includes:

  1. reduction to one (1) mail run per day resulting in a reduction in the number of DHL full time delivery staff and the number of required delivery vans, from three (3) to two (2) in both instances;
  2. relocation of the mailroom to DHL’s Fyshwick sorting facility retaining an on-site DHL shopfront and reducing DHL full time administrative staff from three (3) to two (2); and
  3. changes to the current vehicle fleet to include an electric van at a reduced cost to the University.

Under the proposed changes, the University realised savings of $66,000 per annum. Over the remaining life of the contract (four (4) years) this represents a saving of approximately $264,000. In addition to tangible dollar savings, the following non-monetary benefits were also identified:

  1. the reduction in the number of vehicles and replacement of one (1) van with an electric van will reduce carbon emissions; (pending delivery)
  2. the relocation of the DHL mailroom to the Fyshwick facility will reduce the risk/threat of suspect items to the University; and
  3. the University will gain floor space that is currently used by the Mailroom.

The proposed revised arrangements were implemented in June 2016. DHL now distributes incoming and internal mail (including University files) and collects outgoing mail items once a day.

If you have any concerns about the reduced number of mail runs, please contact the University Procurement and Contracts Office (UPCO) via contracts.office@anu.edu.au.

August 2015 response

DHL are the  University's contracted mail and courier service provider and currently provide two (2) mail runs a day.These two (2) mail runs have different primary functions: 

  • the morning run primarily distributes mail with the secondary function of collecting internal mail; and 
  • the afternoon run primarily collects outgoing mail with the secondary function of delivering internal mail (collected that morning).

Under our contracted arrangement with DHL, we have the flexibility to adjust the number of runs to specific areas e.g. some areas only require a single daily delivery whilst others require three (3). 

It should be noted that the quantity of incoming, outgoing and internal mail at a University-wide level is monitored by the University Procurement and Contracts Office (UPCO).  We observed a significant decrease in outgoing mail between 2001 and 2011, however internal and incoming mail remained relatively consistent. Since then all mail has fluctuated within a normal range and has not trended downwards. For example, between 2012 and 2013 we observed a decrease in outgoing mail of approximately 8%, however internal mail saw a 6% increase. The decreased outgoing mail does not represent a significant enough portion of all mail to warrant an adjustment to the mail runs at this time.

We are committed to ensuring that mail services best meet the needs of the University and as such, we will continue to monitor mail levels.  In addition we will engage with customers over the next four (4) months to assess satisfaction with the current service and the appetite to reduce the number of mail runs in 2016. 

If there are specific areas that feel their mail needs are either not being met or are being exceeded, we ask that they please contact contracts.office@anu.edu.au to discuss.