November 23rd, 2015

University of Exeter

The University of Exeter was founded in 1955, when what was known as the Royal Albert Memorial College received its Royal Charter. It is currently attended by more than 20,000 students and has three campuses, two of which are located in Exeter, Streatham and St. Lukes with the third, Penryn, in Cornwall. The University is consistently ranked inside the top 10 of the UK’s leading universities and is a member of the prestigious Russell Group of Universities.

Challenge 

Automate time-consuming manual processing for incoming parcel deliveries that was preventing the team from completing other tasks.

Results 

Immediate improvement in efficiency enabling the introduction of a more complex and secure parcel processing system.

Solution 

Neopost’s neoTrack Touch automates parcel processing enabling users to see exactly where an item is within an organisation.

Method

As a working relationship already existed, Neopost was trusted to provide its recommendation to help solve the challenge.

The Challenge 

The University receives in excess of 100 parcels daily, with each delivery manually logged in a paper log book. This was a time-consuming process that was impacting the team’s ability to balance their workload efficiently and, as a result, would lead to parcels often being ‘lost’. “Having to manually reference each parcel in the log book, which would itself sometimes be misplaced, or if a number was copied incorrectly, meant we often found ourselves with a large backlog of deliveries to process,” explained Helen Beattie, Facilities Operations Manager at the University of Exeter. “Furthermore, parcel recipients regularly enquired on the whereabouts of their expected items, which may have been signed for by someone on their behalf, which would then require the team to manually check through the paper logs to try and trace the parcel – a hugely time-consuming process.”

The Process

Realising the need to reduce their workload, and increase security the University of Exeter began considering tools that would automate the management of incoming mail and provide a robust system. Neopost already supply the University with two IS-5000 franking machines so the University turned to Neopost for help. Neopost suggested its neoTrack Touch software, an ideal solution for office managers and mailroom supervisors, and in just a few weeks, the software, along with three personal digital assistants (PDAs) and a label printer, was installed and ready to use.

The Solution 

neoTrack Touch is an automated parcel receiving software solution designed to track important packages from the point of delivery to their intended recipient. By automatically logging the location of packages, users are able to effortlessly msearch using a simple user interface (UI) to find out where an item is within an organisation. “neoTrak Touch has not only freed up our time and increased parcel processing efficiency and productivity, but it has also reduced the likelihood and costs of losing items,” continued Helen.

Delivery and Results 

Thanks to neoTrack Touch, the University now logs parcels 80 percent quicker than before and enquiries can be answered more efficiently, enabling the team to attend to other more important, business-growing tasks. Indeed, the software ensures closed loop tracking by capturing photographs of individuals at delivery and scanning staff ID cards at each processing point, thus allowing the University to effortlessly search digital logs in order to locate parcels. It has also been able to set up six different delivery
routes which are monitored by the PDAs, increasing efficiency further. “When considering the amount of time we have saved, we expect to achieve software payback within months,” said Helen.

Customer Feedback 

“Before we started using neoTrack Touch, we were struggling to manage parcel processing with other tasks. Now, the team is running under capacity and we’ve been able to introduce individual delivery routes to ensure parcels are reaching their recipients quickly. I’ve been so impressed that other sectors across campus are considering using the same system.”