OPENING & CLOSING or RELOCATING A MAIL CENTER

OPENING & CLOSING or RELOCATING A MAIL CENTER A Planning Guide Presented by: Dana McCormick Baltimore PCC Education Seminar March 18, 2010

Goal A Smooth and Seamless Transition for All Your Customers • Identify Needs • Plan • Review Again • Communicate • Open, Move or Close on Schedule

Planning 12-18 Months • Participate in planning and design meetings • Location • Space Requirements • Workflow • HVAC • Security • Cost Tracking

Planning 9-12 Months • Design Assessments • Furniture Needs • Data/Phone Requirements • Equipment Requirements • Vendor Contract Requirements • Staffing Needs • Adjacencies/Stack Plan • Preliminary Mail Locations

Monitoring 3-6 Months • Regularly visit site to monitor construction progress • Address Concerns Immediately • Stay involved in all planning meetings

Procurement 8-12 Weeks • Mail Center Furniture & Equipment • Finalize Cabling • Phone/Fax Lines • Modem • LAN • Scanning System • Vendor Set-Ups (contract approvals, BRM, USPS, etc.) • Move Schedule Finalized

Schedule Sample

Communications 6-8 Weeks • Mail Code Theory/Design • Internal E-mail Set-Up • Department Move Meetings • Service Level Agreements • Mail Center Staffing Schedule • Job Posting

Action 4-6 Weeks • Mail Stop assignments • Order Carts, Dollies, Pallet Jacks • Vendor Account Management and Notification • Misc. Ordering • Printers, Scanners, Tubs, Paper, etc. • Order Signage

Move Preparation 1-4 Weeks • Mail Center Set-Up • Floor Set-Up • Signage Placement • Office Supplies • Overnight Supply Stock • New Hire Process & Training

Home Stretch • Move Process • Safety • First Aid, Fire Extinguisher, bottled water, etc. • Equipment Training • BCP Plan Update • Vendor Service Confirmations

Closing a Mail Center 10-12 Weeks • Move Planning 4-6 Weeks • Carrier and Vendor Updates 3-5 Weeks • Plan for closing of internal identification numbers (mail stops)

Closing cont. 1-2 Weeks • Transition online mailbox • Change of Address • Update HR Information for Team Final Week • Equipment/Furniture Disposal • Meter Decertification and Return

Review & Questions • Workflow and anticipated volumes are the two most important factors to consider when opening a new mail center. • A: True. Current and future volumes are crucial variables to consider when planning space, proximity and staff requirements

Review & Questions • Staff requirements are not as critical an issue as vendor management when relocating a mail center. • A: False. Juggling staff between two locations during a regulated move while maintaining adequate customer service can be very challenging.

Review & Questions • Equipment disposal and asset management is the primary focus when closing a mail center. • A: False. While asset management is important, customer and vendor notification are of equal importance.

Dana R. McCormick Wells Fargo Bank, N.A. 8480 Stagecoach Circle Frederick, MD 21701-4747 Dana.R.McCormick@wellsfargo.com (240) 586-6351 Thank You

OPENING & CLOSING or RELOCATING A MAIL CENTER