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					                                 Montgomery College
                               Office of Business Services
                                  Office of Procurement

                                    February 1, 2007


MEMORANDUM

To:            The College Community

From:          Janet Wormack, Director of Procurement

Subject:       Unified Phone Number Plan: Business Card Ordering Process

Information Technology, Institutional Advancement, and Procurement have worked
together to develop a plan for ordering new business cards that reduces the cost to the
College, meets users’ requirements, and ensures departmental coordination.

In follow-up to the January 24, 2007, collegewide e-mail regarding the Unified Phone
Number Plan and business cards, attached are instructions for ordering business cards
with the new telephone numbers. The College’s business card printing contractor has
extended a one-time special price for this project, and with your help, the College will
realize a significant discount from the volume printing of business cards and benefit from
a faster and more efficient card ordering process. As part of the Unified Phone Number
Plan, your first order of new business cards (one box of 500 cards per person):

1. Will be provided at no charge to unit budgets if ordered between February 1 and
   March 30, 2007; all reprints and subsequent card orders will be funded through
   departmental budgets after March 30.
2. Must be ordered by designated unit coordinators in batches (no single card orders,
   please). Orders must have as many names as possible entered at one time online
   by units.

Attached are instructions and additional information, which will be posted online at
http://www.montgomerycollege.edu/departments/procure/forms.html. We appreciate
your cooperation throughout this process as we work to ensure the printing and delivery
of business cards before the collegewide implementation of the Unified Phone Number
Plan. For assistance with the business card ordering process, please e-mail Sena
Wiles, Purchasing Agent, Office of Procurement, or call 301-279-5286.

JW:sw

Attachment
               BUSINESS CARDS FOR MONTGOMERY COLLEGE
                  FACULTY, ADMINISTRATORS, AND STAFF


To present a consistent College identity, the Office of Institutional Advancement
established a standard business card format (see sample) that displays necessary
information in a clear, professional manner. It is the only card that may be purchased
with College funds. College employees whose duties include significant public contact
may receive College business cards. Each unit is responsible for determining which
employees are entitled to use a College business card. The following table presents the
process used to order College business cards.




                      Business Card Ordering Process

                                                             Modified Process
             Current Process                              through March 30, 2007
                                                      for Unified Phone Number Plan
1. College business cards are ordered online    1. The College will centrally fund one box of
through the website of the College’s current    500 cards for each eligible employee when the
business card printing contractor, FORMost      cards are ordered by 5:00 p.m. on March 30,
Graphic Communications, Rockville, Maryland.    2007. Units will pay for cards ordered after
The ordering process will remain the same       March 30 as well as for reprints before March
during the Unified Phone Number Plan            30. (A quantity of 250 cards is no longer an
process.                                        option.)
2. Cards are ordered in one of two ways:        2. Card orders must be batched with as many
                                                names as possible entered at one time online.
a. By designated department
   coordinators/administrative aides who have   a. College administrators are asked to collect
   a College Purchasing Card and access to         business card data from eligible faculty and
   the FORMost website. To obtain a logon          staff in their units and have a single point of
   and password to this website,                   contact/administrative aide enter and
   administrative aide P-Cardholders               submit all card requests at one time to
   approved by their unit supervisor/account       expedite the printing, shipping, and delivery
   manager should complete and submit a            of cards.
   Business Card Order Registration Form                 It will not be necessary to enter a
   directly to FORMost, which will e-mail                    Purchasing Card number on the
   access information and ordering                           FORMost website for orders
   instructions.                                             placed by units.
                                                         It is important that complete and
b. By the Procurement Office upon receipt of                 accurate delivery information be
   a purchase requisition and a Business                     entered when orders are placed for
   Card Order Form.                                          timely delivery by Central
                                                             Receiving (administrative aide’s
                                                             name, campus, building, room
                                                             number).
                                                         Batched card orders must be
                                                             “submitted” in the same session as
                                                             entered on the Web (data placed in

Montgomery College Business Card Ordering Process                                               2
Office of Business Services ◘ Office of Procurement                                        2/1/07
                BUSINESS CARDS FOR MONTGOMERY COLLEGE
                   FACULTY, ADMINISTRATORS, AND STAFF

                        Business Card Ordering Process

                                                               Modified Process
              Current Process                               through March 30, 2007
                                                        for Unified Phone Number Plan
                                                                 the online “cart” cannot be stored
                                                                 for submission at a later time).
                                                   b. Card orders sent to the Procurement Office
                                                         on a purchase requisition should omit the
                                                         account number on the requisition and
                                                         must include a Business Card Order form
                                                         for each request.
3. Card orders are proofread carefully before      3. Units are asked to continue proofreading
submission. A PDF proof of each card can be        card orders, including spell checking, verifying
viewed and printed before a card request is        titles, and maintaining consistency in unit
finalized.                                         names and addresses. Units should also print
                                                   and retain the order confirmation before
                                                   logging out of the FORMost site and then verify
                                                   receipt and delivery of all cards ordered.
4. Card orders are tracked by departments; the     4. FORMost will process and place cards in a
FORMost website provides reports of orders         production line-up until enough cards have
placed and can be tracked by user name.            been received for press runs. The sooner card
                                                   requests are entered by departments, the
                                                   faster the College can reach necessary batch
                                                   levels for production and printing.
5. Staff in the Office of Communications,          5. All card requests submitted by March 30 will
Institutional Advancement, approves all card       be delivered before the final implementation of
requests online before their final submission to   the Unified Phone Number Plan. Card orders
FORMost.                                           submitted after March 30 may experience
                                                   some delay, depending upon the volume of
                                                   requests and the production workload.

Visit http://www.montgomerycollege.edu/departments/procure/forms.html to download
the following forms:

       Business Card Order Form
       Business Card Order Registration Form

For assistance with the business card ordering process, please e-mail Sena Wiles,
Purchasing Agent, Office of Procurement, or call 301-279-5286.




Montgomery College Business Card Ordering Process                                                3
Office of Business Services ◘ Office of Procurement                                         2/1/07

				
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