Transcript Equipment Maintenance Service (EMS)

SPECIALTY UNDERWRITERS
EQUIPMENT MAINTENANCE
SERVICE (EMS)
Introduction to Equipment
Maintenance Service
Introduction:
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The Purchasing Department, in
conjunction the Payables and
Disbursements Section of the
Controller’s Office, is implementing a
new Equipment Maintenance Services
Program that promises departments a
hard dollar savings of approximately 20
percent off the cost of their current
annual maintenance coverage.
Introduction
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In addition, the program promises to
reduce the administrative costs of
processing orders and paying invoices
to the host of vendors currently
providing the university with
maintenance and repair services.
Introduction
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This program, called Teleserve, is
available to departments under a
contract with Specialty Underwriters, an
affiliate of CNA Insurance Companies.
Introduction
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TELESERVE is a form of comprehensive
outsourced maintenance services with
savings and efficiencies that can exceed
those of both traditional approaches to
equipment maintenance and equipment
maintenance insurance with
conventional claims processing.
Introduction
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Under the program, participating
departments can continue to receive
maintenance support from the same
service providers they now use.
Introduction
A wide range of equipment is eligible
for the program, including
laboratory/research, communications,
data processing, production/processing,
and security equipment.
 Office and business machines that are
typically covered by annual
maintenance contracts are also eligible.
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Introduction
Representative list of equipment
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Cardiology/Stress Test/ICU, CCU, EKG
Communication Equipment
Data Processing Equipment
Facilities Equipment
Function Labs/Respiratory Therapy
General Equipment
Laboratory Equipment
Mail Equipment
Office Equipment
Security/Alarm Equipment
Surgery Equipment
Introduction
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In addition, if you would like to pursue
other service vendor choices, Specialty
Underwriters can assist you with your
search. As always, the choice of service
vendors is yours.
Introduction
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Participation in the program is
voluntary. Equipment can be added or
removed at any time on a prorated
basis.
Introduction
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To learn more about the program, or
obtaining forms, see TELESERVE
Features and Frequently Asked
Questions pages on the Purchasing web
site, or contact Karen Gibson in the
Purchasing Department at 644-6850 or
[email protected]
TELESERVE FEATURES
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TELESERVE - An outstanding program
that assumes the daily burden of
managing equipment maintenance.
Features
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Maintains continuity with current vendor
relationships
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Assures a guaranteed annual budget
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Provides asset management controls
Program Highlights
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Significant hard dollar cost savings
Administrative relief and savings through
vendor payment process
Extended Coverages (refer to
Agreement): 24 Hours a Day, 7 Days a
Week Service; Weekends and Holidays
Ability to use your same service providers or
choose new ones.
Access to extensive database for vendor
and equipment information
TELESERVE Services...
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Tagging - Specialty
Underwriters assigns
unique numbers to
equipment for
tracking repairs.
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Work Order Process
- Specialty
Underwriters issues
purchase order,
dispatch service
vendors and
manages the repair
process.
TELESERVE Services…
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Vendor Pay Process
- Specialty
Underwriters
reviews invoices for
accuracy and pays
the service vendor.
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Report Process Specialty
Underwriters
provides reports to
help manage and
control equipment
maintenance.
TELESERVE Services...
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Efficiency Conversion Process - Making
an informed decision to convert
selected maintenance contracts to a
time-and materials basis provides an
alternative that generates cost savings
with guaranteed budgets...
TELESERVE Services...
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Multiple service contracts to one insured
contract
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Repetitive contact with numerous
service vendors to a single contact
coordinating current service providers
TELESERVE Benefits...
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Management Control
- Provides the ability
to control your
inventory.
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Operational
Efficiency - Provides
a cost effective
payment process.
TELESERVE Benefits...
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Financial Efficiency Provides a cost
effective payment
process.
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Management
Reports - Provides
effective
management
control.
TELESERVE Benefits...
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Hard Dollar Savings - with a guaranteed
budget. Depending on the mix of
equipment, savings typically range from
10% - 30% below current equipment
maintenance contracts.
How Does the TELESERVE
Program Work?
How does the program work?
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1. Equipment requires repair or
preventive maintenance service.
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2. The equipment users contact the
Toll-Free Dispatch Center.
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3. The Dispatch Center calls the
Customer’s service vendor.
How does the program work?
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4. The service vendor is dispatched
and a purchase order is automatically
generated.
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5. The equipment is repaired and the
service is documented.
How does the program work?
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6. Specialty Underwriters pays the
invoice on the Customer’s behalf and
provides management reports.
FREQUENTLY ASKED
TELESERVE QUESTIONS
1. How will service be
affected?
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Service is maintained through the same
vendors you now use. The only change
is the method of payment they receive
from prepaid maintenance contracts to
per call.
2. What should be done if
equipment requires service?
Place a toll-free call to Specialty
Underwriters’ Dispatch Center, 24
hours a day, seven days a week.
800-833-7050
Tagging of Equipment
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Specialty Underwriters tags all
equipment covered by the policy and
supplies call sheet instructions for every
department and/or location covered.
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The sheet outlines the information
needed when calling for service.
3. How are vendors paid for
service?
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Your vendor is directed to mail the
invoice and service report to Specialty
Underwriters. Specialty Underwriters
pays the invoice to your vendor.
4. How does the department pay
for the TELESERVE Program?
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By an interdepartmental transfer of the
policy amount to the Payables and
Disbursement Section of the Controller’s
Office.
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When equipment is added to the policy,
it is pro-rated for the remainder of the
fiscal year.
Interdepartmental Transfer of
funds continued…
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In subsequent years, equipment on the
contract will automatically rollover onto
the next year’s contract unless
cancelled by the department, and an
interdepartmental transfer of the policy
amount for the fiscal year will occur in
July or August.
Payment to Specialty
Underwriters
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On a monthly basis, the Payables and
Disbursement Section will make a
consolidated payment to Specialty
Underwriters for one twelfth of the total
annual cost of the university-wide
contract.
5. How do departments get current
information on their equipment?
Specialty Underwriters will provide the
University with reports of repair history
sorted by asset item and vendor.
 In addition, they have agreed to
customize reports for the University to
meet any special needs.
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Reports
If costs need to be broken down by
department, Specialty Underwriters will
do so.
 Reports detailing equipment inventory
and repair performance will be available
upon request as well as high frequency
reports that can identify problematic
equipment.
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6. What happens to all associated
paperwork such as purchase orders, work
orders and payment processing?
With TELESERVE, Specialty
Underwriters takes care of all
associated paperwork from start to
finish.
 Specialty Underwriters records and
maintains all documentation such as
service reports, invoices, purchase
orders and check processing.
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7. How would TELESERVE work if a
client currently has a Technical
Department for repairs?
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Specialty Underwriters pays the client
for the corrective and preventive
maintenance performed on their
scheduled equipment. In addition,
engineering services are available to
support a client’s Technical Department.
8. What information is necessary to
generate a quote for the client?
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Manufacturer
Model Number
Serial Number
Equipment Description
Location of Equipment
Hours of Coverage
Preventative Maintenance Requirements
Special Coverage Terms
Current Contract Costs (if applicable)
Replacement Value
Effective Date
Maintenance Contract
Forms
A copy of the FSU Equipment
Inventory/Change Form is available on
the Purchasing Web page located under
“Application”.
 For requesting quotes on several pieces
of equipment at one time, a
spreadsheet version of the form is
available as an Excel file.
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9. How are PMs typically managed
under the TELESERVE Program?
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The service vendor is requested to
provide preventative maintenance at
the same time as the service vendor is
providing other service on the covered
equipment.
10. Is it possible to add and/or
delete equipment once the policy is
in effect?
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Yes, equipment can be added and/or
deleted when the policy is in effect.
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All additions and/or deletions are prorated.
11. How can TELESERVE provide
more service and be less expensive
than maintenance contracts?
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Specialty Underwriters’ sole focus has
been managing equipment maintenance
since 1982. The database, systems, and
trained personnel provide an
outsourcing program that removes the
inefficiencies of managing equipment
maintenance by consolidating all
maintenance contracts into one policy.
Contacts for TELESERVE
Equipment Maintenance Services
ADDRESS
Specialty Underwriters
 9667 South 20th Street
 Oak Creek, WI 53154
 Toll Free Telephone: 800-558-9910
 Telephone: 414-281-1100
 Fax: 414-216-1050
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CONTACTS
For Equipment Coverage Quotes
Chad Frank, Sales Representative and
 Market Relations Representative
 [email protected]
 Mobile: 414-640-2492
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CONTACTS
For Equipment Adds, Deletes,
Changes and Invoice questions
Zach Rezk
 Account Representative
 [email protected]
 Toll Free: 800-558-9910 ext. 2812
 Office: 414-281-1100 ext. 2812
 Mobile: 414-460-8551
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Other Specialty Underwriters
Contacts
Tim Peterson, Senior Vice President,
Sales
 [email protected]
 Telephone: 414-281-1100
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CONTACTS
For Questions regarding the program
FSU Purchasing Department
 A1400 University Center
 Telephone: 850-644-6850
 Contact: Karen Gibson, Associate
Director
 [email protected]
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CONTACTS
For Questions regarding
Interdepartmental Transfers
FSU Payables & Disbursements Services
 A5607 University Center
 Telephone: 850-644-5022
 Contact: Raynell King, Accounting
Specialist
 [email protected]
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Equipment Maintenance Service
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THIS IS A SMALL INVESTMENT OF
TIME THAT WILL PAY BIG
DIVIDENDS!