SYSTEM OFFICE SERVICES USER GUIDE Trinity Health. All Rights Reserved. 1
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1 SYSTEM OFFICE SERVICES USER GUIDE 2014 Trinity Health. All Rights Reserved. 1
2 System Office Services Location West Building (20555 Victor Parkway) 1 st floor (W-1800, Mailstop W1H) SUPPORTED LOCATIONS Livonia System Office East & West building Novi Data Center - Meadowbrook Road TSLC College Park -Livonia THHS - College Park -Livonia Page Trinity Health. All Rights Reserved. 2
3 Services Copy Center Facility Management / Space Planning Mail and FED EX Services Receiving and Supply Distribution Record Storage and File Retention Security and Access Control Emergency Procedures / Preparedness Page Trinity Health. All Rights Reserved. 3
4 Copy Services High volume production for quality full-color and black & white copies Wide variety of printing services Brochures Newsletters Presentations Business Cards Booklets Postcards Training Manuals Posters / Banners (3 wide by various lengths) Cover Stock Tabs (9 x 11 white, 5 position tabs in either 3 hole or standard stock NCR Forms (2 & 3 part) Page Trinity Health. All Rights Reserved. 4
5 Copy Service Requests Copy requisition form required for all copy jobs Ensures job parameters are understood Provides tracking Copy requisition form located on Nexus -Trinity Health Intranet site Under System Office, Forms, click System Office Services Click on forms on left hand side. Locate & click Copy Center Requisition link Complete form to your specifications and save Attach form with job submittal Copy requisition form can be saved on your desktop. Page Trinity Health. All Rights Reserved. 5
6 Job Submittal Process Job requests can be submitted in a number of ways completed copy req form with your electronic files attached to CopyCentFH@trinity-health.org Or interoffice mail the completed copy req form along with your hard copy originals to System Office Services Copy Center Or drop off your request in person, Copy Center is located on the 1 st floor of the West Building Page Trinity Health. All Rights Reserved. 6
7 Business Cards Ordering Process To order business cards From the Nexus Trinity Health Intranet. Under System Office, Forms, click System Office Services Click on forms on left hand side. You will find the Trinity Health Business Card Order Form Please make sure you use all caps for the name only Use dashes only for the phone numbers (no parenthesis or dots) the completed form to us at After we receive your request: You will receive a pdf file, via , of your card to review within 3-5 business days You will receive your order of business cards within 5-7 days of your approval Page Trinity Health. All Rights Reserved. 7
8 Facility Management Space Planning Staff Relocations Tenant / Landlord Relationships General building-related work orders Minor renovation projects Office-type work orders Emergency Procedures Page Trinity Health. All Rights Reserved. 8
9 Space Numbering Each room, workstation, office and conference room has been assigned a space number. A typical room number will consist of a letter and a 4 digit number (E-3500) The letter would be either E or W, denoting the east or west building. The first number indicates the floor. The remaining 3 numbers follow the scheme below. Therefore, the room number E-3500, is located in the east building, 3 rd floor, center portion of the floor Page Trinity Health. All Rights Reserved. 9
10 Work Orders Use a work order to request: Maintenance (lighting, electrical, etc.) Equipment installation Staff relocations Renovations Construction projects You can find the work order request; Nexus Home Page Under System Office, Go to Forms Select System Office Services Select Forms on the left hand side Select Work Order Request Fill in fields and hit submit button. Page Trinity Health. All Rights Reserved. 10
11 Work Orders Some situations require immediate attention, please call or Common Problems: Electrical outage Wet floor, roof leaks Plumbing Pest control Ventilation - too hot, too cold NOTE: System Office Services is the liaison for all landlord communication. Page Trinity Health. All Rights Reserved. 11
12 Staff Relocations All staff relocations need to be submitted to the Move Committee via a work order. The Move Committee, consisting of telecom, TIS, facilities, etc., meets every Thursday. Moves take place on Wednesday and need to be submitted a week prior to the move. Information needed in the work order must include; name, phone #, the from and to location. A Move Committee representative will contact the requestor to confirm the move and inquire about any materials needed to assist in the move (moving crates, bags, shredding boxes, etc.). Page Trinity Health. All Rights Reserved. 12
13 Record Storage and Retrieval For records not in use; Shredding services are available via work order. Recycling bins located throughout System Office. Offsite storage arrangements available through System Office Services receiving dept. For offsite storage; Obtain bar code labels and inventory sheets by calling Receiving at X Requests need to be in to Receiving by noon on Monday for deliveries on Tuesday. Deliveries need to be signed for, so please make sure someone is available in your area to accept the document delivery. Page Trinity Health. All Rights Reserved. 13
14 Emergency Procedures Consult the Emergency Preparedness Plan on the Nexus website Please be aware of the following: Severe weather sheltering Fire escape routes Fire mustering points For building updates on power outages, weather closures, etc. please call the Emergency / Weather line Page Trinity Health. All Rights Reserved. 14
15 Mail Services Hours of Operation 8am 4:30pm Pick-up and delivery Livonia System Office, east & west building Driver Services to other system office sites 2X a day. Other services include processing: 1 st class mail Interdepartmental mail to system office and other Ministry Organizations FED EX out-bound shipments (Form needed see next page) Personal mail services 8:30am 10:30am Page 15 Stamps sold in lots of 10 each FED EX outbound package service with Trinity discount Trinity Health. All Rights Reserved. 15
16 Mail Services Form When requesting overnight, ground or personal service, a Package Services form must be completed. Pick up a supply from the mail room. To locate the form online; Go to Nexus home page, under System Office, click on System Office Services Click on Forms on the left side of page Click on Mail Services Form Print and complete and attach to package Page Trinity Health. All Rights Reserved. 16
17 Mail Codes At the Livonia System Office, we have introduced mail codes to help sort and deliver the interoffice mail more efficiently. Please use these codes when addressing interoffice mail within the Livonia System Office. You will find mail stop information for each colleague on our Nexus site, under department maps, click on the Colleague Mailstop Listing Page Trinity Health. All Rights Reserved. 17
18 Mail Services We can process mass mailing projects. Postage costs are reduced using our address validation application software.* High-speed envelope insertion for various envelope sizes Automated letter folding Address verification Envelope addressing/labeling Postage discounts available *See System Office Services/Mail website for specifications Page Trinity Health. All Rights Reserved. 18
19 Security Located in the front lobbies of the east & west building of the Livonia System Office Hours: 6:00 am to 10:00 pm M-F Provide badges & keys to new employees (with authorization from hiring manager) Can be reached by calling Incident Reporting / Lost and Found (Please report any incidents to Security) Access level updates, open / lock doors (with authorization from manager) Page Trinity Health. All Rights Reserved. 19
20 Who to Call for What Emergency, Keys, Badges, Lost and Found Security Accounts Payable..UAPO Computer Equipment, Software, Phones, Password reset, Any computer issues..tis Video Conference...TIS Human Resources Recruitment, Human Resources Benefits, Insurance records, Tuition reimbursement Pension Retirement Emergency Event & Weather Hot Line Conference Room Reservations...Conference Center Copiers / Fax Maintenance...Ricoh Newsworks, Nexus, Logo...Corporate Communications Payroll ITS TH System Office Services Main Number Copy Center Mail Services Emergency Work Order Receiving, Off Site Storage Page Trinity Health. All Rights Reserved. 20
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