Reorganisation of postal services for UvA and HvA

Reorganisation of postal services for UvA and HvA
Reorganisation of postal services for UvA and HvA

Hospitality Group was asked by the University of Amsterdam (UvA) and the University of Applied Sciences of Amsterdam (HvA) to help redesign their postal services for the next step towards a sustainable logistics set-up and a new service concept.

Interim implementation manager and project coordinator

More sustainable, more efficient and more customer-friendly: these are the starting points for the new service concept and the logistics set-up. As implementation manager and project coordinator, Astrid Neef and Nadine Zwinkels guided all faculties and joint service departments of the UvA and HvA, which resulted in the start of the new postal distribution system on 1 March of this year. In addition, they set up the infrastructure for a further roll-out to other logistics processes.

At 22 sites of UvA and HvA, spread over 5 campuses, so-called pick-up points (MyPuP locker cabinets) have been installed. All letter mail for approximately 8,000 employees is delivered to these lockers. The delivery of the letter mail via a pick-up point is only the beginning.

The implementation of this first step towards a new service concept impacted the entire organisation. With the right communication and personal attention to users, Astrid and Nadine ensured that users could connect to the project.

More sustainable and efficient

The decreasing quantity of letter mail prompted the UvA and HvA to be the first to start with this new service and logistical flow. Since the end of February each faculty and service department of the UvA and HvA has its own PO Box number, so that postal company PostNL can deliver the letter mail bundled to the central mailroom. Thanks to this more efficient method of mail delivery, the mail can be distributed to the pick-up points by a single courier and the employees of the (decentralized) mailroom no longer need to sort the mail themselves.

The establishment of this new service ensures that we are ready for a sustainable and customer-friendly future in the field of logistics!Joost Klaasen – Head of the Business Office

Previously, the faculties and service departments received their mail at many different places. This new way of working means fewer mail trips and therefore lower CO2-emissions. This is in line with the sustainable route for central distribution for parcel delivery that the UvA and HvA have also embarked on. Parcels are collected at a logistics hub on the outskirts of Amsterdam and driven into the city by electric transport.

More customer-friendly: having private parcels delivered to your workplace

In addition to the business letter mail, employees can have private parcels delivered to the lockers. The employee receives an e-mail or notification in an app in the same way as with the mail and can pick up the parcel personally. In this way, employees don’t have to go to an external collection point to pick up the parcel and do not have to worry that they will miss the delivery driver at home.

Getting in lane for…

By reorganising the letter mail with the locker system, the educational institutions are getting in lane to expand this self-service concept to other logistical flows, such as business parcels, the lending and replacement of laptops and company mobile phones, AV equipment and books. The overall aim is a more customer-friendly, sustainable and efficient way of lending. Employees will no longer need to collect their parcels at a desk or at a remote location, but can do this at a time of their choice (benefiting from a track & trace function) and always at a location close to their own workplace.

In collaboration with…

For the reorganisation of the mail service UvA and HvA collaborated with software provider MyPup, which provides the system and the lockers, and with supplier Canon, which is responsible for the postal service at the faculties and service departments.

Project data

University of Amsterdam and Amsterdam University of Applied Sciences
May 2018 – March 2019

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