St. Michael’s Laundry

Annual Inventory Process

St. Michael’s Laundry is responsible for maintaining the University’s $461K bed/bath and table linen inventory. Responsibilities include: cleaning,

maintenance/repair (when possible) and replacement (keeping accurate par levels ensuring uninterrupted service to departments).

We are administrators of the linen purchasing account, however, new/replacement linen purchased is charged to the University linen account –

(not the laundry budget).

Annually each June the laundry conducts a physical inventory of each type of linen. The inventory process takes 5-6 FTE’s approximately 2-3 eight hour days.

A physical inventory is conducted at approximately 35 departments who utilize University owned linen.

2 weeks prior to the inventory – a letter is generated to each department advising them of the inventory day, the last day for linen orders and the last day

for soiled linen to be picked up (from that point on – the department is responsible for counting all linen left in the department until inventory is

complete and we resume normal pickups and deliveries).

• TO: Linen Rental Customers• From: Saint Michael’s Laundry & Dry Cleaning• Date: May 19, 2005• Subject: Yearly Linen Inventory

On Wednesday, June 15, 2005 Saint Michael’s will conduct our Yearly Linen Inventory of all University linen. We hope that with this advance notice you will have time to call about any questions you may have. There will also be a brief reminder letter sent out the week before inventory.

Janet Roempagel will again be the coordinator this year, and will be aided by a team of three employees. If you have any questions concerning the counting, storage, and use of the University linen please contact her at 631-4226.

Our goal is to do this as quickly and efficiently as possible, with the least amount of disruption in your schedule.

Thank you in advance for you help and cooperation.

Michael J. Klosinski Janet S. RoempagelDirector St. Michael Laundry Store Room Coordinator

Approx. 1 week before inventory, the linen storeroom coordinator generates an inventory count sheet for each department according

to their linen ordering history (only listing types specific to their needs). The departments could be given as many as 40 forms (one for every occupied room). We schedule a date for the department

to do the physical inventory – they are instructed not to use the form before the specified day.

Linen Inventory List & Item Number Linen in Room -

Include Sheets on Bed

Bath Mats (1)

Bath Towels (2)

Hand Towels (3)

Wash Cloths (4)

Sheets (18)

Fitted Sheets (19)

Pillow Slips (22)

Notre Dame Fire Department

Room Number _________________________

On inventory day – the inventory team arrives and takes physical counts of each storeroom. The storeroom coordinator provides inventory control tags to the team (2 part tags). The team counts the linen and leaves 1 part of the tag

with the linen and keeps the 2nd part (should major discrepancies arise – a team member will return to the facility and re-check the count and check the

number on the inventory tag).

The storeroom coordinator uses an inventory workbook (designed by Audit & Advisory Services). On this Tag Listing worksheet (a

pivot table), each linen item is assigned an inventory #. The coordinator enters the total item count into the item # line.

SMLInventoryTag/Count Sheet Listing # = Corresponds with 'Inventory Items' list

V = Tag VOIDX = Tag Not Used

Tag/Sheet Tag # Location Item # Item Name CountTag 607 COLUMBA 1 BATH MATS 53Tag 634 Corby 1 BATH MATS 97Tag 644 Corby 1 BATH MATS 70Tag 728 MOREAU 1 BATH MATS 6Tag 738 MOREAU 1 BATH MATS 6Tag 747 MOREAU 1 BATH MATS 10Tag 756 MOREAU 1 BATH MATS 16Tag 1037 STOREROOM 1 BATH MATS 142Count Sheet 4 CARROLL HALL 1 BATH MATS 12Count Sheet 7 DILLON HALL 1 BATH MATS 26Count Sheet 9 FISCHER GRAD 1 BATH MATS 29Count Sheet 21 O'NEIL HALL 1 BATH MATS 8Count Sheet 23 PASE EAST 1 BATH MATS 38Count Sheet 26 SORIN HALL 1 BATH MATS 2Count Sheet 33 ASSET MANAGEMENT 1 BATH MATS 4Count Sheet 34 ASSET MANAGEMENT 1 BATH MATS 6Count Sheet 51 COLUMBA 1 BATH MATS 19Count Sheet 52 COLUMBA 1 BATH MATS 1Count Sheet 53 COLUMBA 1 BATH MATS 1Count Sheet 54 COLUMBA 1 BATH MATS 1Count Sheet 56 COLUMBA 1 BATH MATS 1Count Sheet 58 COLUMBA 1 BATH MATS 1Count Sheet 60 COLUMBA 1 BATH MATS 1Count Sheet 62 COLUMBA 1 BATH MATS 1

The Tag Control work sheet discloses number of tags (or count sheets) issued for each department.

SML Inventory Control Tag SheetTags Available 966 1,120 Count Sheets Available 1 392

LocationLocation Code Start End # of Tags Start EndPlant

1 Storeroom 966 1,060 1,105 1,107 1,110

2 Flowrack 1,061 1,104 1,106 1,111 1,120

3 FLOOR 386 392 7Customer Locations

4 BUILDING SERVICES BUILD - 1 32 325 ASSET MANAGEM]ENT 33 35 36 CAFÉ DE GRASTA GRAC 551 560 10 36 40 5 7 CATERING CATER 561 600 40 41 50 10 8 CAMPUS MINISTRY CCFM 601 605 5 9 COLUMBA HALL COLUM 606 630 25 51 110 60

10 CORBY CORBY 631 660 30 111 115 5 11 CORBY KITCHEN FCORB 661 680 20 116 120 5 12 DEBARTOLO PERF ARTS ARTS13 FATIMA RETREAT FATIMA14 FATIMA KITCHEN FATKIT15 FIRE DEPT FIRE 681 690 10 121 140 20 16 HOLY CROSS HOUSE HCHSE 141 230 9017 HOLY CROSS KITCHEN HCHKIT 691 700 10 231 235 5 18 INN @ ST. MARY’S INNSTM 701 720 20 236 240 5 19 LAW SCHOOL LAWSCH20 LEGENDS LGNDS 721 725 5 241 245 5 21 MOREAU MOREAU 726 775 50 246 315 70 22 MOREAU KITCHEN MORKIT 776 795 20 316 320 5 23 MORRIS INN - HOUSEKEEPING MORRHK 796 885 90 321 335 15 24 MORRIS INN - FOOD & BEVERAGEMORRFB 336 345 10 25 NORTH DINING HALL NHALL 346 350 5 26 OLD COLLEGE OLDCOL - 351 355 5

COUNT SHEETSTAGS

Departments are charged back for damaged linen (typically discovered during the soil sort process). Damaged linen is described as: damage to linen that is easily recognizable misuse of linen such as burns, holes (caused by tugging while removing pins, staples, nails, table legs, etc.) excessive candle wax,

intentional stains (such as ink/cleaning solutions/shoe polish, etc.) and mildew – linen should be scheduled for return immediately after use (especially colored

linen that we cannot treat with whiteners).

Damaged Linen & Ragouts

Ragouts are kept track of each month by the storeroom coordinator. Ragouts are described as: linen that shows wear as a result of meeting it’s normal life

expectancy. When the production crew sees a piece of linen that shows significant wear – they bring the linen item to the coordinator. The coordinator retains the item until the

end of the month and then removes the total items from inventory. St. Michael’s is charged for any linen removed from inventory – regardless of the reason.

JAN ST MICHAEL'S RAGOUT'S2006 CHARGED BACK ITEMS

REPLACEMENTJAN. JAN. RAG YTD JAN. JAN. DOLLAR TOTAL TOTALPIECE RAG DOLLAR OUTS DOLLAR NUMBERDOLLARDAMAGEDAMOUNT YTD YTDCOST* OUTS AMOUNT YTD AMOUNTDAMAGEDAMOUNT YTD YTD ITEMS AMOUNT

BATH MATS 2.26 $0.00 30 $67.80 $0.00 0 $0.00 30 $67.80BATH TWL 2.67 $0.00 118 $315.06 $0.00 3 $8.01 121 $323.07HAND TWL 0.93 14 $13.02 75 $69.75 $0.00 0 $0.00 75 $69.75W. CLOTH 0.38 34 $12.92 123 $46.74 $0.00 0 $0.00 123 $46.74LUX BM 2.58 1 $2.58 17 $43.86 $0.00 1 $2.58 18 $46.44LUX BT 5.17 3 $15.51 21 $108.57 3 $15.51 10 $51.70 31 $160.27MQSHEET 12.89 18 $232.02 169 $2,178.41 $0.00 0 $0.00 169 $2,178.41MQFSHEET 12.03 1 $12.03 3 $36.15 $0.00 1 $12.06 4 $48.21MTSHEET 9.3 6 $55.80 13 $120.90 $0.00 1 $9.30 14 $130.20MTFSHEET 9.3 1 $9.30 2 $18.60 $0.00 0 $0.00 2 $18.60FL SHEET 5.55 21 $116.55 72 $399.60 $0.00 0 $0.00 72 $399.60P. SLIPS 1.31 13 $17.03 38 $49.78 $0.00 0 $0.00 38 $49.78WHITE NAP 1.55 12 $18.60 48 $74.40 2 $3.10 28 $43.40 76 $117.8045X 45 WH 7.18 46 $330.28 241 $1,730.38 1 $7.18 2 $14.36 243 $1,744.7445X63 WH 10.99 4 $43.96 15 $164.85 $0.00 0 $0.00 15 $164.8554X54 WH 7.66 12 $91.92 27 $206.82 $0.00 2 $15.32 29 $222.1464X64 WH 9.85 3 $29.55 18 $177.30 $0.00 1 $9.85 19 $187.1572X72 WH 12.78 2 $25.56 27 $345.06 $0.00 1 $12.78 28 $357.8490X90 WH 30.33 12 $363.96 73 $2,214.09 $0.00 9 $272.97 82 $2,487.0672X102 WH 24 4 $96.00 37 $888.00 1 $24.00 2 $48.00 39 $936.0072X120WH 33.49 1 $33.49 3 $100.47 $0.00 1 $33.49 4 $133.9654X120WH 16.32 6 $97.92 28 $456.96 3 $48.96 10 $163.20 38 $620.1690 RD BL 17.91 2 $35.82 10 $179.10 $0.00 0 $0.00 10 $179.1090 RD BG 17.91 $0.00 3 $53.73 $0.00 0 $0.00 3 $53.7390 RD GD 24.98 1 $24.98 3 $74.94 $0.00 0 $0.00 3 $74.9490 RD WH 34.71 3 $104.13 18 $624.78 $0.00 0 $0.00 18 $624.78120 R WH 60.85 1 $60.85 5 $304.25 1 $60.85 3 $182.55 8 $486.80TOTALS 284 $1,967.39 1413 $11,395.89 25 $176.18 143 $968.70 1,556 $12,364.59

The Location Count Analysis worksheets aids in calculating total inventory

SMLInventoryLocation Analysis (Pivot Table)COUNT OF TAGS AND SHEETS PER LOCATION TOTAL LINENS PER TYPE BY LOCATION(Shows # of Tags and Sheets Assigned labelled as "Count of Tag/Sheet",and # of Tags and Sheets Used labeled "Count of Count".)Location Data Tag/Sheet Total Sum of CountCOLUMBA Count of Tag/Sheet Count Sheet 326 Location Item Name Total

Tag 25 CATER NAPKINS-BLUE 215 Count of Count Count Sheet 320 NAPKINS-BURGUNDY 44

Tag 7 NAPKINS-GOLD 366 COLUMBA Count of Tag/Sheet 351 NAPKINS-GREEN 145 COLUMBA Count of Count 327 NAPKINS-RED 59 Corby Count of Tag/Sheet Tag 30 NAPKINS-WHITE 284

Count of Count Tag 17 T054 54X54 27 Corby Count of Tag/Sheet 30 T090 90X90 87 Corby Count of Count 17 T1GD- 120" RND GOLD 1 FLOOR Count of Tag/Sheet Count Sheet 2 T1WH- 120" RND WHITE 10

Count of Count Count Sheet 2 T5WH 54X120 79 FLOOR Count of Tag/Sheet 2 T9BL- 90" RND BLUE 5 FLOOR Count of Count 2 T9GD- 90" RND GOLD 2 HCHSE Count of Tag/Sheet Count Sheet 436 T9WH- 90" RND WHITE 7

Count of Count Count Sheet 420 Tag/Sheet Not UsedHCHSE Count of Tag/Sheet 436 CATER Total 1,331 HCHSE Count of Count 420 CCFM HAND TOWELS 19 MOREAU Count of Tag/Sheet Count Sheet 227 Tag/Sheet Not Used

Tag 50 CCFM Total 19 Count of Count Count Sheet 189 COLUM BATH MATS 73

Tag 36 BATH TOWELS 115 MOREAU Count of Tag/Sheet 277 HAND TOWELS 121 MOREAU Count of Count 225 PILLOW SLIPS 129 SACRED Count of Tag/Sheet Count Sheet 9 SHEETS-FITTED 85

Count of Count Count Sheet 9 SHEETS-FLAT 106 SACRED Count of Tag/Sheet 9 WASH CLOTHS 121 SACRED Count of Count 9 Tag/Sheet Not UsedSTOREROOM Count of Tag/Sheet Tag 100 COLUM Total 750

Count of Count Tag 95 COLUMBA BATH MATS 25

Part of the inventory workbook is the Location Profile Sheet – this sheet aids in giving the inventory taker pertinent information about what type of linen they will be counting, where

the linen can be found and who the department contact is.SMLInventoryLocation Profile

Location

Location Code

Profile:Contact Name:

Where to go:

What type of linens:

Where linens are kept:

Assigned Tags and Count Sheets:Start End # of Tags Start End

CAMPUS MINISTRY CCFM 5

Other Comments:

Update comments for next year:

WORSHIP ROOM FOR DIFFERENT RELIGIONS

HAND TOWELS

TAGS COUNT SHEETS

CAMPUS MINISTRY

CCFM

PRICILLA WONG 631-5653

MORRIS COLEMAN BLDG. WHERE OLD BOOKSTORE WAS

The final workbook is sent to Audit and Advisory Services for final calculation.

The workbook is then sent to the laundry director for final review/adjustments. After final approval – Audit & Advisory Services

generate a standard charge form and the laundry budget is reconciled accordingly.