How Lancaster University Uses Parcel Tracker to Digitize Parcel Management

Founded in 1964 and set on a picturesque 560-acre parkland campus in Lancaster, Lancashire, England, Lancaster University is renowned for its excellence in research and teaching. Consistently ranked among the top 15 in all major UK university league tables, Lancaster has earned a growing reputation both nationally and internationally.

With thousands of students living on campus, managing parcel deliveries became increasingly challenging, especially as online shopping surged. In 2022, the university made a game-changing decision to overhaul its parcel management process, moving from a time-consuming manual system to the advanced automation offered by Parcel Tracker.

In 2022, the university completely transformed the way it manages parcel deliveries. It went from a paper-based system and manual individual emails to using Parcel Tracker to greatly speed up and automate the whole process.

‍

The Problem:

"We were spending five to six hours a day, if not more [managing parcels].” - Anthony Emmess, Security Operations Manager

Lancaster University had a single central office. The idea was to keep parcels moving and prevent them from getting stuck in the lodges. However, Lancaster’s outdated parcel management system made it impossible to keep up.

• High Parcel Volumes: The university received thousands of parcels each month, overwhelming the manual system.
• Time-Consuming Process: Staff spent over six hours daily logging and organizing parcels.
• Communication Delays: Manually notifying each recipient caused delays and confusion.
• Lost Parcels: With limited tracking capabilities, locating misplaced parcels was difficult.

This process consumed hours of valuable staff time and was prone to human error, leading to lost parcels and delayed notifications. The sheer volume of parcels also impacted the porters’ ability to assist students with other support services, limiting their availability for more pressing day-to-day tasks.

‍

The Process:

Parcel Tracker is designed to integrate seamlessly into existing workflows, making the transition quick and straightforward. Lancaster University collaborated with Parcel Tracker’s team to ensure a smooth implementation:

• Device Setup: The university allocated an iPad as the primary device for scanning parcels.
• Customization: Notification emails were customized with the Lancaster University logo and tailored messaging to provide a consistent brand experience.
• Data Upload: A spreadsheet with the list of recipients was bulk uploaded, ensuring the system was ready to match parcels with student information.
• Training: Staff attended Parcel Tracker’s training sessions, quickly becoming proficient in using the system with minimal disruption to their daily tasks.

With these steps completed, Lancaster University was ready to revolutionize its parcel management process.

‍

The Solution:

Implementing Parcel Tracker has sped up the delivery and collection process both for staff and students. Logging in and collecting parcels has become as easy as:

For Staff:

1. Quick Logging: Parcels are scanned upon arrival using the Parcel Tracker app, and the recipient’s information is automatically retrieved from the system.
2. Instant Notifications: All recipients are notified simultaneously with the press of a button, eliminating the need for individual emails.
3. Efficient Collections: When students arrive to collect their parcels, staff simply scan the student’s QR code and the parcel barcode to log the handover.

For Students:

1. Real-Time Notifications: Students receive instant notifications as soon as their parcels are scanned, reducing wait times and uncertainty.
2. Reminders: Automated reminders help ensure that uncollected parcels are picked up promptly.
3. Visual Confirmation: Notifications include images of the parcels and proof of collection, adding an extra layer of security.

For Administrators:

1. Easy Data Management: New student information can be uploaded in bulk with just a few clicks.
2. Enhanced Tracking: Administrators can trace the entire chain of custody for any parcel, reducing the risk of lost items.
3. Resource Allocation: Concrete data on parcel volumes helps administrators allocate additional resources during peak delivery periods.

‍

{{ testimonial }}

‍

The Result:

By adopting Parcel Tracker, Lancaster University transformed its parcel management process from a labor-intensive manual system into a fast, efficient, and reliable workflow. The automation of parcel logging and notifications has freed up staff to focus on supporting students, enhancing the overall campus experience.

With the ability to handle high parcel volumes effortlessly and provide clear tracking and communication, Lancaster University has set a new standard in campus logistics, one that other institutions can look to as a model of efficiency and innovation.