duplication by fanzhongqing

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									Duplication and Printing
       Guidelines




          Fall 2007
              Team Members
• Joel Chapman                     Fitness/Wellness Specialist

• Laura Lagerhausen                Accounting Assistant

• Cynthia Letteri (Digital Ill.)   Reference Librarian

• Laura Link (Scribe)              Faculty Secretary, Building E

• Mike Rice                        Campus Safety/Security

• Stephanie Stoklosa               Lead Duplication Center Spec.

• Allen Vaughn (Team Leader)       Project Analyst
Steering Committee Sponsors
• Jim Batson
  – Associate Director of Computing Services


• Cathie Scherman
  – Director of Bookstore
        Project Statement
• To improve the printing and duplicating
  process as measured by
  – Containing costs
  – Recommending more effective use of
    output devices
     Frequently Used Terms
• Blueprint: Software on individual
  workstations that monitors print usage
• Consumables: Ink, toner or other
  routinely necessary supplies other than
  paper, used in printing
• Images: Each side of each printed or
  duplicated page is considered an Image.
Frequently Used Terms (cont)
• MFD: Multi-function device (Canon) provides
  printing, copying and scanning features. These
  devices include departmental and the duplication
  center units
• Output Device: Any printing or duplicating device
  that produces a paper output such as individual
  printer, network workgroup printer or MFD
• Personal/Network Printer: Black and white laser
  printer
• Pharos: Print management system (currently not in
  use)
             Question ?
• Can you guess how much it costs to print
  the “Recommendations” page in front of
  each of you?
        Answer !
            Cents per page

• Print A       12

• Print B        5

• Print C       1.5
 Action Project Report Overview
• Primary AQIP Category
  – Supporting Institutional Operations


• Related 1000 Acre Field
  – Improve institutional decision making


• Related MCC Strategic Direction
  – Improve systems and processes
 Action Project Report Overview
             (cont)
• Rationale
  – Cost savings and improved resources
    utilization
• Areas Affected
  – Duplication Center
  – Information Technology
  – All employees
• Processes Affected
  – Any process that requires printing or
    duplication
 Action Project Report Overview
             (cont)
• Process Measures
  – Redirect 3% of the printing volume from
    personal printers to MFDs
    • Estimated $10,000 annual savings
• Reduce number of personal printers
  – Attrition
  – Creation of effective printer acquisition
    policy
    • Goal of 10% reduction in first year
        Outcome Measures
• Reduction in use and/or cost of personal
  printer consumables
  – Maximize use of MFDs
  – Measure ratio of pages printed on each
    class of output device over time
      Performance Targets
• Phase 1
  – Inform institution of impending change
• Phase 2
  – Review monthly output totals
  – Annual review of total quantities campus-
    wide
 Performance Targets (cont)
• Phase 3
  – Educate users on a continuing basis
  – Establish printer acquisition process
  – Monitor printer output and printer
    inventories
  – Report monthly output statistics
  – Report annual printer inventory
  – Review statistics annually and adjust as
    necessary
           Keeping Focus
• New employee orientation
• MFD training
• Maintain a print accounting mechanism
  for all printing devices
• Monthly reports with management
  oversight
         Current Process
• McHenry County College does not have a
  college-wide duplication process
• Some of the departments have created
  procedures specific for their area
• Extensive statistics and reports are
  available for MFDs but not for other
  output devices
  Analysis: Current Situation
• No institution-wide policy, procedure or
  guidelines for:
  – Printing and duplicating
  – Purchase of personal or workgroup printers
• Some institutional analysis related to
  MFDs is performed
  – Analysis is not tied to the ongoing inventory
    of personal or workgroup printers
  Analysis: Current Situation (cont)
• Benchmarking information was solicited
  from the following:
  – Elgin Community College, College of Lake County, Joliet
    Junior College & Waubonsee Community College
     • Did not have a written policy or procedures manual for printing
       or copying
  – College of DuPage & Harper College
     • Complete websites listing services, hours, pricing, etc.
  – Kankakee Community College
     • Media Policies & Procedures manual
Analysis: Current Situation (cont)


• Conclusions
  – Gathered information varied widely by
    source in volume but not content
  – Services and costs at MCC fell well within
    the norm when compared to the compilation
    of information from these schools
    Analysis: Expert Advice-
          Len Walker

• Former Director, Office of Marketing
  and Public Relations
  – Concerns centered around:
    • Cost of personal printers vs. MFDs
    • Current reporting
    • Responsible planning
    Analysis: Expert Advice-
      Stephanie Stoklosa
• Duplication Center Specialist
  – Focused on improving productivity of the
    Duplication Center by
    • Reduce waste and unnecessary printing
    • Better planning to allow more time for jobs to
      be completed
    • Inform the Duplication Center of MFD
      malfunctions
       Analysis: Advice-
   Stephanie Stoklosa (cont)
• Use best practices to improve
  efficiency and minimize waste
  – Proofread and comply with copyright laws
  – Consult with the Duplication Center for:
    • Large jobs, transparencies and best practices
    • Consult faculty secretaries for best printing
      practices or contact Duplication Center for
      training
  – Don’t leave jams in equipment or attempt to
    remove jams with any type of instrument
    Analysis: Expert Advice-
         Donald Quirk
• Director, Office of Institutional
  Research & Planning
  – Based on the team’s knowledge, Donald
    advised that a survey was unnecessary
    • Existing information is adequate
    Analysis: Expert Advice-
         Dave Penoyer

• Director, Business Services
  – Repairs and maintenance costs are part of
    the contract, not additional expenditures.
  – Current contract has a flat 7 million images
    per year
    • Overages are charged at a fraction of the
      negotiated per image cost
          Analysis: Cost Chart
                                Cost/Image

$0.1400


$0.1200


$0.1000


$0.0800


$0.0600                                                                         Cost/Image


$0.0400


$0.0200


   $-
          MFD      Network      B&W Laser   Personal InkJet   Personal InkJet
                Workgroup B&W                    B&W              Color
                    Laser
Analysis: Stacked Bar
                                MFD Volume - Actual




10,000,000.00

 9,000,000.00

 8,000,000.00
 7,000,000.00

 6,000,000.00
 5,000,000.00

 4,000,000.00

 3,000,000.00
 2,000,000.00

 1,000,000.00
          -
                00-01   01-02             02-03          03-04      04-05   05-06




                                Duplication Center   Departmental
           Analysis: Ishikawa
                           Section 3: Analysis


                                        Analyze causes for current outcomes


                                                              Unclear guidelines / policies




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 Unaware of options                                                                                                                        main




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                                                    MFD too far away                                                                                                                       a ry
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MFD locations
                                                         Mixed output pages                                      Duplication Ctr. staffed hours of operation
                             User identification codes
  MFD features
                                                                                                                                                                                    rs
                                                                                                                                                                              ou
                                      Secure printing                                                                                Unpla                               fh
                                                           Valid adjunct considerations                                                      nned                      Of
                                                                                                                                                    u se
  Duplication Ctr. capabilities
                                                                                                                                                                          PROBLEM:
                                                                                                                                                                      WRONG OUTPUT DEVICE
         Printer missing in print queue                     MFDs vs. personal printers

                                                                                          Color vs. Black & White                                                              Consummables
     MFD features proprietary                                                                                                                                        C o st
                                                         MFDs vs. Dept. MFDs
                                                                                                                No accountability




                                                                                                                                                                                      D
                                                                                                                                                                                         ev
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   Workstation not configured
                                                                             Personal color vs. Duplication Center


                                                 Unaware of actual costs




                                                                       Diagram 1.

                                                                        User choice of output device
Analysis: Relation Diagram
                                                 Personal
                Digital assets
                                                 (ab)use
                   3H-0T                                                       Public access
                                                  3H-0T
                                                                                  0H-2T




   Habits/                                    What drives
preference of
    MCC                                         output                              Human error
   1H-3T
                                               volume?                                3H-0T




      Lack of
     planning                                                    Equipment
      1H-3T                      Class size
                                                                 malfunction
                                   0H-2T
                                                                   2H-0T




                                                   Unavoidable
                                                   emergencies
                                                     2H-1T
Analysis: Pareto Chart
                                             Analysis: Stacked Bar
                                                           Consumable Cost (%) by Device Type


                                 100%

                                  90%

                                  80%
% of overall consumable Cost




                                   70%

                                     60%

                                     50%

                                     40%

                                     30%

                                     20%

                                     10%

                                      0%
                                              Scenerio 1
                                                                Scenerio 2
                                                                                  Scenerio 3
                                                                                                        Scenerio 4
                                                                                                                                  Scenerio 5


                                                            Scenerio 1       Scenerio 2        Scenerio 3            Scenerio 4            Scenerio 5
                               Subtotal Non-MFD Subtotal       34%              30%               23%                   16%                    10%
                               MFD                             66%              70%               77%                   84%                    90%
                 Analysis Stacked Bar
                              Images Output by Device Type


7,600,000.00


7,400,000.00


7,200,000.00


7,000,000.00


 6,800,000.00


 6,600,000.00


 6,400,000.00


  6,200,000.00


  6,000,000.00
                 Scenerio 1
                              Scenerio 2
                                               Scenerio 3
                                                                Scenerio 4
                                                                             Scenerio 5




                                       MFD   Non-MFD Subtotal
  Analysis: Force Field Analysis
             Driving Forces                 Restraining Forces

1) Consumables cost                1) Convenience


2) Paper consumption               2) Unaware of Printing Costs


3) Reduction of personal printer   3) Unaware of MFD Locations
   purchases



4) Convenience                     4) Unaware of MFD Features


                                   5) Unaware of Duplication Center
                                      capabilities
              Analysis: Check Sheet
        Recommended Printing Device by Print Job Type and Volume


                                           DEPARTMENT MFD   DUPLICATION
BLACK AND WHITE                                                 CENTER
                                PERSONAL


                                   2               1            3
        Fewer than 25 Pages



                                   3               2            1
        Greater than 25 Pages


COLOR



                                   1               -            2
        Fewer than 10 Pages



                                   2               -            1
        Greater than 10 Pages




                                 1 = Best option
      Improvement Theory
• Over 350 printers currently in use on
  campus
  – About half of these printers are smaller,
    which are more costly to operate
• Reduce the number of these printers
• Redirect the maximum number of
  imaged pages to the most cost efficient
  device
• Minimize Total Cost of Ownership (TCO)
         Improvement Plan
• Establish, communicate and enforce a
  set of best practices for printing and
  duplication.
  – These practices should be applied to all
    departments and divisions across all
    campuses.
  – Deviation from these practices should be
    handled on an exception basis with
    adequate management oversight
    Improvement Plan (cont)
• Establish and maintain an annual printer
  inventory covering all campuses.
  – This printer inventory will be one of the
    tools that will help us to analyze the
    current and future printing needs for the
    institution.
  – It will be instrumental in the decision
    making process when it comes to
    contracting for future copying and printing
    services
    Improvement Plan (cont)
• Establish, communicate and enforce a
  printer acquisition process
  – As a means for consistent evaluation of
    technical and business needs for best
    possible blend of efficiency and total cost
    management.
  – Process should be synchronized with the
    budget, with new and replacement
    equipment, and with the annual printer
    inventory processes.
    Improvement Plan (cont)
• Implementation of the three items above
  should result in:
  – Increased use of multi-function devices and
    decreased use of smaller personal printers
  – Overall annual cost savings of $10,000 on printing
    consumables
  – Significant time savings on moderate to larger
    print jobs
  – Reduce the number of high operational cost
    personal printers by 10% in the first year
     • Estimated cost savings of $5000-$10,000.
                Recommendations
• Inform
   – Communicate with all stakeholders upcoming changes related to this
     Action Team’s recommendations
• Educate
   – Create video, guidelines, reminders; present at orientations,
     workshops; provide MFD training
• Act
   – Establish new printer acquisition process
• Monitor
   – Collect data on all output devices
• Report
   – Provide monthly usage report of all output devices
• Review
   – Usage by volume and device
   – number of printing devices on an annual basis
Gantt Chart
Questions ?




   Fall 2007

								
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