Print Publications Cost Reduction Initiative by ssg15076


									Evaluation of Current Practices
   Ad hoc group tasked with identifying desirable methods for efficient and
    cost effective print production.
Linda Augustine                    University Mail Services
Joan Barnes                        Business Applications & Fiscal Control
Linda Glover Barnett               Enrollment Management, USI
Arthur Blakemore                   Office of the Exec. Vice Pres./Provost Of Univ.
Jennifer Chaira                    Purchasing and Business Services
Elizabeth Chandler                 Purchasing and Business Services
Mike Chiricuzio                    Print & Imaging Lab
Ray Jensen                         University Business Services
Martha Knight                      University Business Services
Tasleema Tarmeen Lallmamode        Information Technology
Robert Lane                        Digital Document Services
Terri Shafer                       Marketing & Strategic Comm., Public Affairs
Clayton Taylor                     University Business Services
   Most commonly produced document types:
       Agendas
       Brochures / pamphlets
       Event programs / participant materials
       Flyers
       Invitations and envelopes
       Posters
       Newspapers
       Newsletters
       Maps

   The majority of print communication is intended for internal audiences.
   Most document types can be published and distributed electronically to
    internal and external audiences.

   Most departments indicated they spend less than $30K per year on
   Departments are starting to move to electronic communication methods:
     Web – method most widely used by departments
     Electronic documents
     Email
     Electronic newsletters, invitations, surveys, etc.
     Social networking

   Departments are taking steps toward implements sustainable practices.

                                               FY08                FY09
Total spending                              $6,702,078          $6,424,668
Total internal spending                     $2,739,262          $2,009,899
Internal % of total spend                      41%                  31%

   External communication drives more cost, through higher print volumes,
    costly materials and methods, production quality, or a combination.

   Mailing and postage drive a significant cost for external distribution of
    printed materials. In FY09 the 30 largest bulk jobs cost ~$375K.

Highest Spending Departments
Student media                                         $407,315
KAET Public information                               212,478
Ticket office                                         142,329
Research publications                                 140,567
Sports information                                    113,689

   Includes all print and photocopy totals.
   Excludes P-Card spending.

Most Used Vendors
Internal Vendor                                                  $1,841,491
Printing Services                                                 1,378,268
Pride Printing, LLC                                                 374,126
Intermountain Color                                                 372,990
Ben Franklin Press, Inc                                             208,160

   Includes all print, P-Card, and photocopy totals.
   Internal vendor includes services provided by the Print & Imaging Lab.
   Printing services are totals spent with external vendors via the
    Purchasing Buyer.

Cost Reductions
   25% reduction by June 2011 = ~$1.6M in savings.
   40% reduction by June 2012 = ~$2.6M in savings.

   Transition all publications to electronic media to the maximum extent possible.
   Publish all internal publications in electronic format, whenever possible.
   All units review printed publications for effectiveness and appropriate contact
    mechanisms. Adjust or eliminate publications and methods as needed.

Document Management
   All documents shall be saved in a University-wide digital document archive.

Communications and Training
   Organize an ASU Communications Council.
   Develop consulting services / training programs for departments.
   Develop Communication Planning Guide.
   Provide training and access to standard tools and resources for efficient
    communication, information sharing and the publication of electronic
   Share information and provide periodic status updates.
   Monitor and report the actual cost of print usage at ASU.
   Acquire and promote the use of electronic communications tools.

Printing Practices
   Have Mail Services review all print publications and mailing lists for USPS
    compliance prior to printing.
   Design and produce print materials for durability and long useful life.
   Produce all printed materials using sustainable practices.
   Integrate electronic, print, and social networking channels.
   Improve tracking of print purchases in financial systems to support data
    gathering, analysis, and decision making.

Internal Resources
   Use ASU communication resources in preference to external vendors when
   Acquire the capability to offer multimedia, e-communications, and other
    needed technologies.

Desktop Printing Resources
   Reduce the number of desktop printers and use network printers.
   Default all computers to print black and white, two-sided copies.

   Aging equipment not as efficient, capable, or cost effective.
   Access to capable electronic and print communication tools.
   Network availability for connecting users to tools and outlets.

Behavior and Knowledge
   Users need training in the use electronic publishing tools.
   Wasteful and non-sustainable practices and processes.
   Poor or no coordination of messages and efforts university-wide.

   Cost of equipment, maintenance, and supplies.
   Vendor pricing and price changes.

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