Get documents about "Duplication and Printing Guidelines
Document Sample
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
ng
si
is
M
Enfo
rc e me
n t va
ries
ating Guid
c eli
/ dupli nes v
User inconvenience Pr inting
a ry
s
ie
ar
tv
ng
Guid
en
si
n ce eli
is
m
tena nes v
M
Unaware of options main
ce
MFD too far away a ry
t&
r
me n
fo
u re
En
Proc
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
ic
e
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
Related docs
