Printing policy communication

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  • IT Task Force was set up to identify areas in of IT that need improvement and propose solutions.
  • Printing policy communication

    1. 1. Clemson’s Improved Printing System<br />1<br />
    2. 2. Vision<br />Work towards a more sustainable future for Clemson.<br />Create an environment that transforms the campus culture to more efficient printing behaviors that carryover into other areas.<br />Enhance student printing efficiency and customer satisfaction.<br />Save money by reducing print volumes and limiting unnecessary printing. <br />2<br />
    3. 3. Project Background <br />President Barker and The Budget Strategies Advisory Group Commission a Task Force to look at IT savings opportunities in early 2009.<br />The IT Task Force Identified the following core areas for savings and improvement:<br />Student Lab Printing (library, bracket, martin, etc)<br />Plotting (IT help center ~ old union)<br />Academic Lab Printing (student labs)<br />Administrative Printing (admin, faculty, staff)<br />Printing Supplies (excess inventory, purchasing power)<br />Service/Maintenance (we currently own all the labor)<br />Equipment (standardization)<br />3<br />
    4. 4. Current Printing Problems at Clemson<br />Uncontrolled Printing by Staff and Students<br />Unorganized and Duplicate Printing Projects in Student Printing Labs<br />Campus users have no concept of cost.<br />No measurement systems<br />4<br />
    5. 5. Disorganized Printing<br />5<br />
    6. 6. Wasteful Printing<br />6<br />
    7. 7. CU Annual Printing Cost and Potential Savings<br />7<br />Current Costs<br /> Approx = $9.6MM<br />Labor, Equipment, Materials, Support<br />Potential Savings<br />Approx = $1.7MM-$2.5MM<br />40% Print Volume Reduction<br />
    8. 8. Solution – Phase 1 Gain Control <br />Software to measure and control wasteful printing<br />Printing Quotas to limit excessive student printing<br />Kiosk to efficiently deliver print jobs and eliminate printer lines<br />Informed printing to increase environmental awareness and dramatically reduce costs.<br />8<br />
    9. 9. Who is Affected?<br />Students – print and plotting quota, more efficient student printing labs<br />Faculty and Staff – informed printing, looking for ways to reduce printing in classes and business<br />Administration – informed printing (printing to copiers at .02 per page vs. LaserJet printers at .20 per page), more paperless transactions.<br />9<br />
    10. 10. Solution: Phase 1: Quotas<br />Segment solutions and pursue in priority order.<br />Implement lab printing quotas & charges<br />350 free pages per semester per undergraduate student.<br />500 free pages per semester per graduate student.<br />Over and above, charge .05 cents per page<br />Implement plotting quota & charges <br />1 free 36” x 48” plot for students – additional plots are $8.00 per plot <br />Faculty/Staff pay $8.00 per 36”x48” plot <br />10<br />
    11. 11. Printing Data - Fall 2009<br />11<br /><ul><li>Over half of the student body printed less than 100 pages
    12. 12. 82.5% printed less than the approved quota</li></li></ul><li>Printing Data - Fall 2009<br /><ul><li>The data distribution is non-normal, which is an indicator that unnecessary printing is occurring
    13. 13. Over 64% of students print less than 150 pages</li></ul>12<br />
    14. 14. Printing Data - Fall 2009<br />Number of Students with 0 Prints<br />1,927 Students<br />Median Number of Prints per Student<br />73 pages<br />Number of Faculty and Staff printing at CCIT Labs<br />62 Faculty/Staff (less than 2% of the Population)<br />13<br />
    15. 15. Summary ~ CCIT Lab Printing Fall 2009<br />Average undergrad prints per student fall 2009 semester<br />224.5 pages<br />Average graduate prints per student fall semester 2009.<br />188.1 pages<br />Data ~ there are more grads with 0 prints than undergrads.<br />Speculation ~ Grads may be printing in departments rather than CCIT labs.<br />14<br />
    16. 16. Print Quota Stages(see Print Quota Policy)<br />Stage 1: Student Lab Print Quota (Cooper, Martin, Bracket, etc)<br />Stage 2: Academic Student Labs<br />(all other smaller public/general use labs)<br />Stage 3: Informed Messaging for Departmental Printing <br />(administration, faculty, staff, employees)<br />15<br />
    17. 17. Printing Quota Timeline<br />Stage 1 – Summer 2010: implement the Print Quotas in the CCIT Student Labs and CCIT Plotting in Fall of 2010. <br />Stage 2 – Fall 2010: implement print quotas in the Academic Student Labs.<br />Stage 3 – Fall 2010/Spring 2011: implement informed messaging capabilities, which will enable Faculty and Staff to recognize the most cost-effective means for printing.<br />16<br />Fall<br />2010<br />Spring 2011<br />Summer <br />2010<br />Fall<br />2010<br />
    18. 18. Print Quota: Stage 1<br />Large Public Lab – Summer 2010<br />Cooper, Martin, Brackett and etc<br />350-page limit for Undergrads<br />500-page limit for Grads<br />Duplex (2-sided) printout capability <br />each duplex printout counts as one page against the quota<br />Printing Kiosks will release print jobs in labs <br />Instructions will be located in each CCIT lab<br />Each computer will use a pop-up windows to give printing instructions<br />Tiger 1 Card provides identification to release print jobs<br />17<br />
    19. 19. Printing Quota: Stage 1 <br />Exceptions to Quota<br />No Current Exceptions<br />Determined on a Case-by-Case Basis<br />Print Volume Data does not Support Exceptions to the 350-page Quota<br />Data Suggests a Higher Demand for Plotting in Architecture – Solutions are being Discussed<br />Student Employees must Print all Job-related Documents using their Employee ID<br />18<br />
    20. 20. Print Quota: Stage 2<br />Academic Labs – Fall 2010<br />Migrate the print quota to include academic /smaller scale general use printing facilities <br />19<br />
    21. 21. Print Quota: Stage 3<br />Informed Messaging – Fall 2010 – Spring 2011<br />Sends messages to computer when a document is printed: summarizes print job and suggests alternate printers (based on reasonable financial thresholds)<br />Informs admin, faculty and staff about the environmental impact and cost of their printing<br />Provides suggestions for most efficient printer options<br />20<br />
    22. 22. More Information<br />Visit website below for full policy information about print quota:<br />www.clemson.edu/ccit/printquota<br />21<br />

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