R E V I E W P R E S E N TAT I O N
Hamilton Southeastern Schools
Office Services Assessment
Agenda
 Background
 Approach
 Potential Cost Reduction
 Next Steps
 Questions
Background
 Office services include:
 Imaging devices – copiers, printers, duplicators (RISOs)
 Laminators
 Postage ma...
Background
 Why evaluate copy/print services?
 Single largest technology expense (excluding personnel)
 Exerts daily im...
Background
 Why evaluate copy/print services?
*Note: Other office services only amount to <1% of technology spending.
Background
 Why evaluate copy/print services?
*Note: 2012 District-wide average cost per copy (CPC) is $0.01.
District-wi...
Approach
 Interviewed key administrative personnel at every
building – more than 70 staff in total
 Collected and analyz...
Potential Cost Reduction
 Upgrade equipment and streamline inventory
 Purchase or lease ~35 new copiers
 Eliminate ~100...
Potential Cost Reduction
 Upgrade equipment and streamline inventory
Equipment Quantity
Device Current Future Change
Copi...
Potential Cost Reduction
Potential Cost Reduction
Potential Cost Reduction
Potential five-year
savings: $590,978
Next Steps
 Recommendation:
 Approve open RFP/procurement process
Preliminary Timeline
Milestone Date
Issue RFP August 2...
Questions?
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HSE Office Services Assessment Presentation

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An internal assessment identified significant opportunities for reducing the cost and improving the quality of the District’s office equipment (e.g., copiers, printers, laminating machines) and associated support, primarily through consolidating and upgrading imaging devices.

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  • Potential Cost Reduction section outlines assessment findings and presents subsequent recommendation.
  • This presentation highlights key elements of the initial cost analysis.
  • --Next slide presents a cost overview chart.--All teachers use copiers/printers at one time or another. --Four different copy/print vendors as well as some unsupported printers. Eight different copy/print manufacturers and more than 70 unique models.
  • --Office services account for about 15% (copy/print = 14%) of total IT department spending including personnel. --Trend in 2010 dipped due to the economic recession and subsequent moratorium on paper/printing.--Of the copy/print costs, approximately 75% goes to copiers/RISOs and 25% to printers.
  • --An example of a production copier would be on used in a professional environment (e.g., FedEx Kinko’s, publishing company). --These CPC rates do include devices like the ones in the high school copy centers.
  • --Vendors in all three areas (imaging, laminators, postage machines) communicated a potential for cost savings.--Baseline model in this presentation represents what HSE could do using existing vendors and state pricing.
  • Geographic layout and device functionality/features has preliminary approval from building administrators.
  • HHS and FJH have not been finalized yet and will further reduce the printer inventory.
  • --This CPC chart represents copiers and RISOs only. Recall that the District-wide CPC, including printers, is $0.01.--The Potential CPC is a projection based a device by device analysis accounting for the 35 new purchased/leased copiers.--Remember, approximately 75% of imaging costs goes to copiers/RISOs and 25% to printers.
  • --This chart represents purchase and maintenance approach. We will consider lease options, which would result in a straight line between the existing green and red lines.--We also believe this is a worst case scenario, because it does not include potential printer savings from the fleet reduction. In addition, multiple vendors have indicated that they plan to bid below the state pricing. --2013 copy/print budget - $380,202
  • --Breakeven on the initial investment (for this “worst-case” scenario) will occur in less than 2 years.--A lease option will simply start lower than the blue and red lines, but end up in a similar place as the green line.
  • RFP details--Capped price in each area (copiers, printers, laminators, mail machines); ensuring high quality service as well as cost savings--Posted sometime tomorrow, August 27th--Six weeks for vendors to respond --Finance and IT will evaluate the bids
  • HSE Office Services Assessment Presentation

    1. 1. R E V I E W P R E S E N TAT I O N Hamilton Southeastern Schools Office Services Assessment
    2. 2. Agenda  Background  Approach  Potential Cost Reduction  Next Steps  Questions
    3. 3. Background  Office services include:  Imaging devices – copiers, printers, duplicators (RISOs)  Laminators  Postage machines  Office services assessment reviewed all devices, vendors, and capabilities  Initial cost analysis focused solely on imaging devices (~95% of total office services spending)
    4. 4. Background  Why evaluate copy/print services?  Single largest technology expense (excluding personnel)  Exerts daily impact on instruction  Requires measurable technology staff involvement  Extremely heterogeneous environment  Potential 1:1 implementation will affect use
    5. 5. Background  Why evaluate copy/print services? *Note: Other office services only amount to <1% of technology spending.
    6. 6. Background  Why evaluate copy/print services? *Note: 2012 District-wide average cost per copy (CPC) is $0.01. District-wide average CPC: $0.01
    7. 7. Approach  Interviewed key administrative personnel at every building – more than 70 staff in total  Collected and analyzed comprehensive data about the copier, printer, and duplicator inventory  Identified significant potential cost savings  Created a baseline model for new copy/print environment
    8. 8. Potential Cost Reduction  Upgrade equipment and streamline inventory  Purchase or lease ~35 new copiers  Eliminate ~100 printers and most RISOs  Cost savings predominantly comes from more efficient and reliable new copiers  District-wide implementation of newer models provides enhanced functionality at every device (e.g, copy, print, scan, email, and user box features)  Similar geographic layout and device functionality minimizes impact on teachers and administrative staff
    9. 9. Potential Cost Reduction  Upgrade equipment and streamline inventory Equipment Quantity Device Current Future Change Copier 92 83 -9 Printer 502 401 -101 RISO 24 5 -19
    10. 10. Potential Cost Reduction
    11. 11. Potential Cost Reduction
    12. 12. Potential Cost Reduction Potential five-year savings: $590,978
    13. 13. Next Steps  Recommendation:  Approve open RFP/procurement process Preliminary Timeline Milestone Date Issue RFP August 27, 2013 Proposal Responses Due October 11, 2013 Preferred Vendor Selection October, 31 2013 Board Approval November 25, 2013
    14. 14. Questions?

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