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ICT Open Day - MFD Presentation Feb 2013
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ICT Open Day - MFD Presentation Feb 2013

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Slash photocopying costs and improve productivity with MFDs

Slash photocopying costs and improve productivity with MFDs

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  • 1. Leasing, MFDs and IT BudgetsPeter Nicholls12 Feb 2013
  • 2. IntroductionIn Feb 2011 :• We removed 25 Copiers from old supplier• We installed 50 MFDs from Datasharp.In May 2011 :• We removed c 300 printersHow did we go about it?
  • 3. The Reality….
  • 4. The Reality• Printers were mostly black and white• Photocopiers were old and frequently out of action• Hardly any printers or copiers were networked• Copiers were relatively few and far between – 24• Very few scanners – 3?• Copiers and printers were very expensive• Toner costs were high and extra• Prices raised 10% p.a.• High levels of waste• Minimal duplex printing• No real idea who was incurring what costs• IT team’s time wasted maintaining 300 printers
  • 5. The Perception of the old way…
  • 6. Perception v Reality of the New Way• My printer is convenient right by my desk• I need secure printing• The pupils need to print in class• SEN• Early Years• I need to print:• Envelopes and labels• Invitations• Quality colour• If the network goes down we are doomed• I will end up wasting time queuing
  • 7. Addressing the ObjectionsAddressing theObjectionsAddressing the Objections
  • 8. Addressing the Objections• Learning best practice from visits to other schools• Engaging an industry consultant• Consulting with a representative User Group• Reps agreed/ compromised on e.g. MFD locations• Consulting with Heads of Departments• Consulting at staff meetings• Responding to every query and objection … we were listening• Making reasonable exceptions• Leaving Art / Boarding out of scope
  • 9. The Process• Communication• Industry consultant and tender process• Print audit• Design solution• Tender• Weekly project management meetings with IT team andsupplier• Conference calls and shared area• Project plans, owners and actions• Decisions required• Training• Transition between installation and removal of printers
  • 10. The Problem….• Printers were mostly black and white• Photocopiers were old and often out of action• Hardly any printers or copiers were networked• Copiers were relatively few - 24• Very few scanners• Copiers and printers were very expensive• Toner costs were high and extra• Prices raised 10% p.a.• High levels of waste• Minimal duplex printing• Colour only printers• No idea who was incurring what costs• IT team’s time wasted maintaining 300 printers• All colour MFDs• New MFDs, SLA with teeth• All networked MFDs• Now have 50 MFDs• All MFDs scan to email• All inclusive pence per copy• Capped at RPI• Code input at MFD• Default duplex• Default black and white• On-line management reports• Printers removedThe Solution….
  • 11. Something must have worked ….• Art department saw the quality and switched over• Boarding Houses jumped on the bandwagon• Our survey said….• In 2011 72% agree / completely agree thesolution has been to their benefit• In 2012 72% had risen to 81%• 3% completely disagree
  • 12. Key Messages – Datasharp v Old Supplier(NB Excluding Lease Costs) Total % Var £k Var• Total Annual Volumes 3.7m ↓11%• Total Annual Costs £41k ↓39% 26• Total Colour Volumes 565k ↑65%• Total Colour Costs £25k ↓22% 7• Colour Volumes as % of Total 15% ↑7% pts• Colour Costs as % of Total 62% ↑13% pts(Including Lease Costs, assuming 4 year life)• Total Annualised Costs £99k ↓ 43% 75• Total Cost per Copy 2.7p ↓36%A Saving of£300kover 4 Year Life
  • 13. Lessons learnt – what worked• Communication• Working out the best solution - iteratively• General training• Commercial arrangements• Service levels• Exceptions• Transition – retaining printers for a while• Quality and functionality• Reporting• identifying training needs• re-positioning MFDs with low usage• Avoiding unnecessary spend
  • 14. Highest SpendersNetwork User PagesPages %TotalColorPagesColorPages %TotalBWPagesColorPages %ColourCost BW CostTotalCostTotalCost %CumCost %1incentsjc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4%2incentsldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 4.6%3incentscrw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 6.7%4incentsnew starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 8.4%5incentsexams 83,697 2.79% 2,616 0.7% 81,081 3% £118 £365 £483 1.7% 10.1%6incentskg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 11.6%7incentsja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1%8incentsjs 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 14.5%9incentscc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 15.8%10incentsnb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 17.1%11incentsenglish 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 18.4%12incentspolitics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 19.6%13incentsrel.studies 52,836 1.76% 2,395 0.6% 50,441 5% £108 £227 £335 1.2% 20.8%14incentshistory 45,980 1.53% 3,067 0.8% 42,913 7% £138 £193 £331 1.2% 22.0%15incentsss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 23.0%16incentskjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 24.0%17incentsng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 25.1%18incentssixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 26.1%19incentsng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 27.1%20jc2physics 30,699 1.02% 3,527 0.9% 27,172 11% £159 £122 £281 1.0% 28.1%• Top 20 spenders account for 28% of spend• Some high spenders need training on use of colour…
  • 15. Highest Colour Volume UsersNetwork User PagesPages% TotalColorPagesColorPages% TotalBWPagesColorPages%ColourCost BW CostTotalCostTotalCost %CumCost%1incentsldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 2.2%2incentscrw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 4.4%3incentsjc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4%4incentskg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 4.1%5incentsnew starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 6.1%6incentsnb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 7.6%7incentspolitics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 8.8%8incentsjs 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 10.3%9incentskjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 11.6%10incentsja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1%11incentsss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 14.2%12incentsbasecampcopy 6,314 0.21% 5,374 1.4% 940 85% £242 £4 £246 0.9% 15.5%13incentssixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 16.6%14incentsng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 17.7%15incentscc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 19.0%16incentsng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 20.3%17incentsenglish 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 21.6%18incentssrh 7,079 0.24% 4,112 1.1% 2,967 58% £185 £13 £198 0.7% 22.5%19incentsbnoithip 14,986 0.50% 3,693 1.0% 11,293 25% £166 £51 £217 0.8% 23.3%20jc2physics 30,699 1.02% 3,527 0.9% 27,172 11% £159 £122 £281 1.0% 24.4%
  • 16. Value for MoneyDeviceSerialNo Location 1 TotalCounter Total %Cum Total% B&W % Colour % Sheets/DayCapitalCost £Capital Cost perCopy (p)V9612500534 P43-Churchill Staff Room 94,691 6% 6% 90% 10% 631 6,946 0.76V7212600003 C12-Reprographics 180,099 12% 18% 100% 0% 1,201 13,294 0.77V9612500551 O25-Overton House 85,954 6% 23% 73% 27% 573 6,946 0.84V9313701985 C4-Thorn Lobby 43,654 3% 26% 83% 17% 291 3,542 0.85S7213700733 C18-Music Block 23,359 2% 28% 83% 17% 156 1,896 0.85S7213700859 C21-Newcroft Biology 23,165 1% 29% 96% 4% 154 1,896 0.85V7701000150 C13-Reprographics 185,163 12% 41% 70% 30% 1,234 16,162 0.91V9313702217 P40-Beeches Staff Room 44,260 3% 44% 87% 13% 295 4,253 1.00S7213700727 P47-Russell Stairwell Room 16,902 1% 45% 86% 14% 113 1,896 1.17V9313701989C6-Deans Hall PerformingArts 31,462 2% 47% 86% 14% 210 3,542 1.17V9612500538 P41-Prep Reception 64,615 4% 51% 89% 11% 431 7,283 1.17V9313701939 K31-Kings Reception 38,696 2% 54% 82% 18% 258 4,590 1.24V7701000153 C23-Newcroft Print Area 131,884 8% 62% 95% 5% 879 16,162 1.28V7701000201K32-Nash HarrisReprographics 130,967 8% 71% 78% 22% 873 16,162 1.29S7213700161 K29-Kings Library 14,768 1% 72% 73% 27% 98 1,896 1.34S7213700728 K27-Sports Centre 13,006 1% 72% 72% 28% 87 1,896 1.52V9512519613 C10-West Wing 44,188 3% 75% 86% 14% 295 6,511 1.53V9612500522 K26-Cork Prep Room 45,416 3% 78% 95% 5% 303 6,946 1.59S7213700740 P45-End Cupboard 12,970 1% 79% 87% 13% 86 1,986 1.60S7213700844 C8-Castle Library 12,662 1% 80% 74% 26% 84 1,986 1.63V7212600006 K30-Reprographics 81,690 5% 85% 100% 0% 545 13,294 1.70V9313701996 C3-Armoury 22,901 1% 87% 89% 11% 153 3,899 1.77V9314000040C48-Chadwick Centre 1stFloor 20,232 1% 88% 57% 43% 135 4,590 2.36V9313702288 C7-Cloisters 16,461 1% 89% 89% 11% 110 3,880 2.46V9313701980 C1-Reception 17,455 1% 90% 83% 17% 116 4,236 2.53S7213900560C49-West Wing 6th FormPAs Office 7,469 0% 90% 87% 13% 50 1,896 2.64S7213700738 C22-Newcroft Physics 6,622 0% 91% 94% 6% 44 1,896 2.98V9313701988 C9-East Wing Lobby 11,140 1% 92% 94% 6% 74 3,542 3.31S7213700759 C14-Wingrave DT Office 5,911 0% 92% 43% 57% 39 1,896 3.34V9313702281 C16-Wingrave Lobby 10,451 1% 93% 96% 4% 70 3,542 3.53V9313701956 K35-Outside KG-226 10,415 1% 93% 99% 1% 69 3,542 3.54S7213900580 P42-Beeches 5,441 0% 94% 88% 12% 36 1,896 3.63V9313701979 K38-Green Room 10,153 1% 94% 87% 13% 68 3,542 3.63V9313701991 C11-Estates Office 10,693 1% 95% 68% 32% 71 3,880 3.78V9313701918 C2-IT Room 9,334 1% 96% 92% 8% 62 3,542 3.95
  • 17. Lessons learnt – what could have been better• Paper and toner re-fill process• Print server queue congestion• Communication to pupils• Faxes• Top up training when printers wereremoved• Training for less frequently used printingfunctionality• On-line monitoring + Rota• Set up pooled print queues• No scanning to email• Wasted money• Done by exception• Done by exception
  • 18. The Result