2. February 10, 2016 Xerox Internal Use Only2
School districts are constantly challenged to utilize technology to improve student outcome while also
balancing budgets and providing the services sought by parents and other stake holders. Technology
can provide part of the answer, but faster and cheaper is not always the way. Doing things differently
can enable breakthrough performance. Common challenges include:
• The need to enhance student performance and improve learning outcomes
• Demand to improve existing technology & bring in new technology while coping with shrinking budgets
& increased taxpayer awareness
• Urgency to expand and Improve communication among teachers, students, administrators, and the
community
• Push to increase the time teachers spend with student engaged in the learning process
• Community and Regulatory demand for lower environmental impact associated with printing including
excess toner and waste
• Internal IT resources spending time maintaining printers instead of more strategic initiatives
3. February 10, 2016 Xerox Internal Use Only3
Despite numerous initiatives to Go Paperless, Go Green or Go Digital, print volumes are still growing by
3% year over year. According to InfoTrends, the average employee consumes 10,000 pages per year
which equates to 1.2 trees. Still many view printing as an insignificant expense until you appreciate all
the hidden costs associated with it. Furthermore, printing is one of the least audited expenses in
school districts today resulting in significant impacts to Cost Control, Productivity, Sustainability,
Security, and Convenience efforts:
THE IMPACT TO YOUR SCHOOL DISTRICT
• “the Average School spends $3000 to $4000 per month on paper, ink and toner, not counting printer
wear-and-tear and technical support costs
• “IT spends 15% of their time on print related issues” Source: IDC
• Teachers typically fall into wasteful habits, such as printing worksheets on more expensive devices
because they are “close” rather than utilizing more affordable coper copy costs possible only with multi-
function printers
• Failure to use print management software can cost individual schools as much as $22,000 per year.
• Tablets are becoming more common in schools, but only 20% of students can print from their devices.
• Standardized assessments cost are increasing with about a quarter of the cost going to printing. On
average 53% of assessment costs go to scoring and reporting while 22% go to Printing
4. February 10, 2016 Xerox Internal Use Only4
When you take a
look beneath the
surface of your
print environment.
You may discover
it’s costing more
than you thought.
IT’S A COLD HARD FACT THAT YOU CAN’T MEASURE, WHAT YOU DON’T SEE.
5. February 10, 2016 Xerox Internal Use Only5
An Assessment is a data-gathering process that
enables fact-based decision making. It determines
your actual number of devices, the number of users
per devices, the number of pages you produce, and
the total cost of the entire document output
infrastructure. In other words, it shows you the 90%
of the iceburg you don’t see because it is below the
surface.
With this information, you can establish the baseline
current state and the benchmarks for improvements
• You may be spending 20% to 40% of your annual
budget on technology. Do you really know how much
of that goes to print costs?
Your annual revenue is $____________
Your potential revenue recovery is $______________
WHY CONSIDER AN ASSESSMENT?
6. Many students, teachers and administrators already
support adding more color to classroom materials.
Still, some schools are reluctant to increase the use of
color printing because of its traditional high cost and
perceived difficulty to manage. The good news is that
affordable color printing solutions are now available
that can enhance learning while allowing schools to
better control costs, access and workflow.
l
What’s the word for when
you see the impact of
color on your students
learning?
7. February 10, 2016 Xerox Internal Use Only7
Your community demands sustainability. But attaining green goals means going beyond what you can
control directly. You need suppliers and vendors whose commitment to global sustainability is front and
center including…
HOW GREEN IS YOUR PRINTING?
• Carbon Neutral: Investing in and using technologies that reduce
the energy and carbon footprint of your operations.
• Resource Conservation: Helping schools reduce consumption
through process improvement tools
• Reduced use of Toxics & Heavy Metals: Eliminating the use of
persistent, bio-accumulative, and toxic, materials throughout your
supply chain.
• Waste Free Products and Classrooms: Design and use
Products, packaging and supplies that male efficient use of
resources, minimize waste, reuse materials where feasible, and
beneficially recycle what cannot be used
8. Understanding your current environment is an essential function for any recommendations, enhancements
or changes that may be proposed and that help you achieve the goal you have outlined in your strategic
plan. This includes maximizing the reach of your state approved funding. Without such a baseline, the
strategy for achieving those goals lacks clear positioning, and any supporting case will be flawed.
The following information was gathered during the course of various interactions with representative(s), marketing data and publicly available sources:
UNDERSTANDING YOUR ENVIRONMENT
1. 63 school sites, each with at least 2 MFP’s + multiple desktop printers
2. 878.3 million 2016 proposed annual budget // This is an increase of 1.89% over 2014
3. 100 million dollars cut from operating budget due to a 6.38% decrease in property tax
4. 90% target graduation rate with strong emphasis on technology
5. Goal is to be the top rated K-12 Agency in terms of percentage of inventory Enegry Star Rated
technology // Goal is to save an additional $400,000 through behavioral changes
6. Technology Initiatives:
7. Mixed Fleet
8. $9,099 Spent annually per student
9. February 10, 2016 Xerox Internal Use Only9
WHAT’S IN IT FOR YOUR SCHOOL?
From my analysis, your annual budget is $_____. Of this you spend approximately $____ per student. In addition you may be
allocating between 20% and 40% of your annual budget to technology expenditures including printers, print supplies and technical
support. With a sensible print strategy we can help you uncover as much as a 35% reduction on print, supplies and technical
support related to printing. In what ways could an additional 35% returned to your budget annually benefit you?
Based on your current print environment, you may be getting up to 12 invoices per month from your printer vendors, leasing
companies, supplies provider, and/or maintenance provider. With typical invoice processing cost being between $50 -100 per
invoice, you could be spending between $600 – 1,200 per month in invoice processing? How would consolidated billing benefit
you and improve accounting predictability & productivity?
Our research has found that IT and Helpdesk resource cost between $50K - $80K per year. So, when there is a printer problem,
your End Users may be calling IT or Helpdesk which is consuming 15% or 23% of their time respectively. Would these valuable
resources’ time be better spent working on more strategic efforts or clearing printer jams?
Many Schools have or are implementing Student BYOD (Bring Your Own Device) policies to facilitate 27/7 learning access, but fail
to fully grasp the security risk from the social media sites favored by students. How would providing built-in security, proactive
threat monitoring and follow-me-printing enable your students and faculty to be a mobile champions?
10. Next Steps
Review this informative presentation
Consider your current printer state in broad terms
Think about the potential risks of not doing anything vs the benefits of further solutions discussion with me
Let’s schedule a time in the coming days for a more detailed conversation about your specific challenges and operational goals
Why me?
Tory Quinton actively helps customers overcome known challenges, uncover hidden challenges and develop new approaches to
their printing and technology eco-systems. As a professional Print Consultant and Committed Change Agent he brings more than
15 years proven experience and would like very much to partner with you in what may seem to be a bold, audacious partnership.
Why? Because time and professional experience have shown it’s worth it, and because personal experience show that what
benefits school administrators and faculty, WILL benefit students and that makes it all worthwhile.
