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Genazzano FCJ College - Case study

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The Solution
Genazzano FCJ College contracted Fuji Xerox to reconfigure the College’s print room and fleet of printers by replacing its old fleet with 32 new printers and 12 new MFDs when the age of devices exceeded 42 months. Fuji Xerox also initiated its managed print service to monitor and report on the College’s fleet, and its DocuCare service for preventative maintenance, consumable replenishment and paper delivery. “It was a pretty easy decision for us to make. Fuji Xerox Australia, with its knowledge of the school, put it well ahead of the race,” said Mark. Their recommendations included networking all print devices so the college could monitor them.

Benefits include:
- Reliable Service
- Lower Running Costs
- Improved Sustainability
- More Print Done Internally
- Preparing for a Digital Future

For more information visit our website www.fujixerox.com.au or call 13 14 12.

Published in: Education
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Genazzano FCJ College - Case study

  1. 1. – Mark Glover Genazzano FCJ College Business Manager “The audit confirmed our first thoughts that we had an oversupply of printers which were the least efficient and most costly of all printers to use. After Fuji Xerox did the audit you didn’t have to be Einstein to figure out we had issues to resolve as a part of our new plan.” K-12 Private Education Genazzano FCJ College sails into a digital future Challenges: • Lack of control of facilities • High print and copying costs • Poor allocation of costings • Poor equipment reliability • Administrative difficulties Solution: • Fuji Xerox audit of print requirements • Fuji Xerox fleet of MFDs and printers • Fuji Xerox managed print services • DocuCare service for maintenance and reliability Benefits: • Efficient, high productivity print room • Effective network of MFDs on campus, with 90 fewer printers • Reliable service through Fuji Xerox managed print service • 40% reduction in consumables costs year on year • Improved sustainability — less paper used, recycling of cartridges etc. • Accurate tracking of activities • More print done internally • Preparing for a digital future The small group of Catholic Sisters from the Faithful Companions of Jesus could not possibly have imagined what would eventually become of their work when they travelled to Kew with colonial architect William Wardell to establish a boarding school for girls. Genazzano FCJ College now boasts 1,130 students from Early Learning to Year 12. With so many students located on two campuses and a Boarding House, providing state of the art facilities is a considerable task for the college. Case Study Genazzano FCJ College
  2. 2. Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries and are used under license. The Challenge When Genazzano FCJ College Business Manager, Mark Glover, arrived at the College eight years ago, one of the initial priorities was to ensure that the IT and print resources were developed to meet the needs of staff and teachers. Without a coherent technology plan they had grown in an ad hoc fashion, so the College looked for a more structured way to provide these services. “We restructured our IT area, and contracted out our full IT services, helpdesk and our day-to-day engineering management” said Mark Glover. “As a result, an initial audit was undertaken and we found that every second desk had a printer. There were about 180 staff and about 150 devices across the campuses — it was nearly one to one.” Adding to the challenge was the monitoring of printers’ use. “It was difficult to keep track of it all because there were a lot of stand- alone machines, and they weren’t all networked. There was simple copy count software for students’ photocopies, but there was no real management system - the costs were allocated to one admin cost centre and a formula was used to cost it to departments.“ The College resolved to use the next budget period to support the introduction of a new effective management and control system for these resources. “We bided our time until we were able to do a review of all our machines, their volumes and how we use them, and the types of materials that were copied and scanned,” said Mark. “Then we underwent an expression of interest process with the market.” “I had some discussions with Fuji Xerox, and their team did a review over a couple of months. They provided some data that showed how much copying we were doing, and how limited control or efficiency we had on some machines.” “The audit confirmed our first thoughts that we had an oversupply of printers which were the least efficient and most costly of all printers to use. After Fuji Xerox did the audit you didn’t have to be Einstein to figure out we had issues to resolve as a part of our new plan.”
  3. 3. Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries and are used under license. “In 2012, we spent a six figure sum on paper, toner and other peripherals, but in 2013 we reduced that by 40 per cent in the first year. Last year is about the same, so it’s a significant change.” – Mark Glover Genazzano FCJ College Business Manager The Solution Genazzano FCJ College contracted Fuji Xerox to reconfigure the College’s print room and fleet of printers by replacing its old fleet with 32 new printers and 12 new MFDs when the age of devices exceeded 42 months. Fuji Xerox also initiated its managed print service to monitor and report on the College’s fleet, and its DocuCare service for preventative maintenance, consumable replenishment and paper delivery. “It was a pretty easy decision for us to make. Fuji Xerox Australia, with its knowledge of the school, put it well ahead of the race,” said Mark. Their recommendations included networking all print devices so the college could monitor them. “They were no-brainers, but for those of us who were dealing with this on a daily basis they were golden outcomes,” said Mark. “This was about three years ago. Fuji Xerox gave us advice on how to build a new print room, including the type of cabinetry and the machines we’d need, and we created a number of satellite locations on the three campuses with printing, scanning and copying abilities. They also advised double-sided printing, and mono printing where possible.” Benefit: Reliable Service The implementation of Fuji Xerox’s DocuCare service ensures that all printers and copiers are continuously maintained and ready for use. Toner and paper supplies are on hand at all times, and downtime is minimised so staff and students can print or copy when they wish to without problems. “The best thing we did was DocuCare,” said Mark. “We have a Fuji Xerox Australia representative here every morning visiting every machine, talking to staff and educating them on the best way to use them, ensuring that they’re operating efficiently. We don’t get anybody upset about machines out of action or out of toner because of the care the rep takes.” Benefit: Lower Running Costs By significantly reducing the printer fleet and networking it, toner use has dropped by degrees, and paper use has declined as more efficient use is made of supplies. The use of secure Follow Me print technology has also reduced the volume of unnecessary printing by staff and teachers, through its ability to hold print for authorised users. Mark Glover pointed out, “We’ve had a huge saving on ink because we’ve had a reduction of about 90 machines. We have MFDs instead, which are more efficient to run. Because of the default double-sided printing staff automatically save paper, and because they can now scan more efficiently there is a lot more material placed on our management system, so there’s much less copying and printing. “There’s no doubt there have been some significant reductions in duplicating and so on,” he continued. “In 2012, we spent a six figure sum on paper, toner and other peripherals, but in 2013 we reduced that by 40 per cent in the first year. Last year is about the same, so it’s a significant change.”
  4. 4. Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries and are used under license. Benefit: Improved Sustainability The College takes its environmental footprint very seriously, and is constantly examining its activities to ensure that environmentally sustainable practices are used. “The students have a sustainability prefect and a committee to look at different sustainable processes for saving and recycling at the school,” said Mark. “Our most recent draft carbon footprint report from our consultant shows that we achieved a 27 per cent reduction in paper usage between the two audits [2009 to 2013].” Benefit: More Print Done Internally The College’s print room houses state of the art digital print engines capable of producing longer runs of print jobs, and at much faster speeds than previously. As a result, many of the long print jobs that were previously outsourced to local commercial printers, such as some course readers, have been brought back in-house, saving money and meeting tight deadlines. “We used to have some printing done externally – some Faculties produce their own internal text books — and because we’ve upgraded the print room we can print that in-house. That means we have more control over it, and the print room can print a lot of that material in January when we are preparing for the new school year,” said Mark. Benefit: Preparing for a Digital Future The College has established a technology strategy group to determine a path for development. That dovetails neatly with its move to a greater presence online for functions such as enrolment details and booking events. Mark Glover has been working with the records management group to archive records and understand what the College is required to do by law now that communication is usually by email rather than correspondence. “We’re looking at the best way to manage all our documentation, and we’re talking with Fuji Xerox about that,” he pointed out. “Now all our assessment is online. Before this we used to chop down a Brazilian rainforest to send out semester reports. The parents love it too. “We’ve met with Fuji Xerox Australia to talk through the nuances of digitising our records and work flows. We had some ideas on how to more forward, but Fuji Xerox had a lot more.”

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