Slash photocopying costs and improve productivity with MFDs

1. Leasing, MFDs and IT Budgets
Peter Nicholls
12 Feb 2013

2. Introduction
In 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 Objections
Addressi
ng the
Objectio
ns
Addressing 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 and
supplier
• 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 removed
The 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 the
solution 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
£300k
over 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 Spenders
Network User Pages
Pages %
Total
Color
Pages
Color
Pages %
Total
BW
Pages
Color
Pages %
Colour
Cost BW Cost
Total
Cost
Total
Cost %
Cum
Cost %
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 Users
Network User Pages
Pages
% Total
Color
Pages
Color
Pages
% Total
BW
Pages
Color
Pages
%
Colour
Cost BW Cost
Total
Cost
Total
Cost %
Cum
Cost
%
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%
12
incentsbasecampcop
y 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 Money
DeviceSerialNo Location 1 TotalCounter Total %
Cum Total
% B&W % Colour % Sheets/Day
Capital
Cost £
Capital Cost per
Copy (p)
V9612500534 P43-Churchill Staff Room 94,691 6% 6% 90% 10% 631 6,946 0.76
V7212600003 C12-Reprographics 180,099 12% 18% 100% 0% 1,201 13,294 0.77
V9612500551 O25-Overton House 85,954 6% 23% 73% 27% 573 6,946 0.84
V9313701985 C4-Thorn Lobby 43,654 3% 26% 83% 17% 291 3,542 0.85
S7213700733 C18-Music Block 23,359 2% 28% 83% 17% 156 1,896 0.85
S7213700859 C21-Newcroft Biology 23,165 1% 29% 96% 4% 154 1,896 0.85
V7701000150 C13-Reprographics 185,163 12% 41% 70% 30% 1,234 16,162 0.91
V9313702217 P40-Beeches Staff Room 44,260 3% 44% 87% 13% 295 4,253 1.00
S7213700727 P47-Russell Stairwell Room 16,902 1% 45% 86% 14% 113 1,896 1.17
V9313701989
C6-Deans Hall Performing
Arts 31,462 2% 47% 86% 14% 210 3,542 1.17
V9612500538 P41-Prep Reception 64,615 4% 51% 89% 11% 431 7,283 1.17
V9313701939 K31-Kings Reception 38,696 2% 54% 82% 18% 258 4,590 1.24
V7701000153 C23-Newcroft Print Area 131,884 8% 62% 95% 5% 879 16,162 1.28
V7701000201
K32-Nash Harris
Reprographics 130,967 8% 71% 78% 22% 873 16,162 1.29
S7213700161 K29-Kings Library 14,768 1% 72% 73% 27% 98 1,896 1.34
S7213700728 K27-Sports Centre 13,006 1% 72% 72% 28% 87 1,896 1.52
V9512519613 C10-West Wing 44,188 3% 75% 86% 14% 295 6,511 1.53
V9612500522 K26-Cork Prep Room 45,416 3% 78% 95% 5% 303 6,946 1.59
S7213700740 P45-End Cupboard 12,970 1% 79% 87% 13% 86 1,986 1.60
S7213700844 C8-Castle Library 12,662 1% 80% 74% 26% 84 1,986 1.63
V7212600006 K30-Reprographics 81,690 5% 85% 100% 0% 545 13,294 1.70
V9313701996 C3-Armoury 22,901 1% 87% 89% 11% 153 3,899 1.77
V9314000040
C48-Chadwick Centre 1st
Floor 20,232 1% 88% 57% 43% 135 4,590 2.36
V9313702288 C7-Cloisters 16,461 1% 89% 89% 11% 110 3,880 2.46
V9313701980 C1-Reception 17,455 1% 90% 83% 17% 116 4,236 2.53
S7213900560
C49-West Wing 6th Form
PA's Office 7,469 0% 90% 87% 13% 50 1,896 2.64
S7213700738 C22-Newcroft Physics 6,622 0% 91% 94% 6% 44 1,896 2.98
V9313701988 C9-East Wing Lobby 11,140 1% 92% 94% 6% 74 3,542 3.31
S7213700759 C14-Wingrave DT Office 5,911 0% 92% 43% 57% 39 1,896 3.34
V9313702281 C16-Wingrave Lobby 10,451 1% 93% 96% 4% 70 3,542 3.53
V9313701956 K35-Outside KG-226 10,415 1% 93% 99% 1% 69 3,542 3.54
S7213900580 P42-Beeches 5,441 0% 94% 88% 12% 36 1,896 3.63
V9313701979 K38-Green Room 10,153 1% 94% 87% 13% 68 3,542 3.63
V9313701991 C11-Estates Office 10,693 1% 95% 68% 32% 71 3,880 3.78
V9313701918 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 were
removed
• Training for less frequently used printing
functionality
• On-line monitoring + Rota
• Set up pooled print queues
• No scanning to email
• Wasted money
• Done by exception
• Done by exception

18. The Result