1 / 41

Duplication and Printing Guidelines

Duplication and Printing Guidelines. Fall 2007. Team Members. Joel Chapman Fitness/Wellness Specialist Laura Lagerhausen Accounting Assistant Cynthia Letteri ( Digital Ill.) Reference Librarian Laura Link ( Scribe) Faculty Secretary, Building E Mike Rice Campus Safety/Security

leyna
Download Presentation

Duplication and Printing Guidelines

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Duplication and Printing Guidelines Fall 2007

  2. Team Members • Joel Chapman Fitness/Wellness Specialist • Laura Lagerhausen Accounting Assistant • Cynthia Letteri (Digital Ill.)Reference Librarian • Laura Link (Scribe)Faculty Secretary, Building E • Mike Rice Campus Safety/Security • Stephanie Stoklosa Lead Duplication Center Spec. • Allen Vaughn (Team Leader)Project Analyst

  3. Steering Committee Sponsors • Jim Batson • Associate Director of Computing Services • Cathie Scherman • Director of Bookstore

  4. Project Statement • To improve the printing and duplicating process as measured by • Containing costs • Recommending more effective use of output devices

  5. Frequently Used Terms • Blueprint: Software on individual workstations that monitors print usage • Consumables: Ink, toner or other routinely necessary supplies other than paper, used in printing • Images: Each side of each printed or duplicated page is considered an Image.

  6. Frequently Used Terms (cont) • MFD: Multi-function device (Canon) provides printing, copying and scanning features. These devices include departmental and the duplication center units • Output Device: Any printing or duplicating device that produces a paper output such as individual printer, network workgroup printer or MFD • Personal/Network Printer: Black and white laser printer • Pharos: Print management system (currently not in use)

  7. Question ? • Can you guess how much it costs to print the “Recommendations” page in front of each of you?

  8. 12 5 1.5 Answer ! Cents per page • Print A • Print B • Print C

  9. Action Project Report Overview • Primary AQIP Category • Supporting Institutional Operations • Related 1000 Acre Field • Improve institutional decision making • Related MCC Strategic Direction • Improve systems and processes

  10. Action Project Report Overview (cont) • Rationale • Cost savings and improved resources utilization • Areas Affected • Duplication Center • Information Technology • All employees • Processes Affected • Any process that requires printing or duplication

  11. Action Project Report Overview (cont) • Process Measures • Redirect 3% of the printing volume from personal printers to MFDs • Estimated $10,000 annual savings • Reduce number of personal printers • Attrition • Creation of effective printer acquisition policy • Goal of 10% reduction in first year

  12. Outcome Measures • Reduction in use and/or cost of personal printer consumables • Maximize use of MFDs • Measure ratio of pages printed on each class of output device over time

  13. Performance Targets • Phase 1 • Inform institution of impending change • Phase 2 • Review monthly output totals • Annual review of total quantities campus-wide

  14. Performance Targets (cont) • Phase 3 • Educate users on a continuing basis • Establish printer acquisition process • Monitor printer output and printer inventories • Report monthly output statistics • Report annual printer inventory • Review statistics annually and adjust as necessary

  15. Keeping Focus • New employee orientation • MFD training • Maintain a print accounting mechanism for all printing devices • Monthly reports with management oversight

  16. Current Process • McHenry County College does not have a college-wide duplication process • Some of the departments have created procedures specific for their area • Extensive statistics and reports are available for MFDs but not for other output devices

  17. Analysis: Current Situation • No institution-wide policy, procedure or guidelines for: • Printing and duplicating • Purchase of personal or workgroup printers • Some institutional analysis related to MFDs is performed • Analysis is not tied to the ongoing inventory of personal or workgroup printers

  18. Analysis: Current Situation (cont) • Benchmarking information was solicited from the following: • Elgin Community College, College of Lake County, Joliet Junior College & Waubonsee Community College • Did not have a written policy or procedures manual for printing or copying • College of DuPage & Harper College • Complete websites listing services, hours, pricing, etc. • Kankakee Community College • Media Policies & Procedures manual

  19. Analysis: Current Situation (cont) • Conclusions • Gathered information varied widely by source in volume but not content • Services and costs at MCC fell well within the norm when compared to the compilation of information from these schools

  20. Analysis: Expert Advice-Len Walker • Former Director, Office of Marketing and Public Relations • Concerns centered around: • Cost of personal printers vs. MFDs • Current reporting • Responsible planning

  21. Analysis: Expert Advice-Stephanie Stoklosa • Duplication Center Specialist • Focused on improving productivity of the Duplication Center by • Reduce waste and unnecessary printing • Better planning to allow more time for jobs to be completed • Inform the Duplication Center of MFD malfunctions

  22. Analysis: Advice-Stephanie Stoklosa (cont) • Use best practices to improve efficiency and minimize waste • Proofread and comply with copyright laws • Consult with the Duplication Center for: • Large jobs, transparencies and best practices • Consult faculty secretaries for best printing practices or contact Duplication Center for training • Don’t leave jams in equipment or attempt to remove jams with any type of instrument

  23. Analysis: Expert Advice-Donald Quirk • Director, Office of Institutional Research & Planning • Based on the team’s knowledge, Donald advised that a survey was unnecessary • Existing information is adequate

  24. Analysis: Expert Advice-Dave Penoyer • Director, Business Services • Repairs and maintenance costs are part of the contract, not additional expenditures. • Current contract has a flat 7 million images per year • Overages are charged at a fraction of the negotiated per image cost

  25. Analysis: Cost Chart

  26. Analysis: Stacked Bar

  27. Analysis: Ishikawa

  28. Analysis: Relation Diagram

  29. Analysis: Pareto Chart

  30. Analysis: Stacked Bar

  31. Analysis Stacked Bar

  32. Analysis: Force Field Analysis

  33. Analysis: Check Sheet 1 = Best option

  34. Improvement Theory • Over 350 printers currently in use on campus • About half of these printers are smaller, which are more costly to operate • Reduce the number of these printers • Redirect the maximum number of imaged pages to the most cost efficient device • Minimize Total Cost of Ownership (TCO)

  35. Improvement Plan • Establish, communicate and enforce a set of best practices for printing and duplication. • These practices should be applied to all departments and divisions across all campuses. • Deviation from these practices should be handled on an exception basis with adequate management oversight

  36. Improvement Plan (cont) • Establish and maintain an annual printer inventory covering all campuses. • This printer inventory will be one of the tools that will help us to analyze the current and future printing needs for the institution. • It will be instrumental in the decision making process when it comes to contracting for future copying and printing services

  37. Improvement Plan (cont) • Establish, communicate and enforce a printer acquisition process • As a means for consistent evaluation of technical and business needs for best possible blend of efficiency and total cost management. • Process should be synchronized with the budget, with new and replacement equipment, and with the annual printer inventory processes.

  38. Improvement Plan (cont) • Implementation of the three items above should result in: • Increased use of multi-function devices and decreased use of smaller personal printers • Overall annual cost savings of $10,000 on printing consumables • Significant time savings on moderate to larger print jobs • Reduce the number of high operational cost personal printers by 10% in the first year • Estimated cost savings of $5000-$10,000.

  39. Recommendations • Inform • Communicate with all stakeholders upcoming changes related to this Action Team’s recommendations • Educate • Create video, guidelines, reminders; present at orientations, workshops; provide MFD training • Act • Establish new printer acquisition process • Monitor • Collect data on all output devices • Report • Provide monthly usage report of all output devices • Review • Usage by volume and device • number of printing devices on an annual basis

  40. Gantt Chart

  41. Questions ? Fall 2007

More Related