Clemson’s Improved Printing System

1. Clemson’s Improved Printing System

2. Vision • Work towards a more sustainable future for Clemson. • Create an environment that transforms the campus culture to more efficient printing behaviors that carryover into other areas. • Enhance student printing efficiency and customer satisfaction. • Save money by reducing print volumes and limiting unnecessary printing.

3. Project Background • President Barker and The Budget Strategies Advisory Group Commission a Task Force to look at IT savings opportunities in early 2009. • The IT Task Force Identified the following core areas for savings and improvement: • Student Lab Printing (library, bracket, martin, etc) • Plotting (IT help center ~ old union) • Academic Lab Printing (student labs) • Administrative Printing (admin, faculty, staff) • Printing Supplies (excess inventory, purchasing power) • Service/Maintenance (we currently own all the labor) • Equipment (standardization)

4. Current Printing Problems at Clemson • Uncontrolled Printing by Staff and Students • Unorganized and Duplicate Printing Projects in Student Printing Labs • Campus users have no concept of cost. • No measurement systems

5. Disorganized Printing

6. Wasteful Printing

7. CU Annual Printing Cost and Potential Savings • Current Costs • Approx = $9.6MM • Labor, Equipment, Materials, Support • Potential Savings • Approx = $1.7MM-$2.5MM • 40% Print Volume Reduction

8. Solution – Phase 1 Gain Control • Software to measure and control wasteful printing • Printing Quotas to limit excessive student printing • Kiosk to efficiently deliver print jobs and eliminate printer lines • Informed printing to increase environmental awareness and dramatically reduce costs.

9. Who is Affected? • Students – print and plotting quota, more efficient student printing labs • Faculty and Staff – informed printing, looking for ways to reduce printing in classes and business • Administration – informed printing (printing to copiers at .02 per page vs. LaserJet printers at .20 per page), more paperless transactions.

10. Solution: Phase 1: Quotas Segment solutions and pursue in priority order. • Implement lab printing quotas & charges • 350 free pages per semester per undergraduate student. • 500 free pages per semester per graduate student. • Over and above, charge .05 cents per page • Implement plotting quota & charges • 1 free 36” x 48” plot for students – additional plots are $8.00 per plot • Faculty/Staff pay $8.00 per 36”x48” plot

11. Printing Data - Fall 2009 • Over half of the student body printed less than 100 pages • 82.5% printed less than the approved quota

12. Printing Data - Fall 2009 • The data distribution is non-normal, which is an indicator that unnecessary printing is occurring • Over 64% of students print less than 150 pages

13. Printing Data - Fall 2009 • Number of Students with 0 Prints • 1,927 Students • Median Number of Prints per Student • 73 pages • Number of Faculty and Staff printing at CCIT Labs • 62 Faculty/Staff (less than 2% of the Population)

14. Summary ~ CCIT Lab Printing Fall 2009 • Average undergrad prints per student fall 2009 semester • 224.5 pages • Average graduate prints per student fall semester 2009. • 188.1 pages • Data ~ there are more grads with 0 prints than undergrads. • Speculation ~ Grads may be printing in departments rather than CCIT labs.

15. Print Quota Stages(see Print Quota Policy) • Stage 1: Student Lab Print Quota (Cooper, Martin, Bracket, etc) • Stage 2: Academic Student Labs (all other smaller public/general use labs) • Stage 3: Informed Messaging for Departmental Printing (administration, faculty, staff, employees)

16. Printing Quota Timeline • Stage 1 – Summer 2010: implement the Print Quotas in the CCIT Student Labs and CCIT Plotting in Fall of 2010. • Stage 2 – Fall 2010: implement print quotas in the Academic Student Labs. • Stage 3 – Fall 2010/Spring 2011: implement informed messaging capabilities, which will enable Faculty and Staff to recognize the most cost-effective means for printing. Fall 2010 Spring 2011 Summer 2010 Fall 2010

17. Print Quota: Stage 1 • Large Public Lab – Summer 2010 • Cooper, Martin, Brackett and etc • 350-page limit for Undergrads • 500-page limit for Grads • Duplex (2-sided) printout capability • each duplex printout counts as one page against the quota • Printing Kiosks will release print jobs in labs • Instructions will be located in each CCIT lab • Each computer will use a pop-up windows to give printing instructions • Tiger 1 Card provides identification to release print jobs

18. Printing Quota: Stage 1 • Exceptions to Quota • No Current Exceptions • Determined on a Case-by-Case Basis • Print Volume Data does not Support Exceptions to the 350-page Quota • Data Suggests a Higher Demand for Plotting in Architecture – Solutions are being Discussed • Student Employees must Print all Job-related Documents using their Employee ID

19. Print Quota: Stage 2 • Academic Labs – Fall 2010 • Migrate the print quota to include academic /smaller scale general use printing facilities

20. Print Quota: Stage 3 • Informed Messaging – Fall 2010 – Spring 2011 • Sends messages to computer when a document is printed: summarizes print job and suggests alternate printers (based on reasonable financial thresholds) • Informs admin, faculty and staff about the environmental impact and cost of their printing • Provides suggestions for most efficient printer options

21. More Information • Visit website below for full policy information about print quota: • www.clemson.edu/ccit/printquota