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DEFINE

Project Title : Reduction of IT Color Printing Cost Division Champion : Cecilé L.H.F. Gregory Champion : Raveendranath Rajan Team Leaders : Anna Juico / Alona Magabo Members : Gregg Garcia (GB), Victor Lo (YB) Rolando Santos, Crystal Suba, Emmanuel Sollestre. Project Charter. DEFINE.

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DEFINE

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  1. Project Title : Reduction of IT Color Printing CostDivision Champion : Cecilé L.H.F. Gregory Champion : Raveendranath Rajan Team Leaders : Anna Juico / Alona MagaboMembers : Gregg Garcia (GB), Victor Lo (YB) Rolando Santos, Crystal Suba, Emmanuel Sollestre

  2. Project Charter DEFINE PROBLEM STATEMENT 59 Network HP Color Laser Printers are used bank-wide to print color in bank documents. In 2007, US$237,423 was spent on toners and other related consumables to print 3.4 million pages. With this system, the average cost per page is approximately $0.07 or $70.00 per 1,000 pages. This project is being undertaken to determine if an alternative technology is available that can produce color prints at a lower cost.

  3. Project Charter DEFINE GOAL STATEMENT To lower color printing cost from the current average of $0.07/page.

  4. Project Charter DEFINE • BUSINESS CASE • IT color printing services bank-wide is provided through 59 HP 4600 color printers (or output devices). About 3.4 million pages are printed annually. Cost of supplies is charged to OAS Budget. Cost of maintenance is charged to OIST Budget. • LM is of the view that with its vast experience in the provision of digital color printing services and together with Six Sigma knowledge, it can bring about significant savings with a different color printing technology. The project has a potential to generate savings of approximately 50% on current toner cost, based on our experience with the color printing production system in the Printing Unit.

  5. DEFINE High Level Process Map CURRENT PROCESS FLOW CHART Staff sends files to IT color printer Printer prints documents Printed doc Staff picks up printed docs END START

  6. DEFINE SIPOC Diagram

  7. DEFINE CTQ MATRIX CTQ Matrix High-Level NeedReduce IT Color Printing Operating Cost

  8. Improve Analyze Control Measure Define DEFINE TIMELINE Time Line 11-29 Feb 01-31 Mar 01-30 Apr 01 May to 15 Jun 16 Jun to 8 Sep 18 days 30 days 30 days 45 days 85 days

  9. MEASURE CTQ Measures Time Line

  10. VOLUME DATA MEASURE

  11. VOLUME DATA MEASURE

  12. VOLUME DATA MEASURE

  13. VOLUME DATA MEASURE

  14. PRINTER ALLOCATION DATA MEASURE

  15. PRINTER ALLOCATION DATA MEASURE

  16. PRINTER ALLOCATION DATA MEASURE

  17. MEASURE USER RANKING WHO IS USING COLOR IN ADB?

  18. WHAT MATERIALS ARE BEING PRINTEDIN COLOR? Emails PowerPoint presentations Workshop materials Downloaded articles Graphs/charts Photos Draft Reports Color Proofs TYPE OF DOCUMENTS MEASURE 18

  19. STATISTICAL SUMMARY MEASURE

  20. STATISTICAL SUMMARY MEASURE

  21. HISTOGRAM MEASURE

  22. HISTOGRAM MEASURE

  23. HISTOGRAM MEASURE

  24. HISTOGRAM MEASURE

  25. STATISTICAL SUMMARY MEASURE

  26. RUN CHART FOR UNIT COST MEASURE

  27. MEASURE PROCESS CAPABILITY SIXPACK Ppk is -0.06 Sigma Level : (1.5 + (-.06)(3)) = 1.32 USL = 0.07 LSL = 0.00 Unit Cost – Jan to Dec 2007 Non-normal

  28. PROCESS CAPABILITY MEASURE

  29. ANALYZE C C C N C N N N C N C N C C C C N C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of Printers Utilization Process Equipment

  30. ANALYZE N C N N C C C C C N C N N C N C C AO on Replacement Estimated useful life for computers and other related peripherals like printers is 4 years (AC-5, Appendix 1). However it is also noted that due to several factors like rapid change in technology or better price/performance of new products or models, this life span may be shortened. C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Operations Crewing Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  31. ANALYZE N C N N C C C C N C C C N C N N C AO on Operations At present, color printing jobs done through the network printers do not require an authorization or request form. Files are sent through the staff computers so there is no control as to operations and as to whether the print jobs are official or not. C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement Crewing Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  32. ANALYZE C N N N C C N C C C N N C N C C C Service Contracts C C FISH BONE DIAGRAM Policy Labor The provision of on-site support services for IT equipment is provided by external service providers and the terms are incorporated in the service contracts. Contract rates AO on Replacement AO on Operations Crewing Reduction of IT Color Printing Cost Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  33. ANALYZE C N N C C C C C C N C N N C N N C This refers to the budget that has been allocated for printing services Allocated Budget C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  34. ANALYZE C N N C C C C C C N C N N C N N C Contract rates These are the indicated salary rates of contracted service providers. C C FISH BONE DIAGRAM Policy Labor AO on Replacement AO on Operations Crewing Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  35. ANALYZE C N N C C C C C N N C N N N C C C Crewing C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations At present, no specific staff is assigned to man the network color printers except for those located at copy centers. Even then, printing is not controlled by the copy center operator. Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  36. ANALYZE C N N C C C N C C N C N C N C N C Technology C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing At present, the Bank has a number of color printer models which provide the color printing services. They can only print but cannot copy or scan. Service Contracts Reduction of IT Color Printing Cost Allocated Budget Client Errors Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  37. ANALYZE C N N C C C C N C C N N C N C C N Machine Model C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing About 34% of the color printing services required is being provided by HP 4650 which is the newer model. About 50% is printed through HP 4600. The rest is being made through other older models. The model type is a factor in determining the cost of the consumables Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  38. ANALYZE N N N C C C C N C C C C N C N N C C C Consumables/Spare Parts FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts This is a major cost factor for printing services. Quantity of copies made correlates with cost of consumables and/or parts. Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  39. ANALYZE C N N C N C C N C C C C N C N N C C C Preventive/Corrective Maintenance FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost This relates to the equipment spare parts which are also factors for the color printing costs. Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Reorganization Equipment Age No. of printers Utilization Process Equipment

  40. ANALYZE C N N C C C C N C C N N C N C N C C C Equipment Age FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing As machines age, most mechanical and electronics component will fail or may need replacement for smoother operations. Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization No. of printers Utilization Process Equipment

  41. ANALYZE C N N N C C C N C C C C N C N N C C C Utilization FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts This is the number of print outputs by the color network printers. This varies per location and the type of machine used. Utilization for 2007 is shown in slides 10-13. Reduction of IT Color Printing Cost Allocated Budget Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Process Equipment

  42. ANALYZE C N N C C C C C C C N C N N N C N Type of Docs Sent C C FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement This pertains to the type of file sent for printing. Big files would require more time to print. Files with more colors and shaded areas would need more toners. AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  43. ANALYZE C N N C C C C C N N N C N N C C C C C Media FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement This refers to the type of paper used. Not all paper/media types may be used for printing using the network color printers. AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  44. ANALYZE C N N C C C N C C N N C N N C C C C C User Awareness FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement At the moment, there seems to be less implementation on informing staff on printer features and capabilities and technology changes AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  45. ANALYZE C N N N N N C C C C C N C N C C C C C Reorganization FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement Bank’s reorganization/realignment may be a factor in terms of determining how many departments or units will be serviced by the network color printers. AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Equipment Age No. of printers Utilization Process Equipment

  46. ANALYZE C N N N C C C N C C C C N C N N C C C User tracking FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Currently, there is no real requirement to track utilization of the printers when it comes to users. Further, there is no real-time database to track utilization of machines. Allocated Budget Reduction of IT Color Printing Cost Client Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  47. ANALYZE C N N C C C N C C N N C N N C C C Client Errors Printing C C FISH BONE DIAGRAM Policy Labor • This refers to printing errors which may be caused by either the staff or the Printing process itself. There is a need to reduce these, if not eliminated. Every page printed translates to a cost for the Bank. Contract rates AO on Replacement AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Technology Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age No. of printers Utilization Process Equipment

  48. ANALYZE C N N C C C N C C N C C N C N N C C C No. of printers FISH BONE DIAGRAM Policy Labor Contract rates AO on Replacement AO on Operations Crewing Service Contracts Allocated Budget Reduction of IT Color Printing Cost Client Currently, there are about 59 color network printers made available to ADB staff. Errors Technology Printing Type of Docs Sent Machine Model Media Consumables/Spare Parts User tracking User Awareness Preventive/Corrective Maintenance Reorganization Equipment Age Utilization Process Equipment

  49. ANALYZE SUMMARY OF CRITICAL FACTORS Equipment Technology Machine Model Consumables/Spare parts Preventive/Corrective Maintenance Equipment Age Utilization Process Type of Documents Sent Media User Awareness Printing Errors User Tracking to monitor color usage Policy AO on Assignment of Color Printers Color Printing Policy and Guidelines 49

  50. Administrative Orders/Circulars AO 4.05 Information and Communication Technology AO 4.11 Guidelines on Printing Services IMPROVE 50

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