Campus Fleet Copier Initiative

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 Campus Fleet Copier Initiative
The Campaign for McMaster University
The Campaign for McMaster University
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Objectives
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The Campaign for McMaster University

• Enhanced technology deployed across
• campus with ability to
• Copy
• Print
• Scan
• Fax
• Overall savings in the Total Cost of
• Ownership
• Projected 20 savings through
• efficiencies
• Change in Financial Structure
• Management and point of contact for all campus
  users
• Sustainability Environmental
• Best Practices

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Engagement
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The Campaign for McMaster University

• Campus Involvement
• Steering Committee
• Broad Membership from Across Campus
• Reviewed the Business Plan
• Working Committee
• Team made up of a diverse selection of technical
  and user personnel
• Reviewed current model and technical requirements
  to move to a new solution
• Located all current in-contract Canon devices on
  campus

Combined Steering and Working Committees led
evaluation procedures for all stages of the
Process Created Campus wide survey to solicit
responses of wants and needs Participation 597
Faculty and Staff and 2123 Students
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Current State

• 7 year old Analog copiers many in disrepair
• Old technologies use approximately 4 times more
  power than current MFDs
• Communication methods on campus are fragmented
• Previous contracts are paid bi-annually - no
  reporting features
• 25 of copiers on campus are currently
  out-of-contract
• Space is at a premium
• Many areas have individual devices for fax, scan
  and print

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Selection Process

• RFP process
• RFP was initiated in December
• 7 vendors
• Selection Criteria was used
• Strategy
• Value
• Price
• Service Implementation
• Environment
• References
• Value Add
• Presentations were made to the Steering and
  Technical committees
• Vendor Showcase
• Sample Assessment in Faculty of HSC and Mills
  Library

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Current State( Office Equipment Profile Health
Sciences, MDCL and Mills Library)

• Monthly Impression Counts
• Impressions printed on all devices are approx.
  1.2 million
• All three areas have a total of 950 devices
• Breakdown is as follows
• Printers 74
• Copiers 6
• Faxes 5
• MFDs 6
• Flatbed Scanners 9
• 20 Different Manufacturers
• On Average 18 models per manufacture (approx.
  400 models)
• Employee to Device Ratio 1.15

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Current State

• Power Consumption
• A typical printers capable of printing at 25 ppm
  with an average monthly volume of 210 prints
  consumes
• 324 per year in power

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Current State

• Paper Consumption
• McMasters Volumes
• Copies per year 18,000,000
• Est. Prints per year 18,000,000
• Total Combined annually 36,000,000
• This equates to 5,355 trees per year
• If we duplexed 30 of the total annual volume
• We would save 97,000 per year and
• 1,989 trees
• Small Changes Big Differences

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Features and Benefits

• Sharp Selection
• Full deployment with Multifunctional Devices
  (MFDs)
• Fully colour enabled Business Quality
• Total Cost Per Copy (CPC) additional units may
  be added through the life of the agreement
• Open Architecture
• 3 on-site staff supporting the entire solution
• Independently reviewed and won equipment award
  for their fleet of devices in 2007 Business Lab
  Inc. (BLI)
• 3rd party solutions include Equitrac and a fax
  server solution for McMaster
• Device Monitoring and Meter Reads completed
  on-line
• Security

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Features and Benefits

• Equitrac
• Follow-you printing
• Multiple account options
• Upfront cost to print identifies
• cost comparison for print options
• Detailed reporting at the department
• level
• Defaults to Black and White and
• duplexed print
• Multiple payment options
• Authentication
• Notification when paper/toner is low
• via email
• Notification when a device is down
• Will integrate with Blackboard
• Rules based printing

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Features and Benefits

• We Asked
• Fleet Open house
• Survey Results and Web Site Feedback
• We Listened
• New Model for a print solution, not
• just new technology
• Network Drops, Equitrac will be included
• All costs incurred for the deployment will
• be covered
• Financial incentives
• Access to any device on campus
• Locations convenient secure
• Standard Options Collating and Stapling
• Colour enabled
• Training
• Strategy for redeployment or recycling of old
  printers

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Implementation Process

• Like-for-Like Exchange August 2008
• Assessment of current in-contract copiers
• Assessment and inventory of all output devices in
  your area mapping
• Replace the Canon equipment and replace on a
  like-for-like basis with Sharp Multifunctional
  Devices
• Opportunity for Transformation Fall 2008
• Information gathering by Sharp regarding
  divisional needs - workflow
• Presentation to departments about the
  possibilities
• Opportunity to redesign to realize efficiencies
  based on the findings from the inventory and
  workflow assessments within your area.
• Device Mapping for the optimized state
• Right size physical spaces to maximize
  efficiencies
• with departments
• Implementation of Equitrac
• Data Gathering
• Build Profiles

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Implementation Process

• We have completed the assessment phase for the
  copier replacement
• We need your help!!
• Departmental Communication
• Advise your department
• Template available
• Assistance and Access to complete
• device Inventory
• Building user profiles
• Payment method Options and Authorizations
• Configure defaults and allocations
• Points of contact for
• Communication
• IT/Technical Support
• Key Stakeholders for presentation
• and approval of optimized state

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Future

• Out of Contract Leased Copiers
• Fax Server Solution
• Greenprint
• Strategy for redeployment and implementation of a
  recycling program for Printers
• Supply Chain Management

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Questions ?? Contact us at printsmart_at_mcmaster.ca
or call ext. 22111
The Campaign for McMaster University
The Campaign for McMaster University