University of Regina Printing Services Review

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University of Regina Printing Services Review
Marj Hewitt, Director Ancillary ServicesRay
Konecsni, Manager Printing Services
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Results of RFP

• Bob DalePilot Graphic Management Services Inc.

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Study Objectives

• Perform comprehensive analysis of current and
  anticipated U of Rs print related requirements
• Provide options and identify efficiencies to be
  realized by the U of R for meeting those
  requirements
• Provide cost comparisons for our options
• Identify U of Rs ability to provide these
  identified services

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Study Objectives

• Identify requirements to create a seamless
  interface between Printing Services and the rest
  of the Campus
• Prioritize options identified above based on U of
  R demand and support
• Provide recommendations on Printing Services
  management and staff structure and roles
• Identify policy, process and tools that are
  required to implement recommendations

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Methodology

• Reviewed detailed records, conducted interviews,
  research other universities, industry and vendor
  research
• Met with 24 staff and faculty representing admin
  and academic requirements, and 14 Printing
  Services staff
• Compile, review and analyze data
• Review best practices
• Report of findings and recommendations

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Industry Trends

• Customer expectations for reduced cycle time
• Increase use of colour, reduced cost
• Technology is changing from analogue to digital
• Toner changing from cartridge to bottle
• Outsourcing Trends Pendulum Swings

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Trends Digital vs. Analog Share
CAP Ventures
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Trends Education Delivery
Source Romano, RIT, Printing in the Age of the
Web and Beyond. 2001
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Trends Investment Priorities
Pilot Management CUPMAC Survey 2003 and NAPL
Survey 2002
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Revenue by Source
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Recommendation

• Track and report financial information to
  evaluate contribution of service offerings
• Graphics
• Desktop publishing
• Digital colour copy
• Press work, by press

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Revenue Growth
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Print Shop Plant Layout

• Surplus Equipment
• Layout not conducive to workflow

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Recommendations

• Review changes with staff
• Phase out surplus equipment
• Determine if dark room can be eliminated
• Relocate high speed copier
• Ability to move skids to production area
• Remove film and plate storage

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Equipment Print shop Copiers
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Recommendations

• Upgrade memory of Canon IR 600
• Plan for replacement of 5090 within 1-2 years
  with networked digital copier

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Wide Format Output
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Recommendation

• Purchase and install wide format output
  capabilities
• Market services to campus

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Graphics - Software

• Require industry standard program
• Staff should be competent with Quark
• Train (Quark) and cross train on work
• Upgrade MAC to OS X
• Convert legacy documents to standard

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Staff Functions
Pilot Management CUPMAC Survey 2003
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Recommendations

• Recruit department manager with business
  development, technology change management
  experience
• Plan for succession of production manager

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Order Entry and MIS

• Manual System Customer, PS Clerk, Production
  Staff, Accounting staff
• No scheduling, tracking, billing
• Digital files supplied as e-mail attachment

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Many low cost jobs!
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Require Fast Turnaround!
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Recommendations

• Implement MIS system
• Implement electronic job submission
• Review administrative roles upon completion

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U of R prices are at 90 to 96 of CUPMAC average!
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Recommendation

• Increase copy prices by 0.005 to fund changes
• Review other pricing levels
• Identify additional revenue opportunity with new
  services (File storage, conversion, etc.)

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Course Pack Trends
Pilot Management CUPMAC Survey 2003
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Customer Requirements

• Outstanding attitude of PS staff however
• No change to technology or process noticed
• (Technology change was transparent)
• Aware of MFP, on-line job submission, etc.
• Willing to pay for increased service

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Convenience Copiers

• Convenience copier use declining
• Chargeback rate is low vs other universities
• Considerable number of low volume copiers
  revenue not covering their costs
• Most of fleet consists of single purpose analogue
  technology
• More cost effective than inkjets or lasers
• Library staff clearing jams, adding toner/paper,
  giving change, etc.

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Convenience Copier Recommendations

• Consider increasing chargeback rates to generate
  capital to replace fleet
• Explore alternate chargeback options for low
  volume users
• Reconsider arrangement with library

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Convenience Copier Recommendations

• Develop strategy to migrate towards connected
  multi purpose devices
• Cost per page comparison
• Inkjet Printers 20
• Networked laser 10
• Convenience Copier 6
• High Volume Duplicator 3.5
• Estimated cost for desktop/network printing for U
  of R is 450,000 per annum

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Customer Requirements

• Quality Issues print consistency
• Creative and Design
• Change process for graphics / typesetting

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Recommendation

• Implement more quality controls in graphics.
  (Proofreading)
• Formalize creative process (Creative Brief)
• Expand creative resources collaborate with CAT
  media team
• Focus on creative work appropriate for department
  structure

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Progress

• New Manager hired
• Plotter acquired from Physical Plant
• Began seeking out best practices on
• On line submission
• Print shop Management systems
• Examining staff roles and responsibilities
• Increasing Management visibility throughout
  University

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Next Steps

• Select Online submission and management system
• Identify strengths and weaknesses
• Identify winners and losers
• Implement digital capability in Printing Services
• Redefine Printing Services mandate
• Work with key partners to develop strategy for
  print

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Next Steps

• Work more closely with our customers by
  implementing a customer account representative
• Offer on campus delivery services tailored to
  meet your specific needs
• Listen to our customer!

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Questions
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• Thank you for your continued feedback, support,
  and patience!