Duplication and Printing Guidelines

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