Print/Copier/Paperless Committee. Campus Town Meeting Preliminary Recommendations August 11, 2010

Transcription

1 Print/Copier/Paperless Committee Campus Town Meeting Preliminary Recommendations August 11, 2010

2 PCP Committee Charge To provide a comprehensive and sustainable recommendation regarding print management on the Drake University campus to the President and his Cabinet Review data regarding current print/copier environment Establish guidelines for print management policies Find a uniform, cost-effective solution for student print needs Suggest green print alternatives Integrate with paperless initiative Recommend vendor Plan implementation

3 PCP Members Marc Davis Cowles David Hanson Law Sofia Turnbull A&S Sheri Gavin CBPA Shari Tenney SJMC Kerwin Dobbins SOE Marilea Chase CPHS Donna Blunck B&F Patsy Mattas Admission Jolene Schmidt Ops & Fac Sue Tygeson Athletics Lance Berg Development Melissa Sturm-Smith Stu Life Courtney Hartman M&C Jeff Sabin OIT Vicky Payseur Chair

4 Data on Drake Print/Copy Research conducted through Qualtrics, Spring 2010

5 Current State of Office Print/Copy Drake owns over 300 desktop printers & 80 copiers, plus numerous scanners and fax machines Purchase of copiers is centralized (since 2000); purchase of printers is decentralized Copiers have been serviced by LRI; OIT & campus techs service the printers High volume & professional printing is outsourced to Woolverton & Office Max FY 10 print/copy expense=$719,000; FY09=$862,000

6 Current State of Student Print/Copy Students have multiple options-- decentralized & inconsistent fees and policies, e.g., Law allocates tech fee to cover printing Pharmacy charges a copier fee In various academic locations printing is free Student survey revealed considerable dissatisfaction with condition of printers, availability of supplies & disparate fees

7 Industry Trends Specific to Higher Education

8 Print/Copier/Paperless Trends Multi-functional Devices (MFDs) replace copiers & desktop printers Centralized, outsourced print management saves costs and frees up OIT & tech time Green Solutions are increasing Students receive a set allocation of copies/prints Document management shifting to digital

9 Printing Costs Average employee prints 13,000 pages/year Energy savings for MFD vs desktop printer Estimate 35% of print jobs not picked up Gartner Research Group suggests that Managed Print Solutions (MPS) can reduce office printing by 10 to 30% If inkjet ink was sold by the gallon, the cost per gallon would be approx. $10,000

10 PCP Committee Recommendations

11 General Recommendations All print/copy devices will be centrally managed & outsourced Shared Multi-functional devices (MFD s) will replace most desktop printers and copiers New devices will: Print Copy Scan Fax

12 General Recommendations Policies leading to the phase out of desktop printers, beginning with inkjets Device placement will be identified on a need-basis by the print/copier vendor Standards will be developed regarding number of users Standards will be developed regarding the availability of color printers/copiers Access to color printing will increase

13 General Recommendations The per copy charge for each MFD and copier will be standard throughout the University and will be determined annually by B&F There should be no charge to scan documents Use of confidential codes & card scanners will improve tracking & security Savings generated will remain in departmental budgets for reallocation

14 Student Recommendations University-wide approach for all students (all colleges/schools) Multiple MFDs will be available throughout the campus dedicated for student usage Print queue availability will be 24/7 can be submitted remotely (including off-campus) Staff will be available to assist during defined hours Wired or wireless printing access

15 Student Recommendations Print/copy allotment per student Loaded on the student ID; student may replenish as needed Funded from technology fees (in future years) # of allotted prints/copies will be reviewed and possibly revised annually (after data is available)

16 Student Recommendations In unique educational settings, nonstandard devices may be necessary (e.g., journalism, Lexis) and will be provided in consultation with Dean, preferred vendor, OIT & B&F A student print shop may be available in Olmsted to provide expanded services (such as binding)

17 Green Print Recommendations Scan and store electronically vs. paper copies Use digital technology for document sharing All MFD & printer purchases/leases must be Energy-Star certified The default print setting will be duplex

18 Green Print Recommendations Print drivers will default-set to reduce ink usage, whenever possible All printing should use: A reduced margin setting (to save paper) A default font setting of Century Gothic or eco-font to reduce ink/toner usage

19 Green Print Recommendations Purchasing guidelines will establish a university-wide required standard for paper and toner centrally purchased Printer/copier paper (recycled) Toners (soy ink, if possible) Recycling of toner cartridges with University selected vendor will be required

20 Green Print Recommendations Student/Faculty Consideration: Faculty are encouraged to eliminate paper course packets and substitute digital forms (e.g. flash drives, Blackboard, e-storage, e-reserves) Faculty are encouraged to consider electronic vs. paper submission for various class assignments, as feasible

21 Vendor Recommendation

22 Potential Vendors Office Max Infomax HP Xerox IKON All vendors have higher ed experience & can provide comprehensive print management services

23 Implementation Plan 1. Vendor Selection before month end days for vendor data collection 3. Vendor meetings with each key area 4. Phased implementation Vendor working with new Purchasing Director & PCP Committee members 5. 1 st priority: Student Printing by mid-jan Full implementation & Training Spring 2011

24 Overall Impact Increase Efficiency & Productivity Reduce Costs Save Energy Reduce Paper Usage Reduce Carbon Footprint Enhance Student Experience

25 blueview links There will be an announcement in blueview with the link for the presentation and recording

26 Q&A Written feedback can be submitted by posting questions and/or comments on grapevine in blueview By 4pm 8/19/2010