I want EDUCATION with personal services to keep

Transcription

1 I want EDUCATION with personal services to keep things SIMPLE Improving SERVICE-Based EDUCATION

2 the simple step to SERVICE-BaSED EDUCatIOn Education is one of the most decisive success factors for today s societies. Therefore educational institutions are constantly growing in importance from nurseries to schools, from universities to specific educational services. On the other hand, public organisations in particular are under high cost pressure and need to find solutions to optimise and streamline their workflows. At the same time, these institutions have to modernise their service structure and offer comprehensive copying and printing capabilities as well as accounting and payment solutions, and reliable digital document archiving and access. Apart from low budgets, institutions have other challenges to face. They need to adapt to modern students expectations in terms of services and assistance, optimise their educational environment for foreign exchange, part-time and online-degree students and develop infrastructures that fulfil today s standards of eco-friendly technology and operation. Furthermore, the contemporary user demands facilities for the production of a wide variety of documents, flexible and secure data access and the seamless integration of mobile capabilities. All in all, educational institutions are looking for digital technology to improve teaching, learning, maintaining records and managing budgets. The enhanced Konica Minolta solutions for document output and accounting, capturing and distribution give the right answers.

3 improving SERVICE-BaSED EDUCatIOn 2/3 index Academic Life Basic Output Service Page 04 Enhanced Output Service Page 05 Premium Output Service Page 06 Free of charge copies Page 07 Compiling Course Material Page 08 Academic Administrative tasks Enrolment Page 09 Student Records Page 10 Administrative the two sides of educational success Academic life: Examples that show how to offer enhanced printing and copying capabilities to students and lecturers, including printing from mobile devices or home PCs and digital course material distribution with convenient online catalogues. Administrative tasks: Examples that demonstrate how to solve specific administrative tasks such as digital enrolment, student record management and secure data protection.

4 BaSIC output service unattended copy & print Smaller educational institutions in particular need to provide their students with convenient copying and printing facilities without implementing complex network and server infrastructures. These institutions are looking for solutions which respect small budgets, a low number of output devices and minimal administration. Konica Minolta offers a solution which establishes an efficient self-service system for students with two possible accounting and payment functionalities. The first is the coin-only setup with a payment device. The second is the hybrid payment device, providing cash and card payment options, therefore requiring an additional card reloading device. basic output service Unattended Copy & Print The student gets access to the output system by paying with coins or his card at the device. If the student wants to copy he can select the copy setting, for example the number of copies, or colour versus black and white. If the student wants to print from or scan to a USB stick, he inserts the stick and chooses either print or scan settings. The student can also send a print job together with his user ID as a secure print to the output device. After paying with coins or card, he selects the secure print box and authenticates the transaction with his ID and password. In the case of card payment, the student can visit the front office secretary to reload his card. even small institutions can establish convenient and easy-to-use self-service environments they benefit from precise accounting and efficient payment solutions they support their students without increasing administrative or network capabilities

5 improving SERVICE-BaSED EDUCatIOn 4/5 enhanced output service Mobile and Follow-Me Printing EnHanCED output service mobile and follow-me printing Today s students, teachers and lecturers demand increasingly flexible printing solutions, offering them access to every device and convenient walk-up printing. They want to produce their daily documents like curricula, literature lists or lecture handouts whenever it is suitable and wherever they are on the campus. With mobile printing, students use their notebooks or other mobile devices to print individual pages or comprehensive documents without any specific drivers that need to be installed. Follow-me printing gives students the opportunity to release their print jobs from off-campus locations and produce their documents whenever and wherever required. Thus, follow-me printing also avoids printed but forgotten jobs and wasted volumes of paper. The student submits the print job via a compatible landing page, an or a printer driver. For submission he uses his PC or a mobile device, for example a tablet PC or a smartphone. In the case of printer driver submission, the student uses his PC, which is registered in the network. In the case of the landing page, the student logs in and uploads the print job. In the case of submission, the student sends the print job as an attachment. The student authenticates the transaction at a device on campus, selects the job from the follow-me printing capabilities and gets information on his remaining credit after printing the document. The student can transfer money to his account by either using standard web payment options or paying cash at the secretary s office. The solution includes convenient reporting functions allowing administrators to monitor print and copy costs and students to check their operations, deposits and transactions. they can offer efficient and secure output and accounting capabilities it s easy to integrate the mobile technologies most of the students are familiar with there is a maximum of cost transparency for both the institutions and the student

6 PREmIUm output service premium output service Online Catalogue and Print Room The student or lecturer owns an account for the printing portal. In order to increase his balance, the student or lecturer uses web payment or cash payment at the secretary s office. If the student or lecturer wishes to submit a print job he browses the print portal using his own account via a PC, notebook or mobile device. Here the student or lecturer either picks a document from the online catalogue or uploads a PDF document to the catalogue. He selects the print settings and previews the pages before releasing the job. Then the account balance is reduced. In the case of submission to an output device on the campus the student authenticates the transaction at the device and releases his document via follow-me printing. In the case of submission to the central print room an employee receives a print job order with all the information required to produce the documents. Enhanced functionalities help administrators to monitor and control print jobs and the capacity utilisation of the devices. online catalogue and print room In addtition to convenient walk-up copying and printing devices, educational institutions have to offer solutions for students and lecturers who produce more extensive volumes and complex jobs, for example degree dissertations, lecture handouts or university calendars. Larger universities satisfy these demands with central print rooms equipped with production devices which offer advanced finishing features. Students and lecturers benefit from lower costs for higher volumes and special features like spiral binding or compact bound books. Furthermore, online catalogues help universities to provide their students with course materials. Lecturers can easily upload their scripts, presentations and reference literature lists for their students, who can then access the materials and produce them in the university s print room or at an output device of their choice. Print-on-demand from online catalogues and professional print room facilities are perfect examples of how to increase the cost efficiency of educational infrastructures. they offer efficient print-on-demand capabilities, saving money on printed documents held in store streamlined budgets and precise cost accounting make print-on-demand scenarios highly economical online catalogues enable lecturers to create customised course content

7 improving SERVICE-BaSED EDUCatIOn 6/7 Free of charge copies FREE OF CHaRGE copies Advertising on the reverse pages of photocopies is an opportunity to offer free of charge copying and printing and to establish publicprivate partnerships. Especially in times when educational institutions have to focus on their cost efficiency while needing to present attractive services to their students, this offer may be an interesting solution. It also provides an opportunity to collect and analyse user information, which may be useful for further marketing activities. The student finds a special free of charge screen on the user panel of the device. He places his document in the scanner and presses the start button on the panel. Before the copying process starts, the student is asked to answer some questions, for example regarding gender or hobbies. The copied document contains customised advertising on the reverse of every page, based on the preferences given in the dialogue. attractive offer for students who want to save money perfect opportunity for private companies to place their advertisements in educational environments

8 compiling COURSE material Today, students and teachers are used to work with digital documents instead of paper materials. These files contain originally digital information, such as texts or tables from standard office applications, as well as originally paper-based contents such as articles or book excerpts. In order to establish sufficient workflows it is necessary to provide the educational staff with a comfortable solution that enables secretaries and teachers to compile content from different sources, digitise them and convert them into one printable file that can be transmitted to colleagues or published for students. Compiling Course Material The secretary, teacher or lecturer uses a document management application to compile documents from different sources and of different file types into one PDF file. The application allows the user to select and combine single pages from different digital documents or entire PDF files by simply using drag-and-drop. In addition, the user can combine this digital selection with scanned paper documents. To complete this option, the infrastructure also offers a PDF converter that allows users to create high-quality PDF files, print PDFs from standard applications like Word and transmit the PDFs directly to other colleagues via or SharePoint. In addition to PDF documents, this application allows teachers to offer information such as reference literature as audio files to their students. streamlined document workflows save time and money efficient handling of a wide variety of documents Maximum customisation of course materials, always available and up-to-date

9 improving SERVICE-BaSED EDUCatIOn 8/9 Enrolment EnROlmEnt School Information Management Systems (SIMS) have reduced the administrative workload of many institutions drastically. To increase the performance and hence the value of an SIMS, it is useful to integrate efficient data capturing and enhanced document management. For example, during the enrolment process students have to fill out several digital or paper-based forms and hand in different paper documents such as certicates. To establish simple but secure management of these data, the different sources have to be integrated into one PDF file which is protected from unauthorised access by a password and/or encryption. The educational institution s employee converts all forms needed into saveable and editable PDF forms which can be sent out via to students or parents or can be uploaded to a webpage. Students or parents are now able to fill out these forms directly on their PC. Afterwards they can print or send them back via , attaching further originally paper-based documents relevant for the enrolment. Upon receipt of all necessary information, the staff of the registrar s office scans all the documents. On the basis of an automatic scan workflow, the student information is saved into the SIMS. Finally, the employee also scans additional paper-based documents, containing all relevant information and stores it in the SIMS using the recommended security settings. Digital, easy-to-edit workflow decreases the administrative load comprehensive archiving allows convenient access while respecting the data protection standards necessary for sensitive information increased administrative performance, reduction of paper-based material

10 student RECORDS Modern student record management is based on central servers and digital student files. Therefore it is important to allow the delivery of student documents to the university database and the appropriate student file, for example with a pre-defined scanning workflow. Of course, these processes must be established due to strict data security standards, respecting the confidentiality of students information. As a result, the digital record management features quick and search-supported access, an easy and complete overview of students data and performance, and saves enormous amounts of time and money compared to traditional paper-based record archiving. Student Records A document capture and distribution application is embedded into the multifunctional output device. The user, for example a university employee, scans a student s work and sends it directly to the electronic student file. The file is saved using the recommended security standards. To respect security regulations, only authorised employees have permission to handle confidential and personal data and execute workflows in connection with student records. automatic capturing and storing of sensitive data saving of time and money by avoiding paper-based storage and archiving improved record classification and retrieval

11 Key Responsibilities environment/data security 10/11 Key Responsibilities responsible for the environment responsible for data security Konica Minolta promotes sustainable strategies and integrates eco-friendly perspectives throughout the entire life cycle of products. We work towards recycling-orientated societies, the prevention of pollution and the minimisation of potential risks. Green Production Our R&D department strives for green innovations, for example Konica Minolta s own polymerised toner, Simitri HD, which is produced with 33% lower CO 2 emissions compared to conventional toner manufacture Green Shipping Smaller packages and intelligent logistics help to reduce transport distances, transport volume and transport waste Green Services Tools like the Power Saver and the Eco Calculator demonstrate our contribution to contemporary environmental requirements Green Use Enhanced functionalities at the output device, such as authentication, follow-me printing and precise previews help to save paper and avoid waste every day Green Recycling This area includes the recycling of our devices and consumables as well as the advanced use of recycled paper without any compromises concerning the print quality Konica Minolta has taken a leading role in developing and implementing security-based information technology into its multifunctional devices. It is still one of our key goals to deliver solutions that safeguard the confidentiality of electronic information, whether data or documents. Network Security Our standards secure the network, as well as individual access to devices and network facilities Personal Security Personal data and information processed by a Konica Minolta device is always protected from unauthorised access. Where required, restrictions of functionalities are possible For example, authentication and follow-me printing ensure that sensitive documents exclusively reach the right hands and cannot be found in the output device unintendedly Certified Security Konica Minolta takes the security concerns of its clients seriously. That s why almost every multifunctional bizhub device is validated to Common Criteria (CC) EAL3 or the equivalent ISO Unlike many other suppliers, Konica Minolta always has the complete multifunctional device certified and ensures the highest possible security levels Green Information

12 All specifications relating to paper capacity refer to A4-size paper of 80-gsm quality. All specifications relating to scanning, copying or printing speeds refer to A4-size paper that is scanned, copied or printed crosswise in multipage, simplex mode. The support and availability of the listed specifications and functionalities varies depending on operating systems, applications and network protocols as well as network and system configurations. The stated life expectancy of each consumable is based on specific operating conditions such as page coverage for a particular page size (5 % coverage of A4). The actual life of each consumable will vary depending on use and other printing variables including page coverage, page size, media type, continuous or intermittent printing, ambient temperature and humidity. Some of the product illustrations contain optional accessories. Specifications and accessories are based on the information available at the time of printing and are subject to change without notice. Konica Minolta does not warrant that any prices or specifications mentioned will be error-free. Microsoft, Windows and the Windows logo are trademarks, or registered trademarks, of the Microsoft Corporation in the United States and/ or other countries. All other brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged. Printed in Germany on chlorine-free bleached paper. Your Konica Minolta Business Solutions Partner: Konica Minolta Business Solutions Europe GmbH Europaallee Langenhagen Germany Tel.: +49 (0) Fax: +49 (0)