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MFD Project Peter Nicholls 28 Feb 2012

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Introduction In Feb 2011 : • We removed 25 Copiers from old supplier • We installed 50 MFDs from Datasharp. In May 2011 : • How did we go about it? We removed c 300 printers

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The Reality….

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The Reality • Printers were mostly black and white • Photocopiers were old and frequently out of action • Hardly any printers or copiers were networked • Copiers were relatively few and far between – 24 • Very few scanners – 3? • Copiers and printers were very expensive • Toner costs were high and extra • Prices raised 10% p.a. • High levels of waste • Minimal duplex printing • No real idea who was incurring what costs • IT team’s time wasted maintaining 300 printers

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The Perception of the old way…

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Perception v Reality of the New Way • My printer is convenient right by my desk • I need secure printing • The pupils need to print in class • SEN • Early Years • I need to print: • Envelopes and labels • Invitations • Quality colour • If the network goes down we are doomed • I will end up wasting time queuing

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Addressing the ObjectionsAddressing the Objections Addressi ng the Objectio ns

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Addressing the Objections • Learning best practice from visits to other schools • Engaging an industry consultant • Consulting with a representative User Group • Reps agreed/ compromised on e.g. MFD locations • Consulting with Heads of Departments • Consulting at staff meetings • Responding to every query and objection … we were listening • Making reasonable exceptions • Leaving Art / Boarding out of scope

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The Process • Communication • Industry consultant and tender process • Print audit • Design solution • Tender • Weekly project management meetings with IT team and supplier • Conference calls and shared area • Project plans, owners and actions • Decisions required • Training • Transition between installation and removal of printers

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The Problem…. The Solution….• Printers were mostly black and white • All colour MFDs• Photocopiers were old and often out of action • New MFDs, SLA with teeth• Hardly any printers or copiers were networked • All networked MFDs• Copiers were relatively few - 24 • Now have 50 MFDs• Very few scanners • All MFDs scan to email• Copiers and printers were very expensive • Toner costs were high and extra • All inclusive pence per copy • Prices raised 10% p.a. • Capped at RPI • High levels of waste • Code input at MFD • Minimal duplex printing • Default duplex • Colour only printers • Default black and white • No idea who was incurring what costs • On-line management reports• IT team’s time wasted maintaining 300 printers • Printers removed

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Something must have worked …. • Art department saw the quality and switched over • Boarding Houses jumped on the bandwagon • Our survey said…. • 72% agree / completely agree the solution has been to their benefit • 3% completely disagree

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Key Messages – Datasharp v Old Supplier(NB Excluding Lease Costs) Total % Var £k Var• Total Annual Volumes 3.7m ↓11%• Total Annual Costs £41k ↓39% 26• A Saving of Total Colour Volumes 565k ↑65%• £300k Total Colour Costs £25k ↓22% 7• Colour Volumes as % of Total 15% ↑7% pts• over 4 Year Life Colour Costs as % of Total 62% ↑13% pts(Including Lease Costs, assuming 4 year life)• Total Annualised Costs £99k ↓ 43% 75• Total Cost per Copy 2.7p ↓36%

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Lessons learnt – what worked• Communication• Working out the best solution - iteratively• General training• Commercial arrangements• Service levels• Exceptions• Transition – retaining printers for a while• Quality and functionality• Reporting • identifying training needs • re-positioning MFDs with low usage • Avoiding unnecessary spend

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Highest Spenders Color Pages % Color Pages % BW Color Colour Total Total Cum Network User Pages Total Pages Total Pages Pages % Cost BW Cost Cost Cost % Cost % 1incentsjc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4% 2incentsldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 4.6% 3incentscrw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 6.7% 4incentsnew starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 8.4% 5incentsexams 83,697 2.79% 2,616 0.7% 81,081 3% £118 £365 £483 1.7% 10.1% 6incentskg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 11.6% 7incentsja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1% 8incentsjs 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 14.5% 9incentscc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 15.8%10incentsnb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 17.1%11incentsenglish 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 18.4%12incentspolitics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 19.6%13incentsrel.studies 52,836 1.76% 2,395 0.6% 50,441 5% £108 £227 £335 1.2% 20.8%14incentshistory 45,980 1.53% 3,067 0.8% 42,913 7% £138 £193 £331 1.2% 22.0%15incentsss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 23.0%16incentskjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 24.0%17incentsng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 25.1%18incentssixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 26.1%19incentsng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 27.1%20jc2physics 30,699 1.02% 3,527 0.9% 27,172 11% £159 £122 £281 1.0% 28.1% • Top 20 spenders account for 28% of spend • Some high spenders need training on use of colour…

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Highest Colour Volume Users Color Color Cum Pages Color Pages BW Pages Colour Total Total Cost Network User Pages % Total Pages % Total Pages % Cost BW Cost Cost Cost % % 1incentsldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 2.2% 2incentscrw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 4.4% 3incentsjc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4% 4incentskg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 4.1% 5incentsnew starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 6.1% 6incentsnb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 7.6% 7incentspolitics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 8.8% 8incentsjs 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 10.3% 9incentskjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 11.6%10incentsja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1%11incentsss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 14.2% incentsbasecampcop12y 6,314 0.21% 5,374 1.4% 940 85% £242 £4 £246 0.9% 15.5%13incentssixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 16.6%14incentsng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 17.7%15incentscc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 19.0%16incentsng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 20.3%17incentsenglish 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 21.6%18incentssrh 7,079 0.24% 4,112 1.1% 2,967 58% £185 £13 £198 0.7% 22.5%19incentsbnoithip 14,986 0.50% 3,693 1.0% 11,293 25% £166 £51 £217 0.8% 23.3%20jc2physics 30,699 1.02% 3,527 0.9% 27,172 11% £159 £122 £281 1.0% 24.4%

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Value for Money Cum Total Capital Capital Cost perDeviceSerialNo Location 1 TotalCounter Total % % B&W % Colour % Sheets/Day Cost £ Copy (p)V9612500534 P43-Churchill Staff Room 94,691 6% 6% 90% 10% 631 6,946 0.76V7212600003 C12-Reprographics 180,099 12% 18% 100% 0% 1,201 13,294 0.77V9612500551 O25-Overton House 85,954 6% 23% 73% 27% 573 6,946 0.84V9313701985 C4-Thorn Lobby 43,654 3% 26% 83% 17% 291 3,542 0.85S7213700733 C18-Music Block 23,359 2% 28% 83% 17% 156 1,896 0.85S7213700859 C21-Newcroft Biology 23,165 1% 29% 96% 4% 154 1,896 0.85V7701000150 C13-Reprographics 185,163 12% 41% 70% 30% 1,234 16,162 0.91V9313702217 P40-Beeches Staff Room 44,260 3% 44% 87% 13% 295 4,253 1.00S7213700727 P47-Russell Stairwell Room 16,902 1% 45% 86% 14% 113 1,896 1.17 C6-Deans Hall PerformingV9313701989 Arts 31,462 2% 47% 86% 14% 210 3,542 1.17V9612500538 P41-Prep Reception 64,615 4% 51% 89% 11% 431 7,283 1.17V9313701939 K31-Kings Reception 38,696 2% 54% 82% 18% 258 4,590 1.24V7701000153 C23-Newcroft Print Area 131,884 8% 62% 95% 5% 879 16,162 1.28 K32-Nash HarrisV7701000201 Reprographics 130,967 8% 71% 78% 22% 873 16,162 1.29S7213700161 K29-Kings Library 14,768 1% 72% 73% 27% 98 1,896 1.34S7213700728 K27-Sports Centre 13,006 1% 72% 72% 28% 87 1,896 1.52V9512519613 C10-West Wing 44,188 3% 75% 86% 14% 295 6,511 1.53V9612500522 K26-Cork Prep Room 45,416 3% 78% 95% 5% 303 6,946 1.59S7213700740 P45-End Cupboard 12,970 1% 79% 87% 13% 86 1,986 1.60S7213700844 C8-Castle Library 12,662 1% 80% 74% 26% 84 1,986 1.63V7212600006 K30-Reprographics 81,690 5% 85% 100% 0% 545 13,294 1.70V9313701996 C3-Armoury 22,901 1% 87% 89% 11% 153 3,899 1.77 C48-Chadwick Centre 1stV9314000040 Floor 20,232 1% 88% 57% 43% 135 4,590 2.36V9313702288 C7-Cloisters 16,461 1% 89% 89% 11% 110 3,880 2.46V9313701980 C1-Reception 17,455 1% 90% 83% 17% 116 4,236 2.53 C49-West Wing 6th FormS7213900560 PAs Office 7,469 0% 90% 87% 13% 50 1,896 2.64S7213700738 C22-Newcroft Physics 6,622 0% 91% 94% 6% 44 1,896 2.98V9313701988 C9-East Wing Lobby 11,140 1% 92% 94% 6% 74 3,542 3.31S7213700759 C14-Wingrave DT Office 5,911 0% 92% 43% 57% 39 1,896 3.34V9313702281 C16-Wingrave Lobby 10,451 1% 93% 96% 4% 70 3,542 3.53V9313701956 K35-Outside KG-226 10,415 1% 93% 99% 1% 69 3,542 3.54S7213900580 P42-Beeches 5,441 0% 94% 88% 12% 36 1,896 3.63V9313701979 K38-Green Room 10,153 1% 94% 87% 13% 68 3,542 3.63V9313701991 C11-Estates Office 10,693 1% 95% 68% 32% 71 3,880 3.78V9313701918 C2-IT Room 9,334 1% 96% 92% 8% 62 3,542 3.95

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Lessons learnt – what could have been better• Paper and toner re-fill process • On-line monitoring + Rota• Print server queue congestion • Set up pooled print queues• Communication to pupils • No scanning to email• Faxes • Wasted money• Top up training when printers were • Done by exception removed• Training for less frequently used printing • Done by exception functionality

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The Result