Presentation given at the Berkhamsted School IT Open Day on February 28th 2012. Presented by Peter Nicholls, Vice Principal (Business Operations), exploring how the school has saved thousands by taking away printers and replacing them with MFDs.

1. MFD Project
Peter Nicholls
28 Feb 2012

2. 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

3. The Reality….

4. 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

5. The Perception of the old way…

6. 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

7. Addressing the Objections
Addressing the Objections
Addressi
ng the
Objectio
ns

8. 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

9. 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

10. 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

11. 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

12. 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%

13. 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

14. 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…

15. 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%
incentsbasecampcop
12y 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%

16. Value for Money
Cum Total Capital Capital Cost per
DeviceSerialNo 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 0.76
V7212600003 C12-Reprographics 180,099 12% 18% 100% 0% 1,201 13,294 0.77
V9612500551 O25-Overton House 85,954 6% 23% 73% 27% 573 6,946 0.84
V9313701985 C4-Thorn Lobby 43,654 3% 26% 83% 17% 291 3,542 0.85
S7213700733 C18-Music Block 23,359 2% 28% 83% 17% 156 1,896 0.85
S7213700859 C21-Newcroft Biology 23,165 1% 29% 96% 4% 154 1,896 0.85
V7701000150 C13-Reprographics 185,163 12% 41% 70% 30% 1,234 16,162 0.91
V9313702217 P40-Beeches Staff Room 44,260 3% 44% 87% 13% 295 4,253 1.00
S7213700727 P47-Russell Stairwell Room 16,902 1% 45% 86% 14% 113 1,896 1.17
C6-Deans Hall Performing
V9313701989 Arts 31,462 2% 47% 86% 14% 210 3,542 1.17
V9612500538 P41-Prep Reception 64,615 4% 51% 89% 11% 431 7,283 1.17
V9313701939 K31-Kings Reception 38,696 2% 54% 82% 18% 258 4,590 1.24
V7701000153 C23-Newcroft Print Area 131,884 8% 62% 95% 5% 879 16,162 1.28
K32-Nash Harris
V7701000201 Reprographics 130,967 8% 71% 78% 22% 873 16,162 1.29
S7213700161 K29-Kings Library 14,768 1% 72% 73% 27% 98 1,896 1.34
S7213700728 K27-Sports Centre 13,006 1% 72% 72% 28% 87 1,896 1.52
V9512519613 C10-West Wing 44,188 3% 75% 86% 14% 295 6,511 1.53
V9612500522 K26-Cork Prep Room 45,416 3% 78% 95% 5% 303 6,946 1.59
S7213700740 P45-End Cupboard 12,970 1% 79% 87% 13% 86 1,986 1.60
S7213700844 C8-Castle Library 12,662 1% 80% 74% 26% 84 1,986 1.63
V7212600006 K30-Reprographics 81,690 5% 85% 100% 0% 545 13,294 1.70
V9313701996 C3-Armoury 22,901 1% 87% 89% 11% 153 3,899 1.77
C48-Chadwick Centre 1st
V9314000040 Floor 20,232 1% 88% 57% 43% 135 4,590 2.36
V9313702288 C7-Cloisters 16,461 1% 89% 89% 11% 110 3,880 2.46
V9313701980 C1-Reception 17,455 1% 90% 83% 17% 116 4,236 2.53
C49-West Wing 6th Form
S7213900560 PA's Office 7,469 0% 90% 87% 13% 50 1,896 2.64
S7213700738 C22-Newcroft Physics 6,622 0% 91% 94% 6% 44 1,896 2.98
V9313701988 C9-East Wing Lobby 11,140 1% 92% 94% 6% 74 3,542 3.31
S7213700759 C14-Wingrave DT Office 5,911 0% 92% 43% 57% 39 1,896 3.34
V9313702281 C16-Wingrave Lobby 10,451 1% 93% 96% 4% 70 3,542 3.53
V9313701956 K35-Outside KG-226 10,415 1% 93% 99% 1% 69 3,542 3.54
S7213900580 P42-Beeches 5,441 0% 94% 88% 12% 36 1,896 3.63
V9313701979 K38-Green Room 10,153 1% 94% 87% 13% 68 3,542 3.63
V9313701991 C11-Estates Office 10,693 1% 95% 68% 32% 71 3,880 3.78
V9313701918 C2-IT Room 9,334 1% 96% 92% 8% 62 3,542 3.95

17. 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

18. The Result