Leasing, MFDs and IT Budgets Peter Nicholls

12 Feb 2013

Introduction

In Feb 2011 :

• We removed 25 Copiers from old supplier

• We installed 50 MFDs from Datasharp.

In May 2011 :

• We removed c 300 printers

How did we go about it?

The Reality….

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

The Perception of the old way…

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

Addressing the Objections

Addressi

ng the

Objectio

ns

Addressing the Objections

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

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

The Problem….

• Printers were mostly black and white

• Photocopiers were old and often out of action

• Hardly any printers or copiers were networked

• Copiers were relatively few - 24

• Very few scanners

• Copiers and printers were very expensive

• Toner costs were high and extra

• Prices raised 10% p.a.

• High levels of waste

• Minimal duplex printing

• Colour only printers

• No idea who was incurring what costs

• IT team’s time wasted maintaining 300 printers

• All colour MFDs

• New MFDs, SLA with teeth

• All networked MFDs

• Now have 50 MFDs

• All MFDs scan to email

• All inclusive pence per copy

• Capped at RPI

• Code input at MFD

• Default duplex

• Default black and white

• On-line management reports

• Printers removed

The Solution….

Something must have worked ….

• Art department saw the quality and switched over

• Boarding Houses jumped on the bandwagon

• Our survey said….

• In 2011 72% agree / completely agree the

solution has been to their benefit

• In 2012 72% had risen to 81%

• 3% completely disagree

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

• Total Colour Volumes 565k ↑65%

• Total Colour Costs £25k ↓22% 7

• Colour Volumes as % of Total 15% ↑7% pts

• 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%

A Saving of

£300k

over 4 Year Life

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

Highest Spenders

Network User Pages Pages %

Total Color

Pages

Color

Pages %

Total BW

Pages Color

Pages % Colour

Cost BW Cost Total

Cost Total

Cost % Cum

Cost %

1 incents\jc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4%

2 incents\ldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 4.6%

3 incents\crw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 6.7%

4 incents\new starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 8.4%

5 incents\exams 83,697 2.79% 2,616 0.7% 81,081 3% £118 £365 £483 1.7% 10.1%

6 incents\kg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 11.6%

7 incents\ja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1%

8 incents\js 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 14.5%

9 incents\cc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 15.8%

10 incents\nb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 17.1%

11 incents\english 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 18.4%

12 incents\politics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 19.6%

13 incents\rel.studies 52,836 1.76% 2,395 0.6% 50,441 5% £108 £227 £335 1.2% 20.8%

14 incents\history 45,980 1.53% 3,067 0.8% 42,913 7% £138 £193 £331 1.2% 22.0%

15 incents\ss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 23.0%

16 incents\kjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 24.0%

17 incents\ng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 25.1%

18 incents\sixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 26.1%

19 incents\ng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 27.1%

20 jc2\physics 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…

Highest Colour Volume Users

Network User Pages Pages

% Total Color

Pages

Color

Pages

% Total BW

Pages

Color

Pages

% Colour

Cost BW Cost Total

Cost Total

Cost %

Cum

Cost

%

1 incents\ldo 17,713 0.59% 13,889 3.7% 3,824 78% £625 £17 £642 2.2% 2.2%

2 incents\crw 19,401 0.65% 12,615 3.4% 6,786 65% £568 £31 £598 2.1% 4.4%

3 incents\jc2 63,027 2.10% 10,018 2.7% 53,009 16% £451 £239 £689 2.4% 2.4%

4 incents\kg 16,420 0.55% 9,247 2.5% 7,173 56% £416 £32 £448 1.6% 4.1%

5 incents\new starters 26,809 0.89% 8,962 2.4% 17,847 33% £403 £80 £484 1.7% 6.1%

6 incents\nb 9,080 0.30% 8,180 2.2% 900 90% £368 £4 £372 1.3% 7.6%

7 incents\politics 13,674 0.46% 7,258 1.9% 6,416 53% £327 £29 £355 1.2% 8.8%

8 incents\js 30,113 1.00% 6,707 1.8% 23,406 22% £302 £105 £407 1.4% 10.3%

9 incents\kjp 13,500 0.45% 5,845 1.6% 7,655 43% £263 £34 £297 1.0% 11.6%

10 incents\ja 43,443 1.45% 5,559 1.5% 37,884 13% £250 £170 £421 1.5% 13.1%

11 incents\ss2 18,158 0.61% 5,447 1.5% 12,711 30% £245 £57 £302 1.1% 14.2%

12

incents\basecampcop

y 6,314 0.21% 5,374 1.4% 940 85% £242 £4 £246 0.9% 15.5%

13 incents\sixth form 17,407 0.58% 5,299 1.4% 12,108 30% £238 £54 £293 1.0% 16.6%

14 incents\ng 19,970 0.67% 4,797 1.3% 15,173 24% £216 £68 £284 1.0% 17.7%

15 incents\cc 41,826 1.40% 4,769 1.3% 37,057 11% £215 £167 £381 1.3% 19.0%

16 incents\ng2 25,397 0.85% 4,517 1.2% 20,880 18% £203 £94 £297 1.0% 20.3%

17 incents\english 43,093 1.44% 4,183 1.1% 38,910 10% £188 £175 £363 1.3% 21.6%

18 incents\srh 7,079 0.24% 4,112 1.1% 2,967 58% £185 £13 £198 0.7% 22.5%

19 incents\bnoithip 14,986 0.50% 3,693 1.0% 11,293 25% £166 £51 £217 0.8% 23.3%

20 jc2\physics 30,699 1.02% 3,527 0.9% 27,172 11% £159 £122 £281 1.0% 24.4%

Value for Money

DeviceSerialNo Location 1 TotalCounter Total %

Cum Total

% B&W % Colour % Sheets/Day

Capital

Cost £

Capital Cost per

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

V9313701989

C6-Deans Hall Performing

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

V7701000201

K32-Nash Harris

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

V9314000040

C48-Chadwick Centre 1st

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

S7213900560

C49-West Wing 6th Form

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

Lessons learnt – what could have been better

• Paper and toner re-fill process

• Print server queue congestion

• Communication to pupils

• Faxes

• Top up training when printers were

removed

• Training for less frequently used printing

functionality

• On-line monitoring + Rota

• Set up pooled print queues

• No scanning to email

• Wasted money

• Done by exception

• Done by exception

The Result