Deerfield Beach High School Deerfield Beach Middle School Palm Cove Elementary Whiddon Rogers Educat

1
Deerfield Beach High SchoolDeerfield Beach
Middle SchoolPalm Cove ElementaryWhiddon
Rogers Education CenterKCW - 9th Floor - ESE
Department

• SBBC OUTPUT ASSESSMENT REPORT

2
DISTRICT STANDARDS

• ITS THE RIGHT THING TO DO
• Policies
• Consolidate Devices
• Reduce/eliminate outdated devices policies
• STOP Think - When do we need to print?
• Run color jobs ahead on large production devices
• Scan-to-email docs and project from teacher
  laptops
• Retool our technology fleet to meet new standards
• Buy only standard bid items
• Standards
• Duplex
• New Lexmark Products
• Reduce toner default settings
• District wide Electronic Forms Approval
  Processes

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WIIFM

• Operating Budget Savings
• Sustainable across all schools/departments
• Results that directly impacts student achievement
  
• Principals, directors, teachers and support staff
  CAN make a difference
• Initiatives with incentives

4
OUTPUT ASSESSMENT STRATEGIES

• July 2008 surveyed each pilot location
• Identified volume for each output device via
  meter readings invoices (fax, printers,
  scanners, copiers, riso)
• Determined average volume on each device per
  month, per student, per employee
• Calculated blended per page costs using 2007-08
  site budget figures
• Interviewed key staff members regarding site
  business practices

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VALIDADTION STRATEGIES

• August, September 2008 returned with Output
  Assessment Findings reports to each location
• Vendor mix, aging statistics, networked
  devices, students, staff, volumes and
  utilization charts
• Validated findings with each Principal, Director
  and staff
• Presented each site with maps of current device
  placement and recommendations for future output
  device for consolidation
• Presented current and future cost models using
  both TCO and actual site operating budget figures
• October 2008 the 4 pilot schools met to share
  best practices and list recommendations

6
PILOT FEEDBACK

• Asked for feedback
• Is this data useful in making decisions at your
  site?
• Do you feel other schools/departments would
  benefit from an assessment?
• Is the data presented in a format that is easy to
  understand and useful?
• All administrators answered YES and were given
  the data electronically to share with their staff
  

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PILOT RECOMMENDATIONS

• Run large jobs on copier
• Duplex documents gt 1 page
• Reduce toner settings to save ink
• Purchase Manufacturers REMAN Cartridges
• Consolidate output devices
• Share networked devices in Administrative Offices
• Relocate individual printers to classrooms
• Surplus out-of-warranty devices
• Eliminate fax machines - fax forward to
  electronic mailboxes
• Utilize scan-to-email functionality
• Use output management software to monitor usage,
  purchasing and device placement

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Pilot RecommendationsBusiness Work Processes

• Create standardized electronic forms and approval
  processes
• Standardize auditing requirements for all
  schools/departments for payroll and purchasing
  processes
• Eliminate faxing - scan-to-email
• Eliminate paper vacancy listings sent to sites
  weekly
• End User Loyalty Rebates for recycling -return
  savings back to participating sites
• Eliminate paper payroll statements
• Develop electronic CUM folders
• Provide students with email accounts
• No printing agenda items for Principal Meetings -
  bring laptops view electronically

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DBHS Current State Assets Ratios

• 145 Instructional Users
• User to Device Ratio of 1

• 33 Admin. Users
• User to Device Ratio of 0.7

• Cost Drivers
• 12 Manufacturers
• 47 Unique models
• Multiple supply items
• Different support processes
• IT Support complexity
• Avg. age is 4.6 years
• 78 Devices networked
• 14 Color devices

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DBHS Current State Volumes Utilization

• Utilization
• Defined by Rule of Availability
• Establishes Target Volumes for Asset
  Utilization

Workgroup Devices Available 95 of the Time 21
days x 60 min x 8 hrs x 35 PPM x 5 use
17,640 pages per month
Target Range
Opportunity to Consolidate

• 1,215 Pages Annually per Student
• 16,277 Pages Annually per Employee

11
Current State
Current State (DS)
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DBHS Current State Cost Models

• DBHS TCO is volume based cost
• Cost Per User 682
• Cost Per Student 51
• Blended Cost Per Page 0.042

• DBHS data includes actual Toner, Usage, Paper
• Accounts for TCO costs at a district level
• Cost Per User 661
• Cost Per Student 49
• Blended Cost Per Page 0.041

• DBHS Actual
• Cost Per User 384
• Cost Per Student 29
• Blended Cost Per Page 0.024

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Future State Assets

• 187 Devices Inventoried
• 160 Printers
• 14 Copiers
• 6 Fax Machines
• 1 MFP
• 6 Scanners

• Applied Deployment Principles
• Keep 94
• Move 17
• Move/Upgrade 6
• New 9
• Dispose 69

• 126 Future State Devices
• 106 Printers
• 9 Copiers
• 6 MFPs
• 5 Scanners

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Future State
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DBHS Business Case

• Used DBHS Industry TCO to compare CS vs. FS
• Save additional 15 through device consolidation
• Greater savings through page volume reduction due
  to duplex toner reduction standard defaults

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DBMS Current State Assets Ratios

• 76 Instructional Users
• User to Device Ratio of 0.7

• 26 Admin. Users
• User to Device Ratio of 0.9

• Cost Drivers
• 7 Manufacturers
• 28 Unique models
• Multiple supply items
• Different support processes
• IT Support complexity
• Avg. age is 4.6 years
• 84 Devices networked
• 5 Color devices

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DBMS Current State Volumes Utilization

• Utilization
• Defined by Rule of Availability
• Establishes Target Volumes for Asset
  Utilization

Workgroup Devices Available 95 of the Time 21
days x 60 min x 8 hrs x 35 PPM x 5 use
17,640 pages per month
Target Range
Opportunity to Consolidate

• 1,359 Pages Annually per Student
• 17,827 Pages Annually per Employee

18
DBMS Current State Cost Models

• DBMS TCO is a volume based cost
• Cost Per User 654
• Cost Per Student 50
• Blended Cost Per Page 0.0367

• DBMS data includes actual Toner, Usage, Paper,
  Support/Svc/Maint., fax line expenditures.
• Accounts for TCO costs at a district level
• Cost Per User 540
• Cost Per Student 41
• Blended Cost Per Page 0.0303

• DBMS Actual Expense
• Cost Per User 244
• Cost Per Student 19
• Blended Cost Per Page 0.0137

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Future State Assets

• 133 Devices Inventoried
• 112 Printers
• 12 Copiers
• 4 Fax Machines
• 2 MFP
• 3 Scanners

• Applied Deployment Principles
• Keep 84
• Move 13
• Change/Upgrade 3
• New 5
• Dispose 33

• 105 Future State Devices
• 90 Printers
• 6 Copiers
• 6 MFPs
• 3 Scanners

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DBMS Business Case

• Used DBMS-Industry TCO to compare CS vs. FS
• Save additional 18 through device consolidation
• Greater savings through page volume reduction
  due to duplex toner reduction standard defaults

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PCE Current State Assets Ratios

• 73 Users
• User to Device Ratio of 1.1

• Cost Drivers
• 4 Manufacturers
• 12 Unique models
• Multiple supply items
• Different support processes
• IT Support complexity
• Avg. age is 4.2 years
• 96 Devices networked
• 1.4 Color devices

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PCE Current State Volumes Utilization

• Utilization
• Defined by Rule of Availability
• Establishes Target Volumes for Asset
  Utilization

Workgroup Devices Available 95 of the Time 21
days x 60 min x 8 hrs x 35 PPM x 5 use
17,640 pages per month
Target Range
Opportunity to Consolidate

• 1,263 Pages Annually per Student
• 15,853 Pages Annually per Employee

23
PCE Current State Cost Models

• PCE TCO is a volume based cost
• Cost Per User 441
• Cost Per Student 35
• Blended Cost Per Page 0.0278

• PCE data includes actual Toner, Usage, Paper,
  expenditures.
• Accounts for TCO costs at a district level
• Cost Per User 498
• Cost Per Student 40
• Blended Cost Per Page 0.0314

• PCE Actual Model
• Cost Per User 293
• Cost Per Student 23
• Blended Cost Per Page 0.0185

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Future State Assets

• 68 Devices Inventoried
• 62 Printers
• 5 Copiers
• 1 MFP

• Applied Deployment Principles
• Keep 42
• Move 8
• Change/Upgrade 1
• New 3
• Dispose 17

• 54 Future State Devices
• 48 Printers
• 3 Copiers
• 3 MFPs

25
PCE Business Case

• Used PCE-Industry TCO to compare CS vs. FS
• Save additional 6 through device consolidation
• Greater savings through page volume reduction
  due to duplex toner reduction standard defaults

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Whiddon Current State Assets Ratios

• 61 Instructional Staff
• 16 Administrative Staff

• Cost Drivers
• 7 Manufacturers
• 26 Unique models
• Multiple supply items
• Different support processes
• IT Support complexity
• Avg. age is 5 years
• 83 Devices networked
• 11 Color devices

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Whiddon Current State Volumes Utilization

• Utilization
• Defined by Rule of Availability
• Establishes Target Volumes for Asset
  Utilization

Workgroup Devices Available 95 of the Time 21
days x 60 min x 8 hrs x 35 PPM x 5 use
17,640 pages per month
Target Range
Opportunity to Consolidate

• 1,657 Pages Annually per Student
• 12,541 Pages Annually per Employee

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Whiddon Current State Cost Models

• Whiddon TCO is a volume based cost model
• Cost Per User 615
• Cost Per Student 79
• Blended Cost Per Page 0.0506

• Whiddon data includes actual Toner, Usage,
  Paper, Telecom expenditures
• Accounts for TCO costs at a district level
• Cost Per User 800
• Cost Per Student 99
• Blended Cost Per Page 0.0658

• Whiddon Actual model
• Cost Per User 443
• Cost Per Student 55
• Blended Cost Per Page 0.0365

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Future State Assets

• 121 Devices Inventoried
• 105 Printers
• 8 Copiers
• 1 MFP
• 4 Fax Machines
• 3 Scanners

• Applied Deployment Principles
• Keep 72
• Move 6
• Upgrade 1
• Replace New 3
• Dispose 39

• 82 Future State Devices
• 72 Printers
• 5 Copiers
• 2 MFP
• 3 Scanners

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Whiddon Business Case

• Used WREC-Industry TCO to compare CS vs. FS
• Save additional 19 through device consolidation
• Greater savings through page volume reduction
  due to duplex toner reduction standard defaults

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PROJECTED SAVINGS DISTRICTWIDE
Based on 2007-08 budgets
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TRAINING

• MarkVision for Administrators
• MarkVision for TLCs
• How To Set-up MFD to Fax Forward to Email Box
  (TLCs)
• How To Set-up User ID Codes for Staff (TLCs)
• How To Scan-to-Email (All)
• How To Clear a Jammed Machine (All)
• How To Utilize Scanner for Mini-BATS (Teachers)

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SHARING BEST PRACTICES

• Looking for Schools/Departments who are
  implementing Green Initiatives
• OR
• Have successfully implemented site policies
  regarding printing, copying, faxing
• OR
• Have Environmental Clubs involving students,
  parents, community partners
• Email your ideas contact info to Regina
  Ferrazzo _at_ ETS