Clarion University Saving Money with The First Two Stages of Managed Print Services

Stage One and Stage Two of the MPS doctrine - but not Stage Three, yet.

The project was led by the university President. (C-Level sponsorship)

Purchasing and IT worked together.(prerequisite to moving forward)

A study conducted. (Assessment)

Machines removed. (Primary Goal of MPS)

CRD revamped. (CRD's can be included)

From 0.12/B&W to 0.035/B&W.(Quick Win, hard cost savings)

Six Million Images in the first year. (Baseline measurement)

Early in February 2010, Clarion University Purchasing, Computer Services, and IKON/Ricoh will be holding a demonstration of methods and equipment for the rest of campus. IKON/Ricoh will be training staff and faculty on the use of new equipment. (On going MPS Engagement)

Partnered with Ricoh/IKON(throw everything I said above, out. Its a CPC not MPS)


Printer changes saving Clarion University money

Clarion University is looking for budget savings one printer cartridge at a time.
President Joseph Grunenwald with the printers and ink
cartridges removed from offices in Carrier Hall.

Printer cartridges, the type used in all desktop printers appears to be a small budget item when purchasing decisions are being made. Clarion University discovered that on a large scale this commonly used product results in thousands of dollars in purchases each year, leading to an effort to curb this expense by moving to centralized print devices.

Led by President Joseph Grunenwald, the administrative offices in Carrier Hall are leading the way for campus. Most all of the desktop/personal printers, including those in the president's office, have been removed. A Ricoh central printer/copier/scanner, for use by the entire floor has replaced the personal printers. One centralized networked printer will serve as backup per department.

"Our intent is to look at how the entire campus copies and prints, and what to do on campus with copiers and printers," said Rein Pold, director of purchasing.

The analysis was eye opening. There were roughly 540 print devices (mostly Hewlett Packard) on campus, which used $60,000 a year in print cartridges. Clarion spends $12-15,000 per year to purchase printers and an additional $4-5,000 per year to maintain the devices. The cost to print from these devices is six to 12 cents per black and white copy and 15 to 32 cents per color copy.

During 2009, a switchover started. Ricoh Equipment installed 27 color/black and white and 44 black and white only copiers on campus. The copy volume during the first year for these 71 machines was almost six million black and white copies and 250,000 color copies. Factoring in the cost of toner, maintenance, and other supplies, the cost per copy was .03 to .035 cents per black and white copy and .08 to .09 cents per color copy.

"We didn't invent this process," said Pold. "Hewlett Packard removed all non-networked printers from its corporate headquarters in 2008 and they make $21 billion per year selling printer cartridges. Clarion is approaching this idea cooperatively so the employees understand going to the right place for the right job is the most cost effective approach. The Ricoh copiers became the default printers for all people working on a floor or in a department, with each employee having the ability to print directly to that copier through their personal computer. The machines can also be used as copiers and can scan printed items so it may be e-mailed or faxed.

"This has been a cooperative effort of purchasing and computer services," said Pold. "Steve Selker, and Scott Bauer from computing services led the efforts to set up the new equipment."

Pold also sees PAGES (Printing and Graphics Express Service), Clarion University's own full-service printing, copy and promotional center, being reintroduced as the shop where volume work for campus can be completed. PAGES will hold an open house early in 2010 to demonstrate new services and equipment.

Early in February 2010, Clarion University Purchasing, Computer Services, and PAGES; and IKON/Ricoh will be holding a demonstration of methods and equipment for the rest of campus. IKON/Ricoh will be training staff and faculty on the use of new equipment.

"What Clarion is doing is unique within the Pennsylvania State System of Higher Education," said Pold. "No one else has the cost-per-copy program that Clarion has. President Grunenwald was on board early supporting this process, leading by giving up his own printer."

Clarion University is the high-achieving, nationally recognized, comprehensive university that delivers a personal and challenging academic experience.



Posted by University Relations on 12/4/2009 9:00:00 AM