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Millersville University

Green Squared: Curbing Copying & Printing Gone Amuck. Millersville University. Veronica Longenecker &. Kenneth Dearstyne. Millersville University. Located in scenic Lancaster County One of 14 state-owned institutions in PA Founded in 1855 as the Lancaster County

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Millersville University

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  1. Green Squared: Curbing Copying & Printing Gone Amuck Millersville University Veronica Longenecker & Kenneth Dearstyne

  2. Millersville University • Located in scenic Lancaster County • One of 14 state-owned institutions in PA • Founded in 1855 as the Lancaster County Normal School, first of its kind in the Commonwealth • Approximately 8,700 students (7,600 Undergrad/1,100 Grad) • 35% Undergrad students live in residence halls - remainder commute • MU employs over 300 faculty and 550 staff and administration

  3. Cost and Saving Assumptions • Current Annual Cost • Machine Cost – Cost/# Years Owned • Maintenance & Supplies • Current Copies – 1.9¢/copy • Adjacent Print – 3¢/copy (B&W), 13¢/copy (color) • Future Annual Cost • Machine Cost – Lease Payment • Maintenance & Supplies • 100% Current Copy Volume – 0.79¢/copy (B&W), 7¢/copy (color) • Adjacent Print Migrated (at Above Costs) • 25% Year 1 • 50% Year 2 • 100% Year 3 • Savings • No More One-time Cost to Purchase • No More Supply Cost • No More Maintenance Cost • Only Cost to Departments - Paper

  4. Additional Benefits • Standard configurations include upgrades (in most cases) which include copy, print, scan and fax features, stapling and sorting on most, additional paper trays based on anticipated volume, postscript option for Mac printing • Standard configuration includes data overwrite security software • Considerable green savings – trees, CO2, energy • Includes full maintenance program – no unexpected costs • Additional savings accrue as inkjet/desktop printers move to multi–function devices • Broker estimate of $8,600 for buyback of current machines • Ricoh to run free change management open house • Opportunity for MU cost savings by sending larger jobs to P&D. Overages of 6¢/copy charged on copies over those listed on standard configuration

  5. How Do We Pay For It?

  6. Beware - Unexpected Issues • Order of Delivery • How Do I Get That Up the Stairs? • But It Hurts My Back to Bend Over That Far • Erasing Drives on Old Copiers – Broker/Vendor, Cost/ Trade In Value, Proof of Erasure? • It’s Making a Really Odd Noise • Negotiating the Aggregate/Overage Level • Toner Pirates • Human Resource Savings in Info Technology

  7. More Beware • Training and Lots of It • Purchase Orders • Other Depts. Hearing Good News & Attempting to Jump on Board • Extra Inventory of Toner • Not Everyone is Networked • What Size Staples? • Disposition of Used Toners – Vendor or Other • Addresses on Database for Toner Delivery • “I Didn’t Realize I was Printing in Color” – Color Default

  8. Even More Beware Who Do I Call for Service? Who Do I Call for Supplies?

  9. Ongoing Monitoring • Input IP Address for Loads of Information per Machine • Making Users Sensitive to Usage and Overage Costs • Well Then I Need to Order a LaserJet - Aaargh • @ Remote or Other Reporting • Communicate/Communicate/Educate • Quarterly Reporting • Internal Interdepartmental Charges

  10. Follow Up – Will It Ever End? • More Training • Scanning • Faxing from Desktop • Ordering Toner • Did They Get the Model They Really Needed? • Planning for the Next Bulk Purchase

  11. Results (incomplete but…) • Duplex More(about 30%) – Paper Savings; Still Counts per Page • Deans Love the Program • Opportunity to Reallocate Savings • Scan, Fax and Even Color - Yeah • Color Much Greater than First Thought – Give Yourself Leeway • Need More History, but Purchases of Consumables & Desktop Printers Appear to be Down

  12. Questions? Veronica Longenecker (717) 871-5891 Veronica.Longenecker@millersville.edu Kenneth Dearstyne (717) 872-3729 Kenneth.Dearstyne@millersville.edu

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