Lexmark Professional Services Findings 10_14.pdf · Lexmark Professional Services. ... FL, ES, MS,...
Transcript of Lexmark Professional Services Findings 10_14.pdf · Lexmark Professional Services. ... FL, ES, MS,...
3/3/20091 Confidential to Lexmark and The School Board of Broward County
Office Print Assessment Findings
October 14, 2008
Lexmark Professional Services
3/3/20092 Confidential to Lexmark and The School Board of Broward County
Agenda
• Assessment Objectives
• Current State Findings & Observations
• Preliminary Future State Recommendations
• Application Opportunities
• Next Steps
3/3/20093 Confidential to Lexmark and The School Board of Broward County
Assessment Objectives & Methodology• Objectives
Baseline the current output infrastructure Reduce hard dollar costs and improve management of output devicesIdentify opportunities to streamline document workflow
• Analyze KCW 9th FL, ES, MS, HS, & a CenterUse baseline data and then extrapolate across the District
• Document current costs for all output (Print, Fax, Copy, Scan)Focus – hardware, supplies, support costs and service costsUtilized industry and current contracted cost data
• Provide specific recommendation to drive down costsAsset consolidationConsolidated supportImprove workflow
3/3/20094 Confidential to Lexmark and The School Board of Broward County
Cost Drivers7 Manufacturers28 Unique models• Multiple supply items• Different support processes• IT Support complexity
Avg. age is 4.6 years84% Devices networked5% Color devices
DBMS Current State: Assets & Ratios
26 Admin. UsersUser to Device Ratio of 0.9
76 Instructional UsersUser to Device Ratio of 0.7
Location Device TotalAdmin COPIER 6
FAX 3MFP 1PRINTER 18SCANNER 1
Admin Total 29Classroom COPIER 1
PRINTER 92SCANNER 2
Classroom Total 95ESE COPIER 1
FAX 1PRINTER 1
ESE Total 3Workroom COPIER 4
MFP 1PRINTER 1
Workroom Total 6Grand Total 133
Vendor Mix
Lexmark83%
Other6%
Toshiba4%
HP4%
Panasonic3%
Device Age
< 3 Years32%
> 5 Years21%
3 - 5 Years47%
Devices Networked
Yes84%
No16%
8.525.5
51.0
0.9
34.0
0.80.0
20.040.060.0
COPIER
FAX
MFP
PRINTER
SCANNER
TOTAL
Middle School User to Device Ratio
3/3/20095 Confidential to Lexmark and The School Board of Broward County
UTILIZATION: VOLUME AS A % OF TARGET VOLUME
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
E-STUDIO
162D
X646d
teNP 62
21NP 62
21e-S
TUDIO351
cX64
6dte
E-STUDIO
162D
e-STUDIO
352
RZ220 P
rinter
-Duplic
ator
e-STUDIO
352
RZ220 P
rinter
-Duplic
ator
RZ220 P
rinter
-Duplic
ator
IR 70
95
DBMS Current State: Volumes & Utilization
Target Range
Opportunity to Consolidate
Workgroup Devices Available 95% of the Time21 days x 60 min x 8 hrs x 35 PPM x 5% use
= 17,640 pages per month
UtilizationDefined by Rule of AvailabilityEstablishes Target Volumes for Asset Utilization
1,359 Pages Annually per Student 17,827 Pages Annually per Employee
Location Annual VolumeAdmin 1,119,672Classroom 360,997ESE 49,814Workroom 287,844TOTAL 1,818,327
Annual Volume by Location
Admin61%
Classroom20%
ESE3%
Workroom16%
Location
Device Avg. Monthly Volume
(9)Admin 4,443Classroom 431ESE 1,845Workroom 5,331
3/3/20096 Confidential to Lexmark and The School Board of Broward County
121
121A
115
118
117
101
116
102
110
109
103
114
104
112
113
104A
171
106
108
107
120Mobile Cart Devices
Current StateMFP
Printer, Color
Printer, Mono
Copier
Device Key
Copier, Color
Fax Machine
Scanner
Printer, Inkjet
Networked Device
3/3/20097 Confidential to Lexmark and The School Board of Broward County
MFP
Printer, Color
Printer, Mono
Copier
Device Key
Copier, Color
Fax Machine
Scanner
Printer, Inkjet
Networked Device
Current State
3/3/20098 Confidential to Lexmark and The School Board of Broward County
DBMS Current State Cost Models
DBMS – TCO is a volume based cost Cost Per User = $654Cost Per Student = $50Blended 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 = $540Cost Per Student = $41Blended Cost Per Page = $0.0303
DBMS INDUSTRY TCOSupplies Toner/Ink 13,704$ Usage 10,548$ Paper 8,724$ Telecom 1,200$ Replacement 30,204$ Support & Service 2,304$ Help Desk -$ Lease -$ Total 66,684$
DBMS PROVIDED2007-2008 Annual CostsSupplies - Toner/Ink 5,960$ Usage 11,000$ Paper 6,620$ Telecom 260$ Replacement* 30,204$ Support & Service 1,000$ Help Desk -$ Lease -$ Total 55,044$
DBMS ACTUAL2007-2008 Annual CostsSupplies - Toner/Ink 5,960$ Usage 11,000$ Paper 6,620$ Telecom 260$ Support & Service 1,000$ Total 24,840$
DBMS – Actual Expense Cost Per User = $244Cost Per Student = $19Blended Cost Per Page = $0.0137
3/3/20099 Confidential to Lexmark and The School Board of Broward County
Assumptions• Page Volume
All Toshiba copiers are 15 months old All other devices used manufacturers announce date + 6 monthsDevices without page counts used average of like models at the site
• CostsPaper = $0.0048 per pageSupplies = Toner/Ink on contractSupplies = Cost per Copy on contractTelecom = Industry cost of $25 per faxReplacement = All assets depreciated over 5 years (except new copiers)Maintenance = Industry figure used 7% of the acquisition price annually for
devices > 5 years old
3/3/200910 Confidential to Lexmark and The School Board of Broward County
Deerfield Beach Middle
Future State Recommendations
3/3/200911 Confidential to Lexmark and The School Board of Broward County
• Consolidate & optimize assets to improve user productivityEstablish “Governing Principles” for best practicesCreate “Deployment Principles” for consistency Utilize MFP’s for Scan/fax/copy/print
Deploy functionality close to end-userProvide redundancy
Utilize printers with mailboxes to organize outputImplement and promote duplex printing
Train end-users • Initiate a Print Management Program to better manage assets & reduce
costsWithout active management, asset base will return to current stateMonitor volume shift to distributed devices Provides foundation for on-going cost savings
Re-deploy devices based on actual usageIdentify areas for process improvement
• Leverage technology investments to improve business processes
Recommendations for District
3/3/200912 Confidential to Lexmark and The School Board of Broward County
Recommendations for DistrictGoverning Principles
• Align output infrastructure with SBBC IT strategy
• Align output deployment principles with a “decentralized print strategy”, enabling and enhancing end-user productivity
• Adopt a network-based output environment, eliminate local-attached print devices
• Standardize the fleet to laser technology only, consistent architecture
• Utilize MFP capabilities such as scan-to-email, fax redirect, scan to network folder to improve user productivity
• Leverage additional functionality of MFP devices, as opposed to adding single function proprietary devices to address needs
• All shared output devices should accept assignable security Personal Identification Numbers (PINs), where confidentiality is required
• Deploy MFP technology providing application query and data integration capabilities using standard Open System Protocols
• Use highest-yield toner cartridges to achieve lowest cost per page
• Maximize toner saver capabilities as default settings, extending the life of the toner
• Refresh technology every 3-5 years, depending on technology model
• All output devices will be selected from the approved standards list only
• Utilize electronic monitoring and support tools, such as MarkVision Professional, to reduce service calls and provide proactive toner monitoring, minimizing user downtime
• Include Extended Warranty services on all device purchases, minimizing IT staff future involvement Place holder
• Duplex all documents greater than one page
• Only use color when necessary
3/3/200913 Confidential to Lexmark and The School Board of Broward County
Recommendations for AdministrationDeployment Principles
Consolidate single function devices using MFP technologyRemove standalone fax devicesRemove standalone scanners vs. repairRemove local attached printersRemove underutilized devicesRemove devices > 5 years oldProvide managed color devices All devices should be networkedDevice should be < 50 feet from end userEnd users will have at least two options for printing (redundancy)End user should not have to wait for output more than 5% of the timeDevices should be secure print enabled
Device StandardsWorkgroup Color Printer – 35 ppmWorkgroup Mono Printer – 45 ppmWorkgroup Mono MFP – 50 ppmDepartment Mono MFP w/ Finisher – 65 ppmPersonal Networked Mono Printer - exception
3/3/200914 Confidential to Lexmark and The School Board of Broward County
• Classroom Standard:Network Mono Laser Printer35 ppm Duplex capabilityHigh yield cartridge
• Teacher Workroom:Network Mono Multifunction Device 50 ppm, high yield cartridge, duplex capability, color scanner, additional input drawersConvenience copy, scan to email, remote color copy, leverage future workflow (Testing & Grading)
• Computer Lab:Network Mono Laser Printer 40 ppmDuplex capabilityMailbox capabilityHigh yield cartridgeAdditional input drawers
Recommendations for School Deployment
3/3/200915 Confidential to Lexmark and The School Board of Broward County
• Media Center/Library: Network Color Laser Printer: 35 ppm, standard format, duplex capability
AND / ORNetwork Mono Multifunction Device: 50 ppm, high yield cartridge, duplex capability, mailbox option, color scannerConvenience copy, scan to email, remote color copy, leverage future workflow (Testing and Grading)
• Exceptional Student Education: Network Mono Multifunction Device: 50 ppm, High yield cartridge, duplex capability, color scannerConvenience copy, scan to email, remote color copy, leverage future workflow (Scan to Easy IEP)
Recommendations for School Deployment
3/3/200916 Confidential to Lexmark and The School Board of Broward County
• General Administrative Area: Network Color and a Mono Multifunction Device
Network Color Laser Printer: 35 ppm, standard format, duplex capabilityShould have driver support for black only, color authorization, color saver
ANDNetwork Monochrome Multifunction Device: 50 ppm, high yield cartridge, duplex capability, color scannerAdditional drawers and mailbox capabilityConvenience copy, scan to email, scan to network folder, fax-redirect / fax over IP, confidential print, remote color copy, leverage future workflow (Emergency Card Capture, BRITE, etc…)
• Food Services: Network Mono Multifunction Device50 ppm, high yield cartridge, duplex capability, color scannerConvenience copy, scan to email, scan to network folder, fax redirect, leverage future workflow
Recommendations for School Deployment
3/3/200917 Confidential to Lexmark and The School Board of Broward County
Future State: Assets
105 Future State Devices90 Printers 6 Copiers6 MFPs3 Scanners
Applied Deployment Principles
Keep = 84Move = 13Change/Upgrade = 3New = 5Dispose = 33
133 Devices Inventoried
112 Printers 12 Copiers4 Fax Machines2 MFP3 Scanners
Current State Device Mix
COPIER9% FAX
3%
SCANNER2%
MFP2%
PRINTER84%
Future State Device Mix
COPIER6%
MFP6%
PRINTER85%
SCANNER3%
3/3/200918 Confidential to Lexmark and The School Board of Broward County
121
121A
115
118
117
101
116
102
110
109
103
114
104
112
113
104A
171
106
108
107
120Mobile Cart Devices
Future StateMFP
Printer, Color
Printer, Mono
Copier
Device Key
Copier, Color
Fax Machine
Scanner
Printer, Inkjet
Networked Device
3/3/200919 Confidential to Lexmark and The School Board of Broward County
MFP
Printer, Color
Printer, Mono
Copier
Device Key
Copier, Color
Fax Machine
Scanner
Printer, Inkjet
Networked Device
Future State
3/3/200920 Confidential to Lexmark and The School Board of Broward County
DBMS Business Case
Used DBMS Industry TCO to compare CS vs. FSFuture Blended Cost Per Page = $0.0302Save 18% through device consolidationGreater savings through page volume reduction
CURRENT STATEDBMS INDUSTRY TCOSupplies Toner/Ink 13,704$ Usage 10,548$ Paper 8,724$ Telecom 1,200$ Replacement 30,204$ Support & Service 2,304$ Help Desk -$ Lease -$ Total 66,684$
FUTURE STATE DBMS INDUSTRY TCOSupplies Toner/Ink 7,044$ Usage 10,536$ Paper 8,724$ Telecom 600$ Replacement 28,032$ Support & Service -$ Help Desk -$ Lease -$ Total 54,936$
Savings 11,748$
3/3/200921 Confidential to Lexmark and The School Board of Broward County
Workflow - Application
Opportunities
3/3/200922 Confidential to Lexmark and The School Board of Broward County
Output Strategy Development
ECM e-forms
BPM DOM
Business system or infra-structure (ERP, SCM, LDAP, e-mail, authentication)
• Lexmark Middleware
• e-Task Interface
• Hard-copy Infrastructure
• SAP - BRITE
• Adobe• File Maker
• Easy IEP• CAB
3/3/200923 Confidential to Lexmark and The School Board of Broward County
• Easy IEPCurrent State: faxing signed IEP at a cost of $60K +Future State: scan to Easy IEP Savings = $45K+
• ESE Medicare ReimbursementCurrent State: faxing formsFuture State: scan to file
• ESE ReferralsCurrent State: Fax referrals to school Future State: Adobe online form or scan to email
• Emergency Contact CardCurrent Sate: completed Card copied in triplicate and filed in multiple school officesFuture State: scan to online Emergency Contact Card
Workflow Opportunities
3/3/200924 Confidential to Lexmark and The School Board of Broward County
• BRITE Purchasing WorkflowCurrent State: Teacher Requisition to Dept. Head to BookkeeperFuture State: Adobe online form or scan to email
• Lesson Plan Year End ArchiveCurrent State: All teachers print all lesson plans. Then
administration binds and files.Future State: Teachers “print to PDF” and save on network share.
• Instructional Staffing FormsCurrent State: Print form, fill in with typewriter, sign, then fax to
Instructional StaffingFuture State: Fill in Abobe online form, print, sign, scan to
Instructional Staffing
Workflow Opportunities
3/3/200925 Confidential to Lexmark and The School Board of Broward County
Summary
Improve Business
Processes
Reduce Output Volume
Improve Supply Chain
Improve Infrastructure
Next Steps• Implement future state deployment
Dispose of assets > 5 years oldRemove excess copiersRedeploy Admin. devices to
classroomsPurchase five T640n and three
X4600 MFP upgrade options
• Share ideas for paper reduction
• Further reduce costs with workflow capabilities enabled by MFPs.