Pay for Print Pay for Print vs.vs.

Print Conservation:Print Conservation:It’s All in How You “Sell” ItIt’s All in How You “Sell” It

© Kathy Gervasi and Bill Thieke, 2006. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational

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March 22, 2006NERCOMP

Worchester, MA

It’s All in How You “Sell” ItIt’s All in How You “Sell” It

Pay for Print Pay for Print vs.vs.

Print Conservation:Print Conservation:

Kathy GervasiKathy GervasiDirector, IT Support ServicesDirector, IT Support ServicesBill ThiekeBill ThiekeInstructional Technology ConsultantInstructional Technology Consultant

Print ConservationPrint Conservation

• The Goal

• The Solution

• Implementation

• Statistics

• Future Directions

• Questions

Le Moyne DemographicsLe Moyne Demographics

• Liberal arts Jesuit school

• @3200 full/part-time students

• @1700 residential students

• @475 employees

• 10 computer labs w/laser printing

• 6 residence halls with small labs

• Novell Netware/IP-Based Printing

The Goal-The Goal- How to make the program workHow to make the program work

• Campus Awareness– How much were we REALLY printing?

• Cost Reduction vs. Cost Recouping

• Marketing– The administration– Student Senate– Faculty– College community in general

  Spring 02   Fall 03

Pages 932,267   825,805

Reams 1864.5   1651.5

Paper cost $ 4,148.59   $ 3,716.12

Toner Cost* $ 5,857.81   $ 5,247.16

* Estimate based on previous 14 week study (Spring 2002) which estimated toner costs based on cartridge type and average page count per cartridge. During this study toner costs were found to be approximately 42% more than paper costs over the same time period.

The Solution-The Solution-

Technical InformationTechnical Information

• Printing is tracked using Novell Pcounter– Use only the accounting function of this software– Capable of full print management– Cost only ~$700

• When students print via Novell iPrint, as soon as the job hits the print queue it is recorded by Pcounter (whether the job prints correctly or not)

• Print data (flat file) is dumped into the Administrative system Database (Datatel) every night via automated process and merged into a Unidata database

The Solution-The Solution-

Technical InformationTechnical Information

• Print data for all jobs submitted through the previous evening can be viewed by students, and staff via the Campus web portal

• Can view data by queue, student, department

• Students initially received 300 pages per semester

• Students billed at $.03 per page for anything above 300 pages

• In Summer 04 the Academic Technology Advisory committee was examining the soon to be released Print program

• Faculty questioned whether we had looked for any relationship between GPA and print volumes

• Examined print data from Spring 2004 in relation to GPA for the semester

Implementation Details-Implementation Details- GPA as a factor in Print volumesGPA as a factor in Print volumes

• Findings:– GPA was directly related to

print volumes (p<=.05) for Students with GPA’s of 3.0 and higher

– Based on the significance of this finding, the committee recommended raising the base print allocation from the planned 300 pages to 450 pages so as not to penalize higher achieving students

Implementation Details-Implementation Details- GPA as a factor in Print volumesGPA as a factor in Print volumes

Implementation Details- Implementation Details- Tracking Student PrintingTracking Student Printing

• Every print queue is designated public or private

• Public printers: Students printing to these printers will have their accounts debited by the appropriate amount

• Private Printers: Students printing to these printers will NOT have their accounts debited. Print job is labeled as “work” on their print accounting

• Queue designation can be easily changed via this site located on the campus web portal

• Students can appeal ANY print job – Access appeal via

hyperlink on Print usage page on the campus web portal

– Use a simple web-based appeal form

Implementation Details- Implementation Details- Appeal ProcessAppeal Process

• Print Administrator accesses appealed job via Campus portal

• Appealed jobs are queued by date.

Implementation Details- Implementation Details- Appeal ProcessAppeal Process

• Once approved or rejected student is notified via email

- Approval Email

- Rejection Email

Implementation Details- Implementation Details- Appeal Process Appeal Process (cont.)(cont.)

• Faculty who require extensive printing by their students can request additional course print credits

• Faculty/Staff using Workstudy/TA’s can request individual extensions

• These extensions are almost ALWAYS approved without question

Implementation Details- Implementation Details- Printing ExtensionsPrinting Extensions

• Extension requests are submitted via webform to the College’s “Helpline” Email account

• Individual sections are selected via a web page which accesses a listing of all Academic departments and courses

• Page credits are assigned

• Once submitted all students enrolled in those classes are credited the appropriate amount

• Credits are not processed until after the Add/Drop deadline in order to credit the most complete class roster

Implementation Details- Implementation Details- Printing Extensions Printing Extensions (cont.)(cont.)

Implementation Details- Implementation Details- Printing Extensions Printing Extensions (cont.)(cont.)

Statistics-Statistics-

Catch the Wave: Catch the Wave: Spring 04 – Spring 06Spring 04 – Spring 06

Print Statistics

Spring 2004 (1)

Fall 2004 (2)

% change Spring 2005 % change

Fall 2005 % change

Spring 2006 Spring 2006 (final

estimate)

% change

Number of Students 3,340 3,483   3,343   3,594   3,346    

Student pages Printed 996,202 508,453 48.96% 462,731 53.55% 575,414 42.24% 224,226 480,484 51.77%

Average pages per Student 297 146 50.84% 138 53.54% 160 46.13% 65 139 53.10%

Class and individual Print Extensions Pages granted   55,481   81,850   77,729   143,415    

Number of students receiving print extensions   184   308   319   454    

                     

Print Conservation Billing Record                  

Printing costs recovered $10,607.34 $ 1,154.94 89.11% $ 761.37 92.82% $ 1,695.48 84.02% $ 149.31 $ 319.95 96.98%

Average billing per student $ 15.00 $ 6.45 57.00% $ 6.09 59.40% $ 6.75 55.00% $ 6.49 7.29%

Total Students Billed 707 179   125   251   23    

                     

Bursars Billing Records (Does not include students with bills less than $3.00)                  

Printing costs Recovered   $ 1,029.33   $ 690.39   $ 1,544.76   $ 139.80 $ 299.57  

Average billing per student   $ 10.57   $ 10.46   $ 11.35   $ 8.73  

Total Students Billed   91   66   136   16  

Highest Bill $ 446.97 $ 51.87   $ 91.35   $ 115.68   $ 29.25    

Students with bills over $25.00 111 8   4   8   1    

Notes: (1)Printing stats for Spring 2004 were tracked only. No bills were generated. Dollar amounts below were generated based on the 450 page free allocation that is currently allotted to students each semester.(2)For all years after 2004, students with bills of less than $3.00 were NOT billed, effectively adding an additional 100 pages to each persons print allotment.

Future Directions-Future Directions-

Where do we go from here?Where do we go from here?

• Re-evaluate publicity for the program– After year 1, there was a large increase in print volumes

(>100,000 pages)– Possibly due to new students not aware of the program – Larger student enrollment (~ 200 student increase)– Possibly a result of the increased use of course extensions

• Add departmental printing to the billing process– currently Vice Presidents & Department chairs receive

printout of members print volumes)– Senior administrators can access print volumes via

Campus portal

• Attempt to tune Pcounter so that it can distinguish between successful vs. failed print jobs.

Questions??Questions??