Background Information
In November 2004, the Chancellor approved System Administration’s participation in the "Rightsizing" program that utilizes leased multi-function machines for print output, copying, scanning and faxing to reduce print costs. Before the Rightsizing effort it was determined that document output increased every year and as a result, the number of printers, faxes, copiers and scanners that we use increased as well. While these pieces of equipment do not cost a lot of money when you purchase them, the supplies and maintenance drive the total cost of ownership up by as much as 4 times the original equipment cost annually.
Program Participation
Participation from all System Administration departments is required.
Program Administration
The Chancellor charged the Office of Technology and Information Services (OTIS) to administer the program and make all decisions regarding the print/copy/fax equipment in the System Administration environment.
Guiding Principles of the Program
The program is to apply consistently across departments. Printers are not status symbols and are not associated with individual positions or status in the organization. Equipment size, configuration, and location is based on print volume.
Selection and Placement Multi-function Equipment
OTIS has worked with IKON to determine the multifunction equipment to be leased for System Administration. All equipment in the fleet is centrally managed by OTIS. Equipment is associated with the program not an individual office. Equipment location may change to accommodate the needs of the organization. Original equipment size, location, and configuration were determined by the following:
- Print volume associated with that buildings floor
- Physical layout of the floor
- Specific business requirements of the departments on the floor
Assumptions made regarding the initial placement of multifunction equipment:
- To reduce rental costs color devices will be shared
- All departments will have access to a color printer; but they will be placed in areas with higher color volume
- Departments will have access to a device with the scan feature (to reduce costs not all devices will have the scan feature)
- High volume equipment with expanded finishing capability (staple, collate etc.) will be made available to each department but will be placed in higher volume areas.
- All departments will use mailbox feature to print confidential or sensitive information.
Pooling of Print Volume
The Rightsizing Program is designed to allow for the pooling of print volume on an annual basis. This reduces costs because many of the old copier agreements are based on a 12,000 monthly copy minimum, even if actual usage is significantly less. Additionally, if the minimum volume is exceeded in a month additional overage charges are applied. By participating in the Rightsizing program, all volume is pooled on an annual basis. If a machine is over its volume target at the end of the year and another machine is under by the same amount, then they offset one another, resulting in no overage charges. OTIS will be monitoring the volume associated with each machine.
Cost of the Program
Each department pays a percentage of the cost of the program. The percentage is based on the department’s percentage of the total print volume. Adjustments are made annually after the print volume associated with the multifunction equipment is determined.
All color print has a .079 cents per page cost; to be billed quarterly. For that reason all departments use a code when printing or making color copies (a charge will be assessed for any color other than black on the page).
Print Consumables
Print consumables are included in the lease of program equipment. Consumables can be ordered on the IKON web site at no charge to the department. Paper is not included in the program. Departments are responsible for ordering supplies for program equipment. IKON Mail and Supply will maintain an emergency supply only.
Departments purchasing consumables for non-program equipment must obtain OTIS approval prior to purchase.
NON-Program Equipment
Non-program print, copy, scan, fax equipment (i.e. equipment other than IKON equipment) may stay in the environment only if it meets one or more of the following criteria:
- The equipment is an accommodation for a physically challenged individual.
- Existing IKON equipment cannot meet a business need (OTIS must give approval for equipment to stay in the environment).
- Equipment is only a scanner that does not use consumables.
Non-program equipment (i.e. equipment other than IKON equipment) may temporarily stay in the environment if:
- The equipment is under a long term lease (it may remain until the lease expires). As leases expire OTIS will determine the “rightsized” equipment to be deployed as part of the program.
- Equipment is a high-end color device for which the department has color consumables it would like to deplete (equipment will remain until the consumables are depleted). OTIS approval required.
- OTIS determines the equipment is needed until the rightsized solution can be determined; or in the event of a temporary increase in print volume.
All non-program printers that stay in the environment must have the capability to meter or track usage (i.e. the number of printed pages). OTIS will track non-program print usage by doing quarterly meter readings. OTIS will review non-program equipment on an annual basis to determine if it should remain on the environment, be removed from the environment or changed to equipment associated with the rightsizing program.
NON-Program Fleet of Equipment
OTIS will retain and maintain a small fleet of legacy print/copy equipment for use in emergency situations where IKON equipment may be out of order or when a temporary increase in volume (like the legislative session) warrants a short-term addition of equipment to manage print volume (OTIS must approve the placement and duration of such equipment since it detracts from the program as a whole).
