Case Study: Regis
University
Regis University Drives
Cost Out of Printing with a New Output Fleet
and Expert Print
Management
ABOUT THE CUSTOMER
Regis
University, consistently ranked as a Top Tier Western University by U.S. News
& World Report, is among 28 Jesuit Catholic colleges and universities in
the United States.
A
private institution located in Denver, Colo., Regis educates more than 12,500
students at its 81-acre campus nestled among the picturesque Rocky Mountains.
Regis recently underwent a major modernization of its print output fleet,
implemented Managed Document Services (MDS) and outsourced control of its
print, copy and mail center to its partner of choice — Ricoh.
CHALLENGE
Ricoh
was one of four vendors that Regis queried to help the University reduce its
printing costs and energy consumption by implementing a major print fleet
upgrade and managing its document output — printing, copying, scanning, faxing
and document workflow. The University was seeking a vendor that could
effectively run the print, copy and mail center that it had been operating
internally for years.
The
University issued a request for proposal with an extensive list of needs
including MDS — which played right into Ricoh’s distinct strengths. The list of
four initial vendors was narrowed down to two, then Ricoh emerged as the
partner best equipped to take Regis University
into the future.
“Ricoh
had a true print management plan as well as a plan to run our print, copy and mail
center,” said Susan Layton, associate vice president of auxiliary and business
services at Regis University
Prior to the upgrade, Regis thought it had a
grasp on its printing expenditures. After all, the University managed its own
print center and its IT staff was in charge of servicing its MFP devices across
the campus. The University staff didn’t realize the sheer volume of devices it
had.
Following a two-day analysis of print center
operations and a full accounting and mapping of all devices at the North Denver
campus, Ricoh uncovered thousands of devices onsite — composed of dozens of
different brands and more than 100 different models as well as a mix of desktop
inkjet devices and MFPs.
“At first, some of our people would run Ricoh
out of their offices because they were afraid they were going to take their
inkjet printers away,” said Layton. “There was initial turmoil that we had to
deal with.”
In fact, the staff members who moved into the
University’s brand new Clarke Hall building were forbidden to take any outside
devices into the facility. A green building that was designed and constructed
to LEED® Silver standards, Clarke Hall was the first facility to undergo a
complete metamorphosis with all new energy-saving Ricoh MFPs and full-blown
print management. This facility served as the model for converting all the
other University buildings.
SOLUTION
Change is often met with resistance. Well aware
of its initial detractors among some Regis staff and faculty, Ricoh went beyond
University officials’ expectations to alleviate fears that Ricoh’s presence and
technology would displace existing IT or copy and print center staff.
Ricoh built a bridge with faculty and
administrative staff moving into the new “green” Clarke Hall, sitting down with
each department to explain the functionality of the new MFP technology and
entertain requests for additional needs.
“In many ways, Ricoh has become a partner to
Regis. We feel like they have become Regis,” said Layton.
The first year of implementation began with
Ricoh taking over management of the University’s print, copy and mail center.
This successful endeavor was followed by a phased rollout of new color Ricoh
MFPs and print management across the campus. Ricoh took over managing the
service and supplies for the desktop devices in the buildings that were not
included as part of the early rollout. This helped
Regis contain costs for consumables in the
interim as well as keep its finger on how many devices were still in the field.
Some who were part of the early rollout
expressed initial doubt, especially concerning document confidentiality —
protection inherent with their individual desktop systems. Ricoh alleviated
these concerns by enabling the MFP locked print feature that secures jobs until
a user authenticates and prints them or deletes them.
In total, Ricoh installed 45 MFPs throughout
the phased rollout. There are still a number of older inactive
competitive MFPs that will remain in storage
until the lease contract expires in 2014. Training on the Ricoh MFP systems has
been conducted Universitywide and the staff is now up to speed on all the
features — including color capabilities, duplex printing and scan-to-email. Additionally,
RightFax server technology has been added, replacing the University’s analog
fax system and need for stand-alone devices.
Equitrac Express® print management software
specifically designed for educational institutions was rolled out to track output
across the entire University. The system is currently used for tracking the allotment
of student print quotas and chargebacks to specific University budgets for
faculty and
staff usage. Next, Equitrac’s rules-based,
print behavioral modification features will be implemented in an attempt to
further reduce the University’s output and costs.
“Equitrac has already reduced our printing —
both color and black and white — and we haven’t even turned on the bells and
whistles yet,” said Layton. “Now that people know how much it will cost to
print, it has already resulted in some behavior modification.”
Additional Ricoh staff was brought on site to
support MDS and manage the Equitrac software. IT services have recently been
added to monitor and troubleshoot the University’s networked print servers,
taking the burden off of University IT staff.
RESULTS
Despite initial resistance to change, Ricoh and
Regis’ Auxiliary and Business Services have won over University students,
faculty and staff alike. The students are thrilled that they can now print
color at multiple locations on campus, as well as make copies on MFPs within
their print quotas — a feature not previously available on campus. The ability
to print color, scan and fax from one MFP has even turned staff and faculty
naysayers into believers.
“In the beginning, I’d walk into a meeting and
people would say ‘you’re not taking my printer’,” said Layton. “Now when I walk
into a meeting, I’m greeted warmly.”
Ricoh holds weekly progress meetings with
Layton, using a Computer-aided design document to track every open item and
provide status updates until each item is closed. Furthermore, new printer
requests are discussed — the result of developing a form that staff and faculty
must submit before any new device enters a building. Quarterly business reviews
are conducted to assess the program’s overall progress.
Beyond the dramatic reduction in device count,
Regis has also seen significant cost savings now that its fully functioning
print management program is in place. During its first full year of
implementation (FY 2012), Regis realized an overall cost savings of $166,000
and its print volume has decreased by almost 40 percent.
“Regis would not have achieved this print
management program as quickly as we did without Ricoh’s help,” said Erich
Delcamp, director, infrastructure and operations for Regis University. “It was
more than their technology and services. They helped get our internal
stakeholders on board as well.”
Process improvements in the print, copy and
mail center are also underway. Ricoh has uncovered ways
to implement more cost-effective methods of
handling textbook returns as well as incoming and outgoing mail.
The next steps for Regis and Ricoh are
implementing behavior modification through Equitrac and moving forward with its
cost control strategy and containment plans. Another important endeavor is
mobile printing. University students, faculty and staff — increasingly working
on tablets — have asked that wireless access and mobile printing be up and
running at the University by next school year. Ricoh has alerted its mobile
technology team and discussions are underway to make it happen.
“If I tell Ricoh I want it done this year, I
know they will make it happen. And I don’t have to stop everything on my desk
and get totally involved,” Layton said.
The Ricoh staff onsite at Regis University
continues to proactively look for cost savings, process improvement and
measurable results. Most recently, the Ricoh team produced conference materials
for the 65th annual Association of Jesuit Colleges and Universities Finance Officer’s
Conference, which was hosted this year at Regis University. The executive staff
of the chief financial officer at Regis University was extremely pleased with
not only the final product, but the responsiveness and willingness
of the Ricoh team to go above and beyond for
such an important event.
Scripted by:-
Nandini Ramesh
Marketing Manager
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