ISC17D029. Project Manager Rob Bloomer, FPG, Centrum 1.01,

Transcription

1 ISC17D029 Title: Managed Print Review Update to ISSC Group Author: Rob Bloomer (FPG) Procurement Officer Date: 17/01/2018 Circulation: ISSC Group 30 January 2018 Agenda: ISC17A002 Issue At this stage the project is an investigation into potential opportunities to reduce cost, and improve the sustainability and information security credentials of our managed print service. Further Information For further information please contact: Project Manager Rob Bloomer, FPG, Centrum 1.01, Project Administrator Mike Howes, FPG, Centrum 1.01, Attachments Please find enclosed the managed print review project plan document for information.

2 Managed Print Service Review Project Plan

3 Document Control Information Title: Managed Print Service Project Date: 9 th January 2018 Version: V1.2 Derived from template: Project Plan template 21 st June 2007 Reference: TBD Authors: Chris Browne, Rob Bloomer, Mike Howes Quality Assurance: Iain Reeman, Robert Dumolo Distribution: Restricted to UEA REVISION DATE REVISION DESCRIPTION V1.1 12/12/2017 First draft V1.2 09/01/2018 Second Draft

4 Contents Project Summary Introduction 6 2. Project aim and strategic fit 5 3. Business case 5 4. Project Scope Project Inclusions Project Exclusions Project Risks Key Assumptions Project Organisation, Structure and Controls Project Board s Roles and Responsibilities Project Manager s Roles and Responsibilities Project Support Change Control arrangements Project Approach Project Communications 7 8. Training Arrangements 7 9. Quality Assurance Project Closure Plan Approval 7 Appendices 8

5 Project Summary Project Title (and Managed Print Service Project number): Project Sponsor: Iain Reeman, Robert Dumolo Project Board: Iain Reeman, Robert Dumolo, Rob Bloomer, Chris Browne, Mike Howes, Josie Stevens, Mark Jones, Alex Pooley, Simon Walklate, Kirsty Walne Project Manager: Rob Bloomer Consultation and communications arrangements: An interim report with recommendations will be produced by the Project Board following completion on a Print Audit in February A report and presentation will be made to ISSC Group. A final report will be produced at the completion of the project for consideration by the University. Start planning date: November 2017 Start of project work: January 2018 Estimated completion Research: March 2018 date: Rationale There is scope to apply value for money principles to staff printing and copying across the campus, with the potential to spend more wisely and achieve cost saving for all departments and units, whilst also reducing the amount of equipment currently deployed. Any recommended solution will further the Sustainability agenda. There is a need to ensure Security and GDPR compliance. Key objectives: To prepare an options appraisal to ET regarding the future state of managed print; which achieves: vfm principles of a scalable managed print service solution, to include cost per page analysis. Opportunities for handling printing and copying in the most cost-effective manner. The ability to monitor printers and copiers, route jobs and provide management information on usage and cost. To provide a costing/recharging mechanism Contribute to the University s sustainability agenda Integration with SPOT and Active Directory software deployment Information compliance regulations If appropriate a pilot and implementation of agreed option Key Deliverables: 1. An option appraisal for wider roll out of a managed print service to include value for money analysis and recognition of best practice in the sector 2. Pilot study of the proposed option 3. University wide Print Policy delivering efficient, cost effective, secure and sustainable print and which takes into account the Print Services Department Page 5 of 9

6 Outline Costs: Other resources required Training arrangements IT environment, security policy compliance and longterm support arrangements 4. The provision of networked copier/multi-functional devices which includes regular performance management, future-proofing and training to staff There may be a cost to undertaking a pilot which will be established following the completion of a print audit. Pilot will only be recommended if evidence states that costs savings and return on investment is achievable. Representation from Faculties and Divisions Ricoh Audit Team Networking team Storage team Desktop Services Estates Space Management and Electrical Services Print Services Information Compliance Team TBC upon option appraisal The chosen solution will comply fully with the UEA security policy. 1. Introduction The University is undertaking a Managed Print Service audit to identify if there are savings available similar to savings made by other Universities. Several members of the Project Board have previously met with the University of Sheffield. The University of Sheffield moved from 3000 print devices to 600 MFDs generating financial savings of 1.6m per year. This project will identify if savings can be made at UEA where they have been found in other HE institutions. 2. Project aim and strategic fit The aim of this project is to identify, and if appropriate implement solutions which improve the value for money, sustainability and data security propositions of managed print at the University. 3. Business case Any proposed change to current operations would be predicated on a value for money based business case. This will be provided alongside any options appraisal. 4. Project Scope 4.1 Project Inclusions All printing and photocopying devices Scanning and faxing devices System for monitoring use Identifying a recharge mechanism Page 6 of 9

7 Print Policy Determine service owner/responsibility 4.2 Project Exclusions Student printing and photocopying software/system Third party/external print buying Print Services high volume printers Bespoke print devices (e.g. label or receipt printers) Large format poster printers 4.3 Project Risks The project will need to consider resource requirements of any proposed solution Timescale will vary depending on the audit report and recommendations going forward Contract end dates of currently contracted MFD devices 4.4 Key Assumptions HE sector evidence of scope to improve current staff printing arrangements to deliver a more cost effective and sustainable solution; this will be applicable to UEA as an institution If there is a pilot required suggested pilot areas will be prepared to engage in the pilot including staff involvement 5. Project Organisation, Structure and Controls 5.1 Project Board s Roles and Responsibilities The Project Board will provide high level monitoring of the progress of the project and will therefore meet regularly during the lifetime of the project. The Board will make recommendations to the appropriate forum. They will also review progress, provide quality control and ensure the objectives of the project are met. Project Board will be comprised of all key stakeholders. 5.2 Project Manager s Roles and Responsibilities The Project Manager is Rob Bloomer, Procurement Officer. The responsibility of the Project Manager is to act as an agent of the Project Board, development and maintenance of this project plan and project management ensuring actions are completed in a timely fashion. 5.3 Project Support Mike Howes will provide support to the project manager as required. 5.4 Change Control arrangements Any requested change to the scope of this project will be raised with the Board. The Project Manager will make the Board aware of these changes through the monthly Page 7 of 9

8 monitoring report if the change is only anticipated or minor. Where the change is significant the Project Manager will inform the Project Sponsors. 6. Project Approach The project team has identified a series of objectives, which are dependent on each other for completion. The initial stage of the project will comprise a thorough information gathering and reporting exercise to inform our view on possible best solutions. Following this tenders, pilots and implementation if required will be undertaken with support from appropriate departments. The remit of the project team at this stage is to recommend to ET the most appropriate way forward, along with a plan to achieve. During the project, opportunities will be available for stakeholders in all areas to input feedback and ideas, and all key user areas have a stakeholder on the project board. Procurement will manage this project on behalf of the project team. 7. Project Communications Mike Howes as Project Support will oversee the communication plan. 8. Training Arrangements The training requirements will be determined by the options appraisal. 9. Quality Assurance All documentation will be approved by the project board. 10. Project Closure The project has four key sequential deliverables. Upon completion of a deliverable the project board will decide whether the project should continue onto the next key deliverable. 11. Plan Approval This Project Plan has been approved by the Board. Signed: Project Sponsor (Name) Date Page 8 of 9

9 Appendices related to the Project Plan: Project Milestones Schedule Risk 9 of 9