HOW TO MAKE YOUR K-12 COPY/PRINT ENVIRONMENT MORE EFFICIENT AND COST-EFFECTIVE
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- Kathlyn Osborne
- 5 years ago
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1 HOW TO MAKE YOUR K-12 COPY/PRINT ENVIRONMENT MORE EFFICIENT AND COST-EFFECTIVE The views and opinions expressed in this presentation are those of the authors and do not necessarily reflect those of CASBO.
2 Agenda 1. Copiers Who CARES? 2. Efficiency & Cost Effectiveness 3. 9 Best Practices 4. Visalia USD 5. Tools 6. Q & A
3 Equation # 1 Student Enrollment X 1.3 =
4 Equation # 2 Student Enrollment X 50 =
5 What is Efficiency & Cost Effectiveness?
6 Visalia USD s Equations Equation #1 = Student Enrollment X 1.3 = Equation #2 = X 50 = Student Enrollment
7 Key Differences 1. Strategy Decentralized Comprehensive 2. Procurement Piggybacking RFP 3. Management Reactive Proactive Assess Develop Strategy Procure Implement Manage
8 9 Best Practices Assess Develop Strategy Procure Implement Manage 1: Get Complete Data 2: Develop Strategy 3: Develop Requirements 4: Write Technical / Super RFP 8: Manage Implementation / Installation 9: Manage Everything 5: Maximize Competition 6: Score Bids Objectively 7: Write Own Contract
9 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP 5. Maximize Competition 6. Score Bids Objectively Step #1: Get Complete Data All Areas All pages, all devices, everywhere Use Multiple Sources (device, internal, vendor) Calculate all KPIs Objectively Benchmark KPIs 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
10 Teachers & Staff ELECTRONIC DOCUMENT MANAGEMENT Usage Print Shop Personnel Original Volume Balance Performance Single Function Fax / Scanners Local Printers Printer/MFPs Copier/MFDs Print Shop Deployment Performance SUPPORT PROCUREMENT SERVICE Vendor IT Purchasing Pricing Copies Prints Faxes Scans
11 Volume Balance Ratio Cost Per Impression Volume Balance Average Monthly Volume Pricing Usage Pages-Per-Student-Per-Day Performance Deployment Impressions Between Calls Utilization
12 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP 5. Maximize Competition 6. Score Bids Objectively Step #2: Establish Strategy Understand All Options Set Goals Develop Formal Strategy Develop Formal Policy Focus on Best Value 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
13 Increase use of Print Shop Reduce cost Volume Balance Remove copy limits Pricing Usage Reduce # of service calls Right-size new devices Performance Deployment
14 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP 5. Maximize Competition 6. Score Bids Objectively Step #3: Develop Requirements Segments (more = better) Pricing (purchase vs. lease) Performance Measures Lifecycle Measures Performance Bond 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
15 RFP vs Piggyback Piggyback RFP Your requirements?? Reduce spend?? Protect instructional hours?? Performance Bond??
16 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP Step #4: Write Technical RFP Requirements = Questions Answers = Yes/No, $, # RFQ! 5. Maximize Competition 6. Score Bids Objectively 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
17 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements Step #5: Maximize Competition Vendor-neutral specifications Invite everyone 4. Write Technical RFP 5. Maximize Competition 6. Score Bids Objectively 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
18 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP Step #6: Score Bids Objectively Quantitative scoring Price 25% Subjective 10% 5. Maximize Competition 6. Score Bids Objectively 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
19 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP Step #7: Write Own Contracts NEVER SIGN A VENDOR S CONTRACT Requirements become T&Cs Get a performance bond! 5. Maximize Competition 6. Score Bids Objectively 7. Write Own Contracts 8. Manage Installations 9. Manage Everything
20 1. Get Complete Data 2. Establish Strategy 3. Develop Requirements 4. Write Technical RFP 5. Maximize Competition 6. Score Bids Objectively 7. Write Own Contracts 8. Manage Installations Step #8: Manage Installations Implementation Planning Equipment Order Software/Solution Implementation Site Preparation Installation 9. Manage Everything Training
21 1. Get Complete Data Step #9: Manage Everything 2. Establish Strategy Volume Balance Management 3. Develop Requirements 4. Write Technical RFP 5. Maximize Competition Reporting Collect Data Calculate KPIs Usage Management Page Allocation Management Deployment Management 6. Score Bids Objectively 7. Write Own Contracts MANAGEMENT PROCESS Budget/Chargeback Management Device Management 8. Manage Installations 9. Manage Everything Resolution Corrective Action Report Gaps Contract Management Invoice Management Supplies Management Vendor Response Management
22 9 Best Practices Assess Develop Strategy Procure Implement Manage 1: Get Complete Data 2: Develop Strategy 3: Develop Requirements 4: Write Technical / Super RFP 8: Manage Implementation / Installation 9: Manage Everything 5: Maximize Competition 6: Score Bids Objectively 7: Write Own Contract
23 Visalia USD
24 Implement Develop Strategy Procure Manage Assess
25 Implement Develop Strategy Procure Manage Assess
26 Tools & Help K-12 Copy/Print Procurement Planner + Worksheets Device Assessment Worksheet Site Summary Template Assessment Report Outline Strategy Summary Template Needs Assessment Worksheet Right-Sizing Guide Ideal Contract Checklist SAMPLE COPIER/MFD RFP TEMPLATE Vendor Meeting Outline RFP Scoring Overview Worksheet Executive Summary Checklist SAMPLE EXHIBIT A Implementation Checklist Print Policies & Guidelines Outline
27 Q&A
28 Thank You
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