MANAGING COPIERS AT WOODS HOLE OCEANOGRAPHIC INSTITUTION Matt

MANAGING COPIERS AT WOODS HOLE OCEANOGRAPHIC INSTITUTION Matt Agnese April 2015

Current State 2 Presently, WHOI operates 47 Copiers There are several styles and manufacturers Average is 7. 8 years 66% of our fleet are end of life (>6 years) Average cost per print is $0. 06 per page (Based on national averages) Some machines are on leases while others are owned by WHOI Leases are not coordinated (terminate out of sync) Some machines have the ability to be maintained or serviced Service calls are a minimum of $400 The lack of guidance and policy has led us to create a copier program at WHOI

Present Deployment By Brand 3 Count of Copier Brands at WHOI 25 23 Present Lease Commitments 20 15 15 6 5 1 Brother 1 CANON Hewlett Packard 1 RICOH Sharp XEROX All but one expired Safety has 1 until 12/2017 Xerox 5 10 0 Ricoh 5 3 expired 1 st ¼ this year AOPE has 1 until 9/2016 PO has 1 until 12/2018 The other 37 are owned by WHOI

in e ar M t& an s ct tra s am r 3 Co n gr ro 1 Gr sfe ns io at ty fe an Tr ic P em ad gy lo er Op 1 no ch ip 2 Ac Te r or 1 Sh Kn is 2 Sa V nt t 2 R/ la At en em y 2 R/ V cu r ph ra og nt er Ce ry ist m 1 Pr o an ce l. O lic y Po 5 ica ys e in ry ra s ce 1 Ph he oc Ge Lib ur so cs hi 1 ar & Re s 1 M ry ist em Ch an m ap sic hy op in g nt s ie 2 Gr Ge ou Ac c t 4 Hu y& & cil it 4 og ol ce Fa 2 Ge an ns m en tio 1 Fin ve lo p ica ol og y 6 De un m m Co E 4 Bi P& AO Present Deployment By Department 4 Copiers by Department 7 6 5 4 3 2 1 1 0

in e ar Gr t& an s ct 4033 tra 3388 Co n s am gr ro ns ty fe io at er Op ic P em ad Ac ip 5449 Sa t en em y 923 cu r ph ra 640 Pr o ry nt er Ce og an ce l. O lic y Po ist m s ce 7000 Sh ica ys Ph e in he ur so 2000 ar oc Ge Re cs 3000 M & an hi ap 1000 ry ist em Ch m Hu s sic hy op in g nt s 6000 Gr Ge ou Ac c ie cil it 8858 M y& og ol & Fa 4000 Ge ce an 5000 Fin 9000 ol og y 10000 Bi E P& AO How Much Do We Really Print? 5 Total Average Monthly Images 9163 8000 6000 4809 5031 3500 1956 2547 1075 0 150

in e ar t& an s ct tra s $170 Co n am gr $130 ro $184 Gr ns ty fe io at er Op ic P em ad Ac ip Sa t en em cu r y ph $123 Pr o ra nt er Ce og an ce l. O ry ist m s ce $262 Sh ica ys lic y Po he ur so cs $70 Ph e in ar oc Ge Re hi ap $100 M & an Gr $507 ry ist em Ch m Hu s in g nt s ie hy sic op Ge ou Ac c cil it $400 M y& og ol & Fa t m en $300 Ge ce an Fin ve lo p og y $200 De ol Bi E P& AO Present Operating Cost 6 Monthly Operating Cost Based on Volume $800 $708 $600 $510 $357 $407 $254 $305 $179 $76 $131 $28 $0

The Project’s Vision 7 Image reproduction from printing to copying, fax, and scanning can be efficiently managed with multifunction devices By coordinating the leases and Standardizing we can control costs and deliver appropriate technology to the WHOI community Updating the status quo will yield fiscal benefit and decrease our carbon footprint. Standardization will enhance the user experience as well as controlling costs

WHOI’s Specific Needs 8 To efficiently manage the institution’s needs consideration of The volume of prints Need for color or black and white Need for oversized print size 11 x 17 Ability to control activity / security Standardization of user experience Seeking a paperless environment (Sustainability) Scanning capabilities

Security 9 Protect your confidential information. Safeguard all sensitive data with encrypted PDF files for scanning; complete hard drive encryption, compliant with the 256 -bit AES FIPS 140 -2 standard; and Image Overwrite with a 3 pass scrub process to ensure total deletion of all data fragments. Prevent unauthorized Access. Permit only authorized users to access the device with Xerox user permissions, network authentication, IP filtering, and smart card, role-based and function-level login. Regulation Compliant HIPAA, Data Protection Act, COBIT

Simplify And Standardize 10 The plan is to utilize Xerox offer 3 options (selection driven by Massachusetts Higher Education Consortium pricing) to the WHOI community. Standardize the user interface. The schema of offering will be a simple, midrange, and feature device. Simplifying the offerings adds control and synergy.

The Plan Is To Offer Three Options 11 Lease W 7845 PT High Level Model Per Click charge for supplies Buy $4, 977 plus $39. 00 per month includes maintenance, delivery and setup included ($7, 317 total for 60 mo) $0. 0076 for b&w and $0. 045 for color Per Click charge for supplies $0. 005 for b&w and $0. 045 for color W 7835 PT Mid Level Model $0. 005 for b&w and $0. 045 for color Lease 60 months at $86. 56 per month includes maintenance, delivery and setup included ($5, 194 For 60 mo) Per Click charge for supplies W 7225 PT Basic Level Model Buy $6, 023 plus $48. 00 per month includes maintenance, delivery and setup included e ($8, 903 total for 60 mo) Lease 60 months at $138. 61 per month includes maintenance, delivery and setup included ($8, 317 for 60 mo) $0. 005 for b&w and $0. 045 for color W 7835 PT Mid Level Model W 7845 PT High Level Model Per Click charge for supplies Lease 60 months at $167. 40 per month includes maintenance, delivery and setup included ($10, 044 for 60 mo) Buy $0. 005 for b&w and $0. 045 for color W 7225 PT Basic Level Model Buy $3, 925 plus $6. 00 per month includes maintenance, delivery and setup included ($4, 285 total for 60 mo) Per Click charge for supplies $0. 0076 for b&w and $0. 045 for color

Model Features And Differences 12 Model 7845 (high end) 45 pages per minute b/w and color Duty cycle of 200, 000 per month Air Print (apple) Fastest first page print @ 6. 4 seconds Finisher and hole punch 7845 Model 7835 (mid range) 35 pages per minute b/w and color Duty cycle of 100, 000 per month Air Print (apple) Fast first print page @ 7. 7 seconds 5 Finisher only Model 7225 (basic model) 25 pages per minute b/w and color Duty cycle of 50, 000 per month Air Print (apple) Fast first print page @ 7. 2 seconds Finisher only 7835/7225

Financial Considerations 13 Lease The lease price includes setup, delivery and maintenance Per Click charge covers the operating costs Pricing is FFP for the lease term Disposal of old hardware is included Managed Print Services Allows IT to manage and control copiers and printers Impact on current costs In the sample of 3/4 of our fleet, we average $0. 06 / page

Questions? 14