A Success Story

Printing in Education

The Challenge

The educational organization saw its document management costs spiral upward despite deploying sophisticated hardware and software. In addition, technological advancements were hampered by a copier fleet owned by the organization. They estimated their printer fleet to consist of 250 output devices from various manufacturers.  The IT Department was not initially engaged to change their current situation. The printer monitoring system was currently being handled through their current provider, as well as their IT Help Desk to satisfy the hospital’s day-to-day activities. However, with print output exceeding 1.5 million impressions per month, IT administration realized they needed an effective document strategy.

The Solution

Administrators wanted a document strategy which included copier fleet consolidation and on site management of their fleet system to ensure uptime reliability. These goals seemed outside the services and capabilities its current vendor was able to provide. Solutions sales professionals discussed with administrators the school’s high-volume printing challenges and how a managed Service Strategy might help them with their objectives. Through these discussions displayed a sheer knowledge of the organization’s vision and enabled the school to strategically right-size their printing devices.

The strength of the solution was proven when the proposed Printer Fleet Management program will allow for the school to receive the best cost structuring throughout the organization. A fear of the unknown created reluctance to move to a platform which enabled the ability to capture usage directly from their printers. Breakthrough reduction in document management costs cannot be realized without such a tool to assess printers and printing on an ongoing basis.  Kyocera software was installed because it managed printer fleet and printing data from a corporate perspective.  Kyocera, with its product, provided and continues to provide the ongoing corporate Strategy Assessment.

After a three-week review, the management was presented with detailed workflow improvement recommendations and a roadmap for successful implementation. These recommendations included the consolidation of the walk-up copiers and production centers. The 134-system copier fleet was strategically reduced to 99 multi-functional systems that incorporated their print, copy, fax and scan functionalities. The significant area of opportunity was to increase copier knowledge by using Kyocera technology to manage the enterprise printer fleet as well. We were able to uncover some hidden costs from a believed 250 printer fleet to identifying 570 printer devices on the network

The Results

By following the assessment strategy, the educational organization implemented a best-in-class set of hardware and software solutions to meet its printing requirements.  The operation can provide services that were not previously available to the schools affiliates. An enterprise printer fleet management software and implementation is essential to provide these added services and to measure the real savings with printer fleet management.  For example, the educational institution now recognizes areas of high output and is replacing high cost printer hubs with lower cost multifunctional devices. The functionality was enabled throughout the entire organizations community, making the cost-benefit advantages of this system available to a large staff environment.

By implementing the Document Strategy Assessment recommendations,  a savings of $8,000 per month since implementation in late April 2010 has been realized.



  Realized savings of $8,000 per month

  250 printers expected, 370 printers discovered

  1.9 million impressions per month

  99 mfp’s replaced a 134 copier fleet

† 200 toner types on hand down to 14 toner types