a lean, green print machine
- Thorough site audit
- Consolidation of hardware
- Greater control of print
- Huge reductions in energy and paper consumption
- Effective communication and planning
Founded in 1699, Sidcot School is an independent co-educational Quaker day and boarding school set in 160 beautiful acres on the edge of the Mendip Hills. It has just under 600 pupils aged 3 to 18.
Commercial’s challenge was to formulate a managed print service (MPS) that would deliver secure printing and improved functionality in all areas, but at the same time cutting costs and carbon. The lengthy tender process involved a meticulous site audit of both the Junior and Senior schools – using CAD floor plans – to establish the number, quality, speed, output and locations of the various machines and identify the most workable solution.
The existing fleet of 53 print devices had been acquired over many years and comprised 42 different model types from 10 manufacturers, many of which were single-function and expensive to run, despite their original low price tag.
Advice to devise a print strategy
Commercial had already been appointed by Sidcot to implement and support the school’s new IT infrastructure. We worked with the school to devise a print strategy that advocated the use of fewer machines, many of them multi-function devices (MFDs). This consolidated the hardware to just 21 machines, 7 model types and two manufacturers (Toshiba and HP). The Pcounter management tool also gave the school more control over print, only enabling jobs to be printed after physical verification from the end-user,
“Staff can print to a pull queue and collect their work from any of the machines, which allows for flexibility,” says the school’s project officer Kirstin Tringali. As for the fax management software, Castelle FaxPress, “It has changed user behaviour, as everything can be done at one machine.”
Professional IT Support
The new MPS is highly proactive, using remote monitoring to issue alerts when a problem arises or a regular equipment service is due. Sidcot project officer Kirstin Tringali and the project manager at Commercial are in regular communication and Kirstin says of the service, “Fantastic: we’re in regular contact and he’s always happy to give advice.” From the start, the benefits of the new system were evident throughout the school – notably, “Faster, better and more flexible printing,” the ability to scan securely to email, folder, fax and SIMS, and massive reductions in paper and energy consumption.
Committed to becoming a leading green school
Kirstin Tringali describes how smooth the process was: “When we have experienced a problem, support has been available quickly and, when needed, engineers have reacted promptly.” The fact that Commercial is a carbon-neutral company is another a major advantage. Sidcot is committed to becoming a leading green school and the new MPS will reduce its print solution carbon footprint by 33% (14.7 tonnes) over five years.
Commercial and Kirstin would both agree that good communication and planning were key to the efficient transition when implementing such radical changes. “We made a point of consulting the teaching staff about the rationalisation of machines Commercial proposed, explaining the many benefits,” says Kirstin. “The implementation process was carefully planned for minimal disruption and we kept them informed throughout the process.”