Managed Print Services (MPS): School District Case Study

Geneses Reduces Printing Costs by 21% for Kaneland Community Unit School District

Executive Summary

With managed print services from Genesis Technologies, the Kaneland Community Unit School District realized significant reductions in paper, supplies, and energy consumption within the first year of implementation.

Highlights include:

  • 400 printers replaced by 30 MFPs (right-sizing)
  • A 21% reduction in costs associated with paper, supplies and energy consumption
  • Assured security for sensitive documents (release only after authentication)
  • Convenient access to multiple printers to help reduce the impact of downtime
  • Remote access to printers by faculty and other authorized users
  • A reduction in help desk calls related to print drivers
  • Less administrative burdens associated with managing multiple lease agreements and service contracts

The Kaneland Community Unit School District plans to implement a similar solution at other school locations as well as to explore additional technology solutions to further cut costs.

Printing Issues

Kaneland Community Unit School District has an enrollment of approximately 4,800 students in southwestern Kane County, Illinois. Like so many other school districts, Kaneland has experienced its share of challenges from budgetary and state funding issues. To operate successfully, a school district must manage its costs while being able to offer the resources, services and programs necessary to achieve its mission. Meeting this objective meant that the district needed to find new ways to reduce costs.

One area Genesis identified to help save money was printing and copying usage. The district was printing approximately 1.4 million pages and copying 13.4 million pages per year. Clearly, a plan needed to be put in place to address the sheer volume of monthly output.

The fleet consisted of a mix of standalone printers and copiers—both leased and owned—from various vendors. Due to the lack of transparency, the district also had no process of tracking its copier and printer usage. Because there were multiple lease agreements with varying expiration dates from different vendors, it was extremely difficult to budget and plan expenditures.

With an annual expenditure of approximately $200,000 in equipment leases and paper and printing supplies, the district felt strongly that it needed to reduce overall spending by increasing efficiencies in device usage. After reviewing proposals from various vendors, the district chose Genesis Technologies to help overhaul its printing system.

Managed Print Services (MPS) School District Case Study: Before

Managed Print Services Solution

By carefully assessing the district's printing needs, Genesis helped Kaneland implement a three-fold strategy to reduce total cost of ownership, maximize its device security, and lessen the environmental impact associated with its current imaging equipment.

At the onset of the consolidation project, the district had more than 400 printers. It began to remove them from classrooms and replace them with centrally located, multifunctional devices, allowing teachers and students to print and copy. By the end of the project, the 400 printers had been replaced by 30 new, high-performance Canon imageRUNNER and imageRUNNER ADVANCE multifunction devices. By updating its fleet to the latest Canon technology, the district immediately began to see an overall savings as well as optimized servicing and reduced consumption of both energy and consumables.

We also implemented Canon uniFLOW print management software for Kaneland. This modular, intelligent, and highly scalable print management software suite helped to control the district's output and its related costs. To ensure the privacy of student data and help curb the amount of wasteful printing, the uniFLOW Secure Print feature was implemented. With this capability, print jobs are securely held on a server and can only be released to print when user authentication is made with an ID card. Jobs that are not retrieved from the server within 48 hours are automatically purged, whereas, in the past, they would remain on a printer output tray and, ultimately, become waste. In addition, jobs can be retrieved from any device in the school.

Previously, the IT staff at the district spent much time supporting and managing multiple print drivers on faculty member computers. Now with uniFLOW's Universal Print Driver, print driver management is much easier and far less time-consuming, allowing the IT staff to focus on more important projects. Additionally, all print driver settings are standardized to print duplex (double-sided) and in black and white by default to help the district further reduce its environmental impact.

Request a Managed Print Services Assessment

Managed Print Services (MPS) School District Case Study: After