IPMA News : May 2003

Edited By Mary Ellen Bradley and Andy Marcelia

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A New Method of Managing Printing

Event Notices

News from the Past

Summary of April 10 IPMA Board Meeting


A New Method of Managing Printing

-- by Mary Ellen Bradley, Information Resources and Support Manager, Department of Ecology

Do you know how much you spend on paper?
How much toner do you buy?
How many printers does your agency have and must keep functioning?
How much is spent on maintenance and repairs to printers?
What happens to your old printers?
How much time does your technical staff spend on printing issues?

Ecology did not have the answers to these questions two years ago. We did know that we were spending a lot of our time, effort and money on printers and copiers. We also knew that each year we were adding more devices, because old printers just moved to new locations but seldom moved out the door. This caused us to spend more and more time keeping old printers working.  We had a wide variety of toners to stock and a variety of printer drivers to manage. It was definitely time to do something to gain control.

In August 2001, we contracted with an outside consulting firm to do a study of our current situation. They worked with all our regional and field offices as well as our headquarters office.  The consultants found that we had too many printers and copiers – a fleet of 270 printers (60 different models that required 50 different toner/ink jet cartridges) and 70 leased copiers (including 37 analog devices). Ecology was making 586,000 prints plus 479,000 walk up copies for a total of 1,065,000 pages per month. The cost of operating these devices was $45,000 / month for the copiers and $15,000 / month for the printers. These were identifiable costs (printer supplies, printer parts and identifiable maintenance) and did not include indirect costs such as staff time to support the devices.   Our "old printers" were slow and did not have all the features of newer devices such as faxing, scanning, secure print, and stapling. They were also not energy efficient nor were some of them environmental friendly.  The agency did not have money available to buy new printers with these functions. 

Ecology also wanted special features on our printers that would allow us to work toward our goal of improving the environment. We wanted all of our printers to duplex so we could save paper. We wanted to improve the in-door air quality by removing older printers that emitted more fumes into the environment than newer models.  We also wanted to save electricity by using more energy efficient printers. We wanted all machines be able to use recycled paper and to use recycled and remanufactured toner cartridges. We wanted the manufacturer to have an "end-of- life" program for the disposal of the machines.

The recommendation from the study was that we go with a "print per page" approach. Ecology would get out of the printer business and contract for the service of printing. Since we had a current contract with the Department of Printing, we worked with them to provide us with a cost per page service. Some of our printers were relatively new and we asked that they remain in our printer / copier fleet. These printers would be supported by the contractor along with any new printers and copiers added to the fleet. 

The result is that Ecology has reduced our fleet of printers by 140 devices. While we have fewer printers and copiers, they are faster machines with more features.  We have streamlined and standardized our equipment.  Several multifunctional devices, which offer scanning and faxing, have been added to the fleet.  With a few exceptions, our printers and copiers can duplex.  We only have a few analog devices left in the agency.  We gained space in our buildings and we no longer buy and store toner.  The most important result is that we are saving $10,000 to $15,000 / month on black and white copying and printing.

Ecology has learned the following lessons from this experience:

We also contracted with the Department of Printing for color pages.  The consultant study did not include color printing, so we have implemented the cost per page approach with a charge back to agency programs based upon unique login IDs of who has printed and where.

It took many Ecology people to make this new system work.  Carol Fleskes (photo above) was the executive sponsor. Mary Ellen Bradley – project manager, Jane Smith and Teresa Roddy – IS Help Desk; Gordon Brooks and Karen Phillips - Network Services;  Dan Fears and Randy Walen – Eastern Regional Office; Kim Pierson, Dave Hovik, and Joe Baker – Northwest Regional Office;  Ron Riedner and Kenneth Stowell – Kennewick; Jim Kozisek, Ruth Korynta, and John Althaus - Central Regional Office; David Laws - Bellingham Field Office; and one staff person from each of our ten programs were instrumental in making this new program work.

If you have questions or would like more information, please contact me at mbra461@ecy.wa.gov

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Event Notices

IPMA Executive Lunch - May 13

Joe Dear, Executive Director of the Washington State Investment Board, will speak on "Leveraging Management Tools for Results". This is an invitation-only event for agency executives and senior IT managers. See event announcement for details (link removed).

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Pre-Forum sessions on Software Development Processes, Unified Modeling Language (UML), and Active Directory (AD) - May 19

On Monday, May 19, two concurrent seminars will be conducted in the afternoon at the Worthington Center at Saint Martin's College. Attendance is open to anyone interested in these topics; no pre-registration is required and 125 attendees can be accommodated in each session. See event outline for details (link removed).

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FORUM 2003 – Sharing Solutions - May 20-21

Forum 2003, May 20 and 21 at Saint Martin’s College Worthington Center, will feature two keynote speakers and 16 educational sessions centered on the theme "Sharing Solutions".

Forum will have some format changes from previous years. First, two concurrent educational sessions will be presented rather than three. Each session will be held in half of the Worthington Center with a capacity of 125 attendees in each session. Second, sessions have been added at noon each day. And third, on May 19 (Monday before Forum) two half-day sessions are being offered from 1:00 to 5:00pm.

Stewart McKee, Director of DIS, starts this year's Forum with his keynote presentation "A Plan for Bold Action". First day educational sessions concentrate on the .NET Framework and the Active Directory.

Second day keynoter, Jim McLendon, Vice President, Global Business Development, Symantec Security Services Symantec Corporation, presents "The Current and Future State of Internet Security". Second day educational sessions include presentations on application development, project management, and various aspects of security.

While at Forum be sure to visit the 24 Corporate Sponsors booths and the 47 Vendor booths. It is the participation of the Corporate Sponsors and Vendors that enable the IPMA to present Forum and the other programs and events each year.

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News from the Past

5 Years Ago -- May 1998 IPMA Newsletter

10 Years Ago -- May 1993 IPMA Newsletter

15 Years Ago -- May 1988 IPMA Newsletter (Not available at this time)

20 Years Ago -- May 1983 Association of Data Processing Managers Newsletter

25 Years Ago -- May 1978 Association of Data Processing Managers Newsletter

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Summary of April 10, 2003 IPMA Board Meeting

Members Present: Jim Albert, Mary Ellen Bradley, Thomas Bynum, Phil Grigg, Sheryl Hall, Dennis Jones, Dennis Laine, Andy Marcelia, Mike McVicker, and Shelagh Taylor. Phil Coates, CFO and Jim Andersen, the Forum Events Manager were also present.

Mike McVicker, IPMA Chair, opened the April 2003 meeting of the IPMA Board of Directors at 7:40 a.m.

REPORTS
Secretary/Treasurer: The minutes from the February Board Planning meeting were approved.

The Board approved the First Quarter 2003 financial status and activities reports.

Review and approval of the 2003 budget was postponed till the May board meeting.

Business Planning: Jim Albert reported that he and Andy Marcelia will be prepared to lead a discussion of philanthropic alternatives at the May board meeting.

Forum 2003: Jim Andersen presented the Forum status report:

Phil Coates reported that there would be no cost to add Wildflower Consulting, LLC to the IPMA Liability Insurance policy. The board directed Phil to implement that change and to explore increasing the liability limit amount.

Executive Summit 2003: Phil Grigg reported that the budget for the 2003 Executive Summit was completed. The summary of the 2002 Summit for inclusion in the annual report was also completed and submitted.

Phil asked the board for input on what the theme of this year’s summit should be. It was suggested that the speakers should address various aspects of "change management."

Phil noted that in past years a corporate sponsorship coordinating luncheon has been held in the spring. It was agreed that this should happen this year in April or May. Jim Andersen was directed to make the appropriate arrangements.

Professional Development: Dennis Jones reported that the March seminar was well attended with 70+ attendees. It was observed that quite a few attendees left before the end of the session. This may be attributed to the fact that it was an afternoon session that ran past the time when many people normally get off work. Dennis and Sheryl will monitor future afternoon sessions and see if this is a trend.

Communications: Mary Ellen reported that the April issue of the IPMA News was running about a week late.

OTHER BUSINESS:

Discussion of proposed changes to the organization By-Laws was postponed until the May board meeting.

The meeting was adjourned at 8:45 a.m.

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