Educational facilities consistently run on a very light budget that is revised and often tightened further on an annual basis. In an effort to manage that ongoing challenge, Gwinnett Technical College was looking for methods to reduce technology costs across its campus without sacrificing the quality of services provided to staff and students.
The CIO knew their copying fleet did not consist of the right types of equipment in both efficiency and cost. He was also concerned about the students' unchecked and unmanaged printing practices that were costing the college and exorbitant amount of money. One tool being sought was a student charge back system to work with the college's existing card swipe software.
SOS consolidated the less efficient desktop devices into more efficient, higher-quality, multi-function devices and color Canon digital presses which reduced the overall size of their fleet. In addition, a uniFLOW core server was introduced so the usage of each device could be measured down to the user level.
- Phase I was to improve technological efficiency and reduce the fleet size
- Phase II addressed print management and cost recovery
Standard Office Systems performed a thorough investigation of the college's current workflow environment. First, each device was identified and cataloged on the campus map. Secondly, all primary users were interviewed to get a comprehensive understanding of their requirements.
Based on the breadth of the project, SOS recommended implementing changes in a multi-phase process to ensure a smooth transition for their users and systems.
The first phase of the project has been completed and Gwinnett Technical College is already seeing cost savings of 19% and they are better meeting the demands of their internal consumer groups. Gwinett Technical College anticipates their cost savings to continue to grow as each subsequent phase is implemented.
"Standard Office Systems is a true strategic partner (who is) always looking out for our best interests... Not just another vendor. It is my pleasure to give my highest recommendation to SOS."