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Case Study: Successfully Moving to Managed Print

4 Dec, 2012

This issue of eMPS spotlights Chippewa Valley Technical College for a “Customer Success Story," whereby EO Johnson (EOJ) provided the needed print solutions that resulted in beneficial cost savings, efficiency and increased performance for CVTC.

The Situation
Chippewa Valley Technical College (CVTC) was well poised to move to a managed print services program. They already had moved away from individual single-function machines to multifunction devices. So, individual scanners, fax machines, and copiers had been replaced with larger multifunction devices that performed all functions.

Two departments at CVTC were responsible for different facets of the campus’ overall printing and copying needs – IT handled the college’s printers, and the Duplicating Center managed the 35 – 40 multifunction devices. Because IT’s workload exceeded capacity, there was an institutional desire to move print management to a partnership involving the Duplicating Center and an outside vendor. That made sense to Dan Adams, Duplicating Technician, as they were already purchasing paper for all the campus machines. And Adams had a solution for taking on the servicing – EO Johnson Office Technologies.

Enter Managed Print Services
“We already had a great relationship with EO Johnson,” Adams said. “We had made the move to multifunction devices and saved a tremendous amount of money by eliminating a lot of individual-use machines. Moving to managed print services was the next logical step.”

One of the big changes for CVTC was eliminating all the desk top ink jet printers and networking all employees to print to shared multifunction devices.

“The ink jet printers were expensive, and it seemed like everyone had one on their desk,” Adams said.
With the change, CVTC further reduced the number of overall machines they had, got new energy efficient machines, and moved the service of their print fleet to EO Johnson.

The new program brought many benefits to CVTC. With all machines networked, Adams can go online, look up any IP address, and know firsthand what problems they may be having. He also receives emails stating what the problems are (i.e. paper jam, etc.).

CVTC used to secure their own toner cartridges but has turned that over to EO Johnson and had positive results.

“We found that we get more clicks from the toner cartridges we get from EO Johnson than when we bought our own,” said Adams. Adams goes on to say that, “The experience in managed print services that EO Johnson brought to the table was very helpful. Because they’ve done these programs with many other companies, they knew what to look for and what things could possibly happen. Their technical knowledge and support is second to none.”

Full Steam Ahead
Not only did CVTC change out their print fleet during implementation, but they also made the switch to new servers. And they did it all in the middle of the school year. “Everything went very well. Of course we had a few problems, but EO Johnson was right there to fix whatever needed fixing.”

“My advice is to plan, plan, and plan,” Adams said. “Make sure you have all your ducks in a row, all your communication is open, and make sure you have the support of management. If you have those, things will go well.”

Adams is firm on having the right partner for such an endeavor. “You need to make sure you have the right company for something as big as managed print services,” he said.

“Make sure the company you have can actually support your program,” insists Adams. “In our Duplicating Center we don’t see machines, instead we see our customers. It is important that every machine in our operation do exactly what it is supposed to every time, and between me and EO Johnson we are able to live up to that pledge.”

Business Profile: Chippewa Valley Technical College (CVTC)
CVTC delivers a progressive technical education to students at a number of locations. The largest campus is located in Eau Claire with major regional centers in Chippewa Falls, Menomonie, Neillsville and River Falls. CVTC is one of 16 Wisconsin Technical College System colleges located throughout the state. CVTC offers over 75 areas of study in a variety of styles (traditional classroom, online, and a variety of blended and hybrid formats). CVTC has approximately 5,000 full time students and upwards of 15,000 students across all their programs (part time, online, individual classes, and full time). CVTC employs 1,200.

For detailed information on EO Johnson Office Technologies visit www.eojohnson.com or call 800.472.0020.

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