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TAFE discovers a better way to manage documents and print resources
New approach aims for quality outcomes, rationalised infrastructure and improved
document management.
TAFE NSW – South Western Sydney Institute, had a problem. Its photocopying
equipment was becoming antiquated and couldn’t keep up with the heavy demand
from teachers and students. There were also many different models scattered around
the various campuses.
John Allsopp, Institute Director for South Western Sydney Institute, said: “We didn’t
have a coordinated approach when it came to our equipment -- photocopiers, fax
machines and the like. It was inefficient and I had concerns about the escalating costs
of replacement and maintenance as well as increasing complaints.”
The TAFE Institute team also didn’t have a full understanding of their print and
copying activities across the different faculties and buildings, at department level or
across the Institute. Document production costs were hidden in different budgets.
Without a central point of control, it was hard to figure out the true costs of printing.
There was a need to modernise the Institute’s fleet, move to a fully networked
environment and achieve lower costs.
From the macro point of view, the Institute wanted to meet the needs of the
“customers” –- the 2,900 staff and over 50,000 students who attend full and part-time
courses at the Institute. It wanted to determine areas for improvement in order to
increase efficiency, quality and lower costs.
“The end result I wanted was to ensure quality outcomes for customers and to
rationalise the infrastructure, improving overall document management in the
process,” Allsopp said.
Sandra Whyman, Fuji Xerox Australia account manager, had worked with the
Institute for a long period of time and felt strongly that they could offer more than
equipment supply to the educational institution. Accordingly, she brought in Jim
Smith, from Fuji Xerox’s outsourcing division, Document Services Group, to discuss
some ideas.
He proposed that Fuji Xerox would take over the document management process,
beginning at the Granville campus.
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Through a managed service agreement, Fuji Xerox staff will now be responsible for
the Institute’s document production which includes all copying, desktop printing,
faxing, scanning and web-based delivery. A print room, staffed by three Fuji Xerox
people, has been established at Granville to centralise operations and oversee printing
needs of staff and students for all manner of projects.
The Institute will now use Xerox network printers as well as multifunction machines
and copiers to rationalise document production across the various sites.
The print room will feature a DocuTech 65 publisher system for manuals and books
and a DocuColor 1250 for all types of colour work. The latest internet fax machines
will also be installed around campus. The contract allows flexibility in terms of
moving equipment in response to student or staff needs. For example, if a department
has very high volume print needs, Fuji Xerox can assess the situation, then upgrade or
supply new equipment or move printers from elsewhere to meet the need.
In addition, FlowPort, a new software system that allows documents to become part
of the digital workflow will be installed on servers. “You can have someone in one
building, far from their office who wants to send a document to his or her email or
printer. They simply check some boxes on a FlowPort cover sheet, scan the item into
a Document Centre, put in through the printer and presto, it is now in the email,” said
Smith.
Also in the works for the Institute is a new document repository, Xerox DocuShare,
which will allow teachers to access, update and easily store items such as research and
course materials in ‘electronic’ filing cabinets. “Right now we have different storage
systems ranging from filing cabinets to computer files. Having centralised document
management in a college will make us more efficient in finding and using our
intellectual property,” said Allsopp.
Installation of the solution begins in December with staff training to start in the New
Year.
Allsopp is pleased with the plans to date. “Fuji Xerox has a customer-focused
approach and they certainly understand our environment. I predict we will see more
efficiency, increased flexibility and reduced costs in the future,” he said.
South Western Sydney Institute is a leading vocational education and training
institution. Comprising six colleges across the southwest of Sydney, it has built a
reputation for industry responsiveness and quality education.
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Further Information
John Murphy
Fuji Xerox Australia
02 9856 5065
John Allsopp
TAFE NSW – South Western Sydney Institute
02 9846 8200
Philippa Lowe
Just Go Write
02 9528 8784
0414 711 017