ASBO Matters News Journal - Spring/Summer 2016 - (Page 9)

FINANCIAL MANAGEMENT BY JON FREER AND W. WESLEY WAT TS JR., ED. D Managed Print Services Help PCCPS "Do More With Less" O ver the past few years, many school districts experienced budget cuts and the phrase "doing more with less." Prince George's County Public Schools (PGCPS), the second-largest school district in Maryland, is no different. There are 211 locations countywide, 18,000 staff members and an estimated 9,197 teachers supporting more than 127,000 students. Despite the economic realities of the times, PGCPS is determined to find ways to get money back to the students without impacting service levels to the faculty and staff. One of the areas the school district focused on was managed print services. PGCPS saw a managed print program as an opportunity to provide governance for all output across the district and save a substantial amount of money without negatively impacting the faculty, staff, and students. The printers were a convenience, and a costly, leaking financial hole. Purchasing tracked the total PGCPS had printers that were inexpensive to purchase, but costly to supply, operate, and maintain. expenses for toner and devices, but that was not the complete picture as some equipment and supplies were purchased with school operating funds, parent organization funds, and fundraisers. PGCPS had printers that were inexpensive to purchase, but costly to supply, operate, and maintain. In addition, many printers were not energy efficient. Ricoh has had a long-standing partnership with PGCPS over the past 12 years and over the last two years, PGCPS has worked with Ricoh Managed Services to implement a managed document services program that saved the district more than $1,000,000 annually. Ricoh completed a system-wide inventory of all desktop printers and worked with the district to standardize the recommendations for the copiers and printers at the school level based on volume and staff. In addition, a decision was made to increase the engine sizes on the Multi-Functional Devices (MFD) so they run faster and more efficiently. This program has led to additional projects that drive greater savings and process improvements in the Student Records, Printing Services, Mail Services, IT Helpdesk Service Levels, document management and other district business units. The PGCPS Document Management Initiative (DMI) is the name for the managed document services program that was implemented, and from the onset the district understood the need for executive sponsorship. PGCPS CEO Dr. Kevin Maxwell and COO Dr. Monica Golson provided the support needed to adopt and implement the program. As part of the Board of Education decision, it was clear that the DMI would support the district's systemic goals to (1) reduce operating costs, (2) streamline processes, and (3) support employees by providing the tools they ASBO MATTERS NEWS JOURNAL * 9

Table of Contents for the Digital Edition of ASBO Matters News Journal - Spring/Summer 2016

From the President
Executive Director’s Message
Association News
Budgeting Wisely How Do You Manage What You Don’t Measure?
Financial Management Managed Print Services Help PCCPS “do More With Less”
Supplier Partnerships Benefiting From a Supplier Partnership
Risk Management Balancing the Burden of Risk Management and Compliance
Innovative Classrooms Bel Air High School Opens New Aquaponics Lab
Interactive Data Schools Can Achieve Budget Transparency Online
School Environments Keeping Eyes on the Ball(s) — Creating Healthy Indoor School Environments
Professional Development (Net)work That Conference: 15 Proven Tips to Help You
Index of Advertisers

ASBO Matters News Journal - Spring/Summer 2016

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