Innovate Magazine - Spring 2008 - (Page 28)

relates Bob Gehle, Program Administrator for Media Services. “We knew how many copiers we had at each school, but we really didn’t know beyond the monthly invoice what those copiers were costing us.” “We also felt we could do a better job in getting materials to and from the central print shop,” adds Dr. Pat Lucas, the Assistant Superintendent at the time. “Using a courier to get work back and forth worked well enough, but we believed there was a better solution that would let us increase our teachers’ productivity by freeing them from the clerical work of making copies.” The district turned to Xerox, who performed a Xerox Ofﬁce Productivity Advisor (XOPA) audit. With longtime Xerox partner, Rochester Software Associates, Inc., they proposed a district-wide job submission system to deliver the productivity for teachers, administrators, and the print center. The End-to-End Solution Today, teachers and staff use Accolade for virtually all production of instructional materials. They use RSA’s QDirect. SCAN to electronically scan, ticket, and submit hardcopy jobs. Additionally, they create new materials on their computers which are turned into PDF ﬁles using RSA’s SurePDF, based on Adobe PDF JobReady. The approved PDFs are uploaded automatically to the print center using RSA’s WebCRD, which provides complete and accurate job ticketing and accounting. When submitting a job, teachers see how much it will cost, and can modify the specs—such as changing the number of copies or ﬁnishing desired— to help manage their budget. When the job is sent, they get an electronic conﬁrmation that the job has been received. Jobs submitted by 4 PM can typically be delivered the next morning. No longer are teachers at the mercy of when the courier comes to pick up new jobs. All Accounted For One hundred percent of the district’s print jobs can now be accounted for, thanks to QDirect, RSA’s Enterprise Output Manager. QDirect works seamlessly with the district’s accounting system so the old way of entering data, a manual process which could take weeks, is a thing of the past. Innovate Spring 08 and training on all the equipment as well as the RSA software. This has lowered costs at the schools, but more importantly, it has given teachers back their two hours per week to use for educational tasks. A Change for the Better “Accolade did require a certain amount of social change,” notes Gehle. “Teachers had to change their habits, how they plan their work, and the timeliness of what they put on paper for their students. But the end result has been very positive.” “At ﬁrst, I was very hesitant, but once I started, I fell in love with the program,” recalls Cynthia Blenker, a teacher at Bayshore High School. As a Special Education teacher, she leverages the Internet for materials to use as handouts. “I can print directly from the source to Accolade. I can even do it from home. It has saved me several hours a week! Before, I’d have to come in early or stay late to use the copier and there was always a line, but with Accolade I avoid that. The print quality is much better, too. That makes me look more professional and makes it easier for the kids to understand.” “To stand in front of the copier is not helping teachers plan or get ready for their school day,” notes Tim McGonegal, Assistant Superintendant of Business Services. “So this project is going to provide teachers more time in the day to plan.” Approximately 4,000 jobs per month are coming in to the Print Center, with 75 percent coming in via RSA’s WebCRD and the remaining 25 percent via RSA’s QDirect.SCAN. Accolade has also increased the print center’s efﬁciency and productivity. “It has given us more operator time,” says Pete Langdon, Print Center Manager. “With jobs coming in electronically, we don’t have to scan hardcopies anymore, so we have more time for folding, cutting, ﬁnishing, and other work, and we can produce more jobs in less time without increasing staff or adding overtime.” A Team Approach The Accolade program is spreading rapidly throughout the school district, with an anxious waiting list of individual schools. Bob Gehle notes that the key to success has been the true partnership between Manatee County Schools, RSA, and Xerox. “What RSA and Xerox were able to bring to the table was a real collaborative willingness to help us succeed. They helped us develop a document strategy plan. We couldn’t have done this without the partnership we have with RSA and Xerox. We wanted something that would work from the get-go, and that’s what we have.” For more information, please visit www.rocsoft.com. Instead of each school buying and maintaining their own copiers, Accolade Budget includes the software and all of the MFPs installed in each school. A local Xerox DocuCare representative is always available for maintenance, technical support, 28 http://www.rocsoft.com

Table of Contents Feed for the Digital Edition of Innovate Magazine - Spring 2008

Innovate - Spring 2008 Table of Contents 10 Tips for Successful Open Houses The TransPromo Path Escape the Complexity Putting a Price on Value A Welcome Boost to Hospitality Team Approach Earns Accolades Bound Together New Highs in Image Quality Transforming the Business of Processing Photos Predictive Maintenance Making the Right Choice Diving into Digital Book Production Doing More With Less Distributed Document Creation

Innovate Magazine - Spring 2008

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