Download Case Study

Nashua
Industry Credentials: Education
Introduction
Contents
The Education sector is in the Results
Business. Students are examined each
term, schools are ranked each year. It is a
rolling series of tests, assessments
and administration.
Open Learning Group.................................... 3
All of which produces a tremendous
amount of documentation.
The challenge for education providers
is to generate, store and share this
documentation quickly and efficiently.
They must do so against a backdrop
of greater governance and cost
pressure. They must also meet rising
service expectations.
Nashua provides a range of document
management solutions to help the
Education sector. These solutions
improve document management,
reduce operating costs, ensure a more
productive print environment and
increase and enhance throughput.
2
Kearsney College........................................... 4
University of Cape Town.............................. 5
North West University................................... 6
Maritzburg College........................................ 7
Durban High School...................................... 8
Open Learning Group
Ensures appropriate document
storage, security and access
With more than 20,000 calls per month handled in its
call centre, Open Learning Group (OLG) needs to have
an efficient system to retrieve information for students.
It manages over 120,000 assignments and over 100,000
examinations in more than 100 centres.
This creates a number of headaches for those involved
in the company’s paper-based system. Documents need
to be stored, transported and shared across a number
of sites.
Solution
Nashua designed and implemented a solution based on
an Enterprise Content Management (ECM) system. Now,
documents are scanned locally where students apply
and then uploaded to OLG’s system at its Roodeport
head office.
OLG’s local staff use Nashua multi-function devices to
scan the documents. Barcodes on the documents tell
the system what kind of document has been scanned
and the student’s ID number. The solution is integrated
with OLG’s existing eVision student administration
system, meaning an administrator can directly access
the students’ documents without having to ever
leave eVision.
www.olg.co.za
Benefits
33
Reduced costs overall by R20,000 per month
33
Enabled call centre to respond instantly
to student enquiries, compared to
24 hours previously
33
Halved time to send out learning materials to
new students from 10 days to 5 days
33
Removed need for external storage and
reduced space required, saving at least R5,000
per month
33
Eliminated car and courier deliveries of
documents, saving R12,000 per month and
freeing staff time for other tasks
“We looked at various solutions, and there are
many, but we couldn’t find anything that was quite
as effective as Nashua. Many of the systems we
looked at could not integrate with our current
management information system; Nashua’s ability
to do that was a big plus.”
Linda Ingram, operations director, Open Learning Group
3
Kearsney College
Replaces ageing printers with
no additional CapEx
Kearsney College generates large volumes of
documents, including all worksheets for lessons.
On average it prints 250,000 pages per month.
With its 50-plus existing printers reaching the end of
their support contract, Kearsney wanted to modernise
its hardware but was concerned with the amount of
capital expenditure this might require.
Solution
Nashua modernised the entire print function with no
CapEx – charging instead on a cost per page basis,
with no minimal billing. Nashua also provides off-site
printing for Kearsney, for jobs such as sporting event
programmes. Print management software allows the
College to monitor the printing of each staff member
and pupil.
www.kearsney.com
Benefits
33
Delivered a Managed Print Solution charged
on a cost-per-click basis, with zero
capital expenditure.
33
Reduced overall costs by R200,000 per year
33
Improved print management, reporting and
visibility of spend with Equitrac software
33
Cut IT staff times required to manage printers
by 90%
33
Maintained high level of reliability, with 24x7
technical support and fast replacement of
faulty machine
“I shopped around, and the closest I got to Nashua’s
price was another vendor who offered a similar
solution, but with at least 50% higher cost per page
and a minimum charge. Nashua’s offer was really
a no-brainer from a financial perspective – overall,
we’re saving around R200,000 per year.”
Ashwin Premlal, IT manager, Kearsney College
4
University of Cape Town (UCT)
Simplifies printing for students and
staff with cashless environment
The University of Cape Town (UCT) is one of South
Africa’s top universities. It has more than 25,000
students enrolled, and employs over 5,000 staff
members across six faculties.
UCT wanted to review its current document output
environment, as required by governance, and ensure
that it had the right technology, the right devices, and a
competitive price. It also wanted to move to a cashless
environment for print, where students could pay using a
swipe card.
Solution
Nashua provided a total of 178 machines across the
faculties, libraries and other buildings. The new solution
includes cashless printing for students and staff from
any device, including smartphones and tablets. Users
can top up their credit using their mobile phone or at
a pay station, and then output a print job anywhere on
campus by simply swiping their access card. When a
card is swiped, jobs that have been queued are
then printed.
www.uct.ac.za
Benefits
33
Reduced costs with newer, more efficient devices
(by three to five cents per copy), and with improved
print management from Equitrac software.
33
Lowered environmental impact and print volumes
by only outputting jobs when users swipe their
cards – so reducing the number of unwanted
documents that are printed.
33
Reduced energy consumption due to ‘hot standby’
mode of new devices.
33
Improved device availability with pro-active
monitoring, enabling an average two-hour
repair time.
33
Increased convenience with ‘follow me’ printing,
and printing from tablets and smartphones.
33
Improved quality and higher speed printing due to
new machines.
“We chose Nashua based on their proven experience
in delivering a fully outsourced managed solution –
where the other companies had experience of
only pure print or copying environments. Other
important factors were Nashua’s ability to
implement, and their competitive price plan.”
Pierre Neethling, IT manager core business systems,
University of Cape Town
5
North-West University Reduces print volumes by 15%
– and print costs by 25%
With 70,000 students across three campuses,
North-West University (NWU) is one of South Africa’s
largest higher education establishments.
The University prints around 21 million documents
each year. It wanted a print management solution to
improve efficiency, reduce expenditure, and enable
it to recharge costs to staff. The existing solution was
providing inaccurate results, and lacked full print
management capabilities.
Solution
Nashua provided a Print Management solution and
installed a successful Proof of Concept (PoC) running
on four printers for a month demonstrated print volume
reduction of 15%.
www.nwu.ac.za
Benefits
33
Projected to cut print costs by 20% to 25%,
equivalent to a saving of around R750,000 to
R950,000 per year from the University’s current
R3.8 million annual spend.
33
Cut wastage from staff printing, and
implemented policies for enforced duplexing.
33
Simplified management and support, with
centralised servers and reporting.
33
Improved convenience and print security, due
to access cards and ‘follow me’ printing.
33
Increased efficiency, as usage reports from
the Print Management solution show where
printers should be moved around to meet
user requirements.
33
Enabled the recharging of print costs to staff
faculties, improving budgeting.
“We were missing out on revenue from students,
and wanted better measurement for staff printing.
We saw that by implementing a print management
system we would reduce waste and save money.”
Barend Pretorius, senior IT consultant, North-West University
6
Maritzburg College
Modernises print
fleet delivering
Maritzburg College is the oldest boys’ high school in
KwaZulu-Natal. Today, it has around 1,200 students and
almost 140 staff. Approximately 80% of its 3.4 million
annual print goes through the college print room.
www.maritzburgcollege.org.za
Benefits
33
Reduced overall printing costs by 34%, saving
around R143,000 in one year.
33
Improved reliability, with uptime increased
With its print contract due for renewal, the College
reviewed options for four leading providers. It wanted
to modernise its print fleet to improve productivity and
reduce print cost.
Solution
Nashua supplies two high-volume devices for the
college’s print room, as well as smaller printers for the
college reception, headmaster’s PA, media centre and
finance department. The solution includes MFPs, which
enable the college to scan, copy, fax and email to its
server – including a cloud fax implementation.
dramatically from 70% to 99%.
33
Saved time and money with cloud fax system.
33
Received expert technical support, with fast
response due to the proximity of the nearest
Nashua location.
33
Replaced existing machines with up-to-date
equipment, so that the college can now scan, copy,
fax and email to its central server.
In addition, Nashua provides an on-site operator in
the print room. Toner is built into the contract and
the college also buys its paper from Nashua due to its
competitive cost.
“Nashua’s implementation of the new printers was
seamless, and everything went smoothly. They had
people on-site when the machines were installed,
and they trained all our users.”
Sven Jager, business manager, Maritzburg College
7
Durban High School
Managed contract with on-site technician
helps halve print rental costs
Durban High School (DHS) provides high quality
education to around 1,000 boys. To keep standards
as high as possible, it controls its costs so that the
available budget can be spent effectively. An audit of
every long-term agreement found the existing printing
contract with Canon was a major expenditure for
the school.
www.durbanhighschool.co.za
Benefits
33
Cut print costs by >R90,000 per month
33
Halved monthly rental expenditure from R150,000
to R75,000
33
Minimised downtime due to on-site technician
provided by Nashua
33
Simplified management of multiple IT areas with
Solution
Nashua proposed a three-year contract partly based on
a Managed Print Service (MPS) that charges a fixed cost
per page, as well as including a rental element for
some copiers.
This included the replacement of all existing printers
with 54 new machines, a mixture of HP and Ricoh
devices. The devices are used to print and copy more
than 250,000 pages each month, including literature
and exam papers.
Nashua as a single preferred supplier
“When it comes to IT, Nashua is our preferred
partner – because it offers a complete service,
and not just products.”
Rob Mutch, business manager, Durban High School
As part of the contract, Nashua provides its own on-site
technician to manage all devices and consumables.
For further information on any aspect of becoming a
customer reference for Nashua, please contact Nashua’s
Communications Manager, Jessica Midlane –
[email protected]
8
For more information please visit www.nashua.co.za

Download Report