Case Studies

Green Office approached St. David’s Marist towards the end of 2014 to conduct an assessment of their print environment. The assessment was conducted in February 2015 and the school was found to have experienced typical school related problems including too many devices, unmanaged, across the school
campus.

What we have done and are doing for St. Davids Marist:

Green Office was appointed and are currently tasked to address the following problems:

• Implement a monthly average cost reduction of R13, 500.00 by right sizing and removing kit.
• Reduction in the number of brands and models which will make consumable control easier.
• There are 43 retired devices that are being billed for costing R2, 262.35 per month on minimum billing.
• Remove 60 desktop printers and place fewer cost effective and efficient centralised devices.
• Implement a Green Office remanufactured cartridge solution for 99% of their devices. Achieving an overall cost reduction of more than 50% on consumable spend

Achievements

Green Office is currently working on gaining 100% control of the print environment but have achieved the following to date:

• Quarterly reporting on MPS projects status and achievements.
• 99% of devices are now using Green Office remanufactured cartridges thereby reducing costs substantially.
• Empty Cartridge Collection Solution implemented.
• Number of cartridges collected: 523.

Green Office approached Jeppe High School for boys towards the end of 2014 to conduct an assessment of their print environment. The assessment was conducted and it was found that the school experienced typical problems associated with most schools. The main concern was that the school was tied into legacy contracts that included excessive escalations on rental charges and cost per copy

What we have done and are doing for Jeppe High School:

Green Office was appointed on the 1st of November 2015 to take over responsibility and provide solutions for the following:

Contracted devices: Green Office conducted the “Request for Proposal” process to replace all the devices that were on contract.

Empty cartridge solution: Green Office introduced a process with supporting logistics to collect the school’s empty cartridges with a recycling solution.

Print cost recovery: Green Office is in the process of implementing a solution in the Hostels which will allow students to pay for prints when required. This solution will ensure students can print at any time and that running costs are covered by users as they print.

Achievements

Green Office conducted the “Request for Proposal” which involved screening proposals from 6 independent companies. The process ran for 2 months, comparing and rating all companies on many different factors. The assessment was concluded on the 29th of February 2015 and the successful company was awarded the contract. The newly negotiated contracts and costs have saved Jeppe High School for Boys a minimum of R75, 000.00 per month.

R75, 000.00 – Total cost avoidance – per month 

Hilton College was a long term client prospect, having gone through two sets of assessments, the first in 2012 and the second towards the end of 2015. Both of these assessments effected savings for the client. Hilton’s initial problem was over-capitalisation and high CPC costs with their existing vendor. The last assessment uncovered a potential 60% reduction in costs. As a result of these findings and our approach in the process, Hilton appointed us to manage their print environment in January 2016.

What we have done and are doing for Hilton College:

• Cost reduction based on current vendors machine utility at 20%, therefore negotiating complete rental reduction running on ever green as the CPC was at an optimal rate.
• Checking of current invoices to achieve a credit based on over billing agreed rental reduction not adhered to from 2014-2016.
• Reporting on total volumes.
• Reporting on total costs.
• Fleet reporting.
• Contract tracking.
• User print behavior (granular data).
• Departmental tracking.
• Paper cut enhancement version NG to MF.
• Alignment of current fleet contract end dates for full tender rollout 2017

Achievements

• Monthly reporting on MPS projects status and achievements.
• Total cost avoidance: R14, 521.64 per month.
• Total cost reduction based on cartridge solution: R553.00 per month.
• Pending credit due to invoicing error: R91, 015.74.
• Environmental reporting: 0 (Early MPS).
• Total cost savings/avoidance: R14, 521.64 per month.
• Total cost reduction as a percentage: 12% reduction.

R35, 000.00  – Target KPI – per month

R14, 521.64 – Achieved TD – per month (42%)

R50, 000.00 – Potential reduction – per month (43%)