Alvord Unified School District

ALVORD UNIFIED SCHOOL DISTRICT
EDUCATION PRINT SERVICES
Alvord Unified School District
Riverside, CA 92503
http://www.alvord.k12.ca.us/index.html
RESULTS
• S aved over $60,000 annually
s
California School District Saves $60K Annually with State of
the Art Multifunctional Printers from Konica Minolta
• Reduced outsourced printing costs
INDUSTRY: Education
• Improved document workflows for
PO processing
CUSTOMER GOAL: Ensure that each of the 22 district schools have reliable and quality printing
capabilities while reducing overall print costs and simplifying printer maintenance.
PRODUCTS & SOLUTIONS:
• NSI Autostore
•M
ade printing easy and accessible to
teachers and staff
• Improved document security for
Individualized Education Plans (IEPs)
• Improved print turnaround times
• Nuance eCopy PDF Pro Office
• bizhub ® 25 Black & White Multifunction Printer
• bizhub 283 Black & White Multifunction Printer
• bizhub 423 Black & White Multifunction Printer
• bizhub 652 Black & White Multifunction Printer
• bizhub 654 Black & White Multifunction Printer
• bizhub 754 Black & White Multifunction Printer
• bizhub PRO 950 Black & White Production Print System
• bizhub C35 Color Multifunction Printer
• bizhub C364 Color Multifunction Printer
• bizhub C454 Color Multifunction Printer
• bizhub C554 Color Multifunction Printer
• bizhub C654 Color Multifunction Printer
• bizhub C754 Color Multifunction Printer
BACKGROUND: Serving over 20,000 students, the Alvord Unified School District located in Riverside,
CA is comprised of 14 elementary schools, four middle schools, four high schools and four district office
service centers. Like so many schools across the country, Alvord Unified School District had tightened its
operational budgets due to limited state and federal aid.
For the 22 schools, this meant maintaining and supporting an aging printer fleet that consisted of 130
copiers and desktop printers from multiple vendors. As a result, the Assistant Superintendent often heard from
teachers and staff how copiers were broken for long periods of time and produced poor quality copies that
required teachers to fill in missing information on each sheet. It was clear that the district’s patchwork printing
approach was no longer effective for the individual schools, teachers and staff.
Working with the Konica Minolta Business Solutions U.S.A., Inc. (Konica Minolta) sales representative, the
Assistant Superintendent set out analyze each school’s print usage and resources. The district learned that
schools were outsourcing more and more of their print jobs to local vendors including all color print jobs, test
booklets, student handbooks, calendars and reading booklets.
bizhub C35
ALVORD UNIFIED SCHOOL DISTRICT
The district also identified that most copiers were not networked and did not include scanning capabilities. In some
cases, staff had to use home-based printers to scan in materials. The lack of networked scanning
capabilities made processes such as purchase order approvals more cumbersome and time consuming.
SOLUTION: Based on the analysis, Konica Minolta provided a detailed proposal for replacing the district’s
140 copiers with 114 networked bizhub Multifunctional Printers (MFPs). The proposal included NSI Autostore and
Nuance eCopy PDF Pro software from Konica Minolta’s EnvisionIT Education solution portfolio to help streamline
document capture. Most importantly, the proposal outlined how the district would save over $60,000 annually while
providing each school with award-winning color and black and white print and scanning functionality.
The schools and administrative offices of Alvord Unified now have access to reliable printing to ensure that
classroom and school materials can be printed quickly and professionally. In addition, every school has at least
one color bizhub MFP. This has reduced the district’s print outsourcing costs by printing test or reading booklets,
certificates, school programs, and calendars onsite. For example, the district needed to reprint and distribute updated school calendars for every student in a matter of days. The cost of outsourcing this project was $10,000 with
a 10 day turnaround time. With the new bizhub color MFPs, the district was able to e-mail an updated color PDF
calendar to the schools since they now have the ability to print them onsite for distribution to the students that morning. bizhub C754
The total printing cost to the district was $1,300, easily reimbursed to the schools by simple transfer.
The addition of scanning capabilities and document capture and processing software from NSI Autostore allows the
district to better comply with security requirements regarding student records and Individualized Education Plans
(IEPs). Teachers evaluating students for special services can now scan in test results from the bizhub MFP and
select the student ID number and the name of the test being administered, directly from the control panel of the
MFP. The documents are then tagged with the information and sent directly to the teacher’s computer and iPad.
This ensures that IEPs and tests are kept confidential and adhere to state and federal governance requirements.
The new print solution allowed the district to streamline document-centric processes such as purchase order (PO)
approvals. Receipts and other PO documentation can be easily scanned using the bizhub MFPs and routed to appropriate folders for review and approvals. This simplifies the previous manual, paper-based process and shortens
approval times. This same process is used to help manage monthly school inspection reports, field trip requests and
monthly attendance reports. Hand delivering these important documents to the district office is no longer necessary,
as school personnel can scan in the document and follow the prompts. The items are automatically categorized into
specific folders at the district office to await processing.
To minimize the expense of printing and storing school forms, the district implemented Nuance eCopy PDF Pro
Office. The school scanned in all forms and turned them into fillable PDF forms that are now stored online and can
be accessed by school administrators. The forms can be downloaded and filled out electronically without the need
for printing. They can also be quickly printed onsite if needed. The district also has the ability to quickly update form
templates to ensure that are always current and available.
bizhub PRO 950
IN THEIR OWN WORDS: “In talking with teachers, it was clear our schools needed more reliable
printing resources, but our School Board was reluctant to make any new equipment investments fearing higher
operational costs. Konica Minolta was able to demonstrate how the district could save valuable budget resources
while providing our schools advanced printing capabilities. It was a win-win value proposition. We now have easy
ordering of supplies, dedicated service technicians and a consistent printer environment. More importantly, teacher
feedback has been extremely positive and they are now able to spend more time in the classroom without having
to worry about their printed materials.”
Herb Calderon, Assistant Superintendent of Business Services, Alvord Unified School District
bizhub C35
About Konica Minolta
Konica Minolta Business Solutions U.S.A., Inc. is a leader in advanced document management technologies and IT Services. The company focuses on complete business solutions including production print systems,
digital presses, multifunctional products (MFPs), managed print services, vertical application solutions and related services and supplies. Konica Minolta has won numerous awards and recognition including being recognized as the #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys for six years in a row. For the third consecutive year, Buyers Laboratory LLC (BLI) has named Konica Minolta as the winner
of its “A3 MFP Line of the Year” award. In 2012, Konica Minolta also received “Document Imaging Solutions Line of the Year” recognition from BLI – and has been named to the Dow Jones Sustainability World Index in
recognition of the company’s economic, environmental and social performance. For more information, please visit www.CountOnKonicaMinolta.com and follow Konica Minolta on Facebook (@Konica Minolta Business
Solutions U.S.A), YouTube (@KonicaMinoltaUS), and Twitter (@KonicaMinoltaUS).