MPS Case Studies

Case Study: Regis School
Cost Saving: £400,000

The Customer

The Regis School is part of United Learning, which operates over 50 academies and Schools across the UK. The Regis School has around 1,500 students and 250 members of staff at their campus in Bognor Regis.

The School had an outdated solution from Ricoh and an Equitrac print management system that had failed to work properly for a number of years.

The Requirement

Regis engaged United Business Group to help run an audit.

Regis engaged United Business Group to help run an audit and tender process as they were not happy with their supplier, felt the service was poor and were paying too much.

There was a mixture of different Ricoh models across the school, some print only, some with more functionality. These were supplemented by numerous HP printers dotted around as necessary. In addition central reprographics had two large Ricoh machines and a Risograph duplicator.

Equitrac was installed as the print management system running alongside Biostore, for fingerprint login. This system never reported correctly from installation and it’s functionality was basic and temperamental.

The Audit

In order to ensure we were working with accurate data, software was deployed across the network to track the amount of printing done by all students and staff over a 2 month period.

This data was then cross-referenced against historical billing and page counts from the hardware to give an extremely accurate figure of what the School was producing.

During the audit process United Business Group uncovered over £20,000 of overcharging from the previous supplier, which was refunded to the School almost immediately.
The audit data was then reported to the School alongside 3 different recommendations on hardware and two different software systems to manage the fleet of devices.

case-studies01        Significant improvements have been made across the School.

The Solution

The Regis School opted for a blended solution which consisted of Canon colour and black & white MFD’s in the reprographics department and Toshiba colour MFD’s deployed across the School. Papercut was chosen as the print management system, which is a popular choice within education, and integrated with Biostore. Everything was implemented during the last week of the August summer break, ready for use at the start of term in September.

The Improvements

Significant improvements have been made across the School. By standardising the devices, everyone now has the same improved functionality wherever they go and can easily print to any device using Papercut. By choosing the hardware following our recommendations, The Regis School now have less breakdowns and less reliance on staff members to maintain the devices on a day to day basis. Through the proper implementation of a print management system, the School have noticed a reduction in costly colour printing by almost 30%. Additionally, by utilising a alternative meter within the Toshiba equipment, United Business Group allow the School to benefit from low cost colour copy for documents with low colour usage.

The Savings

The total saving for The Regis School is in excess of £400,000.00 over the contract.

Prior to United Business Group, The Regis School were paying around £35,250 per quarter for their print infrastructure. Through the thorough audit process undertaken and implementing the recommendations from United Business Group Group, the School have now reduced this down to £18,840 per quarter.

When considered with other negotiated terms, the total saving for The Regis School is in excess of £400,000.00 over the contract. This is for a print infrastructure of 2x Reprographics MFD’s and 11x Floor MFD’s.

The functionality and service benefits on top of the financial savings compound the work undertaken and the School are extremely happy with the fully operational Manged Print Service received from United Business Group Group.

case-studies03Comments

Nat Hall – IT Manager
Coming from a School that had a reasonable print infrastructure to The Regis School was a challenge as it hadn’t been managed well from the previous supplier. The Equitrac system had never worked correctly and in fact took nearly 2 years to get to the point of having limited functionality. United Business Group have helped us migrate over to a fully managed service with Papercut and Biostore at it’s heart. We are now in a position where the functionality suits us completely and the day to day management and firefighting is virtually non existent, very impressed.

Liz Stillman – Reprographics Manager
The daily demands of my job are very high and time critical. A central reprographics department within a school provides so much information for staff and students that I need machines to be running constantly throughout the day. The service United Business Group provide is truly excellent and they keep my machines running with maximum uptime and have setup systems to provide information direct to my inbox about the rest of the devices across the School. This is a fantastic improvement and takes a lot of the manual, time consuming tasks away from me so I can concentrate on delivering the right support for the School.

Mark Betts – Business Manager
Having worked with United Business Group throughout this process I would say they have been incredibly professional and thorough with their all-encompassing approach. They found us £21,000 of overcharges and subsequently went through a rigorous tender process to win our business, which has resulted in a huge saving of over £400,000 for the School over our previous supplier. When we are under pressure to deliver more with less, engaging United Business Group has been fantastic and I would thoroughly recommend them to any other School looking to make similar changes.

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