DEFINE

1

Project Title : Reduction of IT Color Printing Cost

Division Champion : Cecilé L.H.F. Gregory

Champion : Raveendranath Rajan

Team Leaders : Anna Juico / Alona Magabo Members : Gregg Garcia (GB), Victor Lo (YB)

Rolando Santos, Crystal Suba, Emmanuel Sollestre

2

DEFINEDEFINE

PROBLEM STATEMENT

59 Network HP Color Laser Printers are used bank-wide to print color in bank documents. In 2007, US$237,423 was spent on toners and other related consumables to print 3.4 million pages. With this system, the average cost per page is approximately $0.07 or $70.00 per 1,000 pages.

This project is being undertaken to determine if an alternative technology is available that can produce color prints at a lower cost.

Project CharterProject Charter

3

GOAL STATEMENT

To lower color printing cost from the current average of $0.07/page.

Project CharterProject CharterDEFINEDEFINE

4

BUSINESS CASE

IT color printing services bank-wide is provided through 59 HP 4600 color printers (or output devices). About 3.4 million pages are printed annually. Cost of supplies is charged to OAS Budget. Cost of maintenance is charged to OIST Budget.

LM is of the view that with its vast experience in the provision of digital color printing services and together with Six Sigma knowledge, it can bring about significant savings with a different color printing technology. The project has a potential to generate savings of approximately 50% on current toner cost, based on our experience with the color printing production system in the Printing Unit.

Project CharterProject CharterDEFINEDEFINE

5

START

Staff sends files to IT color

printer

Printed doc

END

CURRENT PROCESS FLOW CHART

Printer prints

documents

Staff picks up printed

docs

High Level Process MapHigh Level Process MapDEFINEDEFINE

6

DEFINEDEFINE

CTQ S I P O C

Lower Toner Budget

OAIS-LM and OIST

Supplies Network Colored Printing Services

Least cost/High Efficiency

OAOD/BPBM

Type of printer Equipment Supplier

Printer Printing Prints at least cost

OAIS-LM

High Yield Toners & consumables

Suppliers Toners & consumables

Printing Yield Rate OAIS-LM

User guidelines OAIS-LM Control usage Printing Lower consumption of toners

Staff

SIPOC DiagramSIPOC Diagram

7

DEFINEDEFINE CTQ Matrix

High-Level Need

Reduce IT Color Printing

Operating Cost

Output Unit Cost per page

Output Characteristics

(Big Y)

Reduce IT color printing cost to less than US$0.07 and maintain print quality

CTQ

Project Y (Little Y) Measure

Operations Definition:

The process starts with assigning a printer to an office and tracking the usage and operating costs incurred for a year

How process will be measured

Deviation from cost reduction target

Specification Limits

LSL - < US$0.07/page

USL -

TargetReduce IT color printing cost of US$0.07 per page to US$0.04 per page

Defect Color printing cost of more than US$0.04/page

No. of Defect Opportunities

per Unit1 opportunity for defect

CTQ MATRIXCTQ MATRIX

8

Time Line

Define Measur

e Analyze Improve Control

11-29 Feb 01-31 Mar 01-30 Apr 01 May to 15 Jun

16 Jun to 8 Sep

18 days 30 days 30 days 45 days 85 days

DEFINEDEFINE

TIMELINETIMELINE

9

Time LineMEASUREMEASURE

CTQ MeasuresCTQ Measures

Output Characteristics

No

. o

f C

op

ies

Mad

e

Co

st o

f C

on

sum

able

s

Typ

e o

f P

rin

ter

To

ner

Yie

ld

Use

r G

uid

elin

es

Co

st o

f P

arts

Co

st o

f L

abo

r

Lower IT Color Printing Costs

Strong relationship

Moderate relationship

Weak relationship

No relationship No symbol

Potential Output Measures

10

VOLUME DATAVOLUME DATAMEASUREMEASURE

1 G324 HP4600 PHCC 026 OAS 15,348 1,466.54 0.10 2 1200 HP4600 PHCC 021 OAS 17,482 1,426.42 0.08 3 1312 HP4600 PHCC 013 DER 33,020 3,338.22 0.10 4 1672 HP4600 PHCC 025 OAS 9,107 1,122.60 0.12 5 1908 HP4600 PHCC 033 OAS 34,338 2,215.62 0.06 6 3101 HP4600 PHCC 030 CTL 7,134 1,031.82 0.14 7 3140 HP4600 PHCC 016 OAG 22,741 2,154.42 0.09 8 3261 HP4600 PHCC 024 TD 12,256 2,371.28 0.19 9 4734 HP4600 PHCC 042 RSDD 36,330 2,852.84 0.08 10 6110 HP4600 PHCC 035 EARD 57,880 3,884.66 0.07 11 7262 HP4600 PHCC 005 ERD 13,621 1,477.08 0.11 12 8105 HP4600 PHCC 043 OPR 23,878 885.18 0.04 13 8129 HP4600 PHCC 036 OPR 28,106 2,472.60 0.09 14 8130 HP4600 PHCC 012 OPR 45,340 2,164.96 0.05 15 8163 HP4650 PHCC 044 OPR 16,489 1,821.02 0.11

Meter Reading

J an-Dec '07Dept.Room Model Config ID

Cost per Unit (Supply based)

Cost per Unit (Meter

Reading based)

11

MEASUREMEASUREVOLUME DATAVOLUME DATA

17 8331 HP4600 PHCC 029 OGC 72,431 5,385.12 0.07 18 8721 HP4600 PHCC 034 OED 30,433 2,706.20 0.09 19 9130 HP4600 PHCC 001 BOD 23,315 2,128.66 0.09 20 9150 HP4600 PHCC 014 BOD 18,910 1,819.50 0.10 21 9210 HP4600 PHCC 031 BOD 49,568 3,195.26 0.06 22 9232 HP4600 PHCC 032 BOD 21,929 1,375.76 0.06 23 9264 HP4600 PHCC 022 BOD 36,646 3,347.24 0.09 24 9301 HP4600 PHCC 039 BOD 20,395 1,522.40 0.07 25 9330 HP4600 PHCC 019 BOD 15,837 1,810.48 0.11 26 9401 HP4600 PHCC 040 OCRP 81,118 5,618.72 0.07 27 9429 HP4600 PHCC 002 BOD 21,319 1,573.06 0.07 28 9450 HP4600 PHCC 004 BOD 9,249 935.84 0.10 29 9610 HP4600 PHCC 037 BOD 28,404 1,967.66 0.07 30 9641 HP4600 PHCC 011 BOD 27,051 2,007.78 0.07 31 9701 HP4600 PHCC 003 BOD 38,911 2,260.94 0.06 32 9721 HP4600 PHCC 023 BOD 59,398 2,204.94 0.04

Meter Reading Jan-

Dec '07Dept.Room Model Config ID



Reading based)

12


33 2205* HP4650 PHCC051 BPMSD 71,203 4,527.22 0.06

34 2426* HP4650 PHCC062BPMSD/OIST/

RSDD 96,424 6,398.90 0.07

35 2646* HP4650 PHCC056BPMSD/OIST/

TD 97,520 4,724.52 0.05

36 3206* HP4600 PHCC020TD/OAG/CTL/

RMU 33,564 3,949.68 0.12 37 3426* HP4650 PHCC052 TD/RMU 157,207 8,755.82 0.06 38 3646* HP4650 PHCC053 CTL 139,324 5,669.38 0.04

39 4206* HP4650 PHCC064CWRD/OAS/R

SDD 193,057 11,425.72 0.06 40 4426* HP4650 PHCC055 CWRD 142,369 9,114.12 0.06 41 4646* HP4650 PHCC049 RSDD 165,950 11,132.44 0.07

42 5206* HP4650 PHCC058

SARD/SERD/SPRU/SERD/RSDD/SPD/RMU 165,106 13,536.34 0.08

43 5426* HP4650 PHCC057 SARD 77,361 4,820.50 0.06 44 5646* HP4650 PHCC060 PSOD/SARD 89,917 5,017.80 0.06

45 6206* HP4650 PHCC047SERD/EARD/C

WRD 133,405 13,362.42 0.10 46 6426* HP4650 PHCC050 SERD/CWRD 173,629 9,888.96 0.06 47 6646* HP4650 PHCC059 EARD 75,648 4,724.52 0.06

Meter Reading Jan-




Reading based)

13


48 7206* HP4650 PHCC045COSO/PARD/

ERD 109,058 7,086.78 0.06 49 7426* HP4650 PHCC065 COSO/ERD 64,247 3,935.32 0.06 50 7646* HP4650 PHCC061 OREI/OCO 120,971 9,201.08 0.08 51 8206* HP4600 PHCC028 OSEC 59,051 4,677.68 0.08 52 8426* HP4650 PHCC063 OGC/SPD 181,733 10,035.60 0.06 53 8646* HP4650 PHCC046 OED/SPD 78,399 6,650.54 0.08 54 5504 HP4550 PHCA 033 RSDD 12,001 499.70 0.04 55 1417 HP5550 PHCD 002 DER 9,563 2,734.60 0.29 56 G726 HP8550 PHCB 006 OAS 2,012 704.67 0.35 57 G727 HP8550 PHCB 007 OAS 4,848 522.63 0.11 58 1630 HP8550 PHCB 001 OAS 12,552 1,696.28 0.14 59 1636 HP8550 PHCB 004 OAS 35,511 1,690.23 0.05

3,434,487 237,423 0.07

Meter Reading Jan-




Reading based)

14

PRINTER ALLOCATION DATA


MEASUREMEASURE

1 1200 HP4600 PHCC 021 OAS 17,482 1,426.42 0.08 2 1312 HP4600 PHCC 013 DER 33,020 3,338.22 0.10 3 1417 HP5550 PHCD 002 DER 9,563 2,734.60 0.29 4 1630 HP8550 PHCB 001 OAS 12,552 1,696.28 0.14 5 1636 HP8550 PHCB 004 OAS 35,511 1,690.23 0.05 6 1672 HP4600 PHCC 025 OAS 9,107 1,122.60 0.12 7 1908 HP4600 PHCC 033 OAS 34,338 2,215.62 0.06

151,573 14,223.97 0.09

1 2205* HP4650 PHCC051 BPMSD 71,203 4,527.22 0.06 2 2426* HP4650 PHCC062 BPMSD/OIST/RSDD 96,424 6,398.90 0.07 3 2646* HP4650 PHCC056 BPMSD/OIST/TD 97,520 4,724.52 0.05

265,147 15,650.64 0.06

1 3101 HP4600 PHCC 030 CTL 7,134 1,031.82 0.14 2 3140 HP4600 PHCC 016 OAG 22,741 2,154.42 0.09 3 3261 HP4600 PHCC 024 TD 12,256 2,371.28 0.19 4 3206* HP4600 PHCC020 TD/OAG/CTL/RMU 33,564 3,949.68 0.12 5 3426* HP4650 PHCC052 TD/RMU 157,207 8,755.82 0.06 6 3646* HP4650 PHCC053 CTL 139,324 5,669.38 0.04

372,226 23,932.40 0.06

1 4734 HP4600 PHCC 042 RSDD 36,330 2,852.84 0.08 2 4206* HP4650 PHCC064 CWRD/OAS/RSDD 193,057 11,425.72 0.06 3 4426* HP4650 PHCC055 CWRD 142,369 9,114.12 0.06 4 4646* HP4650 PHCC049 RSDD 165,950 11,132.44 0.07

537,706 34,525.12 0.06



Reading based)

Dept.Room Model Config IDMeter

Reading Jan-Dec '07

15

MEASUREMEASURE PRINTER ALLOCATION DATA


1 5504 HP4550 PHCA 033 RSDD 12,001 499.70 0.04

2 5206* HP4650 PHCC058SARD/SERD/SPRU/SERD/RSDD/S

PD/RMU 165,106 13,536.34 0.08 3 5426* HP4650 PHCC057 SARD 77,361 4,820.50 0.06 4 5646* HP4650 PHCC060 PSOD/SARD 89,917 5,017.80 0.06

344,385 23,874.34 0.07

1 6206* HP4650 PHCC047 SERD/EARD/CWRD 133,405 13,362.42 0.10 2 6426* HP4650 PHCC050 SERD/CWRD 173,629 9,888.96 0.06 3 6646* HP4650 PHCC059 EARD 75,648 4,724.52 0.06 4 6110 HP4600 PHCC 035 EARD 57,880 3,884.66 0.07

440,562 31,860.56 0.07

1 7262 HP4600 PHCC 005 ERD 13,621 1,477.08 0.11 2 7206* HP4650 PHCC045 COSO/PARD/ERD 109,058 7,086.78 0.06 3 7426* HP4650 PHCC065 COSO/ERD 64,247 3,935.32 0.06 4 7646* HP4650 PHCC061 OREI/OCO 120,971 9,201.08 0.08

307,897 21,700.26 0.07

1 8206* HP4600 PHCC028 OSEC 59,051 4,677.68 0.08 2 8426* HP4650 PHCC063 OGC/SPD 181,733 10,035.60 0.06 3 8646* HP4650 PHCC046 OED/SPD 78,399 6,650.54 0.08 4 8105 HP4600 PHCC 043 OPR 23,878 885.18 0.04 5 8129 HP4600 PHCC 036 OPR 28,106 2,472.60 0.09 6 8130 HP4600 PHCC 012 OPR 45,340 2,164.96 0.05 7 8163 HP4650 PHCC 044 OPR 16,489 1,821.02 0.11 8 8164 HP4600 PHCC 015 OPR 4,873 394.60 0.08 9 8331 HP4600 PHCC 029 OGC 72,431 5,385.12 0.07 10 8721 HP4600 PHCC 034 OED 30,433 2,706.20 0.09

540,733 37,193.50 0.07



Reading based)


Reading Jan-Dec '07

16

MEASUREMEASURE PRINTER ALLOCATION DATA


1 5504 HP4550 PHCA 033 RSDD 12,001 499.70 0.04

1 9130 HP4600 PHCC 001 BOD 23,315 2,128.66 0.09 2 9150 HP4600 PHCC 014 BOD 18,910 1,819.50 0.10 3 9210 HP4600 PHCC 031 BOD 49,568 3,195.26 0.06 4 9232 HP4600 PHCC 032 BOD 21,929 1,375.76 0.06 5 9264 HP4600 PHCC 022 BOD 36,646 3,347.24 0.09 6 9301 HP4600 PHCC 039 BOD 20,395 1,522.40 0.07 7 9330 HP4600 PHCC 019 BOD 15,837 1,810.48 0.11 8 9401 HP4600 PHCC 040 OCRP 81,118 5,618.72 0.07 9 9429 HP4600 PHCC 002 BOD 21,319 1,573.06 0.07 10 9450 HP4600 PHCC 004 BOD 9,249 935.84 0.10 11 9610 HP4600 PHCC 037 BOD 28,404 1,967.66 0.07 12 9641 HP4600 PHCC 011 BOD 27,051 2,007.78 0.07 13 9701 HP4600 PHCC 003 BOD 38,911 2,260.94 0.06 14 9721 HP4600 PHCC 023 BOD 59,398 2,204.94 0.04

452,050 31,768.24 0.07

1 G324 HP4600 PHCC 026 OAS 15,348 1,466.54 0.10 2 G726 HP8550 PHCB 006 OAS 2,012 704.67 0.35 3 G727 HP8550 PHCB 007 OAS 4,848 522.63 0.11

22,208 2,693.84 0.12

TOTAL 3,434,487 237,422.87 0.07



Reading based)


Reading Jan-Dec '07

17

WHO IS USING COLOR IN ADB?

MEASUREMEASURE

Rank COPY CENTER NETWORK TOTAL Est. % Cons.

1 BOD 370,932 370,932 10.82%

2 RSDD 276,325 48,331 324,656 9.47%

3 SERD 286,292 286,292 8.35%

4 CWRD 247,159 247,159 7.21%

5 OGC 148,062 72,431 220,493 6.43%

6 SARD 184,861 184,861 5.39%

7 EARD 111,270 57,880 169,150 4.93%

8 CTL 149,583 7,134 156,717 4.57%

9 OREI 140,501 140,501 4.10%

10 BPMSD 132,253 132,253 3.86%

11 TD 118,047 12,256 130,303 3.80%

12 OIST 123,581 123,581 3.60%

13 OAS 14,206 94,784 108,990 3.18%

14 OPR 90,580 90,580 2.64%

15 PSOD 82,322 82,322 2.40%

16 OCRP 81,118 81,118 2.37%

17 OED 48,734 30,433 79,167 2.31%

18 COSO 68,220 68,220 1.99%

19 PARD 68,206 68,206 1.99%

20 SPD 63,336 63,336 1.85%

21 OSEC 59,051 59,051 1.72%

22 ERD 30,785 23,332 54,117 1.58%

23 DER 53,772 53,772 1.57%

24 RMU 49,754 49,754 1.45%

25 OAG 16,808 22,741 39,549 1.15%

26 OCO 23,855 23,855 0.70%

27 SPRU 19,880 19,880 0.58%

Actual pages (meter reading) by department (COLORED)

J an - Dec 2007

USER RANKINGUSER RANKING

1818

WHAT MATERIALS ARE BEING PRINTEDIN COLOR?

• Emails• PowerPoint presentations• Workshop materials• Downloaded articles• Graphs/charts• Photos• Draft Reports• Color Proofs

MEASUREMEASURE TYPE OF DOCUMENTSTYPE OF DOCUMENTS

19

MEASUREMEASURE

20000016000012000080000400000

Median

Mean

700006000050000400003000020000

Anderson-Darling Normality Test

Variance 2796136703Skewness 1.11810Kurtosis 0.14866N 59

Minimum 2012

A-Squared

1st Quartile 17482Median 355113rd Quartile 81118Maximum 193057

95% Confidence Interval for Mean

44431

3.25

71992

95% Confidence Interval for Median

25588 59211

95% Confidence Interval for StDev

44763 64615

P-Value < 0.005

Mean 58212StDev 52879

95% Confidence I ntervals

Summary for Meter Reading

STATISTICAL SUMMARYSTATISTICAL SUMMARY

20

MEASUREMEASURE

120009000600030000

Median

Mean

5000450040003500300025002000


Variance 11227495.5Skewness 1.32800Kurtosis 0.98862N 59

Minimum 394.6

A-Squared

1st Quartile 1690.2Median 2706.23rd Quartile 5385.1Maximum 13536.3


3150.9

3.29

4897.3


2142.5 3941.9


2836.5 4094.5

P-Value < 0.005

Mean 4024.1StDev 3350.7


Summary for Total Cost

STATISTICAL SUMMARYSTATISTICAL SUMMARY

21

MEASUREMEASURE HISTOGRAMHISTOGRAM

HP 4600

Frequency

0.200.160.120.080.04

12

10

8

6

4

2

0

Mean 0.08545StDev 0.02970N 33

Unit Cost for HP 4600

Histogram of HP 4600Normal

22

MEASUREMEASURE HISTOGRAMHISTOGRAM

HP 4650

Frequency

0.100.080.060.04

12

10

8

6

4

2

0

Mean 0.067StDev 0.01625N 20

Unit Cost for HP 4650

Histogram of HP 4650Normal

23

MEASUREMEASURE

Others

Frequency

0.40.30.20.1-0.0-0.1

2.0

1.5

1.0

0.5

0.0

Mean 0.1633StDev 0.1283N 6

Unit Cost for Other Models

Histogram of OthersNormal

HISTOGRAMHISTOGRAM

24

MEASUREMEASURE

Unit Cost

Frequency

0.320.240.160.080.00

40

30

20

10

0

Mean 0.08712StDev 0.05229N 59

Histogram of Unit CostNormal

HISTOGRAMHISTOGRAM

25

0.320.240.160.08

Median

Mean

0.100.090.080.07



Minimum 0.040000

A-Squared



0.073491

5.74

0.100747


0.065388 0.080000


0.044269 0.063901

P-Value < 0.005

Mean 0.087119StDev 0.052294


Summary for Unit Cost

STATISTICAL SUMMARYSTATISTICAL SUMMARYMEASUREMEASURE

26

Observation

Indiv

idual V

alu

e

554943373125191371

0.4

0.3

0.2

0.1

0.0

_X=0.0871

UCL=0.1866

LCL=-0.0124

Observation

Movin

g R

ange

554943373125191371

0.24

0.18

0.12

0.06

0.00

__MR=0.0374

UCL=0.1222

LCL=0

1

1

2

7777

1

11

2

I-MR Chart of Unit Cost

RUN CHART FORUNIT COST

RUN CHART FORUNIT COSTMEASUREMEASURE

27

Sam

ple

Mean

121110987654321

0.15

0.10

0.05

__X=0.0871

UCL=0.1627

LCL=0.0115

Sam

ple

Range

121110987654321

0.30

0.15

0.00

_R=0.1037

UCL=0.2366

LCL=0

Sample

Valu

es

12108642

0.30

0.15

0.00

0.320.240.160.080.00

LSL USL

SpecificationsLSL 0.00USL 0.07

1.000.100.01

Overall

Specs

OverallShape 1.8465Scale 0.0987401Pp 0.26Ppk -0.06

Process Capability Sixpack of Unit CostXbar Chart

R Chart

Last 12 Subgroups

Capability Histogram

Weibull Prob PlotAD: 4.386, P: < 0.010

Capability Plot

Unit Cost – Jan to Dec 2007

Non-normal

Ppk is -0.06Sigma Level : (1.5 + (-.06)(3)) = 1.32

USL = 0.07LSL = 0.00

PROCESS CAPABILITYSIXPACK

PROCESS CAPABILITYSIXPACK

MEASUREMEASURE

28

MEASUREMEASURE

0.320.240.160.080.00

LSL TargetUSLProcess Data

Sample N 59Shape 1.8465Scale 0.0987401

LSL 0Target 0.04USL 0.07Sample Mean 0.0871186

Overall CapabilityPp 0.26PPL 1.04PPU -0.06Ppk -0.06

Observed PerformancePPM < LSL 0PPM > USL 474576PPM Total 474576

Exp. Overall PerformancePPM < LSL 0PPM > USL 588701PPM Total 588701

Process Capability of Unit CostCalculations Based on Weibull Distribution Model

PROCESS CAPABILITYPROCESS CAPABILITY

29

ANALYZE

LaborPolicy

EquipmentProcess

Contract rates

Reduction of IT Color Printing Cost

Crewing

N

N

Technology

Machine Model

Consumables/Spare Parts

Preventive/CorrectiveMaintenance

Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of Printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C

FISH BONE DIAGRAMFISH BONE DIAGRAM

30

C

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

C

ErrorsClient

Printing

C

Utilization C

Contract rates

Crewing

N

N

AO on Replacement

Estimated useful life for computers and other related peripherals like printers is 4 years (AC-5, Appendix 1). However it is also noted that due to several factors like rapid change in technology or

better price/performance of new products or models, this life span may be shortened.

FISH BONE DIAGRAMFISH BONE DIAGRAMANALYZE


31

ANALYZE

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

Service Contracts

Allocated Budget

N

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

NAO on Operations C

At present, color printing jobs done through the network printers do not require an authorization or request form. Files are sent through the staff computers so there is no control as to operations and as to whether the print jobs are official or not.

FISH BONE DIAGRAMFISH BONE DIAGRAM

32

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Budget

N

C

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N

Service Contracts N

ANALYZEFISH BONE DIAGRAMFISH BONE DIAGRAM

The provision of on-site support services for IT equipment is provided

by external service providers and the

terms are incorporated in the service

contracts.

33

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

N

C

N

Allocated Budget N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N

This refers to the budget

that has been allocated

for printing services


34

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Crewing

Contract rates N

N

These are the indicated salary rates of contracted service providers.


35

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates N

Crewing N


At present, no specific staff is assigned to man the network color printers except for those located at copy centers. Even then, printing is not controlled by the copy center operator.

36

LaborPolicy

EquipmentProcess

Machine Model



Equipment Age

Technology C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N

At present, the Bank has a number of

color printer models which provide the

color printing services. They can

only print but cannot copy or scan.


37

LaborPolicy

EquipmentProcess

Technology



Equipment Age

C

Machine Model C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


About 34% of the color printing services required is being

provided by HP 4650 which is the newer

model. About 50% is printed through HP

4600. The rest is being made through other older models. The

model type is a factor in determining the cost

of the consumables

38

LaborPolicy

EquipmentProcess

Technology

Machine Model


Equipment Age

C

C

Consumables/Spare Parts C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


This is a major cost factor for printing services. Quantity of copies made correlates with cost of consumables and/or parts.

39

LaborPolicy

EquipmentProcess

Technology

Machine Model


Equipment Age

C

C

C


C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


This relates to the equipment spare parts which are

also factors for the color printing

costs.

40

N

LaborPolicy

EquipmentProcess

Technology

Machine Model



C

C

C

C

Equipment Age C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


As machines age, most mechanical and electronics component will fail or may need replacement for smoother operations.

41

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C

Contract rates

Crewing

N

N



This is the number of print outputs by the color network printers. This varies per location and the type of machine used. Utilization for 2007 is shown in slides 10-13.

42

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Media

Reorganization

Type of Docs Sent C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


This pertains to the type of file sent for printing. Big files would require more time to print. Files with more colors

and shaded areas wouldneed more toners.

43

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

Media CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


This refers to the type of paper used. Not all paper/media types may be used for printing using the network color printers.

44

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

CNo. of printers

User trackingUser Awareness N

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


At the moment, there seems to be less implementation on informing staff on printer

features and capabilities and technology changes

45

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

C

Reorganization N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


Bank’s reorganization/realignment may be a factor in terms of determining how many departments or units will be serviced by the network color printers.

46

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

N

C

User tracking

C

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


Currently, there is no real requirement to track utilization of the printers when it

comes to users. Further, there is no real-time database

to track utilization of machines.

47

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

C

User Awareness

No. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


This refers to printing errors which may be caused by either the staff or the Printing process itself. There is a need to reduce these, if not eliminated. Every page printed translates to a cost for the Bank.

48

LaborPolicy

EquipmentProcess

Technology

Machine Model



Equipment Age

C

C

C

C

C

AO on Replacement

AO on Operations

Service Contracts

Allocated Budget

N

C

N

N

Type of Docs Sent

Media

Reorganization

C

N

User Awareness

CNo. of printers

User trackingN

CC

ErrorsClient

Printing

C

Utilization C


Contract rates

Crewing

N

N


Currently, there are about 59 color network printers made available to ADB staff.

4949

ANALYZEANALYZE

Color Printing Policy and Guidelines

AO on Assignment of Color PrintersPolicy

User Tracking to monitor color usage

Printing Errors

User Awareness

Media

Type of Documents SentProcess

Utilization

Equipment Age

Preventive/Corrective Maintenance

Consumables/Spare parts

Machine Model

TechnologyEquipment

SUMMARY OF CRITICAL FACTORS

5050

Administrative Orders/Circulars

• AO 4.05 Information and Communication

Technology• AO 4.11 Guidelines on Printing Services

IMPROVEIMPROVE

5151

• Prints at an average cost of 7 cents/page• Speed is at 22 pages per minute• Network capable• Cannot isolate black from other colors• Cannot scan or copy• No access control• Cannot support eStar

FEATURES/LIMITATIONS OF CURRENT HP SYSTEM

IMPROVE

5252

• Prints at an average cost of 4 cents/page• Speed is at 27 pages per minute• Color copy PIN for multiple user access • Can generate user reports• Network capable• Can print, copy, scan & fax color documents• Has USB port for printing directly from a thumb

drive or saving scanned documents to a thumb drive

• Can support eStar

PILOT SYSTEM FEATURES

IMPROVE

5353

IMPROVEIMPROVE

0.120.100.080.060.040.02

Median

Mean

0.0650.0600.0550.0500.0450.040



Minimum 0.020429

A-Squared



0.045154

1.46

0.062220


0.037373 0.062705


0.024464 0.036810

P-Value < 0.005

Mean 0.053687StDev 0.029387


Summary for Unit Cost

STATISTICAL SUMMARY OF UNITCOST FOR PROPOSED SYSTEM

STATISTICAL SUMMARY OF UNITCOST FOR PROPOSED SYSTEM

5454

IMPROVEIMPROVE PROCESS CAPABILITY FOR PROPOSED SYSTEM USING UNIT COST

PROCESS CAPABILITY FOR PROPOSED SYSTEM USING UNIT COST

0.120.100.080.060.040.020.00

LSL Target USLProcess Data

Sample N 48Shape 1.97951Scale 0.0609102

LSL 0.02Target 0.04USL 0.07Sample Mean 0.0536873

Overall CapabilityPp 0.32PPL 0.63PPU 0.18Ppk 0.18

Observed PerformancePPM < LSL 0PPM > USL 250000PPM Total 250000

Exp. Overall PerformancePPM < LSL 104437PPM > USL 267944PPM Total 372381

Process Capability of Unit CostCalculations Based on Weibull Distribution Model

55

Unit Cost – Mar 07 to Feb 08Non-normal

Sam

ple

Mean

121110987654321

0.12

0.08

0.04

__X=0.0537

UCL=0.0542

LCL=0.0532

Sam

ple

Range

121110987654321

0.002

0.001

0.000

_R=0.000643

UCL=0.001466

LCL=0

Sample

Valu

es

12108642

0.12

0.08

0.04

0.120.100.080.060.040.020.00

LSL USL

SpecificationsLSL 0.02USL 0.07

0.100.01

Overall

Specs

OverallShape 1.97951Scale 0.0609102Pp 0.32Ppk 0.18

Process Capability Sixpack of Unit CostXbar Chart

R Chart

Last 12 Subgroups

Capability Histogram

Weibull Prob PlotAD: 0.923, P: 0.018

Capability Plot

Ppk is 0.18Sigma Level : (1.5 + (.18)(3)) = 2.04

USL = 0.07LSL = 0.02

IMPROVEIMPROVE SUMMARY OF UNIT COSTFOR PROPOSED SYSTEM

SUMMARY OF UNIT COSTFOR PROPOSED SYSTEM

56

• Assign color access by user or group• Assign color access by application• Disable color printing or copying completely on

the device • Set limits on how much specific users or groups

can print or copy• Monitor color usage by job/user/device• Report costs by user/group/project.

OTHER COLOR ACCESS CONTROL FEATURES

IMPROVE

57

IMPROVEIMPROVE SHARPSHARP

Brand SHARP

Model MX-2700N

Type

Desktop, full color digital copier/printer/scanner/fax with auto duplex unit & electronic sorter and stapler

Original Size Max. 11” x 17”, Min. 5.5” x 8.5”

Output Size Max. 12” x 18”, Min. 5.5” x 8.5”

Copy Speed 27 pages per min. (letter size)

Paper Weight 55 to 209 gsm

Print Resolution 600 x 600 dpi

Hard Drive Capacity 40 GB

Image Memory Capacity 768 (standard)

Scan Speed 48 originals per min.

Fax Speed Less than 3 seconds

Consumables cost per copy

$0.04443 per copy

Acquisition cost of machine

$7,500.00

58

IMPROVEIMPROVE

Brand KONICA MINOLTA

Model Bizhub C253

Type

Desktop, full color digital copier/printer/scanner/fax with auto document feeder and electronic sorter and stapler

Original SizeMax. 12 ¼” x 18”, Min. 5.5” x 8.5”

Output SizeMax. 12 ¼” x 18”, Min. 5.5” x 8.5”





Image Memory Capacity

1024 MB (standard)

Scan Speed 55 originals per min. (color)



$0.04453 per copy


$10,380.00

KONICA MINOLTAKONICA MINOLTA

59

IMPROVEIMPROVE

Brand DEVELOP

Model INEO +251

Type

Desktop, full color digital copier/printer/scanner/fax with auto document feeder, duplex unit and electronic sorter and stapler

Original Size Max. 11” x 17”

Output Size Max. 12 ¼” x 187”






1024 MB (standard)

Scan Speed 25 originals per min. (color)



$0.11733 per copy


$10,900.00

DEVELOPDEVELOP

60

IMPROVEIMPROVE

Brand CANON

Model Image Runner 3080i

Type

Color digital multifunction imaging system with duplexing, automatic document feeder and electronic sorter and stapler

Original Size Max. 11” x 17”, Min. 5.5” x 8.5”

Output Size Max. 11” x 17”






256 MB (standard); 512 MB (max)

Scan Speed 44 originals per min.

Fax Speed 3 seconds or less


$0.0555 per copy


$14,700.00

CANONCANON

61

IMPROVEIMPROVE

Brand SHARP KONICA MINOLTA DEVELOP CANON

Model MX-2700N Bizhub C253 INEO +251 Image Runner 3080i

Type

Desktop, full color digital copier/printer/scanner/fax with auto duplex unit & electronic sorter and stapler

Desktop, full color digital copier/printer/scanner/fax with auto document feeder and electronic sorter and stapler

Desktop, full color digital copier/printer/scanner/fax with auto document feeder, duplex unit and electronic sorter and stapler

Color digital multifunction imaging system with duplexing, automatic document feeder and electronic sorter and stapler

Original SizeMax. 11” x 17”, Min. 5.5” x 8.5”

Max. 12 ¼” x 18”, Min. 5.5” x 8.5”

Max. 11” x 17”Max. 11” x 17”, Min. 5.5” x 8.5”

Output SizeMax. 12” x 18”, Min. 5.5” x 8.5”

Max. 12 ¼” x 18”, Min. 5.5” x 8.5”

Max. 12 ¼” x 187” Max. 11” x 17”

Copy Speed27 pages per min. (letter size)

25 pages per min. (letter size)



Paper Weight 55 to 209 gsm 60 to 256 gsm 64 to 256 gsm 64 to 220 gsm

Print Resolution 600 x 600 dpi 1800 x 600 dpi 600 x 1800 dpi 1200 x 1200 dpi

Hard Drive Capacity 40 GB 60 GB 40 GB 80 GB


768 (standard) 1024 MB (standard) 1024 MB (standard)256 MB (standard); 512 MB (max)

Scan Speed 48 originals per min. 55 originals per min. (color) 25 originals per min. (color) 44 originals per min.

Fax Speed Less than 3 seconds Less than 3 seconds Less than 3 seconds 3 seconds or less


$0.04443 per copy $0.04453 per copy $0.11733 per copy $0.0555 per copy


$7,500.00 $10,380.00 $10,900.00 $14,700.00

COMPARISON OFMULTI-FUNCTION PRINTERS

COMPARISON OFMULTI-FUNCTION PRINTERS

62

IMPROVEIMPROVE

Current Set-up vs. Proposed SystemCost Benefit

IT Printer System 2009 2010 2011 2012 2013 Total

HP4600No. of printers 59 59 59 59 59Volume of pages 3,400,000 3,400,000 3,400,000 3,400,000 3,400,000 Cost of toner, drum, fuser kit & transfer kit $237,423.00 $237,423.00 $237,423.00 $237,423.00 $237,423.00Depreciation cost $13,527 $0 $0 $0 $0

Operating Cost $250,950 $237,423 $237,423 $237,423 $237,423 1,200,642$

Proposed SystemNo. of Color MFPs (Color Multifunction Printers) 26 26 26 26 26Volume of pages 3,400,000 3,060,000 2,754,000 2,478,600 2,230,740 Cost of toner, drum, developer & maintenance kit $207,729 $133,508 $120,157 $108,141 $97,327Depreciation cost $22,018 $39,000 $39,000 $39,000 $39,000

Operating Cost $229,747 $172,508 $159,157 $147,141 $136,327 844,880$

Cost Benefits $21,203 $64,915 $78,266 $90,282 $101,096 355,762$ ROI 10.87% 33.29% 40.14% 46.30% 51.84%

Note: 1. Assumed no. of pages is 3.4 million per year for HP printers 2. Volume for MFPs is assumed to be diminished by 10% per year arising from the use of the other features of the printer (e.g scanner) 3. No replacement for the HP printers 4. 26 units for the new model 5. New units installed by August 2009; fully operational by Sep 2009

63

IMPROVEIMPROVE

CURRENT SET-UP vs PROPOSED SYSTEMCOST BENEFIT

IT Printer System 2009 2010 2011 2012 2013 TOTAL

HP4600 250,950$ 237,423$ 237,423$ 237,423$ 237,423$ 1,200,642$ Proposed System 229,747$ 172,508$ 159,157$ 147,141$ 136,327$ 844,880$ Cost Benefits 21,203$ 64,915$ 78,266$ 90,282$ 101,096$ 355,762$

Note: 1. Assumed no. of pages is 3.4 million per year for HP printers 2. Volume for MFPs is assumed to be diminished by 10% per year arising from the use of the other features of the printer (e.g scanner) 3. No replacement for the HP printers 4. 26 units for the new model 5. New units installed by August 2009; fully operational by Sep 2009

COST BENEFIT SUMMARYCOST BENEFIT SUMMARY

64

IMPROVEIMPROVE

COST BENEFIT

IT Printer System No of Printers 2009 2010 2011 2012 2013

HP4600 59 250,950$ 270,889$ 270,889$ 270,889$ 270,889$ Proposed System 26 187,342$ 172,505$ 159,153$ 147,140$ 136,330$ Cost Benefits 63,608$ 98,384$ 111,736$ 123,749$ 134,559$

Note: 1. Assumed no. of pages is 3.4 million per year 2. HP printers replaced in 2010 3. 26 units for the new model

NEW HP PRINTERS vs PROPOSED SYSTEM

COST BENEFIT WITH HP REPLACEMENT

COST BENEFIT WITH HP REPLACEMENT

65

IMPROVEIMPROVE

CURRENT SET-UP vs PROPOSED SYSTEM

COST BENEFIT


HP 4600 59 250,950$ 237,423$ 237,423$ 237,423$ 237,423$ Proposed System 59 236,842$ 222,005$ 208,653$ 196,640$ 185,830$ Cost Benefits 14,108$ 15,418$ 28,770$ 40,783$ 51,593$

Note: 1. No replacement for the HP printers 2. 59 units for the new model

NO CHANGE IN NO. OF PRINTERS

COST BENEFIT WITH NOREDUCTION IN NO. OF UNITS

COST BENEFIT WITH NOREDUCTION IN NO. OF UNITS

66

IMPROVEIMPROVE

NEW HP PRINTERS vs PROPOSED SYSTEMCOST BENEFIT


HP4600 59 250,950$ 270,889$ 270,889$ 270,889$ 270,889$ Proposed System 59 236,842$ 222,005$ 208,653$ 196,640$ 185,830$ Cost Benefits 14,108$ 48,884$ 62,236$ 74,249$ 85,059$

Note: 1. HP printers replaced in 2010 2. 59 units for the new model

COST BENEFIT WITH NOREDUCTION IN NO. OF UNITS AND WITH HP REPLACEMENT

COST BENEFIT WITH NOREDUCTION IN NO. OF UNITS AND WITH HP REPLACEMENT

67

IMPROVEIMPROVE

OIST's Printer Replacement & Retirement Program2005-2010

Total Unit Total AgePrinter Models Qty Year Qty Cost ($) (US$) (as of 07) Year Qty

HP Laserjet 4650 DTN 22 2005 22 2,954.00 64,988.00 2 2010 22-

HP Laserjet 4600 DTN 43 2004 2 2,994.00 5,988.00 3 2010 22003 26 2,770.00 72,020.00 4 2010 262002 15 2,998.00 44,970.00 5 2010 15

- HP Laserjet 5500 DTN 1 2003 1 3,200.00 3,200.00 4 2010 1

- HP Laserjet 8550 DTN 12 2002 5 6,598.50 32,992.50 5 2010 5

2001 7 6,725.00 47,075.00 6 2010 7

78 78 28,239.50 271,233.50 78

Procurement Retirement

68

IMPROVEIMPROVE

@21.8333 days @22 pages/minRunning Time Running Time

mins / mon mins / day

1 4206* HP4650 PHCC064 CWRD/OAS/RSDD 193,057 16,088.08 731.28 736.86 33.49 2 8426* HP4650 PHCC063 OGC/SPD 181,733 15,144.42 688.38 693.64 31.53 3 6426* HP4650 PHCC050 SERD/CWRD 173,629 14,469.08 657.69 662.71 30.12 4 4646* HP4650 PHCC049 RSDD 165,950 13,829.17 628.60 633.40 28.79 5 5206* HP4650 PHCC058 SARD/SERD/SPRU/SERD/RSDD/ 165,106 13,758.83 625.40 630.18 28.64 6 3426* HP4650 PHCC052 TD/RMU 157,207 13,100.58 595.48 600.03 27.27 7 4426* HP4650 PHCC055 CWRD 142,369 11,864.08 539.28 543.39 24.70 8 3646* HP4650 PHCC053 CTL 139,324 11,610.33 527.74 531.77 24.17 9 6206* HP4650 PHCC047 SERD/EARD/CWRD 133,405 11,117.08 505.32 509.18 23.14 10 7646* HP4650 PHCC061 OREI/OCO 120,971 10,080.92 458.22 461.72 20.99 11 7206* HP4650 PHCC045 COSO/PARD/ERD 109,058 9,088.17 413.10 416.25 18.92 12 2646* HP4650 PHCC056 BPMSD/OIST/TD 97,520 8,126.67 369.39 372.21 16.92 13 2426* HP4650 PHCC062 BPMSD/OIST/RSDD 96,424 8,035.33 365.24 368.03 16.73 14 5646* HP4650 PHCC060 PSOD/SARD 89,917 7,493.08 340.59 343.19 15.60 15 9401 HP4600 PHCC 040 OCRP 81,118 6,759.83 307.27 309.61 14.07 16 8646* HP4650 PHCC046 OED/SPD 78,399 6,533.25 296.97 299.23 13.60 17 5426* HP4650 PHCC057 SARD 77,361 6,446.75 293.03 295.27 13.42 18 6646* HP4650 PHCC059 EARD 75,648 6,304.00 286.55 288.73 13.12 19 8331 HP4600 PHCC 029 OGC 72,431 6,035.92 274.36 276.45 12.57 20 2205* HP4650 PHCC051 BPMSD 71,203 5,933.58 269.71 271.77 12.35

No. Room Model Config ID Dept.Average

Print/ DayAverage

Print/ Month

Meter Reading

J an-Dec '07

AVERAGE PRINT PER DAYAVERAGE PRINT PER DAY

68

69

IMPROVEIMPROVE



21 7426* HP4650 PHCC065 COSO/ERD 64,247 5,353.92 243.36 245.22 11.15 22 9721 HP4600 PHCC 023 BOD 59,398 4,949.83 224.99 226.71 10.30 23 8206* HP4600 PHCC028 OSEC 59,051 4,920.92 223.68 225.39 10.24 24 6110 HP4600 PHCC 035 EARD 57,880 4,823.33 219.24 220.92 10.04 25 9210 HP4600 PHCC 031 BOD 49,568 4,130.67 187.76 189.19 8.60 26 8130 HP4600 PHCC 012 OPR 45,340 3,778.33 171.74 173.05 7.87 27 9701 HP4600 PHCC 003 BOD 38,911 3,242.58 147.39 148.52 6.75 28 9264 HP4600 PHCC 022 BOD 36,646 3,053.83 138.81 139.87 6.36 29 4734 HP4600 PHCC 042 RSDD 36,330 3,027.50 137.61 138.66 6.30 30 1636 HP8550 PHCB 004 OAS 35,511 2,959.25 134.51 135.54 6.16 31 1908 HP4600 PHCC 033 OAS 34,338 2,861.50 130.07 131.06 5.96 32 3206* HP4600 PHCC020 TD/OAG/CTL/RMU 33,564 2,797.00 127.14 128.11 5.82 33 1312 HP4600 PHCC 013 DER 33,020 2,751.67 125.08 126.03 5.73 34 8721 HP4600 PHCC 034 OED 30,433 2,536.08 115.28 116.16 5.28 35 9610 HP4600 PHCC 037 BOD 28,404 2,367.00 107.59 108.41 4.93 36 8129 HP4600 PHCC 036 OPR 28,106 2,342.17 106.46 107.27 4.88 37 9641 HP4600 PHCC 011 BOD 27,051 2,254.25 102.47 103.25 4.69 38 8105 HP4600 PHCC 043 OPR 23,878 1,989.83 90.45 91.14 4.14 39 9130 HP4600 PHCC 001 BOD 23,315 1,942.92 88.31 88.99 4.04 40 3140 HP4600 PHCC 016 OAG 22,741 1,895.08 86.14 86.80 3.95


Print/ DayAverage

Print/ Month

Meter Reading

J an-Dec '07


69

70

IMPROVEIMPROVE



41 9232 HP4600 PHCC 032 BOD 21,929 1,827.42 83.06 83.70 3.80 42 9429 HP4600 PHCC 002 BOD 21,319 1,776.58 80.75 81.37 3.70 43 9301 HP4600 PHCC 039 BOD 20,395 1,699.58 77.25 77.84 3.54 44 9150 HP4600 PHCC 014 BOD 18,910 1,575.83 71.63 72.18 3.28 45 1200 HP4600 PHCC 021 OAS 17,482 1,456.83 66.22 66.73 3.03 46 8163 HP4650 PHCC 044 OPR 16,489 1,374.08 62.46 62.94 2.86 47 9330 HP4600 PHCC 019 BOD 15,837 1,319.75 59.99 60.45 2.75 48 G324 HP4600 PHCC 026 OAS 15,348 1,279.00 58.14 58.58 2.66 49 7262 HP4600 PHCC 005 ERD 13,621 1,135.08 51.59 51.99 2.36 50 1630 HP8550 PHCB 001 OAS 12,552 1,046.00 47.55 47.91 2.18 51 3261 HP4600 PHCC 024 TD 12,256 1,021.33 46.42 46.78 2.13 52 5504 HP4550 PHCA 033 RSDD 12,001 1,000.08 45.46 45.81 2.08 53 1417 HP5550 PHCD 002 DER 9,563 796.92 36.22 36.50 1.66 54 9450 HP4600 PHCC 004 BOD 9,249 770.75 35.03 35.30 1.60 55 1672 HP4600 PHCC 025 OAS 9,107 758.92 34.50 34.76 1.58 56 3101 HP4600 PHCC 030 CTL 7,134 594.50 27.02 27.23 1.24 57 8164 HP4600 PHCC 015 OPR 4,873 406.08 18.46 18.60 0.85 58 G727 HP8550 PHCB 007 OAS 4,848 404.00 18.36 18.50 0.84 59 G726 HP8550 PHCB 006 OAS 2,012 167.67 7.62 7.68 0.35


Print/ DayAverage

Print/ Month

Meter Reading

J an-Dec '07


70

71

IMPROVEIMPROVEJan- Jun 2008 Data(2007 Validation)

Jan- Jun 2008 Data(2007 Validation)

Rank Rank Room Model Config @21.833332008 2007 No. Type ID Department jan jun total ave./ mon ave./ day

1 10 7646* HP4650 PHCC061 OREI/OCO 189,717 302,573 112,856 18,809 861.50 2 9 6206* HP4650 PHCC047 SERD/EARD/CWRD 23,882 116,948 93,066 15,511 710.43

3 5 5206* HP4650 PHCC058SARD/SERD/SPRU/SERD/RSDD

/SPD/RMU 288,300 379,937 91,637 15,273 699.52 4 4 4646* HP4650 PHCC049 RSDD 236,980 324,761 87,781 14,630 670.08 5 7 4426* HP4650 PHCC055 CWRD 199,230 284,287 85,057 14,176 649.29 6 13 2426* HP4650 PHCC062 BPMSD/OIST/RSDD 116,778 199,010 82,232 13,705 627.73 7 2 8426* HP4650 PHCC063 OGC/SPD 240,464 317,911 77,447 12,908 591.20

8 6 3426* HP4650 PHCC052 TD/RMU 200,860 278,204 77,344 12,891 590.41 9 1 4206* HP4650 PHCC064 CWRD/OAS/RSDD 267,708 339,925 72,217 12,036 551.27 10 3 6426* HP4650 PHCC050 SERD/CWRD 292,553 357,177 64,624 10,771 493.31 11 16 8646* HP4650 PHCC046 OED/SPD 155,169 210,259 55,090 9,182 420.53 12 8 3646* HP4650 PHCC053 CTL 170,564 219,171 48,607 8,101 371.05 13 19 8331 HP4600 PHCC 029 OGC 761,493 809,953 48,460 8,077 369.92 14 26 8130 HP4600 PHCC 041 OPR 143,772 190,201 46,429 7,738 354.42 15 14 5646* HP4650 PHCC060 PSOD/SARD 124,119 169,091 44,972 7,495 343.30

72

IMPROVEIMPROVE


16 24 6110 HP4600 PHCC 035 EARD 211,480 253,747 42,267 7,045 322.65 17 11 7206* HP4650 PHCC045 COSO/PARD/ERD 130,881 172,148 41,267 6,878 315.02 18 32 3206* HP4600 PHCC020 TD/OAG/CTL/RMU 171,264 212,195 40,931 6,822 312.45 19 12 2646* HP4650 PHCC056 BPMSD/OIST/TD 137,443 178,159 40,716 6,786 310.81 20 15 9401 HP4600 PHCC 040 OCRP 367,630 407,793 40,163 6,694 306.59 21 21 7426* HP4650 PHCC065 COSO/ERD 76,453 112,606 36,153 6,026 275.98 22 17 5426* HP4650 PHCC057 SARD 113,809 146,592 32,783 5,464 250.25 23 20 2205* HP4650 PHCC061 BPMSD 125,649 157,977 32,328 5,388 246.78

24 22 9721 HP4600 PHCC 023 12 273,306 304,447 31,141 5,190 237.72 25 23 8206* HP4600 PHCC028 OSEC 94,359 123,846 29,487 4,915 225.09 26 27 9701 HP4600 PHCC 003 11 96,309 122,083 25,774 4,296 196.75 27 18 6646* HP4650 PHCC059 EARD 135,555 160,953 25,398 4,233 193.88 28 28 9264 HP4600 PHCC 022 OSPF 158,667 182,411 23,744 3,957 181.25 29 53 1417 HP5550 PHCD 002 DER 87,560 110,791 23,231 3,872 177.34 30 29 4734 HP4600 PHCC 042 RSDD 271,934 294,576 22,642 3,774 172.84



73

IMPROVEIMPROVE


31 25 9210 HP4600 PHCC 031 3 62,123 84,501 22,378 3,730 170.82 32 33 1312 HP4600 PHCC 013 DER 13,203 34,400 21,197 3,533 161.81 33 31 1908 HP4600 PHCC 033 OAS 174,776 194,703 19,927 3,321 152.11 34 35 9610 HP4600 PHCC 037 9 240,429 259,565 19,136 3,189 146.08 35 43 9301 HP4600 PHCC 039 5 25,990 45,115 19,125 3,188 145.99 36 50 1630 HP8550 PHCB 001 OAS 201,114 219,311 18,197 3,033 138.91 37 30 1636 HP8550 PHCB 004 OAS 219,800 237,714 17,914 2,986 136.75 38 40 3140 HP4600 PHCC 016 OAG 93,567 109,118 15,551 2,592 118.71 39 41 9232 HP4600 PHCC 032 4 26,155 41,343 15,188 2,531 115.94 40 39 9130 HP4600 PHCC 001 1 26,137 40,266 14,129 2,355 107.85 41 46 8163 HP4650 PHCC 044 OPR 68,906 82,650 13,744 2,291 104.92 42 44 9150 HP4600 PHCC 014 2 22,657 35,957 13,300 2,217 101.53 43 36 8129 HP4600 PHCC 012 OPR 53,710 65,692 11,982 1,997 91.47 44 45 1200 HP4600 PHCC 021 OAS 165,338 176,512 11,174 1,862 85.30 45 NI 1734 HP4600 PHCC 010 OAS 272,259 283,371 11,112 1,852 84.82



74

IMPROVEIMPROVEToner InventoryToner Inventory

B Y C M TK FK DR B Y C M TK FK DR

1 HP4600 346 226 206 243 - 13 - 50,737.44 44,589.80 40,643.80 47,943.90 - 3,999.32 -

2 HP4550 44 58 61 50 5 3 10 3,522.64 6,768.02 7,118.09 5,834.50 893.35 647.43 695.70

3 HP5500 15 10 9 8 - - - 3,071.70 2,906.30 2,615.67 2,325.04 - - -

4 HP8550 17 8 20 14 36 39 5 1,809.65 1,323.28 3,308.20 2,315.74 923.76 15,168.27 668.50

422 302 296 315 41 55 15 59,141.43 55,587.40 53,685.76 58,419.18 1,817.11 19,815.02 1,364.20

TOTAL COST

Total Cost $

249,830.10

ModelNo. of Qty Available

75

IMPROVEIMPROVEToner InventoryToner Inventory

B Y C M TK FK DR

HP4600 346 226 206 243 - 13 -

2007 Usage 436 242 87 88 10 11

(90) (16) 119 155 (10) 2 -

HP4550 44 58 61 50 5 3 10

HP5500 15 10 9 8 - - -

2007 Usage 3 3 5 3 1

56 65 65 55 5 3 9

HP8550 17 8 20 14 36 39 5

2007 Usage 5 4 5 2 1 3 8

12 4 15 12 35 36 (3)

ModelNo. of Qty Available

76

IMPROVEIMPROVEQuick WinQuick Win

Staff can avail of the services of Printing Unit for some printing requirements (e.g. presentations, training materials, printing requirements of more than 25 pages).

This will translate to some cost and efficiency benefits –

- machines at Printing unit are capable of

back-to-back printing

- lower cost

76

77

IMPROVEIMPROVESoft SavingsSoft Savings

If management approves, underutilized printers can be de-activated. Client needs can be serviced by color printers in the copy center. Savings can be realized from the reduced electricity consumption otherwise consumed by the underutilized printers.

77

78

IMPROVEIMPROVESoft SavingsSoft Savings

Soft savings estimated at US$130,313 (over a five-year period) is envisioned to be achieved through the utilization of the printer scanning features and the resulting decrease in volume of printed pages.

78

79

IMPROVEIMPROVEUnit Pull-Out ProposalUnit Pull-Out Proposal

1 1200 HP4600 PHCC 021 OAS 17,482 1,456.83 66.73 2 G324 HP4600 PHCC 026 OAS 15,348 1,279.00 58.58 3 7262 HP4600 PHCC 005 ERD 13,621 1,135.08 51.99 4 1630 HP8550 PHCB 001 OAS 12,552 1,046.00 47.91 5 3261 HP4600 PHCC 024 TD 12,256 1,021.33 46.78 6 5504 HP4550 PHCA 033 RSDD 12,001 1,000.08 45.81 7 1672 HP4600 PHCC 025 OAS 9,107 758.92 34.76 8 3101 HP4600 PHCC 030 CTL 7,134 594.50 27.23 9 G727 HP8550 PHCB 007 OAS 4,848 404.00 18.50 10 G726 HP8550 PHCB 006 OAS 2,012 167.67 7.68

Dept.Meter

Reading Jan-Dec

Average Print/ Month

Average Print/ Day

No. Room Model Config ID

80

• Rationalization for the guidelines• Nature of documents allowed to be printed• Type of documents to print (e.g. email,

powerpoint presentation, downloaded pictures)

• Guidelines on seminar materials• Guidelines on Printing Services

IMPROVEIMPROVE

COLOR PRINTING GUIDELINES STATUS

- IN PROGRESS

8181

IMPROVEIMPROVE

SUMMARY OF CRITICAL FACTORS PROPOSED SOLUTIONS

Equipment Technology New/More cost efficient printer model

Machine Model New/More cost efficient printer model

Consumables/Spare Parts Lower cost Consumables/Spare Parts

Preventive/Corrective Maintenance New/More cost efficient printer model

Equipment Age New/More cost efficient printer model

Utilization AO Proposal for Color Printer operations/New model

Process Type of Documents Sent AO Proposal for Color Printer Operations

Media AO Proposal for Color Printer Operations

User Awareness User training and handouts

Printing Errors User training and handouts

User Tracking to monitor color usage AO Proposal for Color Printer operations/New model

Policy AO on Assignment of Color Printers AO Proposal

Color Printing Policy and Guidelines AO proposal for Color Printing Guidelines

82

IMPROVEIMPROVE FAILURE MODES &EFFECTS ANALYSIS (FMEA)

FAILURE MODES &EFFECTS ANALYSIS (FMEA)

82

What is the process step and

input under investigation?

In what ways does the Key Input go

wrong?

What is the impact on the Key Output

Variables (Customer

Requirements)

What causes the Key Input to go

wrong?

What are the existing controls and

procedures that prevent either the

cause or the Failure Mode?

Communicate and coordinate with OIST as to the procedures and time frame and needed for the connection of the new printers, including the provision of support system for problems encountered

Do a test run using 10% of the units to check if the connection is working

After a positive test run, proceed with the remaining units

Closely monitor any connectivity problem within the next 2 weeks

None7 5 7 245Staff unable to print New printer not yet connected as network printer/not yet configured in the system

New printer model installation

Staff failure to connect to the new printer

OCC

DET

RPN

Process Step/Input

Potential Failure Mode

Potential Failure Effects

Potential Causes

POTENTIAL PROBLEMS ON REDUCTION OF COLOR PRINTING DEVICES

Current Controls Actions RecommendedSEV

83



83




wrong?


Variables (Customer

Requirements)


wrong?




7 New printers are not working

5 None 6 210 Pilot test on 10% of the units for the pull-out and installation

Monitor problems/issues encountered. As much as possible, resolve major issues/problems before continuing with the rest of the unitsSince most of the units are to be located at the copy room, consider the feasibility of having the stand-alone printers as temporary back-ups

Unavailable toners and spare parts for the new model

Formulate an implementation plan and timeline

Based on the timeline and average toner usage, compute for the ideal toner and spare parts inventory level

Taking into consideration the proposed implementation plan (including pilot testing), coordinate with OAFA for the toner purchase

Have a regular monitoring of the toner inventory level together with the implementation plan. Take actions as necessary.

Staff is unable to print Staff complaints/ Unprinted Docs

Pull-out of 59 units of HP printers for installation of new color printers

OCC

DET

RPN

Process Step/Input



Potential Causes Current Controls Actions RecommendedSEV

210 New printer model installation

Staff unable to use the new model

Staff unable to print 7 5 None 6

84



84




wrong?


Variables (Customer

Requirements)


wrong?




7 Printer unavailable/ 5 5.5 193 Analyze complaints received as to validity, urgency and severity.

Long queue to color printer/

Give staff option to use printing services for urgent bulk printing needs

Analyze the possibility and feasibility of connecting the staff to 2 color network printers

Too many staff using one printer

Monitor usage and complaints received for 1 year to determine if there would be justification for increasing the number of available printers

Staff is unable to print 7 Staff has reached the maximum allowable limit

5 None 5 175 Compute for the average usage per staff per unit to come up with a workable average for the staff. Communicate with the staff to validate and to be able to adjust if necessary

Staff has printing requirements way beyond the maximum limit

For actual usage going beyond the average, analyze if this is a regular occurrence. If so, analyze the feasibility of redirecting the staff to the Printing unit for the printing services or increasing the maximum limitMonitor usage and complaints received for 1 year to determine if there would be justification for increasing the number of maximum pages

Setting a maximum no. of pages per staff over a period of time

Staff complaints/ Unprinted Docs

Color printing device reduced to 26 units from 59 units

OCC

DET

RPN

Process Step/Input



Potential Causes


Staff is unable to print


The new system can be programmed to set a maximum no. of pages to staff for color printing over a particular time

85



85




wrong?


Variables (Customer

Requirements)


wrong?




Staff is unable to print Analyze connectivity and location issues for the staff/printers affectedCommunicate and coordinate with OIST as to the procedures and time frame and needed for the connection of the affected staff to other available/nearby printers, including the provision of support system for problems encounteredCommunicate with the users for the possible pull-out to inform them of the justification of the pull-out and to get consentDo the pull-out and monitor problems and usage to validate the action

7 Printer unavailable 5 5 175 NonePull-out 10 units of HP printers


OCC

DET

RPN

Process Step/Input




86



86




wrong?


Variables (Customer

Requirements)


wrong?




Perform actual inventory of HP toners

Based on actual usage, compute for the number of days the current stock would be able to serve

Taking into consideration the proposed implementation plan (including pilot testing), average toner life, usage and purchasing cycle, determine how much toner and spare parts to purchase

Coordinate with OAIS-AP and PC for the toner procurement

Have a regular monitoring of the toner inventory level together with the implementation plan of the new printers. Make the necessary adjustments for any major changes in the implementation affecting the HP units

175

OCC

DET

RPN

Process Step/Input




Transition from old to new printer model, with old printers serving as back-up

HP printers not viable as back-up due to unavailability of toners for old printers

Staff unable to print/Delay in printing

7 Toner inventory not properly monitored and planned

5 Monitoring cards for toner inventory

5

87



87




wrong?


Variables (Customer

Requirements)


wrong?




Unfamiliarity of the staff with the new model

Inform staff about the new installed model including how to access from own computer (e.g. through ADB today, emails)

No guidelines on the use of the new model

Provide staff guidelines on the use of new models including the capabilities/capacity of the model

Need for training on the use of the new model

Provide a focal person that staff can communicate with in case of problems and concerns

No Printing guidelines for color printers

Uncontrolled color printing

High costs of color printing

6 Guidelines not properly formulated

5 None 5 150 Formulate definite printing guidelines, including the rationale and benefits

NoneNew printer model installation

Staff unable to use the new model

Staff unable to print

OCC

DET

RPN

Process Step/Input



Potential Causes

7 4 6 168


88



88




wrong?


Variables (Customer

Requirements)


wrong?




Make an analysis of the current available inventory as to usage and consumption rate.Compute for possible excess inventory and compare with the savings from electrical consumption

If electrical savings is greater,communicate with the users for the possible pull-out to inform them of the justification of the pull-out and to get consent

Do the pull-out and monitor problems and usage to validate the action

Compute for distance from staff of the current printer location to new location

Analyze complaints received as to validity and as to severity.

Adjust location if warranted by staff density and printer usage

Pull-out 10 units of HP printers

Excess toner inventory

Unused inventory/cost of money tied up in inventory

6 Inventory not used up due to less available printers

5 None 5

7 Copy center locations 5 140 Color printer location

Staff spends considerable time going to the printer location

Staff complaints/ Delay in printing

Printer location too far from staff

4

150

OCC

DET

RPN

Process Step/Input




89

IMPROVEIMPROVEFAILURE MODES &

EFFECTS ANALYSIS (FMEA)





wrong?


Variables (Customer

Requirements)


wrong?




Make an analysis of the current available inventory as to usage and consumption rate.Compute for possible excess inventory and compare with the savings from electrical consumption

Formulate printing guidelines that are easy to understand and without much technical details

After approval, issue out to staff via ADB today/email

Create a constant reminder by posting parts of the guidelines in the copy rooms or in the printers themselves

If possible, provide a link in ADB Today so staff can easily access

Legend: SEV (Severity) : Rating 1-10 (1 as least and 10 as most) OCC (Occurrence) : Rating 1-10 (1 as least and 10 as most) DET (Detection) : Rating 1-10 (1 is likely to detect and 10 is unlikely to detect RPN (Risk Priority Number) = SEV x OCC x DET

140

Pull-out 10 units of HP printers

Excess toner inventory

Unused inventory/cost of money tied up in inventory

6 Inventory not used up due to less available printers

5

Guidelines not properly communicated

5 ADB Today/Use of AO's 4

None 5

Implementing new Printing guidelines for color printers

Staff do not follow the guidelines

Uncontrolled color printing

7

150

OCC

DET

RPN

Process Step/Input




5 Air control 5New printer model installation

New printer producing work hazards (emitting smell and disturbing noise)

Staff is disturbed by the noise and the smell

4 100

90

CONTROLCONTROL

CONTROL PLANSCONTROL PLANS

1. Seek management approval to proceed with the project implementation2. Work with OIST on the Capital Expenditure (CAPEX) proposal.3. Work with OIST on the finalization of the Color Printing guidelines.4. Obtain management approval for the printer guidelines.5. Undertake an information campaign on responsible use of printers:

a. Post reminders on copy centers and stand-alone printers on the responsible use of color printersb. Publish articles or short messages on the OAS newsletter relating to color printers, with special emphasis

on the environment and advantages to both staff and ADB.c. On a regular basis (e.g. quarterly), put-up an announcement or message on the ADB Today relating to

responsible printer use to serve as a staff reminderd. Post the Color Printer guidelines in OAS website and ADB today.e. Monitor color printer usage to assess effectivity of the information campaign.

91

CONTROLCONTROL


6. After project and budget approval, work with OIST on the implementation of the project (including procurement):a. Coordinate with OAFA, OAIS-AP and OIST as to project implementation plan and schedule.b. Agree on the implementation date, with considerations for the procurement process and OIST staff

availability for the transition.c. Discuss considerations for pilot-testing, training and full implementation for network connectivity of the new

units (with OIST), including provisions for new staffd. Discuss other control features that may be installed as part of the new color printer system

i. black and white as defaultii. maximum no. of pages

iii. restrictions to color printinge. Do actual inventory of HP toners available to ensure availability during the transition and implementation period

(in coordination with OAIS-AP)

92

CONTROLCONTROL


f. Work together with OAFA for the time-table for the printer procurement (with consideration for the pilot testing)and with OAIS-AP for the purchase of toners for the new printers during the pilot testing and the fullimplementation.

g. Coordinate with supplier for the provision of training and trainors for the color printers.7. Inititate the printer procurement process.8. Start on a Communication Program with the staff on the new printer installation and the pull-out of old HPs through

ADB Today (to be done as early on as possible).a. Communication memos/messages would include:

i. capabilities of the new system (e.g. scan, fax, copy)ii. time-frame for the pull-out, including stand-alones and justification/reasons

b. Take note of any comments/concerns/reactionsc. Provide manuals/information kits for the new printers to all staff

93

CONTROLCONTROL


9. Do a pilot-run of the project in selected photocopying centers.a. Select a number of copy centers for pilot testing of the new color printersb. Coordinate with OIST on the configuration and connectivity of the printers for installation and provision of

support system for problems encounteredc. Coordinate with the supplier for the training provision for ADB staff during the pilot testing. Provide for a

training area.d. Inform affected department/staff of the installation, available training (including location) and pull-out schedule

and provide contact/focal person(s) for concerns/problems. If possible, one person from OIST (for technicalproblems and one in OAS (for other concerns).

e. Have the pilot units installed.f. Do a test run for 1 month.To ensure a back-up unit is available to staff in case of problems with the new

color printer, pull-out of the old unit would be deferred.

94

CONTROLCONTROL


g. Monitor utilization and problems encountered. Coordinate with the appropriate ADB personnel for the problemresolution.

h. At the end of the pilot run, analyze problems.i. Determine under which category they fall – People, Process, Program, Machine and Others

ii. Classify according to priority of resolution – High, Middle, Lowiii. Take note of the solutions made.

i. Analyze toner data usage to validate the results of the Six-Sigma study. j. If problems are determined to be manageable and Six Sigma results are validated, coordinate with OIST

for the pull-out of the old unit.10. Coordinate with OAFA for the procurement of the remaining units and with OAIS-PC for the toner purchase.11. Communicate with the affected departments/staff as to the new system and the time-line for the installation

and pull-out to give staff time to get used to the idea.

95

CONTROLCONTROL


12. Upon the availability of the rest of the new color printers, coordinate with OIST for their configuration andinstallation.

13. After installation, as much as can be made available, provide a visual manual to users at the copy centers/color printer locations. This should include the “how-to’s” of the other features – scanning, copying, fax.

14. Coordinate with the supplier again for the staff training for a period of time after the installation of allprinter units.

15. Monitor utilization and problems encountered for all the running units. Do the same problem analysis as thepilot testing.

16. After one month (or when the new color printer system is up and running), coordinate with OIST for the pull-outschedule of the remaining HP units.

17. Monitor utilization and maintain constant staff reminder on color printer usage.18. On a regular interval (e.g. every six months), compute for unit cost and the sigma level. Analyze any significant

variations.

96

• Good is good but Better is better

• Brainstorming as a Six Sigma tool stimulates the creative thinking process of the team

• Hear the Voice of the Customer (VOC) but know how to strike a balance among conflicting “voices”

• Follow your data, not your hunches

• Take away the causes, and the effect ceases

LESSONS LEARNED

96

97

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