State of Connecticut Findings and Recommendations Report October 12, 2004
Transcript
Slide 1
State of Connecticut Findings and Recommendations Report
October 12, 2004
Slide 2
Meeting Introduction & Project Summary Martin W. Anderson,
State of Connecticut Project Sponsor IKONs Deliverable & Staff
Introductions Martin W. Anderson, State of Connecticut Project
Sponsor Findings and Recommendations David Griffin, IKON Office
Solutions Director Consulting Stakeholder Discussions Martin W.
Anderson, State of Connecticut Project Sponsor Next Steps &
Summary Martin Anderson & Al Maximino Agenda
Slide 3
DAS Sponsor Comments top view/a summary recommendations n We
are here to get a top view/a summary of the recommendations
resulting from the discovery phase of the DAS/IKON print
consolidation study n We wish to present ideas on how we propose to
address them You did not have to have your report memorized for
this report. n NOTE: Many of you have received a copy of the
Findings and Recommendations and the Assessment for your agency:
You did not have to have your report memorized for this report. n A
brief explanation of what is in the two volumes made available to
the agencies that were studied along with the enclosed CD-ROM n
This PowerPoint presentation will be available at the DAS web site
(WWW.DAS.STATE.CT.US) and we will add other documents regarding
this effort there from time to time
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DAS Sponsor Comments n At the very least--here is how affected
agencies and the affected employees would be involved as we go
forward (P. 1) n Refining the purpose, mission and vision of the
organization n Working on time tables and sequencing of activities
n Working on sub teams to address the work, organization &
culture such as n Floor design and amenities n Transition plans n
Storage and materials access n Work flow n
Equipment/vendors/specifications n Transitioning to and preparing
impacted employees for the new organization n Defining staffing
levels now and for the foreseeable future n Further studying
in-sourcing opportunities and determining how to successful go
after them n Insuring customer satisfaction
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DAS Sponsor Comments n (P. 2) n Settling on the best digital
storefront & job tracking solutions n Getting new state
management set right away that is committed to the success of the
organization and the people in it; who is ready to help make this a
modern and capable facility that will be the production printer and
mailer of choice for state agencies in the scope of this study and
perhaps those agencies that have not been using state print shops
in the past n Employee training identified and delivered n
Identifying hours of work/shifts necessary to be successful n IKONs
role in helping teams and sub teams succeed n Contact points for
assessing and measuring successes and opportunities for
improvement
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DAS Sponsor Comments n Recap of the history of the CT PRINT
study n DAS study of area print and production mail activities in
state agencies along with public and private solutions to
consolidated print or print/mail activities n RFI & E.O. #31 n
RFP to study and make recommendations on the best business options
for a consolidated print and mail operations n Contract 03PSX0441
in two phases with the option to enter a third n Phase 1 (discovery
& assessment phase) of the contract commenced following the
first 5/26/2004 stake holder meeting at the State Office Building
hosted by DAS & IKON
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DAS Sponsor Comments n Director Candidate Screening &
Interviews n What weve learned about other states n The Washington
State experience n Oregon n California
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Agency Analysis n Department of Administrative Services n
Department of Correction n Department of Education n Department of
Information Technology n Department of Labor n Connecticut State
Library n Department of Mental Retardation n Department of Motor
Vehicles n Department of Public Safety n Department of Revenue
Services n Department of Social Services n Department of
Transportation
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IKONs Analysis Strategy n Project Engagement n The analysis was
conducted from a business perspective. n Discovery Strategy n
Define the requirements needed to support a consolidated DAS
managed print facility that would operate as though it were a
commercial enterprise. n Cost Benefits defined during the analysis
justify the Agency print consolidation n Migration & Operations
plans n Migration Risk Mitigated n Operating within a continuous
cost-benefit environment
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Major Components of the Analysis n Digital impressions n Black
and White & Color n Press Impressions n Black and White &
Color n Outsourced Forms Cost and Candidates for Recapture within
the consolidated facility n Mail Center Operations Costs n Internal
& Outsourced n Staffing Considerations and Cost n Distribution
Requirements
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IKON Deliverables n Agency Operations Guides. n One for each
Agency n Each Guide also contains copies of source material n
Findings and Recommendations Report n Detailed Agency Analysis n
Cost Benefit Summary n Discussions related to additional
cost-benefit opportunities n Recommendations applicable to
establishing a consolidated State-Wide printing and mail
facility
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Cost Benefit Summary Annual Cost-Benefit Summary, a
conservative estimate for year 1 n Forms: $910,676 n Mail: $85,244.
(Doesnt include postage expense reduction opportunities estimated
at $200,000) n Staff: $549,771 n Equipment: $60,000 n Total:
$1,605,691
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Additional Opportunities n Re-capture Outsourced Forms, 271
billion impressions. $2.0-$3.0 million in expense n Mail,
consolidation will reduce postage expense. $200,000 opportunity n
Operational efficiencies due to scheduling and task control. More
jobs per unit amount of time. n Continued equipment rationalization
n Other Agencies n Available unused digital print capacity is 25
million impressions, one shift n Available unused press capacity is
greater than 90 million impressions, one shift
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Implementation Plan Major Task Highlights Planning & Design
Pascone design; Print production plan; Test & Acceptance; DOT
Staging Plan; Digital Equipment Migration; Press Equipment
Migration;Print/File Server& Network Design;Web Order Entry;
Job Scheduling & Tracking; Staffing Implementation DOT Staging
configuration; Temporary Job Scheduling & Tracking system;
Interagency iR110 print migration @ DOT; Pascone remodeling;
Print/File server configuration; Press Migration; Docutech Print
& equipment migration; Web based order entry system; Mail
Center Migration to Pascone; Outsourced print recapture begins
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Major Tasks Implementation Timeline
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Projected Project Duration 12 Months Planning 1 M Pascone
Remodeling 2 M Fileserver/Network Installation 1 M iR 110 Print
Consolidation 4 M Press Consolidation 2 M Mail Center Migration 2 M
Web Order Entry System Implementation/Training 2 M Docutech &
DOT Consolidation 5 M Begin Outsourced Forms Recapture Design 2 M
Other Canon Consolidation 1M 3 5 10 Possible 2 nd Press Shift
Slide 18
IKON Document Lifecycle Forms Analysis The form on the
following page is an example of the process that IKON will use to
classify print jobs by the type of form and their related
schedules. n During a Document Lifecycle analysis IKON groups forms
by class and then by type within the class. n The DMV example
illustrates this procedure using Vehicle Registration as the
document class. n The print schedules related to document type are
defined in order to plan and implement an appropriate job
production schedule within the consolidated facility.
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Production Planning Schedules, Testing, Equipment n Printing
Production Schedules (Example) AgencyForm Class Form Type Print
Volume Schedule DMVVehicle Registration Renewal Notice Total
Impressions. Frequency & Times DMVVehicle Registration
Suspension Notice Total Impressions Frequency & Times
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Production Planning Schedules, Testing, Equipment n Digital
Equipment Migration n Canon iR110 equipment first, lowest risk n
After, Test, Acceptance & Sign-off n Interagency Print
Consolidation, 2 agencies n Relocate the first Canon iR110 to the
DOT facility. This device is free after the first consolidation. n
Transfer consolidated interagency print to DOT by class with
parallel print processes left in place. n Test, Acceptance &
Sign-off related to each print job class n Continue with print job
transfers until all classes are operating at the DOT facility. n
Second interagency print consolidation using the DOT facility as
the host. Second iR110 to Pascone. Continue and complete migrations
for all Canon iR110 jobs.
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Production Planning Schedules, Testing, Equipment Documents /
Forms / Reports: Test and Acceptance Procedures Network /
Connectivity Testing (Functionality Testing) n Infrastructure
Connectivity n Print Server / Print Server Appliance n Workstation
Configuration Printer Driver Testing (Functionality Testing) n Test
Vendor Supplied Driver n Test Alternate Driver Application Test n
Identify Critical Documents / Forms / Reports n Determine Needs /
Re-Engineering of Mainframe Printing Output Device (Quality Test) n
Test Print Critical Documents / Forms / Reports in current state n
Test Print Critical Documents / Forms / Reports in new environment
n Escalate to Vendor if Necessary n Resolve issues n Document
Results n State of CT sign-off approval to Cut-Over Print Jobs
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Next Step Phase II n Form Implementation Teams n State n
IKON