The Solution

In April 2007, Marco implemented a Managed Account Program for Sauk Rapids-Rice Public Schools which includes a mix of HP laser and multifunction printers located throughout their six buildings. McCabe thought the implementation process went very well. “We put multifunction printers in the areas that made sense and we switched all of our service over to Marco. People like the convenience of having the units close to them. Marco takes care of us when we have a service issue which has taken a lot of pressure off of my staff.”

Kim Eisenschenk, the District’s Business Manager, is also very pleased with the transition. “It has been a nice change for us and it is so much easier to budget for our copiers/printers now because we know what our costs are going to be. We used to have so many different costs associated with so many leases and it was difficult to get our copy counts. Now we know where we’re at and we are actually under on our black and white copy counts.”

McCabe and Eisenschenk worked with Jim Maleska, Marco technology advisor, to implement their Managed Account Program. The program allows the district to pay just for the copies/prints used and includes all service and supplies – everything except staples, paper, and network troubleshooting services. They are able to upgrade their equipment as their copy volumes and need for additional features change. The program has simplified their billing process by combining all of their copy and print costs from their six buildings into one monthly invoice. Eisenschenk said, “Jim checks in with me regularly and when I email about something, he’s right on it!”

With their new multifunction units came additional features that allow their users to work more efficiently. Eisenschenk explained, “People like that they can print right from their computers. Our print costs have decreased because people use the scanning function more.”

“I used to spend a lot on HP parts,” said McCabe. “I think we’re in a much better situation now with new equipment and having less costs for repairs. I also like the fact that we get to see the same technician from Marco (Mark Ringhand) when we need service. Mark knows our district and our people and where everything is, and that’s a big help. He does an outstanding job.”

From a technical standpoint, McCabe feels the new process has worked very well for them. He said, “I leave it up to Marco to decide when a printer can be repaired or needs to be replaced to be the most cost effective.”

The District receives a monthly report outlining their copy/print activity. They also have the software in place to set up pin numbers and track copies/prints by department when they are ready to implement that feature. Two people are designated from each of their buildings to order supplies (by phone and online) as they need them.

Eisenschenk commented, “It used to be a nightmare to try to track our copy/print costs. It’s nice to be able to funnel all of our costs through the district. We now feel our money is being spent and managed in a much better way.”

When asked if McCabe and Eisenschenk would recommend Marco to other school districts, they responded, “It has been a really good experience and a great relationship. We’re happy we made the change and definitely give Marco good marks!”