Des Moines Public School District
Copiers & Printers
â€śIt was clear that Marco was serious about offering great service. They really take service to heart.â€ť Dan Warren, Director of IT
For over 100 years, DesÂ Moines Public SchoolsÂ have been educating theÂ students of Iowaâ€™s capitalÂ city. Today, the district is theÂ largest provider of publicÂ education in Iowa, with moreÂ than 30,000 students andÂ nearly 5,000 teachers andÂ staff at work in more thanÂ 60 schools throughout theÂ community. The wide rangeÂ of opportunities in DesÂ Moines meets the academicÂ interests, abilities and goalsÂ of every student.
School District Saves Time and Money with Streamlined Print Processes
The Des Moines Public School District had come to a fork in the road regarding itsÂ printing equipment. With over 1,200 aging printers scattered throughout the district,Â the district wanted to get a better handle on what equipment needed to be updatedÂ and if more cost-effective printing processes were available.
â€śI knew we were spending way too much time managing our printers,â€ť said DanÂ Warren, Director of IT for Des Moines Public Schools. â€śI was looking for a trueÂ partner to start us off with some recommendations, help us through implementationÂ and be there for us through every phase of growth.â€ť
Marco was initially brought on board to update the districtâ€™s central print shop.Â For years, the print shop averaged only two million impressions a year, while theÂ Risographs throughout the districtâ€”which were more costly to maintainâ€”wereÂ averaging 18 million copies a year. Once the print shop was updated, the districtÂ sent out an RFP for managed print. Warren says Marco won the bid; in part,Â because the companyâ€™s service went above and beyond other providers.
â€śWe had the same vendor for years and the service was just status quo. It wasÂ clear that Marco was serious about offering great service. They really take serviceÂ to heart,â€ť he recalled.
One reason the district wanted to move to managed print was to get a clearerÂ picture of what it was spending. To get the process started, Marco completedÂ an assessment of all 70+ buildings in the district. The assessment enabled theÂ district to cut its printer fleet by 75 percent.
â€śIt was not uncommon to have a printer on every other desk and in everyÂ classroom,â€ť said Warren. â€śThere were printers everywhere and people wereÂ buying tonerâ€”we were spending a lot of money.â€ť
To get a clearer picture of printing costs, the district implemented a software thatÂ tracked print usage. The reports created by the software opened their eyes.
â€śThat really started the conversation about how much money we were spendingÂ annually and what we could do more efficiently. It put it in perspective when youÂ realize you could take some of that money and put it toward more teachers inÂ the classroom,â€ť said Warren.
Getting the school staff to make the switch from printing in the classroom orÂ just down the hall to sending everything through the print shop wasnâ€™t an easyÂ transition. In fact, Warren says it was the most difficult project heâ€™s managed inÂ the seven years heâ€™s been in this position.
â€śIt was a huge culture change, but Marcoâ€™s experience really helped. TheyÂ provided the training, fielded questions and walked the staff through the longÂ range of why the new process was better. It took a lot of conversations to makeÂ it happen and Marco was there,â€ť added Warren.
In just the first year, the print shop went from doing two million impressions toÂ 22 million. To keep up with the demand during the first month of the school year,Â the print shop stayed open 24 hours a day/seven days a week with the help ofÂ Marco support. With the new process in place, the district is now saving 12-16Â percent a month on printing costs. More importantly, itâ€™s able to see where itsÂ dollars are being spent.
â€śThe reporting is really where it needs to be. People trust the reports and theyâ€™reÂ accurate. The billing part is huge because itâ€™s a lot more streamlined than itâ€™sÂ ever been,â€ť he added.
Besides being cost effective, Warren says Managed Print has freed up his staffÂ to spend time on more important initiatives. And, as far as service, Warren saysÂ Marco continues to live up to its word.
â€śMarco goes above and beyond to help us. They created little cheat sheets forÂ the staff to let them know who and when to call. Basically if anything goes wrongÂ with the printers, we call Marco. The service is also more streamlined. We nowÂ have auto-replenishment on the toner. With the service and the maintenance,Â Marco is there before our office managers even know something is wrong. TheyÂ replenish the toner before we even know it needs to be changed. So thatâ€™s reallyÂ helped and has saved us time,â€ť he explained.
More than anything, Warren says he feels he has a true partner.
â€śI donâ€™t look at Marco as a vendor. Itâ€™s not them versus us or us versus them. WeÂ are in this together. Theyâ€™ve been there and theyâ€™ve been by our side the wholeÂ way,â€ť he added.