COPIER LOGISTIC PLAN FEBRUARY 25 – MARCH 3, 2014.

ALVIN ISD PURCHASING DEPT

COPIER LOGISTICPLAN

FEBRUARY 25 – MARCH 3, 2014

TOPICS OF DISCUSSION

OVERVIEW OF COPIER CONTRACT – WHY TWO COMPANIESDELIVERY SCHEDULE BY KONICA MINOLTA AND CANON

KONICA INSTALLATION OF HIGH SPEED COPIERSCANON INSTALLATION OF MEDIUM TO LOW

SPEED COPIERS

PICKUP OF ALL OLDER COPIERS AND TEMPORARY HOLDING SPOT FOR THEIR STAGING

KEY OPERATOR – WE NEED YOUR HELP !!!!

December we started the bid proposal process

OVERVIEW OF COPIER CONTRACT WHY TWO

COMPANIES?

In January, we opened the proposal and found out that we could afford to upgrade our way of printing, coping and fax capabilities

Upon examination of equipment and contract services – we determined two companies

would be utilized for this transition

Normal Copy Process

Differences in the Current Contract and the NEW

Contract

Scan a Document to a PDF file and send it as an email to your desktop and/or other email addresses

Front Office Copiers will have FAX Capabilities – no more unwanted advertisements being printed

Color capabilities on your copier – 6,000 copies

STARTING TUESDAY, FEBRUARY 25, 2014

PRIOR TO TAKING DOWN ANY MACHINE GET COPY

COUNTS!!!!

PRIOR TO TAKING DOWN ALL COPIERS!!!

PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013

TOP PRIORITY!!!!!!

KEY OPERATORS NEED TO GET FINAL COPY COUNTS

HAVE THE TECHNICIAN ASSIST WITH THIS PROCESS

WE WILL NEED A COPY FOR OUR RECORDS!!!!!


SECURED LOCATION FOR DELIVERY

OF KONICA MINOLTA AND CANON

WE NEED A TEMPORARY SECURED STAGING AREA

FOR ALL COPIERS TO ARRIVE AND FOR THEIR FINAL PICKUP


TOP PRIORITY!!!!!!


DELIVERY SCHEDULE FOR KONICA MINOLTA

Beginning at 8:30 a.m. Deliveries of Konica Minolta

equipment will begin rolling into campuses on the West Side Konica Minolta Technicians will follow

scheduled delivery truck installations

Campus Key Operators will escort the Technician to the Designated Staging Area


ALVIN ISD TECHNICIANS AND

KONICA MINOLTA TECHNICIANS

An Alvin ISD Technician will be available to Konica Minolta Technicians for initial installation and hookup to the Alvin ISD network

Konica Minolta Technicians will lock down the copier until the Trainer is available to assist with the entry of security codes into the copiers



ALVIN ISD SECURITY LOCK DOWN

CODE FOR ALL COPIERS

IS 7153



Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus

There will be a separate worksheet for each of the copiers that will be located at your campus

This Spreadsheet was emailed to you Monday Morning and is located in the Document Cloud under District Wide Copier Contract



Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus Include

everyone’s security code on the High Speed CopierMaybe use a Google Survey to generate this list



The copier is very similar to the current model you have at your campus. Staff should be able to begin using the copier immediately after the Technician has completed the installation Provide Campus Staff AISD Lock

Down Code to make copies until the Trainer arrives to assist with entering the codes



Konica Minolta Trainers will assist the Key Operator in training staff on the operations of the copier:

Entering Security Codes into the Copier Learn to Scan and Email a PDF Document!!!

Print from your desktop to the copier!!!

KONICA MINOLTA CAMPUS HIGH SPEED COPIERS

Questions & Answers????

DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014

Beginning at 8:30 a.m. Deliveries of Canon

BusinessSolutions equipment will begin rolling into campuses – there will be 3 trucks Canon Technicians will follow

scheduled delivery truck installations Campus Key Operators will escort the

Technician to the Designated Staging Area


Campuses will receive a black/white with spot color copier and a smaller cabineted copier

Depending upon size of front office location the color copier is

placed accordingly! The FRONT OFFICE copier will have

FAX CAPABILITIES!!!!!


An Alvin ISD Technician will be available to Canon Technicians for initial installation of print drivers and hookup to the Alvin ISD network Canon Technicians will lock down the

copier until the Trainer is available to assist with the key entry of security codes into the copiers


ALVIN ISD SECURITY LOCK DOWN

CODE FOR ALL COPIERS

IS 7152


Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus NOT EVERYONE

SHOULD HAVE ACCESS TO THESE

COPIERS FOR PRINTING

CAPABILITIES!!!!! There will be a separate

worksheet for each of the copiers that will be located at your campus


Front office has the ability to print to these copiers Color copier has 40,000 copies and 6,000

copies of color print available – overages are at .059 per copy for color!

Small Cabineted copier has 12,000 copies available for printing – overages are billed at .025 per copy

All staff will have scanning capabilities!!!


Once Key Operator and Trainer have completed the installation of ALL the Security Codes and Emails

the ALVIN ISD

SECURITY LOCK DOWN CODE WILL BECOME THE SCANNING

CODE FOR THE COPIER

7152


FRONT OFFICE FAX COPIER!!!! NO MORE UNWANTED FAXES PRINTED! All FAXES are sent directly to an email

account as a PDF document Treat the email account like all emails – you

can forward, delete, print…

Yes – you can still walk up and fax like you always have…


FRONT OFFICE FAX COPIER!!!! Each Fax Copier has it’s own email

address There will be a manager of the email address

Only the manager will have the ability to see the faxes as they come into the fax machine

Anyone you allow to have the email address and the password can check the email for faxes

CANON BUSINESS SYSTEMSSmall Desktop Fax/CopiersSTARTING WEDNESDAY, FEBRUARY 26, 2014

Small Desktop FAX/COPIER!!!! Each Small Fax Copier has it’s own email

address just like the Campus Front Office Copiers There will be a manager of the email address

Only the Manager will have the ability to see the faxes as they come into the fax machine

Anyone you allow to have the email address and the password can check the email for faxes

STARTING WEDNESDAY, FEBRUARY 26, 2014

CANON BUSINESS SYSTEMS TRAINING

Canon Trainers will assist the Key Operator in training staff on the operations of the copiers: Entering Security Codes into the Copier

Learn to Scan and Email a PDF document!!! Print from your desktop to the copier!!!

Send and Receive a Fax

CANON BUSINESS SYSTEMS

Medium – Desk Top Copiers

Questions & Answers????

KONICA MINOLTACANON BUSINESS SYSTEMS

ALL COPIERS HAVE THE ABILITY TO SEND DOCUMENTS TO PRINT!!!!

Staff will have to have their security code to print to their selected copier

Production will not be printed immediately – they must go to copier and enter their security code to print their document

KONICA MINOLTACANON BUSINESS SYSTEMS

ALL COPIERS WILL HAVE THE ABILITY

TO SCAN DOCUMENTS TO A PDF FILE

AND EMAIL THEM TO THEIR DESKTOP

OR OTHER EMAIL ADDRESSES!!!!

CANON BUSINESS SYSTEMSFax Email Setup

Should the Manager of the fax email have problems

setting up their email acct…Create a Help Desk Ticket for Teresa Kelly to call you for assistance

Quick Questions give her a call…

PRIOR TO TAKING DOWN ANY MACHINE GET COPY

COUNTS!!!!



TOP PRIORITY!!!!!!

KEY OPERATORS NEED TO GET FINAL COPY COUNTS

HAVE THE TECHNICIAN ASSIST WITH THIS PROCESS

WE WILL NEED A COPY FOR OUR RECORDS!!!!!

PRIOR TO TAKING DOWN ANY MACHINE GET YOUR

PAPER!!!!



TOP PRIORITY!!!!!!

PULL OUT ALL COPY PAPER!!!!!!

KONICA MINOLTA PICKUP

ALL OLDER COPIERS

WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014

MONDAY, MARCH 3, 2014 PICKUP BEGINS

All Copiers Should Be Moved To A Secured Staging Location

After The Installations Are Made Of The New Copiers

KONICA MINOLTA PICKUP

ALL OLDER COPIERS

WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014

MONDAY, MARCH 3, 2014 PICKUP BEGINS

All Copiers need to have all their supplies (TONER AND STAPLES)

placed on or around the copiers FOR QUICK PICKUP IN STAGING AREA

PURCHASING DEPARTMENT

• All Documents Can Be Found On The Alvin ISD Intranet Document Cloud

• Contact Purchasing should you have any questions …

• Chandra Hardin will be “home base” for this project and will contact Ava, Cindy, Kricket or Mickie should the need arise

• You can send an email and I will respond as soon as I have an available moment.

Phone number 281-824-0567

Mickie Dietrich, Director of Purchasing




Let The Games Begin!




Thoughts for the Day – …

COPIER LOGISTIC PLAN FEBRUARY 25 – MARCH 3, 2014.

Documents

Transcript of COPIER LOGISTIC PLAN FEBRUARY 25 – MARCH 3, 2014.