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A Better Way to Manage

Print management software has improved workflow management and simplified estimating and billing at Springfield Public Schools, in western Oregon.

November 2013
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Located in the southern portion of western Oregon's Willamette Valley, about two hours south of Portland, Springfield Public Schools (SPS) is the second largest employer in the city of Springfield. Its 22 schools host about 10,600 students and employ 800 teaching staff and 400 administrators and support staff.

Providing the printed material that supports all of them is SPS Print and Design Services, overseen by Production Manager Doug Darling, who has been with the district for eight years. Comprising three print centers, the operation has a staff of five full-time employees and three cooperative work experience students when school is in session. The students, in addition to being paid, earn educational credits.

SPS Print and Design Services processes approximately 2,000 job tickets each month, with nearly all print requests submitted online through Print Shop Pro Webdesk, from edu Business Solutions. Those jobs are printed on one- and two-color Ryobi presses as well as a trio of digital devices.

This summer, the in-plant upgraded its capabilities when it installed two black-and-white Konica Minolta bizhub PRESS 1250s and a Konica Minolta bizhub PRESS C7000 color printer. Darling has been very impressed with the 7000.

"It doubled our color volume since we installed it," he remarks.

He enjoys being able to start a long-run job, then walk away and do other work, without worrying about it jamming.

Much of the color printing produced on the 7000, he says, is for outside customers—select non-profit education foundations and governmental organizations. As a self-supported operation, the in-plant relies on insourcing income to pay its bills and fund future upgrades. This, in turn, allows it to provide better service to SPS in support of its educational mission.

The shop also provides wide-format printing using two donated 42˝ HP 5500s. The demand is so great, Darling says, that wide-format printing now makes up a significant percentage of the shop's business.

A New Era of Print Management

Prior to implementing Print Shop Pro Manager print management software, the shop's entire process was manual. Employees were writing job tickets by hand, manually calculating costs and entering job details into a database for billing.

"It was garbage in, garbage out," remarks Darling. "We never knew what we had printed, or when…or if it was billed correctly. We learned we were losing between $7,000 and $12,000 in revenue over a period of a year." Billing sometimes took two or three months to be completed, he says.






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