Too Many Users, Too Few Devices.

Kyocera ECOSYS and MFP Case Study

Kyocera Simplifies College’s Printing System with New MFPs

THE SITUATION

One of the greatest challenges facing any institution is creating an efficient infrastructure and maintaining it long term. Consider a private chiropractic college whose faculty and administrators were sharing 16 Konica Minolta multifunctional products (MFPs) with nearly 700 students.

THE CHALLENGE

Aside from sheer volume, the most pressing issue was that the coin-operated MFPs were extremely inconvenient to operate. These coin-hungry devices proved to be frustrating for students who rarely carried cash on them, never mind coins.

Additionally, the system was problematic for the staff members who spent hours maintaining the devices, and for the instructors who graded tests on its time-consuming and costly Scantron system. After a comprehensive on-site assessment, Kyocera analyzed the situation and found additional problems, including limited managerial control of the network, and an over-reliance on expensive supplies and equipment.

Hoping to improve their present system while cutting costs, the school requested proposals from Kyocera, as well as a local Ricoh dealer. The Ricoh dealer’s proposal was dismissed because it would require the school’s continued use of a coin-operated system.

THE SOLUTION

Kyocera’s proposal provided cost-effective solutions for all the issues the institution was facing. The school would save money by installing 25 desktop ECOSYS Kyocera printers along with 16 Kyocera MFPs that administrators would have greater managerial control over via NetViewer, a Kyocera developed network management tool, used to monitor, maintain and update all output devices locally and remotely.

Kyocera also suggested equipping the devices with a custom suite of Kyocera HyPAS business applications. Included in this suite was PaperCut, a business app that tracks walk-up copying and has an option called the “ Payment Gateway Module,” that allows users to transfer funds from an external source, such as Paypal’s PlayFlow, into their personal PaperCut account.

This solution resolved the coin operated issue, allowing students to simply swipe their credit or debit card when paying for copies. The dealer also suggested Teaching Assistant, a Kyocera developed business application which streamlines the task of printing, grading, and analyzing multiple-choice exams.

THE RESULTS

The dealer’s team installed the seven TASKalfa MFPs along with Kyocera’s DMS Link™. The solution excessed the administrators’ expectations. It allowed the staff to scan documents directly into a centralized database in seconds and quickly retrieve those documents when needed. Better still, the upgrade didn’t disrupt the organization’s daily activities. The administrators are now considering the use of Kyocera’s DMS Link™ in other departments within its organization.

THE BENEFITS

The school finally had an efficient infrastructure. Now students, administrators, and faculty were sharing a cost-saving system—along with new ideas on science and the art of healing with a single investment.

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