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ALVIN ISD PURCHASING DEPT

ALVIN ISD PURCHASING DEPT. COPIER LOGISTIC PLAN. FEBRUARY 25 – MARCH 3, 2014. OVERVIEW OF COPIER CONTRACT – WHY TWO COMPANIES. DELIVERY SCHEDULE BY KONICA MINOLTA AND CANON. KEY OPERATOR – WE NEED YOUR HELP !!!!. KONICA INSTALLATION OF HIGH SPEED COPIERS.

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ALVIN ISD PURCHASING DEPT

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  1. ALVIN ISD PURCHASING DEPT COPIER LOGISTIC PLAN FEBRUARY 25 – MARCH 3, 2014

  2. OVERVIEW OF COPIER CONTRACT – WHY TWO COMPANIES • DELIVERY SCHEDULE BY KONICA MINOLTA AND CANON • KEY OPERATOR – WE NEED YOUR HELP !!!! • KONICA INSTALLATION OF HIGH SPEED COPIERS • CANON INSTALLATION OF MEDIUM TO LOW SPEED COPIERS • PICKUP OF ALL OLDER COPIERS AND TEMPORARY HOLDING SPOT FOR THEIR STAGING TOPICS OF DISCUSSION

  3. 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 OVERVIEW OF COPIER CONTRACT WHY TWO COMPANIES? December we started the bid proposal process

  4. 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 Differences in the Current Contract and the NEW Contract Normal Copy Process

  5. TOP PRIORITY!!!!!! PRIOR TO TAKING DOWN ALL COPIERS!!! • 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 COPY COUNTS!!!! STARTING TUESDAY, FEBRUARY 25, 2014 PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013

  6. TOP PRIORITY!!!!!! WE NEED A TEMPORARY SECURED STAGING AREA FOR ALL COPIERS TO ARRIVE AND FOR THEIR FINAL PICKUP PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013 SECURED LOCATION FOR DELIVERY OF KONICA MINOLTA AND CANON STARTING TUESDAY, FEBRUARY 25, 2014

  7. 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 DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  8. 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 TECHNICIANS ANDKONICA MINOLTA TECHNICIANS STARTING TUESDAY, FEBRUARY 25, 2014

  9. ALVIN ISD SECURITY LOCK DOWN CODE FOR ALL COPIERS IS 7153 DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  10. Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus • This Spreadsheet was emailed to you Monday Morning and is located in the Document Cloud under District Wide Copier Contract • There will be a separate worksheet for each of the copiers that will be located at your campus DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  11. 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 Copier Maybe use a Google Survey to generate this list DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  12. 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 DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  13. 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!!! DELIVERY SCHEDULE FOR KONICA MINOLTA STARTING TUESDAY, FEBRUARY 25, 2014

  14. Questions & Answers???? KONICA MINOLTA CAMPUS HIGH SPEED COPIERS

  15. 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 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  16. 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!!!!! DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  17. 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 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  18. ALVIN ISD SECURITY LOCK DOWN CODE FOR ALL COPIERS IS7152 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  19. 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 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  20. 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!!! DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  21. 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 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  22. 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… DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  23. 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 DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMS STARTING WEDNESDAY, FEBRUARY 26, 2014

  24. 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 CANON BUSINESS SYSTEMSSmall Desktop Fax/Copiers STARTING WEDNESDAY, FEBRUARY 26, 2014

  25. Canon Trainers will assist the Key Operator in training staff on the operations of the copiers: • Entering Security Codes into the Copier • Send and Receive a Fax • Learn to Scan and Email a PDF document!!! • Print from your desktop to the copier!!! CANON BUSINESS SYSTEMS TRAINING STARTING WEDNESDAY, FEBRUARY 26, 2014

  26. Questions & Answers???? CANON BUSINESS SYSTEMS Medium – Desk Top Copiers

  27. 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

  28. ALL COPIERS WILL HAVE THE ABILITY TO SCAN DOCUMENTS TO A PDF FILE AND EMAIL THEM TO THEIR DESKTOP OR OTHER EMAIL ADDRESSES!!!! KONICA MINOLTACANON BUSINESS SYSTEMS

  29. 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… CANON BUSINESS SYSTEMSFax Email Setup

  30. TOP PRIORITY!!!!!! PRIOR TO TAKING DOWN ALL COPIERS!!! • 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 COPY COUNTS!!!! PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013

  31. TOP PRIORITY!!!!!! PRIOR TO TAKING DOWN ALL COPIERS!!! • PULL OUT ALL COPY PAPER!!!!!! PRIOR TO TAKING DOWN ANY MACHINE GET YOUR PAPER!!!! PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013

  32. ALL OLDER COPIERS WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014 All Copiers Should Be Moved To A Secured Staging Location After The Installations Are Made Of The New Copiers KONICA MINOLTA PICKUP MONDAY, MARCH 3, 2014 PICKUP BEGINS

  33. ALL OLDER COPIERS WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014 All Copiers need to have all their supplies (TONER AND STAPLES) placed on or around the copiers FOR QUICK PICKUP IN STAGING AREA KONICA MINOLTA PICKUP MONDAY, MARCH 3, 2014 PICKUP BEGINS

  34. 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. PURCHASING DEPARTMENT Mickie Dietrich, Director of Purchasing Phone number 281-824-0567

  35. Let The Games Begin! PURCHASING DEPARTMENT Mickie Dietrich, Director of Purchasing Phone number 281-245-0567

  36. Thoughts for the Day – … PURCHASING DEPARTMENT Mickie Dietrich, Director of Purchasing Phone number 281-245-0567

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