COPIER LOGISTIC PLAN FEBRUARY 25 – MARCH 3, 2014

 OVERVIEW OF COPIER CONTRACT – WHY TWO COMPANIES  DELIVERY SCHEDULE BY KONICA MINOLTA AND CANON  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  KEY OPERATOR – WE NEED YOUR HELP !!!!

 December we started the bid proposal process  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  Scan a Document to a PDF file and send it as an to your desktop and/or other 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 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!!!!!

STARTING TUESDAY, FEBRUARY 25, 2014 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 TOP PRIORITY!!!!!!

STARTING TUESDAY, FEBRUARY 25, 2014  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

STARTING TUESDAY, FEBRUARY 25, 2014  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

STARTING TUESDAY, FEBRUARY 25, 2014 ALVIN ISD SECURITY LOCK DOWN CODE FOR ALL COPIERS 7153 IS 7153

STARTING TUESDAY, FEBRUARY 25, 2014  Key Operators should complete the Excel spreadsheet that will include security codes and staff s 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 ed to you Monday Morning and is located in the Document Cloud under District Wide Copier Contract

STARTING TUESDAY, FEBRUARY 25, 2014  Key Operators should complete the Excel spreadsheet that will include security codes and staff s 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

STARTING TUESDAY, FEBRUARY 25, 2014  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

STARTING TUESDAY, FEBRUARY 25, 2014  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 a PDF Document!!! Print from your desktop to the copier!!!

Questions & Answers????

STARTING 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 theDesignated Staging Area

STARTING WEDNESDAY, FEBRUARY 26, 2014  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!!!!!

STARTING WEDNESDAY, FEBRUARY 26, 2014  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

STARTING WEDNESDAY, FEBRUARY 26, 2014 ALVIN ISD SECURITY LOCK DOWN CODE FOR ALL COPIERS 7152 IS 7152

STARTING WEDNESDAY, FEBRUARY 26, 2014  Key Operators should complete the Excel spreadsheet that will include security codes and staff s 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

STARTING WEDNESDAY, FEBRUARY 26, 2014  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!!!

STARTING WEDNESDAY, FEBRUARY 26, 2014 Once Key Operator and Trainer have completed the installation of ALL the Security Codes and s the ALVIN ISD SECURITY LOCK DOWN CODE WILL BECOME THE SCANNING CODE FOR THE COPIER 7152

STARTING WEDNESDAY, FEBRUARY 26, 2014 FRONT OFFICE FAX COPIER!!!!  NO MORE UNWANTED FAXES PRINTED!  All FAXES are sent directly to an account as a PDF document Treat the account like all s – you can forward, delete, print…  Yes – you can still walk up and fax like you always have…

STARTING WEDNESDAY, FEBRUARY 26, 2014 FRONT OFFICE FAX COPIER!!!!  Each Fax Copier has it’s own address  There will be a manager of the 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 address and the password can check the for faxes

STARTING WEDNESDAY, FEBRUARY 26, 2014 Small Desktop FAX/COPIER!!!!  Each Small Fax Copier has it’s own address just like the Campus Front Office Copiers  There will be a manager of the address Manager Only the Manager will have the ability to see the faxes as they come into the fax machine  Anyone you allow to have the address and the password can check the for faxes

STARTING WEDNESDAY, FEBRUARY 26, 2014  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 a PDF document!!! Print from your desktop to the copier!!! Send and Receive a Fax

Medium – Desk Top Copiers Questions & Answers????

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

ALL COPIERS WILL HAVE THE ABILITY TO SCAN DOCUMENTS TO A PDF FILE AND THEM TO THEIR DESKTOP OR OTHER ADDRESSES!!!!

Should the Manager of the fax have problems setting up their acct… Create a Help Desk Ticket for Teresa Kelly to call you for assistance Quick Questions give her a call…

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!!!!!

PRIOR TO TAKING DOWN ALL COPIERS!!! PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013 TOP PRIORITY!!!!!! PULL OUT ALL COPY PAPER!!!!!!

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

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

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 and I will respond as soon as I have an available moment. Phone number Mickie Dietrich, Director of Purchasing

Phone number Mickie Dietrich, Director of Purchasing Let The Games Begin!

Phone number Mickie Dietrich, Director of Purchasing Thoughts for the Day – …