Case Study on the Xerox Solution at Cal State Fullerton

1. California State University, Fullerton
Challenges
Like every large public university,
Cal State Fullerton strives to fulfill an
ambitious educational mission while
wisely managing its taxpayer-supported
budget. In recent years, Fullerton has
stood out with its emphasis on using
new technologies to address challenges
on both sides of this equation.
University leaders like Amir Dabirian are
convinced that technology will play a
dominant role in the university of the
future. As Cal State Fullerton’s Vice
President for Information Technology and
Chief Information Officer, Dabirian has
been one of the driving forces behind
Fullerton’s technology investments that
prepare students for the workforce of the
future. “We have to give students a rich
learning environment that goes far
beyond what is traditionally taught,”
he said. “There’s no concept of offline
anymore. Everybody’s online with access
available from anywhere, any time. So we
have to provide our students, faculty and
staff with the expected high level of
technology on campus. And we have to
be there before everybody else. We have
to have an understanding of innovative
technology and deliver it every day.”
Dabirian and other leaders at Cal State
Fullerton recognized that technology
could also deliver significant operational
advantages that would help the university
conserve resources and enable additional
investment in educational innovations.
Along these lines, Fullerton decided that
by rationalizing everyday administrative
functions like printing, the university could
increase the productivity of students,
faculty and staff. In this effort, planners
identified the following goals:
• Consolidate and standardize printing
resources to capture economies of scale
and minimize management costs
• Encourage “digital first” to reduce paper
waste and promote rapid workflows
• “Mobile enable” the university to boost
productivity and convenience —
including making it easy to print
from smartphones, tablets and other
mobile devices
“Xerox reduced costs by over a quarter million dollars,
enabling us to spend more money on what we do best,
which is higher education.”
Education
Business Benefit Assessment
– Amir Dabirian, Vice President for Information
Technology and Chief Information Officer
Study Highlights
Cal State Fullerton’s investment in
Xerox®
products, solutions, and services
are projected to generate $554K in
total cost savings.
• Scale and production efficiencies
at a print center managed by Xerox
projected to save more than
$300K over five years
• Replaced aging fleet of printers,
copiers and fax machines on campus
with 180 new multifunction devices
• Standardized, actively managed
printer fleet cut costs by 26%,
resulting in $250,000 in cost
savings over 3-year period
• Centralized print center provides
“Digital Print Service” for easy
re-ordering of jobs
• Reduced use of personal printers
around the campus, reaping savings
by standardizing on a smaller fleet
of shared printers
• Improved security with a print-on-
demand system designed by Xerox
• Helped achieve sustainability goals
by cutting back on paper waste
and consumable supplies
Cal State Fullerton Prepares Students for Future,
Reaps Savings with Innovative Digital Printing
Solutions and Services

2. 2
Solution
To achieve these goals and capture
savings that it could redirect into
academic programs, Cal State
Fullerton launched a major initiative,
in partnership with Xerox, involving
two major investments:
• Digital Print Services.
Fullerton engaged Xerox to build
a modern print center serving the
entire campus. Featuring the latest
imaging technology from Xerox,
including the Xerox®
Color 1000
Press and Xerox Nuvera®
Digital
Production System, the new print
center offers scale economies and
production efficiencies that are
projected to help Fullerton save
more than $300K over five years.
• Modernized Printer Fleet.
Secondly, Fullerton worked with
Xerox to replace an aging fleet of
printers, copiers and fax machines
with new multifunction devices.
The first phase of this initiative
replaced all printers and copiers in
Fullerton’s Division of Information
Technology with approximately 180
new Xerox®
multifunction printers.
The implementation spanned several
phases, with Xerox assisting with
professional services ranging from
needs assessments, campus-wide
imaging requirement planning,
network integration, and help desk
and asset management. Furthermore,
Dabirian required the digital print service
to be self-sustaining from a financial
and operational aspect.
Benefits
According to estimates, Cal State Fullerton
is on track to realize $554K in total cost
savings from its investment in the print
center managed by Xerox and a new
fleet of Xerox®
multifunction devices,
as shown in Figure 1.
Cal State Fullerton
at a Glance
• Major regional university based in
north Orange County, Calif. about 25
miles from downtown Los Angeles
• Serves approximately 37,000
students each year
• Cal State Fullerton is one of the
23 campuses in the California State
University system, the largest
university system in the U.S. with
more than 400,000 students
• Offers 107 degree programs in
eight colleges
• Employs approximately 1,800
full- and part-time faculty members
• Ranked No. 7 among “Top Public
Regional Universities” by U.S. News
World Report
• Ranked 35th among “Best Regional
Universities” in the West
• No. 1 in California and tenth in
the nation among top universities
awarding bachelor’s degrees
to Hispanics
• More than 228,000 graduates
as of May 2014. international
students from 81 nations
• Faculty members were awarded
$19.3 million in grants and contracts
for research and scholarly activities
in 2012–13
“You need to understand
new technologies and have
a vision that enables you to
sustain them because they
change all the time. You have
to know how the student is
going to use that technology
not just in the classroom,
but in the workforce.”
– Amir Dabirian, Vice President
for Information Technology and
Chief Information Officer
Figure 1.
Summary of Total Net Benefits
Print Services
Cost
Avoidance
$304K
$250K
Multifunctional
Printing
Devices
(over 5-year
agreement)
(over 3-year
agreement)
$554K
Total
Benefits

3. 3
Digital Print Services
Print Center Managed by Xerox
Delivers Range of Services,
Saves $60K Annually
Setting up a full-service print center was
a key component of Cal State Fullerton’s
effort to rationalize its printing services
campus-wide. Located at the university’s
main library, the center managed by
Xerox — known as Digital Print Services,
or DPS — offers students, faculty and
staff a complete range of printing
services, including black white copying,
color copying, custom printing, finishing
and binding. The center operates a
Xerox®
Color 1000 Press and Xerox
Nuvera®
Digital Production System.
State-of-the-art technology allows the
center to take advantage of automated
production workflows that help to contain
costs. In fact, the university estimates
that the center run by Xerox is about
$60K per year less expensive than a
comparable third-party center. Over
five years, the savings are expected to
exceed $300K, as shown in Figure 2.
Digital Print Service
While Fullerton has welcomed the
savings, administrators prefer to focus
on the center’s rich set of capabilities
that support the diverse needs of the
university’s “customers,” including faculty,
students, and administrative employees.
Any oversize prints or print job requests
that cannot be accommodated by the
digital print services are outsourced, for
which the print service receives a %
rebate, generating to additional revenue.
To boost efficiencies, the center hosts
a “digital storefront” — an online
portal that maintains catalogs for easy
re-ordering of jobs, such as business
cards, course package and guides, and
marketing collaterals. The portal accepts
jobs around the clock and provides easy
workflow tools where users can track the
progress of their projects and manage
chargebacks, billings, and chain of
custody.
Print Fleet Consolidation and
Optimization
Standardized, Actively Managed
Printer Fleet Helps Cut Costs by 26%
Cal State Fullerton’s plan for cost savings
depended on replacing the printers and
copiers in its IT department with a new
fleet of efficient multifunction devices.
If this proved successful, the university
would expand the initiative to include
the entire organization.
Specifically, the university wanted to:
• Consolidate printing assets
• Reduce costs
• Improve productivity
To make the best decision, Fullerton
asked its existing copier vendor and
Xerox for proposals for a new fleet of
180 multifunction devices. “We chose
Xerox,” said Don Green, director of
Contracts and Procurement at Cal
State Fullerton. “All factors considered,
Xerox seemed to best fit our needs and
offered significantly lower pricing.”
The decision is paying off. To date, Cal
State Fullerton has seen a 26% cost
reduction since deploying Xerox®
multi-
function device, resulting in $250,000 in
cost savings over 3-year period. Sources
of savings are outlined below.
Cutting Paper Consumption
Administrators were keen to find ways
to reduce paper consumption across
the campus, recognizing that the vision
of going completely paperless was still
a long way off. As Berhanu Tadesse,
Director of Information Technology,
Infrastructure Services said, “We looked
at how we deliver less paper — it’s not
‘paperless’, it’s less paper.”
Significant reductions were made after
launching the print fleet optimization and
consolidation program, which rolled out
new systems and best practices for more
efficiently using paper and toner. “Print
fleet optimization and consolidation are
really saving money,” the CIO Dabirian
said. “People used to bring in stacks of
papers to meetings. Now, most of the
documents are digitally distributed or
digitally scanned using Xerox®
products.”
Legacy
Environment
$1,308,720
$1,004,460
$200,000
$0
$400,000
$600,000
$800,000
$1,000,000
$1,200,000
$1,400,000
Xerox® Print
Services Solution
$304K
Savings
Figure 2. Cost Comparison
“We have to provide a rich
learning environment
beyond traditional education.”
– Amir Dabirian, Vice President for
Information Technology
and Chief Information Officer

4. 4
As part of this initiative, Fullerton
installed scanning stations in the library,
enabling students to capture materials
digitally and then send out via email.
Currently two Xerox®
multifunction
devices are installed at the library.
Students serve themselves and pay
a nominal cost per scan.
Greater use of scanning made a big
difference, administrators observed.
“Now, most of the documents are
digitally distributed or digitally scanned
using Xerox®
products,” said Kristin Stang,
associate professor of Special Education
and director of Fullerton’s Academic
Technology Center.
Xerox®
multifunction devices come
equipped for scanning out of the box —
and once digitized, documents are easily
shared in this paper-free format. As more
people “consume” documents on their
mobile documents, paper quantities
are curbed even more. However, if they
need hardcopies, users will be able to
print copies from their mobile devices
after Fullerton rolls out a Xerox®
mobile
print solution expected soon.
Paper costs declined substantially
following Fullerton’s move to more
digital document sharing, and the
university has been able to direct
a portion the savings toward the
purchase of new technology tools,
such as iPads, for students and faculty.
Reining in Personal Printers
One of the goals of the managed print
services initiative was to cut back on
the use of personal printers around the
campus and reap savings by standard-
izing on a smaller fleet of shared printers.
“We had a hard time finding money to
buy $100 ink cartridges for every office,”
Stang said. “Now we have a standardized
fleet, which means we simplify equipment
purchases and maintenance and
moderate costs.”
Achieving Sustainability
As it cuts back on paper waste and
consumable supplies such as toner,
Cal State Fullerton is getting closer
to meeting its sustainability goals.
“Xerox plays a huge role in this,” Stang
said. The university’s streamlined printer
fleet — which includes fewer personal
printers — further helps in this effort
by reducing power consumption and
associated carbon emissions.
Secure Print
Unmanaged printing environments can
frequently put confidential documents
at risk of unauthorized viewing or theft.
The Xerox®
print services platform is
helping Fullerton tighten security by
giving users better control over when
they decide to print, and at what printer.
For example, a print-on-demand system
designed by Xerox, recently implemented
in the IT division, allows only authorized
users to release jobs to a printer, and
only when they are standing next to
the machine.
Printing on the Move
Fullerton is now testing a popular new
feature that will allow employees to
email to print from smartphones, tablets
and other mobile devices. The mobility
capability will mean employees can move
around the campus freely and email to
print to almost any Xerox®
multifunction
device that is nearby. The mobile feature
is currently being tested on about 180
devices. Print fleet optimization and
consolidation resulted in reducing
the legacy fleet of 432 network printers
in 2012, down to 296 network printers
currently, representing a 31% reduction in
network printers on campus and further
reducing CSUF’s carbon footprint and
contributing to their sustainability
program goals.
Reports from early adopters have
been decidedly positive. “I don’t have
to be in my office anymore,” said Stang,
the director of Fullerton’s Academic
Technology Center. “That’s pretty exciting
because I work in a lot of places. I can
do it from my phone as well as my iPad.”
This will mean a significant boost in
productivity, she explained, because
“Xerox has enabled us to put a
lot of major projects together.
The more innovations our
partners provide, the less
I do internally and the more
we do for students.”
– Amir Dabirian, Vice President of
Information Technology and
Chief Information Officer

5. ©2014 Xerox Corporation. All rights reserved. Xerox®
, Xerox and
Design®
and Xerox Nuvera®
are trademarks of Xerox Corporation
in the United States and/or other countries. BR12390
she will be able to avoid long treks back
to her desk just to print a document.
“I’m more efficient now because I don’t
have to run back to my office to get
something just because that’s where
I had my printer,” she said. “I think it
improves work for all of us.”
Looking Ahead
As it prepares a new generation of
students for a technology-intensive
future, Cal State Fullerton plans to
expand its partnership with Xerox in
an effort to streamline operations,
capture savings through greater use
of digitally-based communications
and work processes, and provide
students, faculty and administrators
with easy access to essential services
like printing, copying, and scanning.
“We want partnerships that move us
to the next level of digital services,”
said Dabirian, Fullerton’s vice president
for IT and CIO. Xerox, he says, is a good
example of a partner that aligns with
the university’s vision. “There’s a
difference between a partnership and
vendors,” he says. “Xerox has been a
great partner with us because when we
look at Xerox, they’re not just a copier
company. It’s really beyond that; they
have expanded beyond the vision of
what Xerox started with.”
About Cal State Fullerton
California State University, Fullerton
is a major regional university in a vital,
flourishing area that includes Orange
County, metropolitan Los Angeles and the
expanding Inland Empire. The beautiful,
236-acre campus is set in Fullerton in
north Orange County, about 25 miles
from downtown Los Angeles and
about 21 miles from nearby beaches.
Cal State Fullerton has more than
37,000 students and approximately
1,800 full- and part-time faculty
members. The University offers 107
degree programs in eight colleges.
About Xerox
Since the invention of Xerography
more than 75 years ago, the people
of Xerox (NYSE: XRX) have helped
businesses simplify the way work gets
done. Today, we are the global leader
in business process and document
management, helping organizations
of any size be more efficient so they
can focus on their real business.
Headquartered in Norwalk, Conn.,
we have more than 140,000 Xerox
employees and do business in more
than 180 countries, providing business
services, printing equipment and
software for commercial and
government organizations.
Learn more at www.xerox.com.