The Metropolitan Nashville Public Schools (MNPS) school district was struggling to manage its people, processes and equipment in a cost-effective manner. Standalone printers were prevalent throughout the district, many of which were outdated or inefficient.
As a result, many teachers purchased personal printers to make sure their needs were being met. Unfortunately, the district had no complete record of which printers they owned and which were personal, so IT struggled to manage them. Maintenance lagged — many issues weren't reported, or printers languished as inoperable for only minor issues like toner replacement.
Worse yet, the district had no central print strategy and management, so excessive costs and usage were rampant.
To address the problems, the district issued an RFP for a new document management strategy throughout the district. Three vendors presented solutions, each claiming up to $1.5M in savings. But, when pressed on how they could make it happen, the suggestions were vague.