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Ideas and Opportunities for Enhancing Efficiency & Effectiveness

  • 6 June 2016
  • Author: Brian Van Pelt
  • Number of views: 2723
  • 15 Comments
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15 comments on article "Ideas and Opportunities for Enhancing Efficiency & Effectiveness"

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Clark, Karyn

6/21/2016 11:17 AM

I am suggesting that we make a strong effort to turn all documents we use into fillable, pdf, forms. I understand that doing this will initially cause a short term increase in expenses but in the long run it would be a huge cost savings.

As of right now, almost all of the forms available on redwoods.edu are not fillable. You either have to know how to convert the form to fill it or you have to print it out and hand fill it.

In conjunction with digitizing and making forms fillable, we should issue each employee an digital signature. Again this would take some effort to set up but it's use, along with digital forms, would eliminate much of our need for printed documents like time cards, leave requests, etc. All these things could be signed digitally (which is just as legally binding as a hand written signature) and emailed. It could also lower the workload of departmental mail and printing services.

We could also incorporate a digital ID for all students that they could use to sign digital files as well. This could easily speed up many processes and cut back workloads. Once the initial forms are created, they could be automated too.


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Snow-Flamer, Keith

6/22/2016 1:28 PM

Hi Karyn,

Thank you for the idea. We're in the process of developing fill-able pdf documents for supplemental budget requests, part-time temporary staff, and permanent staff.

I'll follow-up on this.


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Snow-Flamer, Keith

6/23/2016 2:10 PM

Hi Karyn: Your idea received wholehearted support from Cabinet this morning. We see that moving in this direction will increase efficiency and save money. As next steps, I asked Marty Coelho to discuss this with project with our webmaster to see how best to move forward. Thank you!!


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Engman, Tami

6/28/2016 11:12 AM

I had thought that we made a move in the past to enhance efficiency (and reduce expenses) by having Xerox printers in several locations, with the idea that large jobs, and color printing could be handled at Printing Services

More and more, I am seeing and signing for delivery of color desktop printers.

While I can understand having perhaps 1 color printer in a division area or department, why the need for "1 for each person"?

How is that efficient? Are we looking at the total cost of ownership for these printers? Replacement laser cartridges total approximately $300.00-$400.00. Warranty periods on these printers are short, and we don't have enough staff/resources to service these when they fail or breakdown......


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Clark, Karyn

6/30/2016 8:35 AM

Perhaps there is some type of middle ground here? The Xeroxes we have do reduce costs for printing however, in my experience, they are not really increasing efficiency, rather lowering it. If someone has to make 12, single-sided, color copies, is it really more efficient for them to fill out a ticket, attach a copy of the item, submit the ticket, wait for a response, check the copies to see that they were done correctly and if not, do it all over again? Perhaps, there is a compromise between departments getting multiple color desktop printers and submitting help tickets? Maybe another color Xerox could be added to the contract and placed in Printing Services but this could be one that is on the network and anyone could print to it from their desktop? It would work somewhat like what I do here in the library. At the library, the color Xerox is on the main floor because it's used for the student printing program so when I need to make a color print, I have to select that printer. I do a "secured print" so that it will not print out before I am physically standing in front of the machine. When you do a "secure" print, the application asks you to set a PIN to release the print. I enter a PIN, click print, then walk out to the machine, navigate to the secure print jobs menu, select my print job, enter the PIN and it prints my job. If we could do something like that, everyone could do short, quick color print runs, it would actually detract from the printing services department's workload, save money because the prints are done on the contract machines and people could get things as quick as they can get over to printing services. And using the secure print function also means no stray prints left at the machine because someone pulled another person's prints out.


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Clark, Karyn

6/30/2016 9:04 AM

Not to mention....if people have to walk to Printing Services to get their copies, they are more likely to print only what they really need.


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Snow-Flamer, Keith

6/30/2016 1:36 PM

Good points.

First: I've asked each Cabinet member to make a list of all the forms they'd like to see online/digitized. We'll prioritize the forms and develop a work plan.

Second: The printer issue will be brought to Marty and Brian when they return from time off.

Keith


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Engman, Tami

7/6/2016 11:23 AM

Absolutely! Your example of using the color printer is what was the point I was trying to get across :).......12 single sided copies could easily be handled on an office printer.

1 office / area, 1 color printer...could stay efficient. 1 office with 3-4 people in it, and everyone has their own printer at their desk... = not efficient.

(good discussion!!)


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Lindsey, Lee

7/14/2016 5:48 PM

It is important to note that color copies are much more costly than monochrome. During a budget crunch, the Governor of Oregon banned all State employees from making color copies unless there was a legitimate business need. We should only make color copies when absolutely necessary. You can do a lot with gray-scale. :)

I would support restricting the proliferation of desktop color machines.


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Chown, Paul

6/30/2016 2:39 PM

As we continue to see more of these PG&E peak pricing days, I'm reminded that a while back we were told that office refrigerators were being replaced with more energy efficient models. Where are we this initiative? Our office has two little refrigerators that have been here as long as I can remember (20+ years).


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Snow-Flamer, Keith

7/2/2016 1:57 PM

I remember that same initiative. A few of the old "big" refrigerators have been replaced I believe. I'll check into this.


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Engman, Tami

7/6/2016 11:20 AM

Personal/desk-side refrigerators were not included in the latest purchase that was made. I believe the idea was that each "area" should have a larger, break-room style fridge.


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Lindsey, Lee

7/14/2016 5:07 PM

Correct, we can upgrade office breakroom refrigerators and other District refrigerators to high efficiency units, but cannot do anything for "personal friges".

To upgrade a breakroom refrigerator, I need the brand and model number for the existing model. Then, we lookup that unit on an energy saving website that gives the power usage for that model. This way we can document that each new frige is savings on electrical operating costs. Thanks, Lee


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Chown, Paul

7/18/2016 10:30 AM

We have two smaller breakroom refrigerators:

Sanyo: SR1286-1

Welbilt: W 8/555 AX

Would be happy to trade these in on one larger efficient model.


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Darling, Dawson

9/1/2016 10:19 PM

For the benefit of new teachers, and maybe even the more experienced ones, I was thinking it might be useful to have a sort of mini-library in the teacher's lounge...consisting of quality books on teaching. Just a shelf if even. But one could put out a teacher wide email calling out for suggestions, what have the senior teachers found useful in their time? Or even for submissions and donations, what do you have sitting around at home that has long been memorized and may be useful for 'the new ones'?

Having such books on campus keeps them more readily accessible for quick reference and reminder, but also, unlike simply having them at the library, keeps them exclusively in reserve for our teachers.

Not only would such a collection build a feeling of community, but would likely vastly improve the learning curve for teachers, and the quality of education over all.

If donations end up being found lacking there might at least someway to find a couple bucks for such a fund.

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