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State of Connecticut Findings and Recommendations Report October 12, 2004

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Meeting Introduction & Project Summary Martin W. Anderson, State of Connecticut Project Sponsor IKONs Deliverable & Staff Introductions Martin W. Anderson, State of Connecticut Project Sponsor Findings and Recommendations David Griffin, IKON Office Solutions Director Consulting Stakeholder Discussions Martin W. Anderson, State of Connecticut Project Sponsor Next Steps & Summary Martin Anderson & Al Maximino Agenda

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DAS Sponsor Comments top view/a summary recommendations n We are here to get a top view/a summary of the recommendations resulting from the discovery phase of the DAS/IKON print consolidation study n We wish to present ideas on how we propose to address them You did not have to have your report memorized for this report. n NOTE: Many of you have received a copy of the Findings and Recommendations and the Assessment for your agency: You did not have to have your report memorized for this report. n A brief explanation of what is in the two volumes made available to the agencies that were studied along with the enclosed CD-ROM n This PowerPoint presentation will be available at the DAS web site (WWW.DAS.STATE.CT.US) and we will add other documents regarding this effort there from time to time

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DAS Sponsor Comments n At the very least--here is how affected agencies and the affected employees would be involved as we go forward (P. 1) n Refining the purpose, mission and vision of the organization n Working on time tables and sequencing of activities n Working on sub teams to address the work, organization & culture such as n Floor design and amenities n Transition plans n Storage and materials access n Work flow n Equipment/vendors/specifications n Transitioning to and preparing impacted employees for the new organization n Defining staffing levels now and for the foreseeable future n Further studying in-sourcing opportunities and determining how to successful go after them n Insuring customer satisfaction

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DAS Sponsor Comments n (P. 2) n Settling on the best digital storefront & job tracking solutions n Getting new state management set right away that is committed to the success of the organization and the people in it; who is ready to help make this a modern and capable facility that will be the production printer and mailer of choice for state agencies in the scope of this study and perhaps those agencies that have not been using state print shops in the past n Employee training identified and delivered n Identifying hours of work/shifts necessary to be successful n IKONs role in helping teams and sub teams succeed n Contact points for assessing and measuring successes and opportunities for improvement

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DAS Sponsor Comments n Recap of the history of the CT PRINT study n DAS study of area print and production mail activities in state agencies along with public and private solutions to consolidated print or print/mail activities n RFI & E.O. #31 n RFP to study and make recommendations on the best business options for a consolidated print and mail operations n Contract 03PSX0441 in two phases with the option to enter a third n Phase 1 (discovery & assessment phase) of the contract commenced following the first 5/26/2004 stake holder meeting at the State Office Building hosted by DAS & IKON

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DAS Sponsor Comments n Director Candidate Screening & Interviews n What weve learned about other states n The Washington State experience n Oregon n California

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Agency Analysis n Department of Administrative Services n Department of Correction n Department of Education n Department of Information Technology n Department of Labor n Connecticut State Library n Department of Mental Retardation n Department of Motor Vehicles n Department of Public Safety n Department of Revenue Services n Department of Social Services n Department of Transportation

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IKONs Analysis Strategy n Project Engagement n The analysis was conducted from a business perspective. n Discovery Strategy n Define the requirements needed to support a consolidated DAS managed print facility that would operate as though it were a commercial enterprise. n Cost Benefits defined during the analysis justify the Agency print consolidation n Migration & Operations plans n Migration Risk Mitigated n Operating within a continuous cost-benefit environment

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Major Components of the Analysis n Digital impressions n Black and White & Color n Press Impressions n Black and White & Color n Outsourced Forms Cost and Candidates for Recapture within the consolidated facility n Mail Center Operations Costs n Internal & Outsourced n Staffing Considerations and Cost n Distribution Requirements

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IKON Deliverables n Agency Operations Guides. n One for each Agency n Each Guide also contains copies of source material n Findings and Recommendations Report n Detailed Agency Analysis n Cost Benefit Summary n Discussions related to additional cost-benefit opportunities n Recommendations applicable to establishing a consolidated State-Wide printing and mail facility

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Cost Benefit Summary Annual Cost-Benefit Summary, a conservative estimate for year 1 n Forms: $910,676 n Mail: $85,244. (Doesnt include postage expense reduction opportunities estimated at $200,000) n Staff: $549,771 n Equipment: $60,000 n Total: $1,605,691

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Additional Opportunities n Re-capture Outsourced Forms, 271 billion impressions. $2.0-$3.0 million in expense n Mail, consolidation will reduce postage expense. $200,000 opportunity n Operational efficiencies due to scheduling and task control. More jobs per unit amount of time. n Continued equipment rationalization n Other Agencies n Available unused digital print capacity is 25 million impressions, one shift n Available unused press capacity is greater than 90 million impressions, one shift

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Implementation Plan Major Task Highlights Planning & Design Pascone design; Print production plan; Test & Acceptance; DOT Staging Plan; Digital Equipment Migration; Press Equipment Migration;Print/File Server& Network Design;Web Order Entry; Job Scheduling & Tracking; Staffing Implementation DOT Staging configuration; Temporary Job Scheduling & Tracking system; Interagency iR110 print migration @ DOT; Pascone remodeling; Print/File server configuration; Press Migration; Docutech Print & equipment migration; Web based order entry system; Mail Center Migration to Pascone; Outsourced print recapture begins

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Major Tasks Implementation Timeline

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Projected Project Duration 12 Months Planning 1 M Pascone Remodeling 2 M Fileserver/Network Installation 1 M iR 110 Print Consolidation 4 M Press Consolidation 2 M Mail Center Migration 2 M Web Order Entry System Implementation/Training 2 M Docutech & DOT Consolidation 5 M Begin Outsourced Forms Recapture Design 2 M Other Canon Consolidation 1M 3 5 10 Possible 2 nd Press Shift

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IKON Document Lifecycle Forms Analysis The form on the following page is an example of the process that IKON will use to classify print jobs by the type of form and their related schedules. n During a Document Lifecycle analysis IKON groups forms by class and then by type within the class. n The DMV example illustrates this procedure using Vehicle Registration as the document class. n The print schedules related to document type are defined in order to plan and implement an appropriate job production schedule within the consolidated facility.

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Production Planning Schedules, Testing, Equipment n Printing Production Schedules (Example) AgencyForm Class Form Type Print Volume Schedule DMVVehicle Registration Renewal Notice Total Impressions. Frequency & Times DMVVehicle Registration Suspension Notice Total Impressions Frequency & Times

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Production Planning Schedules, Testing, Equipment n Digital Equipment Migration n Canon iR110 equipment first, lowest risk n After, Test, Acceptance & Sign-off n Interagency Print Consolidation, 2 agencies n Relocate the first Canon iR110 to the DOT facility. This device is free after the first consolidation. n Transfer consolidated interagency print to DOT by class with parallel print processes left in place. n Test, Acceptance & Sign-off related to each print job class n Continue with print job transfers until all classes are operating at the DOT facility. n Second interagency print consolidation using the DOT facility as the host. Second iR110 to Pascone. Continue and complete migrations for all Canon iR110 jobs.

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Production Planning Schedules, Testing, Equipment Documents / Forms / Reports: Test and Acceptance Procedures Network / Connectivity Testing (Functionality Testing) n Infrastructure Connectivity n Print Server / Print Server Appliance n Workstation Configuration Printer Driver Testing (Functionality Testing) n Test Vendor Supplied Driver n Test Alternate Driver Application Test n Identify Critical Documents / Forms / Reports n Determine Needs / Re-Engineering of Mainframe Printing Output Device (Quality Test) n Test Print Critical Documents / Forms / Reports in current state n Test Print Critical Documents / Forms / Reports in new environment n Escalate to Vendor if Necessary n Resolve issues n Document Results n State of CT sign-off approval to Cut-Over Print Jobs

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Next Step Phase II n Form Implementation Teams n State n IKON

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Stakeholder Discussions Q & A

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Thank You!