Reprographic Services are a service component provided in every facility. No matter what size organization everyone has convenience copiers. Larger organizations may have centralized reprographics facilities in-house or outsourced. Even if these services are provided by a sister department you should understand the cost structure to assure that is being delivered in a competitive manner.
Facility Managers can have significant impacts on their Reprographic Services costs by understanding how they are performing relative to others and what opportunities exist to reduce or control these costs. The information you need to benchmark is the:
- Cost of your Reprographic services activities
- Number of copies produced annually
Reprographics Convenience copiers are those machines that are located in the work area, operated and utilized by the employees in the work area, and for which no special training or knowledge is required for their operation. On the following table include the total costs for operating and maintaining convenience copiers.
| Convenience Copiers / Multi Function Devices (MFD’s) | |
| I17. Are you using Multi Function Devices (MFD’s)? | ºYes ºNo ºNA |
| I18. Who manages MFD’s? | ºFacilities ºIT ºNA |
| I19. What is the lease term? | |
| I20. Enter the total number MFD’s or convenience copiers? | |
| I21. Enter the total annual cost for convenience copiers including lease,depreciation, maintenance, click costs, etc. ($000) If maintenance costs are included as part of the total annual lease costs include them. | |
| I22. Enter the total annual quantity of convenience copies produced | |
Step 2—How Do I Compare With Others
Once this information is collected it is easy to normalize the data on a unit cost basis to determine how efficiently your Reprographic services are provided. For all of our benchmarking studies we use Reprographic cost per piece to compare costs with others.
- Each bar on the chart represents a site’s annual cost per piece for Reprographic services
- The median cost for Reprographic services is $0.051 per copy
- Note how approximately 2/3 of the group is in the range between $0.035 and $0.10 per copy
Step 3—Using This Information
You’ve completed your REPROGRAPHICS services data collection and performed the calculations. Here are a few questions you should ask yourself
- Where do you stand on these charts? Are you above the median or below it?
- Could you explain to management why your positions on the charts is just right or needs to be changed?
- What are some of the reasons that explain your positions on the charts?
Step 4—Some Best Practices
- Survey your users to determine if larger projects could be provided by a centralized reprographics group
- Review the age and service contracts for the various copiers you have in your facility
- Consolidate copiers fax machines and local printers on various floors with high quality multi function devices (MFD’s)
- Review the usage rate and adjust the equipment or features as needed
- Rebid the copier contract at regular intervals or evaluate options from other vendors
- Communicate the programs you are implementing with your occupants in a regular and routine way.
Metrics from the Facility Managers Round Table (FMRT)
In 2005 there were 92 unique sites in the FMRT with a median size of about 1,450,000 square feet. See the chart below to see how the group looked by industry type.
Participants By Industry Type
Space Metrics
- Space Utilization 430 Gross Square Feet per Occupant
- Cost Metrics
- Utilities $2.17 / GSF
- Custodial $1.33 / Cleanable SF
- Maintenance $1.69 / GSF
- Parking and Paving $1529 / Acre
- Groundskeeping $3405 / Acre
- Mail $0.73 / GSF
- REPROGRAPHICS Services $0.22 / GSF
- Environmental Health and Safety $0.35 / GSF
- Fixed Costs (Includes: Building, Leasehold Improvements, Furniture/Equipment) $ 3.71 / GSF
Move / Churn Cost Metrics
- Box Move Costs $317 / Person Moved
Customer Satisfaction
- Satisfaction With Overall Facilities Services 3.80 on a 1 to 5 scale
