How important are copiers, printers and other multifunction devices to on the job success? In the State of Delaware, the Governor's state-wide Performance Review for Output Management Shared Services and Output Printing Spend calculated approximately $1.4 million in fiscal spend was dedicated to printer supplies each year. When examined collectively, it really adds up. The Performance Review determined that the Agencies were not analyzing utilization to determine actual needs, but instead, devices were being purchased based on what was previously in place. Delaware state officials began to examine ways to maximize resources, improve efficiencies and eliminate costly redundancies in state government.

In October of 2011, the State of Delaware created a Copier, Printer and Multifunction Device Management Program (CRMP) to standardize the use of output devices, streamline procurement, and complete efficient review processes for all state agencies. Now, instead of buying based on what was previously in place, all state agency that want to place or replace an output device through either purchase or lease must first submit a request for review and for approval to CRMP personnel. The CRMP is managed in-house by one full-time employee thus maximizing the cost savings. By analyzing current utilization, CRMP ensures that device use and placement is "right-sized" to maximize efficiencies, help to standardize equipment placement and reduce unnecessary inventory. This eliminates the need for many personal devices which save on-going maintenance and supply costs.

Since implementation in October 2011, CRMP produced a savings of over $3.4 million dollars and received over 1,300 requests for device reviews, conducted over 100 site-visits and provided over 1,100 formal recommendations for equipment. Bruce Krug, State Contract Procurement Supervisor noted, "99% of the volume is leased and therefore replaced every 3 years which keeps the equipment fresh." These numbers along with the savings will only continue to grow in the years ahead. A significant return on investment through mass savings, inventory reductions and improved utilization of equipment and personnel resources are being seen in the State.

CRMP works directly with all state agencies to better manage their output devices and gain valuable insight into their individual needs and wants. Most agencies would rather work directly with CRMP personnel than vendors who often offer high pressure sales and overwhelming information. CRMP acts on behalf of the agency, reducing the chance of over-sized and/or overpriced purchases. The vendors must respond directly to CRMP. Knowledgeable personnel can provide consistent contractual support throughout the process. This helps to avoid any confusion. All ordering agencies are required to have a formal recommendation from CRMP. The vendor cannot process orders without a formal recommendation and purchase order.

The cost savings, inventory reductions, and better utilization of resources that Delaware has achieved can be duplicated in other states. The Delaware CRMP can easily serve as a template which can be customized by state, agency and/or department to best meet your individual needs. For a working model template, the State of Delaware's Copier, Printer and Multifunction Device Contract can be seen here.

NASPO recognized Delaware as one of the 2014 Cronin Award finalists for their innovation in copier, printer and multifunction resources management. To learn more about Delaware's CRMP, you can watch the previously recorded webinar here. Additionally, you can contact the Copier Management Coordinator, Dustin Yerkes, via e-mail or by phone at (302) 857-4558.

Every year the top five finalists of the NASPO Cronin Awards present their winning nomination to the NASPO members to share what they have learned with their peers. Recordings of previously held webinars are available at NASPO.org.