Case Study 2: MIT University
See how MIT University realized approximately 50% savings in staff time and reduced print costs by as much as 40%…

The Challenge
Like any large decentralized organization, MIT is made up of many different groups who had evolved their own graphic images and standards. MIT’s Publishing Services Bureau (PSB) took on the responsibility of developing a new graphic identity program, which would offer a unified look across the various campus groups.

The PSB viewed this as an ideal time to add an e-procurement system for stationery items. MIT already had an e-procurement system linked with six other electronic partnerships for buying products including office supplies, computer supplies, scientific supplies, and maintenance and repair supplies. These e-catalogs were connected with ECAT, MIT's e-procurement system to handle authorization, approval, and electronic purchase orders; the print e-procurement system had to interface with the same system.

The Solution
To deliver a printed project, the PSB works with the designer, shepherds proofs back and forth, gets approvals, and sources the print production ­ a process that can take several weeks for each project. It was estimated that delivering the new graphic identity program to thousands of users would involve complex project management and take a huge number of PSB staff hours to execute. To improve efficiency and help ensure success of the launch, MIT envisioned a fully integrated print e-procurement solution to support the new program.

In developing the online system, the team used a careful process of investigation and testing to identify the solution to best meet MIT's needs. Criteria for evaluation included the quality, integrity and sustainability of the system, the quality of the printed materials, the customer service of the online provider and printer, and the ability to integrate with MIT's SAP financial system.

The Results
MIT launched its new online business paper ordering system providing desktop access to a catalog of business cards, letterhead, and envelopes in three different designs and two paper stocks. After selecting a design, the faculty or staff member could customize the item with their departmental and individual contact information, view a proof online, order and take delivery of the printed product within seven business days.

The catalog serves more than 400 users, with more joining everyday. As a result, PSB staff can now focus on customer support, marketing the new graphic identity program, and planning for new products and new departmental catalogs. PSB's skilled advisors concentrate on new projects and the automated system takes care of the repetitive processes for procurement of office stationery and business cards.

Benefits

• Approximately 50% reduction in staff time managing repetitive production tasks
• 22%- 40% reduction in print costs
• SAP and internal e-procurement system integration
• Faster delivery of simple print orders
• Efficient roll-out of new graphic identity program to thousands of users
• Elimination of paper proofs and invoices
• Streamlined workflow and order process
• Greater staff productivity