Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 The Issues Canada Post needs to upgrade its current printer device landscape that includes: A print device to user ratio of 1.7 to 1 on average 98 different models with some more than 7 years old for which replacement parts are not available Colour printer volumes that are double the industry standards About 75% are personal or specific printers for small groups Some 9,000 print-related problems reported in one year Users unaware of how to direct large volume print jobs to less expensive output devices High cost associated with paper and supplies

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008  Environmental Factors that include: High energy consumption Older devices that do not have ‘power save’ modes (i.e. are always on) Cartridges and consumables that are discarded in waste cans Consumables that are purchased in bulk even though the device has a short life expectancy  Cost factors that include: A total annual cost that is more than 6 million dollars in consumables i.e. toner/cartridges, photocopier fees, support costs, paper, power utilization, and space utilization Purchases of over 5,700 printing devices over the last 5 years totalling another 6 million dollars. The Issues (cont.)

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 The Solution  A new multi-functional device solution will become part of the regular IT Services provided to end users and will be managed through the existing IT governance model  The ratio of printers per employee will be adjusted to drive savings  Canada Post will investigate various ways to reduce the cost of this service such as: Excluding traditional mark-ups by suppliers on the copy component Introducing a fee-for-service model based on the quantity of impressions

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Increased integration capabilities with desktop, network printing, and scanning Environmentally friendly practices will be implemented including: Duplex printing (printing on both sides of the paper) Reduced toner density (lighter copies) Black and white printing defaults (requiring a decision to use colour) Elimination of cover sheets (greater use of header & footer features) ID authentication will be introduced (card swipe or PIN functionality) to enable security of print for confidential documents The Solution (Cont.)

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Benefits Additional cost savings by: Converting current volumes to a more cost effective print platform Removing standalone devices and migrating workload to more productive devices Reducing the need to obtain services from a commercial printer Monitoring device usage Reducing energy consumption by at least 50% End-user productivity improvements include: Management of consumables, return to service and other print challenges pushed to the service provider

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Benefits End-user productivity improvements include (Cont.): Ability to scan documents and them to individuals for review or filing, rather than printing Ability to scan documents to a central repository, enhancing records management capabilities and providing search capabilities. Environmental benefits include: Reduced waste (less devices that will eventually go back to the manufacturer, less consumables e.g. cartridges and packaging) Increased control and influence on use of duplex printing Reduced energy consumption Reduced office space needed for print devices

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 What you can do The following actions will support our preparation for the device consolidation this fall:  Do not request additional printers as these will not be authorized  Look at reducing the quantity of printer devices in your work area  Think green by eliminating unnecessary printing / colour printing  Use headers to introduce documents rather than cover pages  Review the Q’s & A’s attached & ensure you follow current practices to dispose of consumables

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Questions and Answers 1. What are the benefits of implementing multi-functional devices? Reduced cost Reduced number in the types of devices Improved functionality Improved environmental practices 2. What is an IT Governance Model? A framework for identifying, delivering, measuring, and improving IT services. For more detailed information on Canada Post’s IT Governance, go to the IT Online website.IT Online website 3. What is duplex printing? Duplex printing means double-sided printing. In other words, printing on the front and back of a page. Note: To access links ensure you are in Presentation mode

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Questions and Answers 4. My printer won’t currently allow duplex printing – what should I do? You do not need to take any action as this project will deliver a new printer equipped with this functionality. 5. My printer has duplex capability but I don’t have access to this in my print option – what should I do? Contact the Computer help desk at Note: To access links ensure you are in Presentation mode

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Questions and Answers 6. How do we dispose of our ink/toner cartridges properly? To recycle used cartridges, return them to the distributer in their original packaging. Return labels are included with each new cartridge. For more information, go to the IT Online website.IT Online website 7. What is ID Authentication and why will it be used? Sometimes it is necessary to print confidential documents. With ID Authentication, users will be able to send a document to the printing device from their computer and activate printing once their ID card has been scanned / swiped at the printer. 8. How can we reduce the need to obtain services from a commercial printer? The additional scanning and functionality as well as the increased printer performance will reduce the need to print documents and in turn reduce the need to request the services from a commercial printer. Note: To access links ensure you are in Presentation mode

Speaker Notes for employee discussions on how Canada Post is getting greener – August 2008 Questions and Answers 9. How will performance be affected once multi-functional devices are implemented? With increased functionality such as ing and scanning capabilities, performance should actually improve. Our continued consciousness to become a “greener” company will ensure the use of technology as an alternative to paper. 10. Where can I obtain more information on printing? For more information on printing, go to Print Services on the IT Online website.Print Services IT Online website 11. How do I address an issue or concern? For any issues or concerns, send an directly to: Information Technology/Technologie de l'informationInformation Technology/Technologie de l'information Note: To access links ensure you are in Presentation mode