The needs for a copy machine
Considering that this is an expansion of the business, copy machines are a huge investment for the company. The first thing would be to identify what the company needs from the copier. The roles for the machines will be to scan, fax, sort, and network and print various documents in the business. This is a huge company with multiple operations and thus a high volume printing and copying machine will be needed as it will be serving multiple departments.
The machine will also need to have various features for hole-punching, sorting, large-format printing, stapling and double-sided printing so as to ensure a lean system efficient enough to save time for office operations. A copier image editor will be an ideal feature that will enable employees to edit their documents while they are being copied. Another need will be to ensure that it is equipped with a wireless LAN interface. Considering that multiple offices will be utilizing it, a Bluetooth wireless board could be considered for more efficient printing for the nearby offices. The copier will also need a separate Universal Serial Bus (USB) interface so that laptops, electronic devices and other external storage products for the business can be connected to it.
Objectives of the Project
The first objective of the project will be to ensure that the most cost-effective, efficient and technology friendly copy machine that can handle the full plant operations is bought so as to stop the expensive habit of renting the machines. Secondly, the project aims at identifying the office needs of the employees and designing the most efficient method to handle them and resolving any existing conflicts that may arise in terms of office needs for the employees. The project will also design and determine the best location for the machine putting convenience at a high priority. Finally, the project aims at implementing the best feature designs needed in meeting employee's needs and ensuring a proper installation needed features.
Type of Equipment Available and its Costs
A Modern Multifunctional Printer (MFP) will be an ideal machine for the company as it can print, fax and copy and scan. It will be easier to add the required feature in adherence to the employee's needs. It is also an ideal machine for voluminous printing and copying and installation of the Wi-Fi and LAN interfaces (Best and Kathryn 38). With the ability to handle multiple tasks at the same time, it will save the company a lot of money that would have been used to buy faxing, printing and scanning machines.
Consideration in Buying and Location of Copy Machine
The first consideration will be to determine the budget for the machine and any additive features and equipment. The mass functioning machine must lay within the set budget by the company. In this aspect, such costs as maintenance and power consumption will be put into consideration. Secondly, the ease to use and need to train employees on its usage will have to be considered before the machine is bought. The controls or technology involved have to be friendly and easy to comprehend with minimum costs in training employees on its usage.
The copying and printing volume have to be put into at most consideration. The machine has to handle all the operations of the company without failure or toner changes on the frequent basis. The type of items that will be copied or printed by the machine has to fit the machine's capability to avoid breakdown or compromise on quality. In addition, before the machine is bought, its energy consumption will have to consider as well as the efficiency involved. It is a consideration that will save the company a lot of money in electricity bills. The machine must also have a competent cooling system to avoid the office temperatures rising and making the employees uncomfortable.
When it comes to the location of the Copy Machine, space has to be considered. The multiple machines that were there before were occupying large space but this time, a single machine occupying a considerable space will be used. It has to be located in the most centralized place easily for every office installation to be linked to it. The place must be hazard free and with good ventilation. It will be located near the plant manager's office so as to ensure easy monitoring in case maintenance is needed (Best and Kathryn 23).
Evaluation and Comparison of Alternatives
The company will have to consider multiple alternatives considered for buying but the machine with the highest volume printing and copying capacity will be considered. Other aspects such as efficiency, ease of control, the space it will occupy, ability to add a more desirable feature, durability, cost effectiveness in maintenance and energy consumption will be of at most consideration. All in all, the design of the machine has to meet the expectations and the needs of the employees that will be using it in the offices.
In order for the implementation of the project to be implemented, it will have to be scrutinized by a number of stakeholders who will determine its viability. The Chief products engineer, the design team, and the plant manager will have to go through the design and implementation project and consult for any changes or explanations that they think are fit. However, the Manufacturing Engineering Manager will be the one to approve the implementation of the project proposal as she is the one who has asked the project to commence and she is responsible for all machinery design, operations, and maintenance in the plant.
Procedure for Ordering the Machine
After the project stakeholders are pleased with the project and it is signed by the Manufacturing Engineering Manager for implementation, the ordering process will commence. The first thing is to present the budget for the machine, equipment, installation and other costs to the finance office for the payment to be processed. It would then be ideal to gather information about where to buy the product, who to supply it when it will be supplied, the costs involved and ensure that there is no evidence of waste and stealing by the supply (Best and Kathryn 36).
Secondly, an item list and catalog will be made. An outline of the various ordering activities will be stipulated. This is where the personnel who will make the order, select the vendors, and ensure control in terms of costs, store and retrieve the machine will be determined. The order will then be made after the above parameters are determined.
Preparations before the machine arrives for installation
Before the machine arrives, space where it will be store will be prepared. Other necessary installations as those that will connect the computers to the copy machine will be done. Proper ventilation will be ensured and the maintenance team put at vigilance. The installation team will be set waiting for the arrival of the machine. Employees will, on the other hand, be briefed on how the product functions. After its arrival, it will be placed right where it was designed to stay. It is after the installation that a follow up will be made with a detailed report from the installation team on how everything was implemented. It is here that the machine will be tested and the needs of the employees and the machine itself determined.
The followed steps do fit in the engineering design as the problem was designed, a research on the type of machine needed by the company was made, requirements and objectives of the project were outlined and a team was set to brainstorm the solutions. Afterward, the best solution was selected, an implementation process began and the bought machine will be tested for use. Economic analysis was also factored in as the cost of the machine was determined, durability and maintenance costs were all determined through a comprehensive budget (Best and Kathryn 41).
Work Cited
Best, Kathryn. Design Management: Managing Design Strategy, Process, and Implementation. AVA Academia, 2006.
