Workflo Solutions help the SYHA make savings with new Olivetti Colour MFP’s
Published June 29, 2009 at 9:23 am · Filed under Features
In Partnership for a Hostel Revolution
Not many people know that the Youth Hostel Association (YHA) is a charitable organisation, established in 1931 and funded, in part, by members of the Association. Their objectives include ‘the advancement of education, for the public benefit, by helping all, especially young people, to experience and appreciate the countryside, environment, natural heritage and places of historical interest, through the promotion of their health, recreation and education, through low-cost accommodation for them on their travels’.
Taking a snapshot of the YHA, the Scottish Youth Hostel Association (SYHA) is, in fact, Scotland’s largest network of tourist hostels, with around 60 locations, providing over 50,000 bed-nights each year. The SYHA actively markets its locations to everyone, including families and overseas and corporate visitors which are proving to be extremely popular, especially with the recent downturn in the economy.
As you can imagine, many of the Scottish hostels are in remote locations which have to be managed and maintained to ever-increasing high standards and to levels of technological advancement, which has become the norm among travellers. One of the main aspects that is of vital importance is the bespoke Reservation System. Bookings can be made on-line or via the SYHA Reservations Team, and individual hostels can book ahead to other locations, on behalf of residents who are planning further over-night stays.
The SYHA employed Bob McMeekin, last year to run its IT Department, based in Stirling. He, along with 3 other colleagues, analysed the computer systems which support the 60 Scottish hostels, its Reservations Department and all the day-to-day running of the organisation.
“The immediate challenge was to try to streamline the operation with a system that had no fewer than 23 servers’, Bob explained. ‘Members access the CRS system for making enquiries and booking accommodation via our Reservations Department or the SYHA website, but to improve things we had to look at how we could consolidate our systems whilst ensuring that the demands of both internal users and customers was met . Over the next 12 months we reduced the number of servers down to 3 by implementing a virtual server solution.”
One of the other aspects that needed attention was the Association’s office equipment, within the head office and at the hostels. Not only was the printing, copying and fax equipment very old but it was starting to prove very expensive and unreliable and the lack of functionality was holding the staff back from being productive, efficient and creative.
Work had already started on the quotation process and Bob found there were quite a few different suppliers involved, but with only a few days until the final decision was made, Michael Field, Director of Livingston-based Workflo Solutions, contacted Bob and asked if his company could show him how they could save money. As this was one of the main deciding factors, Bob couldn’t resist the opportunity.
“Michael’s attitude was very different to the rest of the suppliers we were speaking to‘, said Bob. “He was very keen, up-front and really went the extra mile. We were able to put the models, being quoted, through their paces, so we could see whether the machines were relevant to the business. We soon realised we had found our preferred supplier.”
Michael Field, describes Workflo’s methods as progressive; “We offer a non-aggressive approach to our customers and are committed to working with our clients to give them flexibility and build a lasting partnership. It’s the same with our own suppliers. We work in partnership with Olivetti, who have 100 years of experience behind them. We supply the full range of Olivetti products from their high performance multi-functional solutions to the very small models used for more basic applications. We felt the SYHA could, instantly, save themselves about 20% on the costs of their existing equipment, and then, over time, make substantial savings that could be spent elsewhere within the organisation. It’s all about making sure you have the right product for the right application.”
Workflo have installed, into the head office, in Stirling, a 45ppm Olivetti full colour
d-Color MF450 model, which is configured with full network printing, copying and scanning facilities, booklet-making, stapling, finishing and tri-fold finishing; a 25ppm multi-functional d-Copia 2500MF printer-copier, with colour scanning, and a de-featured 20ppm Olivetti d-Color MF201 into the Edinburgh and Inverness Regional offices, which is ideal for the output of black and white printing and copying, with occasional colour.
Bob McMeekin said “Before these machines were installed, we hadn’t had the luxury of using colour. Our Reservations Department is now producing our Rent-a-Hostel Brochures in full colour, which were previously in black and white, our internal documents are so much better in colour, and interesting, and our Membership Renewal Documents are now in full colour, so the team is now able to be even more creative and the documentation looks so professional.”
Michael, and his Workflo team, has, in only 2 trips, travelled to the various hostel locations to install small 18ppm multi-functional laser copier, printer, scanners, the Olivetti
d-Copia 18MF, with document feeders and fax option. These have been perfect to allow the managers of the hostels to print, copy, scan and fax from one machine, linked to the SYHA’s network, allowing documents to be printed quickly, faxed to other locations, for forward-bookings, and for printing out, in high quality, notices for residents and bills for when they leave.
As a result of the combination of increased equipment functionality, the updated IT network and a progressive vision for the future, SYHA is starting to install Internet Kiosks in a number of their Hostels, offering WiFi connection. They are also considering providing colour printing, on-site, to allow residents to download local information, and maps, and print them out in full colour. But, as Bob said, “We will still remain true to our philosophy, though. We need to be mindful of the environment, so the printers are chosen for their environmentally-friendly components and operation, which is a big consideration for our most remote, Eco-Hostel, based at the end of a mile-long walking track, Loch Ossian, with its wind and solar-powered electricity, water-recycling programme and general “back-to-nature” facilities.”.
In summarising the on-going implementation, Bob McMeekin said” This is one of those projects that has the potential to be very stressful but, with suppliers like Workflo, I know we will succeed. Our working relationship is very good; their service and responsiveness is excellent and they have the knowledge and support to help SYHA see this project through. That’s what partners are for in my book”.
For more info visit www.olivetti.co.uk
