Yale's In-plant Relocation Saves Big Money

Moving to a larger facility usually means paying more money. But when Yale University Printing & Publishing Services (YPPS) relocated to new quarters in New Haven, Conn., last March, not only did the in-plant gain 7,000 square feet, a warehouse area and a better workflow, the shop cut its rent in half.
“We were able to reduce our rent significantly,” reports Jeff Gworek, director of the 63-employee in-plant—saving about $150,000 a year for the university, he adds.

The new 22,200-square-foot facility—located in what was once a Winchester firearm factory—is a mile and a half from the old plant, in the newer Science Park section of New Haven. The facility is climate controlled to keep humidity levels consistent, and there are even some windows to let in sunlight. To improve productivity, Gworek and staff made sure the equipment layout enabled a smoother workflow than in the old plant.

Things have been going so well, Gworek says, that it’s surprising to think that, just a year ago, the university was questioning whether it should outsource the in-plant rather than move it.

In the summer of 2009, the in-plant learned it would have to vacate its old 15,000-square-foot plant to make way for the new Yale School of Management. To determine whether the in-plant was worth retaining, the university did an evaluation last October.

Not only did Gworek and his team demonstrate the value they provided, they also added additional cost savings by instituting several managed programs for the university, including MFDs, printers, paper, supplies and print procurement. All told, these programs have saved Yale $1.4 million, Gworek reports.

One of the crucial jobs the in-plant handles, which the university wasn’t eager to outsource, is the printing of diplomas. These are printed on the shop’s Xerox Nuveras just days before graduation.

“That’s an exceptional service,” Gworek notes.

Once its future was secure, the in-plant started planning its move. The process was coordinated by Joe Cinquino, director of operations. The actual move took a week, and production was never halted—an accomplishment he praises his entire staff for.

On Monday the bindery equipment was moved, along with the shop’s three two-color presses. Tuesday the design area was relocated, followed by mail on Wednesday. Fulfillment moved on Thursday. The digital equipment—Nuveras, DocuColor 8000s and HP wide-format printers—moved on Friday and Saturday.

“It went amazingly well,” Gworek proclaims—and things have been going just as well ever since.

One benefit of the larger space is that the in-plant now has a 3,000-square-foot warehouse area. This has enabled it to start offering inventory control services to customers.

Perhaps the greatest benefit of the new facility, though, has been the boost it has given to morale. Employees, Gworek observes, are in much better spirits now.

“It’s such a nice change from what it used to be,” he says.