Project Costing

November 6, 2017

Overview

Project Background and Description

We are losing potential clients due to security concerns regarding the management of sensitive data being accessible by anyone at the printer. Each of the five floors have two shared printers with around 100 employees per floor, and there are cases where employees forget to collect what they have printed or just do not collect the documents right away.

Goals and Objectives

Meet future security audit requirements

Meet client security requirements in order to increase revenue from new business

Replace old laser printers with newer secure pin enabled printers

Improve employee involvement in the company IT security policies

Project Scope

Identification and procurement of new secure printers

Printer installation and old printer disposal preparation

Configuration, employee pin registration, and testing

Specific Exclusions from Scope

The company is not responsible for the delivery or removal of any printers as this will be taken care of by the vendor providing the new printers.

High-Level Requirements

The new secure printers should meet the requirements listed below:

Ability to require pin to retrieve the print job after document is sent to the print spooler

Ability to be managed printers from a centralized location for easier management

Ability to integrated into Employee Self Service systems so employees can manage their own pins

Implementation Plan

Two competing vendors of secure printers will be compared in order to see which provides the best solution for our business needs. A particular focus will be on security features and how easy it will integrate with existing systems, vendor support being offered, and other services provided by the vendor such as delivery and disposable complimentary services to reduce labor costs for this endeavor.

Budgetary limitations

Due to the difficulty of estimating the potential gains from attracting new clients as a result of tighter security controls, the budgeted amount will be of a conservative nature. As a result, depending the costs of the new printers, instead of buying 10 new ones to replace 10 old ones, we may opt to purchase five printers to pair with an old one on each floor and instruct employees to print sensitive data to those printers as needed.

Approval and Authority to Proceed

We approve the project as described above, and authorize the team to proceed.