A proposal to purchase a new multi-function digital photocopier for the

organisation

Introduction

The aim of this proposal is to provide a more efficient and smooth operation of
printing materials for the company by investing in a state-of-the-art
photocopier. This investment will improve the condition of printing demands
due to the different needs of all the departments in the company. Besides that, it
also promotes time efficiency as the printing will be done more efficiently.

Problem Statement

The problem faced by the printing department of the company is that the
existing photocopy machine is very old and does not work effectively. It also
has minimal functions and is not even able to sort or clip documents. The
employees are frustrated because the photocopy machine often fails to work at
the time when they have to meet deadlines. The printing department is
responsible for printing and binding all documents for Renomme Marketing.
This means that one photocopy is working for 127 employees of the company,
and when the machine fails to function, all the work is held up as it takes time
for the machine to be fixed and run again. This has caused many unwanted
delays and can take away a great deal of productive time. It also caused some
interruption in the running of urgent matters such as marketing materials.
Scope

A simple survey was conducted on our staff in finding the problem itself. The
data from the survey were collected, recorded and analysed to solve this
problem.

Findings

Based on the findings it showed that the number of employees who were not
able to submit their task on time increased each month. As shown in the bar
chart below, the number of employees involved in this situation in September
increased by three persons. This number kept increasing and reached to 21
employees in November and December respectively.

Significance

There are many advantages of changing the photocopy machine to a new one.
Firstly, by having a multi-functional photocopy machine, employees can do
their job more efficiently. Other than that, the employees would be able to
complete their work faster and more efficiently.

Secondly, it can increase the company’s profit margin as the employees would
be able to work faster and submit their tasks on time and thus produce good
quality work smoothly and efficiently.

Thirdly it can improve productivity. The success of any organisation relies

upon the productivity of its employee and productivity is an important
consideration for business. The quality of a company depends on the outcome
of the work done by the workers.
Therefore it is proposed that the organisation purchase a new photocopy
machine that would allow the employees to photocopy, print and fax from the
same machine. This would enhance the smooth running the operation of the
department and also speed up the printing of documents.

Budgeting

As a solution to the problem, it is proposed that the company should purchase

photocopy machine Xerox WorkCentre TM5325/5330/5335 which has three
dimensional functions; to copy, print and fax. It is also able to sort and clip
documents. This photocopy machine has received strong recommendations and
reviews on numerous websites as the most effective and highly recommended
photocopy machine in 2017. It is said to be cost effective by users as it does not
need any parts replaced regularly and has very low maintenance fee. Besides
that, it is also cost effective as it is comparatively cheaper than some wel-known
brands with similar functions. Currently there is a promotion which allows the
company to purchase it at a much cheaper price. The following are details of
Xerox WorkCentre TM5325/5330/5335.

Price RM24,80/ RM 26,700/ RM 28,500

Standard Functions Copy
Optional Functions Fax, Print, Scan, Xerox Integrated RFID Card Reader
Print Speed Up to 25ppm/Up to 30ppm/Up to 35ppm

Conclusion

The purchase of Xerox WorkCentre TM5325/5330/5335 would bring

tremendous benefits to company. The new machine would put an end to the
woes and frustrations of the employees of not being able to complete the job on
time and effectively. It would also enable employees to use it as a printer and
fax machine, which then would function as a three-in-one machine. This would
help employees to multitask more effectively and be more productive. Thw
workers would feel more convenient to do work and it can boost their
motivation to get work done on time. Thus it is believed that the initiative will
benefit the employees and also the company in the future. It is hoped that this
proposal would get the approval from the Board of Directors based on the
reasons given.