FAQs

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Program Information

  • What is the Managed Print Services (MPS) program?

    Managed Print Services (MPS), is a Wright State University-wide initiative to centralize the management of all printers, copiers, scanners, and fax machines with one preferred vendor that specializes in document management. Benefits of the project include:

    • Provide newer and more efficient technology
    • Help make a positive impact on the environment by reducing paper and energy consumption, greenhouse gas emissions and landfill waste
    • Reduce print output costs
    • Improve quality of services
  • What services will Xerox provide?

    Beginning May 1, 2014 Xerox will provide services for virtually all of Wright State University’s copiers, printers, fax machines and scanners.  Xerox will also provide service for printing equipment other than copiers and fax machines.

  • What is “optimization?”

    Optimization will involve relocating existing devices, adding new devices, removing older devices and removing assets that are underutilized and / or too abundant.  This includes both networked devices as well as personal printers connected directly to business computers.  

  • How will Wright State University’s transition to Managed Print Services (MPS) affect me?

    For you, the end users, this program will provide new or enhanced capabilities and improved reliability.

    Functionality:

    • Secure print option
    • Scan-to- email
    • 2-sided printing
    • Faxing integrated with printing, copying and scanning on one device.

    Capabilities include:

    • Color printing will be available to meet business requirements
    • Provide newer, more efficient and reliable technology
    • Proactive monitoring of device alerts helpdesk for assistance.
    • Device supplies (toner) will be proactively ordered and sent the device contact.
    • If a device is temporarily not available, you can easily print to another device with the same capabilities without resending the document from your PC.
  • Will the future output state provided by Xerox be environmentally friendly?

    Yes! Xerox can provide superior ink technology that conserves raw materials, generates 90% less waste, and lowers operating costs. Also, the desired state can reduce energy consumption up to 50%.

  • What are some tips for conservation in an office?

    There are multiple ways to conserve in your area:

    • Replace older products with new, more energy-efficient devices
    • Consolidate assets, replacing individual copiers, faxes and printers with multifunction systems. By consolidating a copier, printer, fax machine and scanner into one multi-function device (MFD), energy savings of 50% can be realized.
    • Take advantage of power-saver features built into your systems and do NOT turn off devices at night. A total power down / power up takes more energy than allowing the device to go into sleep mode.
    • Use paper efficiently. Print duplex (double sided) where ever possible.
    • Re-examine office processes; can you use electronic document storage instead of printing hard copies? Use e-mail and scan to file options.
    • Return unused supplies!
    • Share documents among your peers instead of printing multiple copies
    • Recycle!
  • How was printer location determined?

    Printer capabilities and placement will be based upon the identified needs and feedback received from the users during Voice of the Customer and/or Information Sessions.

Installation Information

  • What is the install process?
    • 5 weeks prior to install, Managed Print Team will meet with department to conduct pre-install walk thru and finalized device placement.
    • 1 week prior to install, training will be held for Key Device Operators in your area.
  • What do I need to do prior to install?

    Make sure all your print jobs are removed from your department’s Woodhull device.

  • What do I need to do the day of install?

    Attend “at device” training with Xerox trainer.

  • How will new print drivers be installed?

    CaTS employees will be on-site to install new print drivers for new networked devices.

  • What if I am not available at the time of install?

    Please go to the following link to install print drivers for your area. http://www.wright.edu/business-and-finance/campus-auxiliary-and-business... For additional support contact the CaTS Help Desk x4827.

  • Is a Wright 1 Card needed to access my device?

    A Wright One Card is the easiest way to access the Multifunction devices (MFD). MFD devices can also be accessed by logging into device with your w###abc and password.

Equipment Removal

  • What is the exception/waiver process?

    The Print Wright Advisory Board(previously Governance Committee), consisting of faculty and staff, will continue to review exceptions and/or waiver request for university support of desktop printers and to the future state scenario.  Please use this form.

  • Will I keep my personal printer?

    The new Wright State University Print Policy establishes that personal printers are not preferred due to financial and sustainability reasons. Your department Dean/VP will provide additional guidelines.

  • Will you take my printer?

    Network devices, if able to retain access to available network drops, will continue to be maintained on the network for 30 days after successful implementation.  At that time, the devices will be removed and handled via the normal ESPM process by the MPS team.

    Desktop devices will only be removed upon request.  If request is made prior to, or at the time of installation, the ESPM process will be handled by the MPS team.  If desktop devices are requested to be removed at any time after installation, the user will need to initiate the ESPM process.  The University will continue to support desktop devices for 30 days after successful implementation.

    Any request for exceptions to the above must be submitted to the Print Wright Advisory Board(previously Governance Committee). Please complete the attached form(link)

  • What should we do with current supplies?

    Unopened Woodhull supplies will be picked up with devices after Xerox install. All desktop printer supplies should be submitted using ESPM protocol.

  • What if I want to give up my desktop device?

    If you would like to give up your desktop device prior to install, simply go through the ESPM process of disposing of property.

  • When will the University stop buying toner?

    The University will continue to support desktop devices for 30 days after successful implementation.

Training/Support

  • What if I need training?

    A Xerox trainer will be providing training on the day of installation. See below for additional training documents:

  • How do I order paper?

    The departments will order paper through our office supply contractor via Wright Buy. 

  • What is the device timeout?

    For increased security the device will timeout 30 seconds after you swipe your badge and there is no other activity. NOTE: if your job is in process of printing and the device times out, your output will still print.

  • How do I know which printer is located closest to my work area?

    The easiest way is to walk the surrounding area and locate the nearest printer. In the future a device list by location will be posted.

  • How do I map to a printer?

    Please go to the following link to install print drivers for your area. http://www.wright.edu/business-and-finance/campus-auxiliary-and-business... For additional support contact the CaTS Help Desk x4827.

  • Will I be able to scan color documents?

    Yes, all the Multifunction Devices (MFD) will scan in color, including the B&W MFDs. See the instructions on how to scan hard copy documents to the e-mail instructions.

  • How do I scan hard copy documents to e-mail?

    At the Multi-function Device:

    1. Place originals face up in the document feeder or face down on the glass.
    2. Select the E-mail icon on the MFD control panel
    3. You will see your email address populated in the “To” and “From” fields
    4. Select any options such as double sided
    5. Press the green button to Start the job
    6. Press Log In/Out Button to log out

    NOTE: documents larger than 20 MB will be automatically divided into two or more files.

  • How do I change the email subject line when scanning documents?

    At the Multi-function Device:

    1. Place originals face up in the document feeder or face down on the glass.
    2. Select the E-mail icon on the MFD control panel
    3. You will see your email address populated in the “To” and “From” fields
    4. To adjust the email subject line, touch to the subject line and make your changes.
    5. Select any options such as double sided
    6. Press the green button to Start the job
    7. Press Log In/Out Button to log out

    NOTE: documents larger than 20 MB will be automatically divided into two or more files.

  • How long are jobs held in the device queue?

    Jobs left in the queue will be deleted after 12 hours.

  • Once I print to the print queue, can I delete the document?

    Yes, there is a delete print job feature at the device that you can access on the printer’s touch screen.

  • We are low on toner, how do I order additional toner?
    • Toner is monitored remotely and automatically shipped to the site when it reaches a specified level.
    • If for some reason you have not received a toner shipment or want to makes sure toner has been ordered, please call Xerox 855-500-4243
  • How do I make copies on the Xerox MFDs?
    1. Place your document face-up in the Document Feeder or face-down on the glass.
    2. Press the copy icon on the MFD’s touch screen.
    3. Change any of the defaults, as needed.
    4. Enter the number of copies to made.
    5. Press the green start button. 
  • How do I add paper to a Xerox printer?
    1. Push down on the release handle to open Paper Tray 1. The tray is located on the front of the printer.
    2. Pull out on the tray extension until it locks into place.
    3. Fan the paper to release sheets of paper that are stuck together. Make sure the edges of the stack are neat.
    4. Insert the paper into Tray 1.

    NOTE: Do not load the stock above the maximum fill line.

    1. Adjust the paper edge guides until the guides just touch the edges of the paper stack.
    2. Make sure correct paper type and size is selected on the Control Panel.
  • How do I copy small size originals?

    Place the item on the glass, select 8.5 x 11 paper under Output, and press enter. 

  • Why is the paper coming out of the machine curled?

    Paper should be opened and then placed immediately into the device. Paper that is sitting open (outside of the device) attracts water or dries out and will cause the paper to curl. For best results, unwrap the paper and place the entire ream in the device.

  • Is a Wright 1 Card needed to access my device?

    A Wright One Card is the easiest way to access the Multifunction devices (MFD). MFD devices can also be accessed by logging into device with your w###abc and password.

  • How do I print an A3 document on letter?

    End user needs to access Page Setup function in the driver and select the size. It will then print correctly on standard size documents.