Managed Print Services

Transition Plan

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Through summer 2014, Xerox print engineers will complete walk throughs to map locations of all campus printers, copiers, fax machines, and scanners. This data, in conjunction with surveys, interviews, and print volumes will be used to determine improvements for implementation beginning in August 2014. Transition teams will work directly with unit representatives to create customized solutions and implementation plans.

Among the improvements you will experience beginning this fall are newer and faster devices with increased capability and enhanced sustainability and efficiency features such as reduced energy consumption, lower emissions, secure print, scan-to-email, default two-sided printing, and faxing in one device.

Xerox will also assume some of our previous operational responsibilities, including making sure toner and ink never run out and sending alerts to the help desk when a device requires maintenance. Expanded networking capabilities will allow employees to easily print to an alternative device if their primary device is temporarily unavailable.

The university is excited to partner with Xerox on innovative and sustainable solutions to our campus print needs.

Please contact Jamie Norris at (937) 775-2160 or managedprint@wright.edu with any questions.

MPS Best Practices

Reduce Paper Usage/Green Printing:

  • The preferred Wright State University communication and storage method is electronic. Printing of documents should only be utilized when there are legal, client, or other essential business requirements.
  • Duplex (two-sided) and black & white printing will be the default on all office printers. However, the end user can change this if a document requires it.
  • Minimize the use of Fax machines. Scan and email documents whenever possible. Faxing is more expensive than printing on office printers.  There is no cost to scan a document. 

Printing of Color:

Print in black and white whenever possible. Color printing costs three times as much as black and white.  Color should only be used for external presentations or communications.  All color printing will be through the centrally located color devices.

Production Print Center Redirection:

For documents requiring a large number of copies (greater than 100 pages), proof online digitally, or print only 1 paper print proof to the departmental printer. Once finalized, direct the output to the central production facility (Printing Services Consortium or Wright Copy).  Printing large numbers of documents or large documents in the production facility costs less than printing within your department.

Internet Printing:

Printing from the Internet is discouraged. When you need information from the internet, save or print to a file. If you must print from the Internet, only print in black and white and use the following guidelines:

  • Do not print the background - If you are printing a webpage using Internet Explorer, select Tools->Internet Options, select the 'Advanced' tab and in the 'Printing' section, remove the check box in the 'print background colors and images' option.
  • Just select the area you want to print - If you do not want the whole document and need only a few paragraphs or a few pages, then just select those paragraphs or pages and print them. To print selected paragraphs, select the paragraphs and then select File->Print and in the 'Page Range' section, check the 'Selection' radio button.

Document Specific (Microsoft Word Document, Microsoft Excel Worksheet, Web Document, Text Document, Graphic Document, Adobe Acrobat Document, Rich Text Format, Microsoft Visio Document Etc.):

  • General
    • Set your print defaults to low or draft resolution and duplex (two sided).
    • Proofread, spell check and “print preview” documents on the computer before printing.
    • After proofing online, print one copy, review and then make additional copies using the duplex copy function.
    • Turn hard copy documents into electronic documents by scanning them.
    • Convert frequently distributed files into portable document files (PDFs).
    • To reduce network traffic and storage requirements, zip all larger documents or groups of documents prior to emailing.
    • Reduce margins and font size on less important documents.
    • Redesign documents to reduce length and save a page.
       
  • Microsoft PowerPoint Presentation
    • PowerPoint presentations are usually lengthy and require a large amount of network and printing resources to print. 
    • Whenever possible, print in “outline” mode or handout mode with multiple pages on one page.
    • When presenting, decide which slides need a hard copy if any.
    • Use a live meeting to share presentations vs. email or handouts. 
    • Use a projector in meetings and provide the PowerPoint electronically through DocuShare (central repository) or email as a last resort. 
    • When designing PowerPoint presentations, use white backgrounds vs. dark backgrounds that require significantly more ink.
       
  • Microsoft Outlook Document or e-mail system:
    • Printing e-mail documents only in black and white. Color printing of e-mails is discouraged.

Guidelines and Procedures

Governance Committee

The managed print solution is supported by a governance committee consisting of staff and faculty members.  The fourteen member committee is responsible for:

  • Developing policies for the use, procurement, and disposal of non-networked desktop output devices.
  • Approving exceptions to the proposed Xerox future state plans.
  • After implementation, approving all requested moves, additions, changes and deletions of output devices apart of the Xerox MPS solution.

Network Printers

Departments may keep laser devices that are capable of being networked if purchased within two years prior to that department’s Xerox project implementation date.

Exceptions

Departments requesting additional printer functionality or additional printing capacity, other than the Xerox proposed design, can submit the Printer Justification form to the managed print governance committee.  Completed forms, with proper signatures, can be e-mailed to managedprint@wright.edu.  The governance committee will review the exception request for approval.

Procurement of Output Devices

Purchasing of output devices, such as inkjet, laser, or all-in-one printers, requires approval from the MPS governance committee.  If approval is granted, current purchasing policies must be followed.

Performance Management

  • The MPS program metrics will be tracked on a monthly basis.

Review

  • The University MPS Manager will review spending using the following reports:
    • Employee to Equipment Ratios
    • Cost savings versus previous expenditures.
    • Findings will be submitted to Business Manager