Managed Print Services

Transition Plan

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 a 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 jamie.norris@wright.edu or Sean Lehmkuhl, at (513) 554-3436 or sean.lehmkuhl@xerox.com with any questions.

FAQs

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
Who will be Wright State University’s Managed Print Services (MPS) vendor?

Wright State University is in the process of transitioning print management services to Xerox, a leader in providing print management services.

Why did Wright State University select Xerox for the Managed Print Services (MPS) support?

Xerox is an industry leader in technology and services, with proven expertise in helping companies find better ways to work and improve business results. Wright State University’s partnership with Xerox provides access to world-class Xerox office technology and solutions, while simultaneously supporting Wright State University’s goal to reduce costs and support our environmental initiatives.

What services will Xerox provide?

Beginning May 1, 2014 Xerox will also provide service for printing equipment they will be installing in the future. 

What are the next steps in implementing the Managed Print Services (MPS) program?

The first step in the transition process is a physical inventory of Wright State University’s printers, copiers, fax machines and scanners.  Xerox representatives collect information from all print output equipment and affix identification/service tags to each device.  In addition, print volumes are collected to understand current levels of printing.

Next, Xerox provides a “future state” design based on the data collected from the site inventory and reviews with Wright State University. Changes are made based on a business needs and “optimization” efforts start.
 

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.
What if I need training?

If equipment in your business area is replaced with new Xerox Multi-Function Devices (MFDs) training will be scheduled for your area when the new equipment is delivered.  On-line links to device information will be available for new devices on the Printing Services website.

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 do I order paper?

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

How do I print in color to a color Xerox MFD?
  1. Select a  color model from your list of printers.
  2. Select the Properties button.
  3. Select the “Paper Output” Tab.
  4. Move to the “Output Color” dropdown menu.
  5. Select the Color option.
How do I print confidential documents on a Xerox MFD in remote offices?
  1. Select a Xerox printer from your list of printers.
  2. Select the Properties button.
  3. Click on the Job Type dropdown menu.
  4. Select Secure Print.
  5. Create a Passcode that you can remember (4-10 digits).
  6. Your job will be held in the queue at the MFD until you release it, using the pin code you have selected.

At the Printer:

  1. Touch Secure Print tab
  2. Select your job in Jobs Queue
  3. Select Release
  4. Enter the Secure Print pass code and select Enter
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.

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.

Policies 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.

Desktop Printers

Vice President/Dean level and higher, at their discretion, may maintain a desktop output device that is attached to their personal computer. 

Faculty and staff may elect to keep their current inkjet devices that are directly connected to their personal computer.  Supplies and services for these devices will not be supported or funded by Wright State University.  These devices maybe subject to a review once the Xerox future state is fully implemented.

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

 

 

 

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