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CaTS | Information Technology

Managed Print Services

In September 2020, Wright State's contract for print and copy devices with ComDoc went into effect. This contract and the departmental printing and copying are now centrally managed by Computing and Telecommunications Services. 

CaTS Managed Print Services (MPS) encompasses all office and lab print devices—printers, copiers, fax machines, and multifunction scanners.

MPS Best Practices

  • Reduce Paper Usage/Green Printing
    • The preferred Wright State University communication and storage method is electronic. Documents should only be printed when there are legal, client, or other essential business requirements.
    • Duplex (two-sided) and black and 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 scanning 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.  
  • Production Print Center Redirection
    • For documents requiring a large number of copies (greater than 100 pages), proof on-screen 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 the university 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 web page using Internet Explorer, select Tools->Internet Options, select the 'Advanced' tab and in the 'Printing' section, remove the checkbox 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 on-screen, 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 the 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 email system:
      • Print email documents only in black and white. Color printing of emails is discouraged.

Guidelines and Procedures

  • Centrally Managed
    • The managed print solution is supported by CaTS like other Information Technology services at Wright State.
      • The initial deployment was completed by CaTS and guided by collaborative assessments with each department.
      • All requested moves, additions, changes, and deletions of output devices will be approved and completed by CaTS.
      • Exceptions to the ComDoc contract will be evaluated and approved by CaTS.
  • Network Printers
    • CaTS strongly recommends that non-ComDoc devices are removed and/or assessed for replacement by a ComDoc device.
      • Supply costs for these devices are significantly more expensive for these devices and are not delivered automatically.
      • CaTS cannot support or service these devices at the same level that we can the ComDoc devices that are under contract.
  • Exceptions
    • If you feel your print/copy needs are not being met or you have any questions or concerns, you can contact the CaTS Help Desk at any time. CaTS will work to assess your needs and evaluate how best to meet them. 
  • Procurement of Output Devices
    • It is strongly recommended that any new devices purchased come through the ComDoc contract through an assessment by CaTS.
  • Performance Management
    • The MPS program metrics will be tracked on a monthly basis.
  • Review
    • CaTS will periodically review usage statistics and re-assess the deployment of devices if changes are appropriate. 

Frequently Asked Questions

Program Information

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

    CaTS 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 ComDoc provide?

    Beginning September 1, 2020, ComDoc provides services for all ComDoc (Xerox) devices under the CaTS Managed Print contract.

  • What is “optimization?”

    Through the transition, guided by collaborative assessments with each department, CaTS evaluated existing devices and developed the deployment necessary to meet user needs. Throughout the contract CaTS will periodically review the usage statistics and user needs to continue to ensure that devices are not under or over utilized.

  • 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 delivered to the device.
    • 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 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.
    • Share documents among your peers instead of printing multiple copies
    • Recycle!
  • How was printer location determined?

    Printer capabilities and placement were determined through collaborative assessments with each department and CaTS utilizing the extensive usage history we have gathered as well as the needs voiced in the assessments.

How to use the device

  • How do I install the printer on my computer?

    Please go to the following link to install print drivers for your area. http://www.wright.edu/printers. For additional support contact the CaTS Help Desk at 937-775-4827.

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

    A Wright One Card is the easiest way to access these devices. They can also be accessed by logging in with your Campus 'w' username and password.

Equipment Removal

  • What is the exception/waiver process?

    Please contact the CaTS Help Desk if you have any questions about an existing of new device.

  • Will I keep my personal printer?

    CaTS strongly recommends that non-ComDoc devices are removed and/or assessed for replacement by a ComDoc device for the following reasons:

    • Supply costs for these devices are significantly more expensive for these devices and are not delivered automatically
    • CaTS cannot support or service these devices at the same level that we can the ComDoc devices that are under contract
  • Will you take my printer?

    CaTS will not be taking away devices without a request/permission from the department. However, CaTS strongly recommends that non-ComDoc devices are removed and/or assessed for replacement by a ComDoc device.

    Supply costs for these devices are significantly more expensive for these devices and are not delivered automatically.

    CaTS cannot support or service these devices at the same level that we can the ComDoc devices that are under contract.

  • What should we do with current supplies?

    Old Xerox supplies were picked up when the ComDoc devices were installed, however if any were missed please contact the CaTS Help Desk.

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

    Please contact the CaTS Help Desk to have any devices removed or to assess for a transition to a ComDoc device.

  • When will the University stop buying toner?

    Departments are not restricted from buying toner, however toner outside of the ComDoc contract comes out of departmental budgets, not Central Print. CaTS strongly recommends that non-ComDoc devices are removed and/or assessed for replacement by a ComDoc device.

    Supply costs for these devices are significantly more expensive and are not delivered automatically.

    CaTS cannot support or service these devices at the same level that we can the ComDoc devices that are under contract.

Training/Support

  • What if I need training?

    CaTS and ComDoc are available to provide in-person or remote assistance and training. Please contact the CaTS Help Desk with any questions. See below for additional training documents:

  • How do I order paper?

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

  • What is the device timeout?

    For increased security the device will timeout 60 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?

    All office printers are listed on https://www.wright.edu/printers by building and room number. Lab printers are listed on https://www.wright.edu/information-technology/printwrightnetwork-and-wir....

  • How do I map to a printer?

    Please go to the following link to install print drivers for your area. http://www.wright.edu/printers. For additional support contact the CaTS Help Desk at 937-775-4827.

  • Will I be able to scan color documents?

    Yes, color scanning is available on all scan-capable devices. See the instructions on how to scan hard copy documents to your email for more information.

  • 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 Send 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 Send button on the touch screen 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 Secure Print 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 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 contact the CaTS Help Desk.
  • 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 Start button on the touch screen.
  • How do I add paper to a Xerox printer?
    1. Push down on the release handle to open the paper tray. The trays are located on the front of the devices.
    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 the tray.

    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. Close the drawer.
    2. Make sure the correct paper type and size is selected when the pop-up appears on the touch screen.
  • 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 these devices. They can also be accessed by logging in with your Campus 'w' username 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.

Questions or Assistance

Contact the CaTS Help Desk at 937-775-4827, or helpdesk@wright.edu, for any questions or assistance with these devices.

Instructions for Installing Xerox Print Queue onto a Linux Workstation

Introduction

Printing to Xerox devices through the university’s Managed Print program is facilitated using a software package called “Pharos”. On Windows and Mac workstations, a client is installed onto the workstation in order to facilitate printing. However, Pharos does not provide a client for Linux/Unix workstations, so CaTS has developed the following process in order to allow Linux users to print to the Xerox devices provided through the university’s Managed Print program.

In order to ensure the integrity of the financial aspect of the Managed Print program, Linux machines are only able to print to the Secure queue. 

Download Configuration Script

  1. Log into a user account with rights to configure printers.
  2. Download the configuration script zip file: Linux_Xerox_Install.zip
  3. Extract the contents of the zip file. The zip file contains two files:
    1. xrx7855.ppd – This is the printer driver file
    2.  Linux_Install_Secure.sh—This is a bash script that installs the print queue using lpd/lpr and prompts for your username so print jobs are submitted attached to your username.
  4. From a terminal window, run the following command from within the folder location where the two files were extracted: bash ./Linux_Install_Secure.sh
    1. You may need to modify the file to permit executions and may need to run the script using sudo.
  5.  The print queue should now be installed.

Notes:

  • Depending on the application used to print, you may need to change print options, including one‐sided vs. two‐sided; and monochrome vs. color.
  • This configuration will install the same printer across all users configured on the workstation; and will send all jobs to the queue with the username entered during the installation process. If you have a need to have multiple users use the same system, please contact CaTS at x4827.