August 26, Update on Managed Print Services (MPS)

Transcription

1 August 26, 2014 Update on Managed Print Services (MPS) 1

2 Table of Contents Prior to managed print service 3-4 Managed Print Service Program (MPS) 5-8 Implementation process for MPS 9-10 Challenges 11 Q&A 12 2

3 SLU Printing Environment Prior to MPS The University spent approximately $2 Million in FY13 on office printing; 53.4 M copies, which equates to 4.5M per month; 75% of copies produced were black & white; 25% were color copies: On average, color copies cost (3) three times as much to produce; 72% of copies made were single sided; 28% of copies made were duplex. 3

4 Equipment Assessment Device Inventory as of August 2013 Description Count Owned Devices - Multifunction Devices 172 Leased Devices Multifunction Devices 206 Owned Printer & Faxes 2,858 Total Devices Campus-wide 3,236 4

5 How Do We Improve? Managed Print Services Program 5

6 What is Managed Print Services (MPS)? Consolidation and management of copier and printer needs under a unified, comprehensive program; Equipment and service provided by an outside supplier, in our case, Xerox; Xerox owns and manages the equipment and provides the supplies, eliminating the need for the University to purchase or lease printers, copiers, toner or other supplies, excluding paper. 6

7 Goals/Objectives of MPS Program Cost savings; Fewer, better utilized machines; Reduction of consumables; Better visibility of cost and cost control; Standardization of print/copy devices and supplies; Improved device and document security; Vendor consolidation; Reduction in energy costs; Pay on a price per impression basis. 7

8 Estimated Cost Savings Over $300K annually, which represents a 16% reduction over current costs; over six (6) year contract term; Only pay when Ink touches paper NO COST FOR SCANS; Paper consumption should decline but the cost of paper is NOT included in the price per impression; Savings kept at the department level. 8

9 Implementation Process Overview Step 1: Step 2: Step 3: Step 4: Step 5: Step 6: Step 7: Step 8: Step 9: Step 10: Inventory, assessment & current state analysis; Xerox preliminary future state design created; Department design review/approval; Applications tested in the test lab; Device orders placed; Pre implementation readiness; Delivery & installation; End user training; Device removals; Post implementation review 9

10 Implementation Schedule Frost Campus (49 Sites) 37% Completed; 37% In Process; 26% Not initiated. Once Frost is completed, Med Campus will be scheduled and implemented; Last sites to be implemented will be the outlying SLUCare clinics. 10

11 Challenges Encountered Balancing design principles with user expectations; Software application testing and integration: EPIC; Pharos (student printing); Billing - Charge back cost to users/grants: Detail versus summary recording; Finding space available for new copiers; 11

12 Q & A 12

13 Back-Up Slides 13

14 Equipment Assessment Device Inventory as of August 2013 # of Manufacturers on Campus 80 # of Models being supported on Campus

15 Implementation Process Assess the current print environment; Develop a preliminary recommendation of a future state print design that considers: Printing efficiency; Cost reduction; Balanced ratio of employees to print devices. Schedule design review meetings for each dept. 15

16 Implementation Process (continued) Test applications in the Xerox test site for compatibility on Xerox machines; Dept. reps reviews design with department; Dept. rep updates design based upon input from department; Once design is approved by dept., and the MPS team, the print map is submitted to Xerox and new devices are ordered. 16

17 Implementation Process (continued) Conduct a building walk-through 30 days prior to delivery and install of devices to ensure adequate power, space and networking is available; Delivery and installation; End-user training; Device removals; Post-implementation review. 17

18 The Blue Prints MPS Project Team consists of the following internal and external roles Xerox Project Team: Project Manager, Sales Team, Transition Team, Support Team, Local Team Dedicated Xerox Support Technicians (3 to be on-boarded during the course of the project) SLU Project Team: Business Services (Jeff Hovey / Jennelle James) ITS Project & Plans Group (Audery Timberlake / Adam Akers) ITS Central (Mourad Halim / Alex D Amico) and Distributed Support Staff Facilities (device disposals / space planning) ITS Network Team (voice and network jack installs/moves) SLU Departments: Local Site Contacts (LSC s) - department representatives assigned to review future state designs with their respective departments and approve the design Key Device Contacts (KDC s) - department point-of-contact for management of Xerox print devices in their areas (e.g., consumables orders, support coordination) 18

19 Frost Campus Status Complete 18 In-Progress 18 Not Started 13 Frost Total In-Scope 49 19

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