Managed Print Services: Solutions: IU Print: Indiana University (2024)

By "printing," we mean the total cost of managing and optimizing your printers, their output, and the people and processes that support these devices. This includes:

• Pages produced by faculty, staff and students.
• Office desktop printers, multifunction printers, copiers, scanners, fax machines and high-volume printers.
• IT help desk support, technical service, maintenance, and add, move and change requests.
• Paper, ink, toner and other supplies and consumables.

Add up the costs of "printing" and it accounts for a large chunk — as much as 15% of some organizations annual spending. Through managed print services, you can increase awareness around your printing activities and cut those costs by as much as 30%. [benchmark organizations are realizing > 50% savings].

Assess & Manage Print Infrastructure

• Conduct a thorough, up-front assessment to analyze your current printing infrastructure.
• Monitor, manage and optimize your total print output environment, end to end, regardless of printer brand.
• Give telecommuters and mobile students easy and secure printing access.

Continuous Process Improvement

• Turn slow, paper-based processes (like routing and approvals) into automated, digital ones.
• Continuously monitor your printing environment and use ongoing process improvements to reduce print and paper, and save you time and money.
• Provide you with regular customer reviews, and share benchmarks and best practices from others at Indiana University and beyond, to ensure we continuously raise the bar and deliver on expected ROI and benefits of Managed Print Services in the long term.
• Provide a roadmap to reduce the demand, then the number and types of printing devices and supplies while meeting the needs of your organization.

Committed to Sustainability

• Reduce your environmental footprint through printing less paper, consuming less energy, generating fewer greenhouse gases and keeping waste out of landfills.
• Build and share communications regularly to help impact demand and encourage all users to print responsibly in order to reduce paper wastage.

Proactive Troubleshooting

Proactively identify and solve potential printing problems and replenish supplies before faculty, staff and students are affected.

User Training

Discovery and Analysis

During the discovery and analysis of your current print environment we will bring deeper visibility into who, what, where, and how you print in your organization. We work with you to understand exactly what you are printing, question why, and quantify your spending on print. We look at the investments your organization has already made in printers and multi-function printers. Interviewing users during the analysis and discovery process is critical. Faculty, staff, and students can be territorial when dealing with the prospect of losing a convenient but very expensive personal inkjet in their office.

Design

Based on the data from the discovery and analysis phase we will provide a recommended solution for cost savings and efficiency opportunities, including environmental impact analysis, document security and estimated potential future savings. Device rationalization and consolidation to reduce user-to-device ratios are also included.

Transition and Implementation

• Communication
• End-User collaboration
• Asset deployment
• On-going, proactive lifecycle fleet management
• Development of print standards and policies to form a strong governance framework
• Document management, storage and retrieval software implementation

Support and Management

Once up-and-running, we will make sure everything works as it should so that it meets your needs now and into the future.

• Continuous consultation to optimize print processes
• SLA monitoring
• Workflow analysis and improvement through document management solutions and training
• Managed Print Services surveys and focus group study
• Communications

Note: The results reported can only be considered the opinions of the survey participants. They cannot be generalized to represent the entire client population as a whole

Review

We include a review phase to ensure the benefits are delivered and that the solution remains optimized over time, meeting the evolving needs of your organization. We define clear contract governance that ensures that it is clearly understood when, how and with whom we will review the status of your MPS solution and the format and content of those regular reviews.

This includes analytics for both the top x for devices and users: most, least, to factually and quickly identify outliers, seek to understand, and make changes or adjustments accordingly.