After evaluating several bids, Carleton has made a decision to move forward with Xerox as our preferred vendor for printing and copying equipment. Also, after committee consideration of three potential programs, GoPrint has been selected as our print management solution for the campus. As a result, printing and copying at Carleton will change over the next six months.

MFP Project Goals

1. Streamline printing and copying methodologies by consolidating resources and reducing device count
2. Provide added functionality for campus users
3. Provide added reliability and convenience for departmental users
4. Stabilize departmental spending for printing and copying and if possible, reduce costs for departments
5. Reduce device count where feasible
6. Replace aging equipment with newer, more energy-efficient equipment
7. Provide encouragement to reduce the environmental impact of paper use through departmental self-monitoring of printing and copying.

What does this mean for me?

Xerox has proposed recommendations specific to each department. Over the summer, ITS and Campus Services will review these recommendations with each department and modify or confirm them by mutual agreement. Maintenance and support of all MFPs and other printers will be centrally managed by ITS. Purchasing and deployment of supplies and consumables (toner, drum kits, fusers, paper, etc.) for all MFPs and other printers will be centrally managed by Printing and Mailing Services.

Carleton will be purchasing Xerox MFPs as replacements for all copiers and some printers. The Xerox proposal moves Carleton from supporting over 355 devices to a total of 231 devices (printers and MFPs), while also reducing the variation of device models from 75 to 34. Most of these changes involve reducing the number of personal printers on campus as well as consolidating side-by-side copiers and printers into single devices. All copiers across campus will be replaced with Xerox MFPs, either a WorkCenter 4150 or a WorkCenter 7132. In most departments, the recommendation includes reducing the number of printing devices, although printers may be added in some cases.

Inevitably, users will need to adapt behaviors to accommodate these changes. ITS and Campus Services will provide communication and user support to ensure smooth transitions to the new systems. The benefits of making these changes include: (i) Carleton takes an important step toward supporting a more sustainable environment, (ii) additional services and efficiencies will be provided through these devices, and (iii) financial and staff time resources will be saved through more efficient devices and the servicing of a more focused set of devices.

New Printing and Copying Methodology

• All printers and MFPs will be deployed and serviced by ITS in cooperation with a local Xerox partner, Custom Resource Solutions (CRS).
• All consumables currently supplied by each department will now be supplied by Printing and Mailing Services. When consumables are needed, departments can contact Printing and Mailing services to obtain more toner, paper, etc.
• After training, departments will install their own toner, drum kits, and paper (all obtained from Printing and Mailing Services).
• Copying and printing to any departmental printer or MFP device on campus will be charged a per page cost to the department. Final pricing has not yet been determined, but will be considerably lower than current per page costs for copying. Per page pricing for printing and copying will be the same with one price for black and white pages and another for color. Specialty printers (personal printers, photo printers, etc.) cost more to operate than networked printers or MFPs and will have a higher per page price. Large and custom jobs should continue to be directed to Printing Services, and departments will be charged current rates for this service.
• Department charges for all print/copy activity will continue to be billed on a monthly basis by Printing and Mailing Services.
• New requests for printers or MFPs should be submitted to ITS via the ITS Technology Planning Survey. With each request for new equipment (or as older equipment is ready for an upgrade), an assessment of the current state of printing for your area will be made.
• Copying and printing will be enabled on all MFPs deployed over this first year.
• After the first year, faxing and scanning will also be enabled for all MFPs. (OnBase scanning will continue to be a discrete process and will not be integrated with the MFP project.)

When will this happen?

Phase 1 (July/August): public computing labs
Phase 2 (August): first third of campus departments
Phase 3 (fall term): second third of campus departments
Phase 4 (winter break): final third of campus departments

Using ONECARD with MFPs and Release Stations

An additional change will be the necessity to use your OneCard to use the copy function with the new MFPs and to release print jobs in the public computing labs on campus. Instead of entering a budget number at the MFP or release station, department users and students will swipe their OneCard in a card reader attached to the MFP or the release station (in the public labs). For departmental copying, costs will be billed to department or grant budgets as is current practice, not deducted from personal Schiller funds. For student copying, personal Schiller funds will be used.

If you do not have a OneCard, please contact Campus Services to obtain one.

Print Management Integration

GoPrint, our selected print management software solution, is intended to reduce printing volume on campus. The GoPrint software will be deployed first in the 15 public labs before the start of fall term. It will be tied to the campus OneCard program by requiring users to swipe their card at a release station to cause their print jobs to be sent to a printer. The implementation of print management in departments will come later this year. Look for more information about print management in a future announcement later this summer or early fall.

Questions?

If you have questions about any of the elements of the MFP project, please contact Sue Traxler x5608, Julia Burmesch x5428, Dan Bergeson x5992, or Joel Cooper x4077.