In full and close support of the cost reduction and sustainability efforts underway on all campuses, the University’s Departmental Managed Print Services Copier Program offers effective features that will stretch departmental dollars and conserve University resources. The focus is on reducing paper usage and driving down the overall costs of document handling.
The University has a mandatory contract for copiers and printers in support of the University’s goals to decrease the consumption of paper and increase the electronic handling and storage of documents. Each supplier under the contract is tasked to help departments identify any truly unnecessary desktop/convenience printers so that they do not have to be replaced when worn out. To the extent it makes sense for the department, minimizing the number of these small printers avoids the cost of acquiring them. It also avoids the cost of replacing the inks/toners, which are exceedingly overpriced.
In the event a department wants a printer not offered under the contract, the University’s IT departments, with the assistance of University Printing Services, offer a selection of economical printers that may be leased or purchased through the respective IT stores.
For the OU Norman campus, contact OU IT or University Printing Services.
For the OU Oklahoma City Health Sciences Center, contact OUHSC IT at 405-271-2203 or
go to http://it.ouhsc.edu/services/techsales/
For the OU Tulsa Schusterman Center, contact Tulsa IT at 918-660-3550 or firstname.lastname@example.org
If, after exploring these alternatives the department demonstrates that it needs a printer from a commercial source (e.g., OfficeMax, Office Depot, etc.) an exception may be requested to use the department’s Pcard. The request should be made via email to: email@example.com . The request should document actions taken and the rationale for the exception.
Warranties associated with printer purchases are contracts and likely contain terms and conditions that are not allowed by Oklahoma law. The contracts must be reviewed by Purchasing. Further, Oklahoma law does not allow prepayments; not more than one year-at-a-time of warranty coverage may be purchased.
OU Purchasing, as the result of competition, has awarded contracts to:
Check out the vendor websites above for a list of copiers available to the University from the Departmental Managed Print Services Copier Program
University Printing Services (405-325-4176) will help you choose one of the above companies when your current contract expires. That company is required to:
- Perform an on-site study of your departmental work area.
- Inventory each desktop / convenience printer.
- Establish a baseline measurement of paper usage over the past year.
- Understand your department’s overall document handling needs.
- Recommend a multifunction device solution.
- Identify unnecessary desktop / convenience printers and provide disposition recommendations.
- Continually work with you (training and consultation) to electronically (scan, fax, email) manage your documents.
- Through time, measure the reduction of paper usage against the baseline.
A lease includes the equipment, delivery and setup, training and support, toner replacement, and routine repair and maintenance. A lease runs for five years, and may be renewed an additional two years at reduced cost. There is no ownership of the equipment at the end of the lease; it will be returned to the supplier.
Paper is not included. Paper – importantly, recycled paper – should be purchased from University Printing Services.
You may be tempted to base your choice on the device’s Speed. But because faster devices cost more than slower ones, you should choose based on the Monthly Click Rating that most closely matches your department’s historical activity.
For example, your department used 120,000 clicks for the most recent year’s worth of activity on your current device. For your next one you should choose no higher than Class 2 (120,000 ÷ 12 = 10,000). If you select a Class 3 device (or higher), and your department continues to operate as it has, you will wrongly exceed the 2 ½¢-per-click target.
Assume you correctly select a Class 2 device. If your department uses fewer clicks than in the past (due to greater use of electronic document handling), the cost-per-click will go up, but paper consumption will go down. This is the program’s objective. (If your department uses more clicks than in the past, the cost-per-click will go down, but paper consumption will go up. This is NOT the program’s objective.)
The program will be monitored to discourage “gaming” the hardcopy reduction objective by wrongly routing documents to off-network convenience printers, which really shouldn’t be there, anyway.
The Departmental Managed Print Services Copier Program Contract Administrator will review and approve selections. Departments that select appropriately and successfully handle documents electronically will be recognized in appropriate University reports and communications, and will receive discounted pricing on jobs submitted to University Printing Services. Selections of a higher class of device than is reasonable may be subject to a Sustainability Fee in addition to the lease cost. The fee may be up to ten percent (10%) of the overall lease amount.
The Key Determinants of Success
To the maximum extent possible, document handling should be electronic, avoiding hardcopy production.
Multifunction devices under the program will be connected to the University network. As technology has greatly improved and expanded the capabilities of multi-function devices, it has also enabled the ability electronically to create, read, duplicate, distribute, and file documents. In most instances, the production and handling of hardcopy documents is simply not necessary. As we move our practices in that direction, we will dramatically drive down the costs of paper consumption. For the longer term, smaller and less expensive multifunction devices will replace larger more expensive ones.
The number of personal desktop / convenience printers should be reduced and preferably eliminated.
Proliferation of these printers imposes a drag on departmental resources because of their acquisition and setup costs, and especially because of their ink/toner replacement. If hardcopy printing is absolutely necessary, it should be directed to the department’s multi-function device or to University Printing Services.
To the maximum extent possible, the production of color documents within a department should be discontinued in favor of routing it to University Printing Services.
Limiting departmental document production to black-&-white-only avoids the higher costs associated with color-capable devices. Routing color document production to University Printing Services represents reasonable stewardship over University dollars and resources. In most cases, same day completion and delivery is available.
Beware of Toner Bandits
Beware of “Toner Bandits” who call and try to convince you that you need to purchase toner for your machines. Toner, staples and maintenance are always included in your lease agreement and supplied by your contracted vendor.