MANAGED PRINT SERVICES: EXPERIENCES OF TWO CAMPUSES

Jim Dillemuth, CIO, Minneapolis Community & Technical College

John Rohleder, CIO, Century College

David Boles, General Manager Public Sector MN/WI, Xerox

Mike Heacock, Vice President Managed Print Services, Xerox

SESSION OVERVIEW & GOALS

Review College Business Drivers

Selection Process & Evaluation Discuss Implementation

Process & Lessons Learned Share MnSCU Contract

Options with Xerox

MCTC – BUSINESS DRIVERS

Needed to upgrade existing copiers Needed to eliminate or replace failing

HP printers Reducing overall printing/copying costs Management of devices under single

contract Going green – less energy consumption,

less heat and packaging materials for supplies

MCTC – PROCESS & EVALUATION Prior State

Monthly volume – 1,100,000 Employees per device – 1.3 Average age of fleet – 5.9 years Percentage of networked - 80% Monthly costs - $35,700 (+ an ITS person assigned

to printers) Proposed State

Employees per device – 4.1 New MFDs throughout Full-time Xerox tech onsite Monthly cost - $48,000

MCTC – IMPLEMENTATION

Phase One Included all employee machines, open labs, some

classroom areas, Library and Student Center Deployed new Xerox MFDs during summer Implemented Pharos and card swipe in Fall and

Spring Complete this phase by May 15th

Phase Two Remaining computer classrooms Fine tune the placement of the MFDs, including

color NowDocs

MCTC – OBSERVATIONS

Overall, the project went extremely well Had more special cases (in the eyes of the

users) then we thought Needed to change behavior of users – no

need to run to the printer each time you print

Students learned early on how to print for free

Having the Xerox tech onsite is invaluable More work being done on local MFDs

CENTURY – BUSINESS DRIVERS Expiring leases with vendor (Ricoh);

aging copier fleet (most 4+ years old) Reducing overall printing/copying costs “Green” initiatives Individual-level accountability/tracking Simplified billing/accounting Management of both MFDs and HP

Printers under single contract

CENTURY – PROCESS & EVALUATION Selected State Contract Multifunction Device

Vendors: Canon, Ricoh & Xerox Formed Task Force from all campus areas –

staff, faculty, library & students Toured and reviewed each vendor’s

offerings. Quite literally “kicked the tires” Compared “apples-to-apples” proposals

from Ricoh & Xerox (based on WSCA and E&I contract pricing; state pricing too high)

Task Force made final recommendation in May 2011

CENTURY – IMPLEMENTATION

Contracts signed in September 2011 Rolled out fleet in stages; ultimately completed

by December 2011. Replaced 46 Ricoh devices with 48 Xerox devices

(expanded to areas previously not served) Integrated HID card readers on all devices; tied

to Active Directory and Pcounter (one-time software cost of $1000 for all campus MFDs and printers)

Training delivered immediately after each MFD installed; follow-up training two weeks later

All HP devices integrated by February 1, 2012.

CENTURY – OBSERVATIONS

Xerox has been a terrific partner Automated supply ordering not a “cure-all” – still

need to actually be able to deliver the toner to campus

Color devices slower than Black & White – users notice!

Dot your “i”s and cross your “t”s – pay attention to details on every device/invoice

Reduced overall monthly costs by almost $2000 – even with 2 additional MFDs!

Xerox devices consume a little more than half the energy of previous Ricoh devices and generate far less heat!

Consider on-site support throughout roll-out and first several months

XEROX – VALUE PROPOSITION

Average cost savings

Source: InfoTrends: “Solutions and Services in the Education, Financial, Healthcare, and Legal Markets, Primary Research,” November 18, 2009

23%

Education

• Visibility• Optimization• Consolidation• Potential cost reduction

Cost Management and Control

• Simplify support processes• Improve printing uptime• Single focal point• Proactive not reactive

Productivity &

Availability

• Detailed management information• Standard portfolio• Clear contractual agreements• Repeatable capabilities

Security&

Compliance

• Reduce power consumption• Reduce waste to landfill• Reuse existing infrastructure

Environmental Sustainability

Maintain

Optimize & ImproveStandardized andCustomized Solutions

Xerox Print Services + SW

TransformBusiness Processes and Enterprise Outsourcing

Enterprise Print Services

ManageOffice Fleet

MaintainDevices

Complexity and Value of Offer

XEROX MPS CONTINUUM

Common Tools, Technology and Infrastructure

Optimize & ImproveManage

Maintain

Manage

Maintain

Xerox Print ServicesXerox Remote

Print Services

XEROX – BEYOND MPS

Vended Print Management Mobile Print Scan to Email/Repositories Business Process

Management Workflows Data Extraction/Validation

& Mining 1:1 Marketing

Communications – Print & WEB

Additional Cost Savings Students/Faculty Admissions/Back - Office Speed and Efficiency in

key curriculum development

Inquiry response and marketing databases

Recruiting and fund raising with higher impact and lower costs

Additional Capabilities Linkages to College

XEROX – MNSCU (E&I) PRICING Xerox MNSCU Managed Print Services Contract

7119577 SSA (Services and Solutions Agreement) Master Contract

Terms Statement of Work to coincide with level of MPS

MNSCU System Shared Solutions Collaboration with Educational and Institutional

Cooperative Purchasing (E&I) Pre-negotiated price leveraging system purchase power

Select Xerox Multi-Function Products

QUESTIONS?

THANK YOU!

Jim.Dillemuth@minneapolis.edu, 612-659-6618

John.Rohleder@century.edu, 651-779-3496

David.Boles@xerox.com, 952-921-1369 Michael.Heacock@xerox.com, 585-264-

6927