Print Management Policy

PURPOSE

The Office of Information Technology (OIT) at Saint Joseph’s University offers a managed print program to support the printing needs of the community.  This document defines the policy governing the management of the University’s fleet of printers, including funding, deployment, and responsible maintenance and disposal of all printing related devices.  The Managed Print Program, or HawkPrint, ensures that departments have reliable, secure, up-to-date, and supported printing, copying and scanning resources.  

SCOPE

This policy encompasses the initial purchase, replacement, management, support, and funding of the University’s printer fleet.  It encompasses all legacy devices previously purchased with University funds as well as newly leased devices.  OIT is responsible for the procurement, delivery and installation of new print systems, and for the orderly removal and secure disposal of replaced printers.

The University printer fleet will be configured to include Multi-Function Printers (MFP) which are sized to accommodate work teams with 10-20 users; and department printers, sized to accommodate teams with 3-10 users.  Both color and black/white printers will be included in the printer fleet, and will be provisioned based on an analysis of the needs of work teams.

 

POLICY STATEMENT

The University must seek to ensure that its print assets are procured, deployed and managed effectively.  To that end, the OIT is responsible for the acquisition and management of the University’s fleet of print devices and the Chief Information Officer is responsible for oversight of the HawkPrint program.  Printer acquisitions will be centrally funded by the University and administered by OIT.  All printers must be acquired from the University’s preferred supplier and each printer will be leased and under warranty for five years.  Departments are responsible for the operating costs associated with their print devices.  In order to reduce cost and manage its resources more effectively, the University will consolidate its print assets wherever possible by deploying Multi-Function Print Devices (MFD’s) in place of less efficient, costly printers.  All print devices will be networked and the use of locally-connected, personal printers will not be permitted unless approved by the Executive Leader of one of the four University divisions or by the Office of Human Resources for accommodation reasons.  All printers will be centrally managed and supported by OIT with support from the University’s vendor partner. 

 

BENEFITS AND FEATURES

The benefits and key features of HawkPrint include:
 

  1. Predictable replacement of print devices and the ability to schedule deployments throughout the fiscal year.
  2. Adoption of standard printer configurations which will reduce support costs and improve service response times.
  3. A five year warranty for all printers, which covers support and service.
  4. Enhanced security features with the introduction of Secure Release printing (See Definitions section). 
  5. A more environmentally friendly approach to print management, through the deployment  of more energy efficient devices, and the reduced use of consumable supplies.
  6. Reduction of the waste and cost associated with unused supplies through the automated delivery and replenishment of toner and maintenance kits to each department when designated thresholds are reached.  Elimination of desktop printers replaced by shared printers having enhanced features and a lower per-page cost.


RENEWAL AND SUPPORT

Devices included in the University fleet will be placed on a five year warranty and replacement cycle.  All printers in the fleet will be serviced and supported by OIT with support from the University’s vendor partner.   When printers are scheduled for replacement, OIT will work with department representatives to assess current usage and print requirements for the future and will identify an appropriate print solution.  To the extent possible, all printers for a department or area will be  replaced at the same time, so that printing requirements across an entire area can be holistically assessed, and solutions can be deployed to optimize efficiency and cost.

 
FUNDING

The HawkPrint program will be supported by a central University fund that will be established at the beginning of each fiscal year by OIT in collaboration with the OBFP.  The HawkPrint fund will be administered by OIT, which will also manage the inventory of all University printers in the fleet.  The HawkPrint budget will be set based on the number of high-end, MFD’s in the fleet and the projected number of new MFD to be added.  This University fund will be used exclusively for the acquisition and renewal of high-end devices in the fleet. 

 

Departments will be responsible for the purchase of less costly, departmental, workgroup printers and for the operating costs associated with print use on both their MFDs and workgroup print devices.  Usage will be charged back to each department on a monthly basis and this expense is based on “Click Charges” for all users in the department.  The term “Click Charges” refers to the number of pages printed by department users and the per page cost will be based on the type of printer selected to print the page.  Department chargebacks will be posted monthly by the Office of Financial Affairs.   Departments are also responsible for all paper costs.

 

QUESTIONS

Questions about the HawkPrint program may be directed to the Technology Service Center (TSC) at 610-660-2920.   See the Appendix at the end of this document for additional operational considerations in deploying the HawkPrint initiative.


DEFINITIONS

  1. Click Charges - An operating expense that is charged back to departments for the number of prints or copies produced by a printer.  The Click Charge covers the cost of consumables like toner.

 

  1. Desktop or Personal Printer - A printer which is directly connected to a personal computer rather than connected to and shared across the University network. 

 

  1. Executive Leader -  Refers to one of the four leaders who direct the executive divisions of the University.  The Executive Leaders include:  President, Provost and Vice President of Academic Affairs, Vice President for University Relations and Vice President for Finance and Administration and Treasurer.

 

  1. HawkPrint - Is the name of the University’s managed print program.  This program ensures that University departments have reliable, secure, up-to-date and supported print assets.

 

  1. Legacy Printer - A deployed printer which was either leased or purchased from a former print supplier and continues to be supported by the former supplier.  (i.e. Copy Products, Parmetech)

 

  1. Multi-Function Device (MFD) - A network-connected, shared resource that consolidates the functionality of a printer, copier, scanner and/or fax into a single device and can support work teams within a department or common area. 

 

  1. Secure Release - A solution that places print jobs into a holding state until the user authenticates and releases their print job at a designated Multi-Function Device (MFD).  Users can release their print jobs by swiping with their University ID card or entering a password at the selected MFD.  Secure Release protects privacy, supports compliance mandates (e.g. FERPA, PCI) and reduces the amount of paper, toner and electricity used.
     

 

 

 

Appendix

 

Operational Considerations of the HawkPrint Initiative

 

 

PROGRAM OVERSIGHT AND MANAGEMENT

The HawkPrint program is administered by the OIT and the Chief Information Officer is responsible for oversight.  On an semi-annual basis, the outcomes of the HawkPrint program will be shared with the Information Technology Advisory Council (ITAC).  Divisional representatives will work collaboratively with OIT to assess printing/scanning needs for their respective areas, and assist in the selection and deployment of a new print solution.  Each year, the Office of Budget and Financial Planning (OBFP) will work with OIT to establish the University fund to support HawkPrint.  The Office of Accounting and Financial Reporting will seek to ensure that chargebacks to departments are processed each month based on “Click Charges” which is the number of prints or copies produced by the users for a given department.
 

PRINTER DEPLOYMENT

With the HawkPrint program, the process of deploying departmental printers will consist of several steps.  The first step is assessment, in which all legacy printers are evaluated, and departmental usage and printing practices are documented.  The next step is configuration, where OIT works with the University's managed print partner to design a departmental solution, based on best practices, that identifies printers to be installed and their corresponding locations.  Once this design is complete, the solution will be reviewed with departmental representatives, and any required changes will be made.  Following this, printers will be ordered, installed and configured for use by all departmental personnel. 

After a HawkPrint solution is fully deployed in a department, OIT will provide post implementation analytics and usage statistics so that department representatives can assess the effectiveness of this new solution.   Adjustments can be made if the post implementation assessment suggests a need for change.

 

Details

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Created
Thu 9/13/18 3:21 PM
Modified
Thu 9/13/18 3:21 PM