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Managed Print Services (MPS);
Three Years Later
A Partnership between
The University of Kentucky
and Ricoh USA
About the University
• Annual budget of 2.7 billion dollars
• 29,400 students
• 12,400 employees
• Main campus; 726 acres, 9.5 million sq. ft. of space
• Includes 3 hospitals and 18 medical centers and clinics
• 8 National Titles in Men’s Basketball
What is Managed Print Services (MPS)
Managed Print Services (MPS)
• A service offered by an external provider to analyze and
manage document output to reduce the total cost of
ownership and improve efficiency and productivity
MPS Includes
• Equipment, maintenance, repairs, software and supplies
• Guaranteed service level response times
• Flexibility of equipment changes
• Simplified billing utilizing a cost per impression model
The Problem (In the beginning)
• Too much equipment
• Wrong equipment
• Large number of vendors and equipment models
• Decentralized purchasing (multiple vendor contracts)
• Inadequate management and monitoring
• Wasteful environmental practices
The Solution
• Right size equipment through department needs assessments
• Consolidate the purchasing model
• Standardize equipment models with approved equipment list
• Web monitoring system for supplies, service and billing
• Promote solutions that help the environment
– two-sided printing
– enhanced/secure lock print (follow me print)
The Request For Proposal Process
Executive Sponsors:
– Campus CIO
– Healthcare CIO
– The Chief Procurement Officer
Support from Administration obtained
Formed RFP Team
Created two-step Request For Proposal (RFP)
The Contract
• A partnership between UK and Ricoh; a six year contract
with one three year renewal option
• Price per impression; one for black and one for color
• Vendor owns equipment and is responsible for maintenance,
service and supplies (except paper)
• Service response two hours, fix in four hours, hot swaps
• Mandatory contract; voluntary program
Implementation Plan
• Phased Program:
– Pilots
– Early Adopters
• Communication Plan
• Bridge Program
• Assessment Process
Unanticipated Program Benefits
• Simplified Invoicing
– Single monthly invoice uploaded into SAP; charges
automatically deducted from cost centers
• Billing History
– Billing statements are uploaded on website for verification
and budgeting purposes
• Device Security
– Each device equipped with a hard drive erase kit and locked
down with secure password
MPS and Beyond
• Rightfax Server Integration
– Eliminates the need for analog fax lines and allows incoming
faxes to be routed to email
• Mobile Print Solution for Students
– Allows students to print from any mobile device with email
access
• On-site Production Printing
– Three onsite Document Service Centers to support faculty,
staff, and students (finishing, binding, poster printing,
laminating etc.)
The Results (3 Years Later)
Average Overall Savings:
30.6%
Average Device Reduction
50.9%
Estimated Annual Savings
$1.53 Million
Annual Paper Reduction
3.4 Million Sheets
Annual CO2 Emission Savings
549,469 lbs
Space Savings
8,906 Sq. ft.
Questions and Discussion
Contact Information:
Bill Harris, Chief Procurement Officer, University of Kentucky
[email protected]
Denise Finn, Associate Director of Purchasing, University of Kentucky
[email protected]
Brad Mullins, Strategic Account Executive for MPS, Ricoh USA
[email protected]