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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]