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2013

The Problem

Massey University’s legacy printing environment was increasingly unable to cope with the demand of printed pages per week on their high-speed printers.  Frustrated by the limitations of the system, student and staff users were disenchanted with the whole laboratory experience.  The technical staff charged with keeping the system running gained no satisfaction from fixing the continual parade of repetitive problems.

“The original out spooling system was developed in-house and was just not scalable enough to meet the increasing printing needs of a computer-oriented student population.”

Printing was very slow, people spent too much time waiting, and work was often lost.  The system was complex to manage, print queue setup was difficult requiring a systems programmer, and queues stopped working for no apparent reason.

 

Massey University set up a team to identify alternative print management solutions.  This team investigated a number of possible systems, mostly Unix based, but quickly realized that these few contenders wouldn’t meet requirements.

 

The team began to look at TCP/IP systems and discovered Pharos Uniprint.  A review of the software demonstrated that the product had the scope and depth to meet the demands of the University’s unique environment.

“It was clear that Uniprint would meet our future growth needs.”

 

The Healthy Solution

Massey University implemented the Pharos Uniprint system at the end of January and had the project completed in time for a system live date in mid-February as the students returned for first semester classes.

“We had a few of the normal implementation hiccups but we were supported by a first class service and support team at Pharos so the issues were never serious.”

Because Uniprint links to the existing onsite student database, the system provided an easy transition for the 37,000 students, and before long the product’s functionality earned the support of the student body.

 

By outputting documents at rapid speeds, Uniprint prevents bottlenecks and enables students to pick up documents without long periods of waiting and without the fear of losing documents, advantages that are especially important during peak assignment pressure.  Furthermore, Uniprint provides proactive feedback to the student about the cost of the print job and this allows them to reconcile their printing use with other services they access.

 

The Results

Such was the success of the installation, Massey University extended the use of Pharos Uniprint by integrating cost recovery and tracking for the staff throughout the campuses.

“This will help us understand how staff use the printing services and will allow us to better allocate both resources and costs to each of the departments.”

Massey also introduced the Pharos Off-the-Glass solution to incorporate copier use into a single Pharos turnkey solution.  Such an integrated approach enables the University to provide administration, reports and accounts for their entire document output system.  An additional benefit was that the Pharos solution works with all print equipment manufacturers, so when they transitioned years later from one manufaturer brand to another; the Pharos solution remained consistent.

Video by McGill University that explains the benefits of using the uPrint solution and how easy it is.

 

Watch their video:

A fun promotional video by McGill University to promote their uPrint solution.

 

Watch their video:

The Problem

CA Technologies knew it had a problem. The company had a large fleet of 10-year-old devices, many acquired through acquisitions. Facilities Services didn’t know exactly what printers and copiers they had or where they were located. In addition, their copy rooms were flooded with piles of paper from tossed-aside banner pages as well as jobs that had been discarded or never picked up.

 

Instead of choosing a quick fix, CA decided they needed a comprehensive print management solution that would enable them to discover and track all devices, maximize existing resources, eliminate unnecessary ones, and further the company’s commitment to sustainability initiatives. Their search led them to partner with Pharos Systems and Canon.

 

The Healthy Solution

In the fall, CA began rolling out Canon multifunction printers (MFPs) integrated with Pharos Blueprint® Enterprise, the industry-leading print management and optimization software for corporate enterprises. These “integrated MFPs” or “iMFPs” display the user interface to Blueprint on their touchscreen control panel. Additionally, they have card readers. To use an iMFP, CA employees submit print jobs from their computers as usual. Next, they walk up to an iMFP (any iMFP in CA), authenticate themselves by holding up their company badge to the card reader, and then use the Blueprint interface to select the jobs they need to print. Behind the scenes, Blueprint Enterprise collects and analyzes data about every print transaction that happens in CA.

 

The rollout of Pharos Blueprint Enterprise and iMFPs to 54 U.S. offices was completed in January.

 

The Results

A Right-Sized Environment

Blueprint Enterprise easily identified and located every printer that employees used in each of the 54 CA offices—something that the IT department had wanted to do for years. Where once there were 300 devices, Blueprint Enterprise provided information that enabled CA to right-size their environment and bring that number down to 224.

Their Senior Principal of Facilities Services, said, “We wanted to do it right. Pharos Blueprint Enterprise allows us to see our printing and copying environment to let us know exactly what we have today.”

An Incredible Cost Savings

In a four-month period with Blueprint Enterprise, CA’s click count decreased by a third compared to the same period in a previous year with another software solution in place. The company went from almost 10 million clicks in April through July to about 7 million clicks in April through July two years later. That represents a huge cost savings for CA.

 

A Greener, More Sustainable Workplace

With Pharos Blueprint Enterprise in place, copy rooms at CA are no longer overflowing with piles of paper. There’s no need for banner pages because jobs are not printed until their owners are physically present at the iMFP and have badged in. There is also no unnecessary printing because employees have a second chance at the iMFP to select the jobs they really need. No more banner pages, orphan print jobs, or discarded first drafts means a cleaner, more efficient printing environment, and a smaller carbon footprint for CA as well.

 

The Blueprint Enterprise reporting application enabled CA to see that they had saved an estimated 327 trees (2,724,891 sheets of paper) in their U.S. offices in a four-month period. The company celebrated the success of their sustainability initiative by planting 16 indigenous trees around their corporate headquarters.

 

An Invested, Excited Employee Base

When CA’s Facilities Services group e-mailed employees about the new print strategy and the sustainability results, the response was overwhelmingly positive.

“Employees sent e-mails expressing how great it was that paper waste was now practically non-existent. Their only complaint was that trees weren’t planted at all of our offices!”

Executives at CA were also pleased with the Pharos solution. Many sent e-mails to Facilities Services expressing how much they enjoyed traveling without lugging bulky paperwork with them, since they could release their print jobs at any iMFP in any of CA’s 54 offices.

 

And since iMFPs with Blueprint are so easy to use, employees did not need any training.

 

High on Facilities Services’ list of the greatest benefits offered by Blueprint is the software’s reporting capabilities.

“Typically you can’t quantify whether a project has succeeded or not. Blueprint’s real metrics ensure you’ve accomplished what you set out to do. We love being able to see our success."

Blueprint Enterprise reports are allowing CA to demonstrate with accurate numbers the cost savings they’ve enjoyed.  Thanks to Blueprint data, CA has expanded the print strategy to APAC and Latin America, and hope to have a global solution by the end of the year to achieve a standard platform across the entire enterprise. The money CA is saving with Blueprint is helping to fund the expansion.

 

Pharos Blueprint Enterprise has empowered CA to create a highly efficient, sustainable, best-in-class printing environment. “Doing it right” paid off.

The problem they were trying to solve: Unmanaged environment, out-of-control spending

A Fortune 50 telecommunications provider in the United States realized it had a problem. Following extensive IT industry analyst research, executives of the company came to the conclusion that their organization’s printing environment was completely unmanaged; furthermore, management realized that they were spending an exorbitant amount of money on print costs. Management within the organization didn’t know how much equipment was owned, or where the equipment itself was located, and offices were overflowing with expensive-to-run desktop inkjets. Additionally, executives weren’t aware of how many pages their employees printed per month, or how much it was costing them to print each of these pages, and the amount of money spent on other printing costs, such as maintenance, ink/toner, and paper, was unknown to them as well.

 

According to one employee in the upper management of the company, “We didn’t have the monitoring systems in place that would allow us to track these metrics, and as a result, we weren’t able to properly assess how much our organization was spending on print costs.” It wasn’t long before this telecommunications giant took the initiative to look for a software solution to bring their printing environment under control.

 

The Solution: Pharos Blueprint Enterprise – Identify, manage, and optimize your printer fleet

The organization began pilot-testing various solutions and performing assessments of their printing environment soon after. The company decided to pilot-test Pharos Blueprint Enterprise, the industry-leading print cost management solution, on 5,000 employee desktops within their main office location. They evaluated Blueprint’s monitoring and reporting capabilities and compared them to the other print monitoring solutions which were tested. After analyzing the results of the pilot-test, the company selected Pharos Blueprint Enterprise as the best-in-class Enterprise Print Asset Management solution they believed would best position them to save money on printing costs.

 

Pharos installed Blueprint on over 150,000 systems, located in 5,000 buildings in over 1,500 cities, in three weeks with two IT resources. In just a short period of time, the telecommunications giant learned that they stood to experience significant savings simply by streamlining, optimizing, and managing their printing environments with the Pharos’s Blueprint Enterprise solution. Within the first quarter following installation, Blueprint enabled the company to discover that their unmanaged printing environment was costing them approximately $15 million dollars a year in printing costs alone.

 

Before Blueprint Optimization:

  • Over 50,000 unique devices
  • 749 unique models
  • 2.3 devices: 1 employee
  • 99% of devices had autilization rate of less than 4% (target rate is 7-12%)
  • Average site cost perpage: 6.34 cents
  • Average site b/w cost perpage: 4.9 cents
  • Average site color cost perpage: 21.67 cents
  • Average inkjet cost perpage: 18.45 cents

The Results: On track to save over $3 million dollars annually on ink/toner alone!

Once Pharos Blueprint Enterprise was installed, executives within the company were finally able to see user transaction-level information with date and time stamps, allowing visibility into user printing habits, along with insight into the misallocation of costly network printing devices. Blueprint provided executives within the company the data on how much they are spending per page on expensive-to-run desktop inkjets versus more cost-effective laser printers, what they’re spending on color versus black-and-white print jobs, and detailed information on device utilization rates as well. Blueprint also showed management that their employee-to-device ratio was an astonishingly low 2.3:1, and that the company had a large number of expensive network printers plugged into users’ desktop systems. With Blueprint in place, this highly organized company is now in the process of collecting and analyzing data armed with the essential information they need to optimize their environment in the coming months. Furthermore, the organization is currently putting into place new restrictions and standards governing both user behavior and the procurement of new printers, allowing executives to project savings of over $3 million dollars annually on ink and toner alone.

 

Blueprint provided this company with the knowledge and power to take charge of their environment, and to reduce the widespread costs associated with printing in a large, multinational corporation. This telecommunications firm is now able to evaluate per page printing costs on all devices in their organization so that when they begin to look at refreshing their printer fleet, they have the tools in place to recognize exactly what kinds of devices they need and to negotiate better deals with vendors. Blueprint put this organization in the driver’s seat to not only discover print costs hidden across their enterprise, but also to take that information and leverage it into a cost-savings opportunity for their organization. According to one system manager, “Blueprint Enterprise produced concise and informative reports that gave us the critical information we needed to make good, cost-effective decisions.”

The problem they were trying to solve: Separate Print and Copy Systems

Having already reduced waste and lowered costs by introducing a pay-for-print system in 1998, Marquette University was looking for ways to further optimize and enhance their printing and copying facilities.

 

The Marquette PrintWise system, which utilizes Pharos Uniprint, monitored and controlled 35 common area PrintWise locations across campus. Print management was centralized and well-established, and the benefits understood and appreciated. Copying services, however, operated outside the PrintWise system and were not centrally administered.

About PrintWise

  • Campus-wide network pay-for-print solution
  • Intended to recoup/ minimize printing costs
  • Uses Pharos Uniprint and Blackboard Transaction System to charge for printing to laser printers
  • Now integrated with Pharos Off-The-Glass and Pharos Omega to charge for copying costs

 

When their printer contract came up for renewal several years later, Marquette University saw an opportunity to consolidate common area printing and copying services̶ both in terms of organization and physical devices to further reduce costs while increasing the available services.

 

Prior to installing Pharos Omega  terminals, the PrintWise system managed printing across common area printers. Students each received an annual free print allocation of 200 black-andwhite pages at $0.07 per page ($14). Chargeback printing was available to the library staff.

 

Although PrintWise was designed to break even, the free printing allocation was sufficiently generous that many students simply didn’t need to use any more.

 

From July through June of the next year, only 38% of the student population used their entire allocation, and 23% didn’t use any of it. This meant that the University continued to carry some cost for printing; however, with the pay-for-print system in place, it was clear that printing was done more judiciously and the cost was reduced.

 

While the PrintWise system controlled student printing, public access to photocopiers was not centrally organized. Between University libraries, computer labs, and a few public areas such as the student union, 17 public-use copiers were available, owned by individual departments and managed by the local administrators.

 

Each department collected the revenue from its own machine, hoping to break even on the lease. However, of the 17 machines, only a handful of the machines generated enough revenue to realize that goal.

 

The Healthy Solution: Consolidate Services Using Pharos Omega

Marquette’s printer contract expired at the end of June. With a decision on printer replacement looming, the University was interested in investigating opportunities for furthering the benefits that had come out of the PrintWise program.

 

There were a number of obvious considerations.

 

Nearly half of the common area print locations also offered copy services, and ironically also sported an unconnected printer. Between printing and copying, a total of 52 common area output devices were available on campus for public use. The obvious question was why the printers and copiers should themselves remain separated. Bringing the two services together in multifunction printers and integrating them within the PrintWise program would achieve increased cost savings and better, more effective services for campus users.

 

With the proposal to roll the copiers into the pay-for-print program and make every common area printer location also a copying one, it made sense to centralize copier management. Not only would this process reduce the number of devices, but combining revenues would also allow the higher volume areas to offset those less used, so the operation as a whole would run closer to break-even.

 

With this decision made, IT moved on to finding a hardware solution that could best deliver these integrated services to the public. The sophisticated Pharos Omega terminal, with its large, state-of-the-art, color touch-screen fit the bill.

 

“Ultimately, we want to move to an integrated MFP solution,” said their Application Lead ‒ Card Services, IT Services, for Marquette University. “However, the onboard solutions offered in early 2005 weren’t well suited to our needs ̶ neither pricing, features, nor services. We were already using Pharos terminals, and these were reliable and worked well, but we wanted to move beyond the limited display. The Omega is intuitive for users, we can brand the screen, we can reboot and upgrade it remotely, and it offers some functionality that we haven’t had a chance to investigate yet. It’s actually a small computer. And, now there’s only one type of device for IT Services to support.”

 

The final decision was made: Marquette University would move to integrated printing and copying services using Pharos Omega terminals attached to campus MFPs.

 

The Results: Better Services, Reduced Costs, Higher Efficiency

A site audit determined where IT Services could combine devices and where to best position the new devices offering combined print and copy services. Some underutilized locations were removed and more support was added in high-demand areas.

 

As an example, approximately two thirds of the total campus output goes through the library. Prior to the refit, the library had:

• One color copier, controlled by a Pharos terminal

• Six black-and-white copiers, each controlled by a Pharos terminal

• One color printer

• Five print release stations

 

These were replaced with one color MFP and nine black-and-white MFPs, each controlled by a Pharos Omega terminal.

 

Students have found the Omega terminals easy to use, allowing them to take full advantage of these improved facilities. The switch to new devices went smoothly, and users needed no instruction on how to use the Omega. The device’s small footprint means it fits neatly on the security cabinet in which each MFP is housed, although Marquette is designing an L-shaped metal bracket to present it at a more convenient angle for users.

 

When releasing print jobs using the Omega, users see only their own jobs. When users send a job from their PC to the printer, they type in their nine-digit ID via Popups. At the Omega, they swipe their card and the device displays their jobs.

“The Omegas are working fine,” says Thomas Seney. “Install time was around 45-60 minutes per unit, which was a little longer than I expected. The majority of the work came from downloading Omega firmware and configuration. But, the admin tool is easy to use, and the multi-port SmartHub is great for areas without multiple network jacks.”

 

Since IT Services was already intending to spend money on printer replacements, removing the old printers and replacing them with MFPs was a cost effective option. IT Services took over the leases for the existing MFPs from departments. Departments stopped losing money and they were able to keep the funds they had initially put aside for the device leases, creating a win-win situation for all involved.

 

The Pharos Omega, coupled with multi-function technology, enabled Marquette to consolidate their printing and copying services using less hardware, thereby enabling the Pharos solution to cut costs dramatically.

The Problem

“Free Printing” was a concept enjoyed by students who decided not to purchase new ink for their inkjet printers, but rather use the network of computer and library printers. This “Free Printing” without any control or monitoring was a source of major expense for the college. A typical scenario would be when a student would need a few pages from a 100 page document. The student would print the entire document, keep the 2 or 3 pages that were needed, and recycle the rest of the document. Irresponsible printing could be seen in the trash and recycle bins located next to every network printer. The concept of “Free Printing” also affected faculty and staff printing routines.

 

All departments at Meredith College are responsible for their printing costs. The departments discovered by using the computer lab and library printers they were able to save their department’s money, only to move that expense to the technology department’s budget.

 

The bottom line – Meredith College was spending an excess of $90K each year for printers that weren’t being utilized, not controlling wasteful printing, and allowing unlimited and unchecked printing to anyone that knew where the campus network printers were. The Technology Services Group completed extensive research into different print scenarios, and Meredith College chose the Pharos solution to control their campus printing issues.

 

The Healthy Solution

After a consultation with Pharos Sales Manager @Scott Murphy, it was determined that Meredith College did not put profit as a driver to the implementation of the print management system. The goal was to break even and to eliminate the wasteful printing.

 

Murphy proposed a comprehensive solution that included a mixture of printers and multifunction products (MFP) that print, copy, scan, and fax geographically spread throughout campus—where students and faculty had fast and easy access to them.

 

Each device ran Pharos Uniprint and/or Off-the-Glass software via Omega terminals or built directly into the device, which charge students for what they print and copy.

 

The new, Pharos-powered print process is simple:

  • Users send the print job to print from a campus workstation or laptop to the Pharos System.
  • The student chooses a printer and swipes their (CBORD) campus card—the same card they use for all their other on-campus purchases.
  • They pick up their print job.

 

Copying is just as easy:

  • Users swipe their campus cards at a multifunction device to initiate copying.
  • They select the appropriate charge code(s).
  • They scan the documents and pick up their copies.

 

College’s decision to use Pharos was due to some very important reasons: The ability to integrate with the CBORD card system (using Datatel), the fact that a Pharos staffer and not a separate integrator would do the installation work, the system’s ease of use, Pharos reputation and quality (this was confirmed after talking to several other schools) and competitive price.

 

The Results

The campus-wide initiative went into effect the fall semester. Meredith College used the $90K budgeted for new printers to implement the campus wide print management system. The system included Pharos Omega terminals, MFP card readers, new network and MFPs for all the residence halls, and complete software setup and installation from a Pharos technician.

 

Cost Containment

Each full-time student’s campus card is allotted a print credit equivalent to $15 per semester for printing and copying. Meredith College charges $.08 B/W single sided, $.10 B/W double sided, and $.35 color per side printing, which equates to about 200 pages per semester. These costs are the break-even point for each page printed. After the initial $15 credit, students are responsible for paying for their printing and copying. All printers and MFP equipment that use the Pharos system are setup to use 3rd party billing. The 3rd party system provides Meredith College a way to allow faculty and staff to use their campus cards on any of the Pharos controlled printers. By running a monthly report, any print or copy costs that were submitted by faculty and staff are charged back to the employees department.

 

Waste Reduction

By charging for print jobs, the wasteful printing is no longer seen. Students now take the time to learn how to print what they need, rather than printing everything, and taking only the pages they need. This, along with a “Greenprint” initiative, which encourages students to print more responsibly, has resulted in a substantial reduction of paper and consumable waste.

The result is similar for faculty and staff printing. With the 3rd party charge back process, all faculty and staff are accountable to their department heads for any Pharos controlled print and copy costs. The overall use of Pharos controlled lab and color printers has fallen and the printing on the less expensive copier fleet has grown. Thus, Meredith College spends less overall on printing than before the system implementation.

 

Informed IT decision-making

Every page printed and copied is captured and accounted for in the Pharos system. Standard and customizable reports can be run that informs them of who is printing what, how much, and from where. Using that data, Meredith IT staff can analyze usage of devices to make sure the right equipment is in the right location.

“The reports show us the high volume print and copy areas so we can be sure to place high volume equipment there. This helps us avoid not only overage charges, but also equipment malfunction from having to deal with a workload they’re not made for.”

 

Satisfied end users

The biggest concern for Meredith College was student reaction and pushback to the fees.

“The first couple of months were rough. There was resistance from upper classmen who had never had to deal with any type of print management much less the idea of paying for their print”.

Over time, the change was accepted by all students as a positive way to control the waste. New incoming students had no issue with the “print management system”; instead they were excited that a $15 credit for printing was put on their campus cards.

 

Educational Support

Meredith College is pleased with the success of the Pharos print management solution. Costs for paper and toner are down campus wide even with the $15 print credit. Students are learning how to print responsibly and budget their allocated print money. Faculty and staff are also receiving a solid education in the area of print costs. Attention had never been given to the cost of printing on a desktop printer versus a network printer. As this knowledge spreads it will increase the success of Technology Services’ long term goal of removing all desktop printers and moving to a full Pharos supported print management system on network printers.