University of Kentucky

91st Annual Meeting & ExpositionApril 1 – 4, 2012

Anaheim, California


Anaheim, California

University of Kentucky

Implementing Managed Print Services (MPS)

Using a Phased, Customized Rollout

Bill Harris, CPPODenise Finn, CPPO, C.P.M., CPPB


Anaheim, California


Anaheim, California

University of Kentucky MPS Logo


Anaheim, California


Anaheim, California

About the University

• Annual budget of 2.4 billion dollars• 28,000 students• 12,300 employees• Main campus includes 726 acres and 9.5 million sq. ft.

of space• Includes 3 hospitals and 18 medical centers and clinics• 7 National Titles in Men’s Basketball


Anaheim, California


Anaheim, California

What is Managed Print Services (MPS)

• Managed Print Services (MPS) is a service offered by an external provider to analyze and manage document output devices to reduce the total cost of ownership (including expenses for supplies, maintenance, and energy) and improve efficiency and productivity.


Anaheim, California


Anaheim, California

What is MPS continued

MPS includes: • Equipment, supplies (excluding paper), preventive

maintenance, software, parts and repairs• Guaranteed service level response times• Detailed account usage and simplified billing utilizing

a cost per impression model• Flexibility for equipment changes• Ease of managing contract terms and conditions

(one contract)


Anaheim, California


Anaheim, California

The Problem

• Too much equipment• Wrong equipment• Proliferation of vendors and equipment models• Redundant layers of printing• Fragmented purchasing• Poor management and monitoring• Wasteful environmental practices


Anaheim, California


Anaheim, California

The Solution

• Right size• Consolidate the purchasing model• Manage the output function


Anaheim, California


Anaheim, California

RFP Process

• Project Sponsors: • Campus CIO, CIO-HealthCare and Director of

Purchasing• Created RFP Team• Consulted with Gartner Group• Two Step RFP Process


Anaheim, California


Anaheim, California

The Contract

A partnership between a single vendor and the university via a six year contract with two - two year renewal options.•Price per impression; one for black and white and one for color•Vendor owns equipment and is responsible for maintenance, service and supplies (except paper)•Service response time of two hours; fix in four hours and hot swaps for hospital areas


Anaheim, California


Anaheim, California

The Contract (cont.)

• Vendor provides “blue book” credit for useable trade in equipment

• Seventy five percent credit on useable toner supplies• Vendor transports redundant equipment to the

university’s surplus area • On site maintenance and technical support


Anaheim, California


Anaheim, California

Implementation Plan

• Voluntary Program, Mandatory Contract• Phased Program:• Pilots• Early Adopters

• Communication Plan• Bridge Program• Assessment Process


Anaheim, California


Anaheim, California

Results to Date

• Average Overall Savings: 36.2%• Average Device Reduction: 60.4%• Estimated Annual Savings: $2.5 million• Annual Electricity Savings: $107,000• Annual Paper Reduction: 920,000 sheets• Annual CO2 Savings: 181,000 lbs.


Anaheim, California


Anaheim, California

Business Process Improvements

• Internet Faxing• Lock Printing• Print Awareness• Increased Security


Anaheim, California


Anaheim, California

MPS Program Benefits

• Use of multifunction devices to reduce physical space requirements, energy consumption and supply storage space requirements

• Utilize scan-to-email to distribute documents electronically to reduce paper usage

• Using digital technology to print materials on-demand; where and when needed to reduce obsolescence and document storage requirements

• Creating electronic document workflows to reduce hardcopy outputs


Anaheim, California


Anaheim, California

Additional Information

• MPS website www.uky.edu/mps• Shared MPS e-mail [email protected]• Contact information

Bill Harris [email protected] Finn [email protected]

Documents

University of Kentucky