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 HarrisWL@uky.edu

Denise Finn, Associate Director of Purchasing, University of KentuckyDenise.Finn@uky.edu

Brad Mullins, Strategic Account Executive for MPS, Ricoh USABrad.Mullins@uky.edu