Pharos Off-The-Glass Technical White Paper · Pharos Off-The-Glass 8.0 White Paper All material...

Pharos Off-The-Glass 2.0
White PaperApril 2008
You can’t manage what you can’t see.

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Pharos Off-The-Glass 8.0 White Paper

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2There is an increasing awareness of costs associated with copiers in the office, and the need to track and control these costs. With Pharos Off-The-Glass™, successful management of these devices becomes possible.

Off-The-Glass enables copying service providers to track individual copy requests and optionally recover costs. Off-The-Glass has also been designed to efficiently manage, monitor and control copy resources so that the quality and efficiency of the copying service is enhanced.

Off-The-Glass offers the following advantages: • Ensures accountability for copier use • Facilitates optimal device purchase and deployment decisions • Integrates fully with Pharos Uniprint to manage mixed copy and print environments

that utilize copiers, printers and multi-function devices • Produces reports on all copying activity

Product Overview Pharos Off-The-Glass allows control over the use of copiers and multi-function devices (MFDs). Access can be managed, copy transactions logged and copy usage reported on. No copying device controlled by the system can be used without first logging on to Pharos. Use of the system does not significantly affect either the copying throughput of the site or the users’ rate of copying.

Off-The-Glass is well equipped to handle the practical trend towards MFDs, intelligently balancing concurrent print and copy requests.

Key Features

Architecture

Off-The-Glass is based on the proven, reliable Print Service and accounting technology that forms the core of Pharos Uniprint®. These server components run on Microsoft® Windows 2003, 2000, and XP Professional; all robust, multi-purpose network operating systems offering high-performance file and print services, and infrastructure that supports powerful client-server applications. High levels of security and reliability are guaranteed by the Microsoft® SQL Server or Microsoft Data Engine (MSDE) databases.

Each Off-The-Glass service (Print Service) runs separately, making the product scalable across multiple locations. In busy environments, services can be loaded on separate or multiple machines. Apart from the principal database and license services, additional components can be added or subtracted as required.

In addition to scalability, the separation of services allows a site to minimize stresses that may arise because of the network topology.

reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.

Pharos Off-The-Glass 8.0 White Paper 3

Off-The-Glass Feature Summary

Operates over a local or a wide area network

Provides excellent scalability using client-server architecture

Uses a centralized administration application to administer all facilities for all servers

Multiple User Station choices allow for different options in hardware expenditure

Multiple configuration choices allows the highest level of customization

Flexible identification systems, e.g. manually entered ID, barcode, magnetic strip

Supports plug-ins for ultimate flexibility

Plug-ins can be written in the Pharos Script scripting language

Offers security designed for a "hostile" environment

Records all copy and multifunction device use

Intelligently routes print jobs around MFDs in use

Variable charging by page size and copier features such as duplex, staple, collate and color.

Allows optional charging for copying activity. Copier use can be charged to a user, a department or any combination.

Integrates with authentication services e.g. Windows, Novell, NDS, POP, LDAP and active directory

Generates automatically a one to three page manual for each Pharos Station, tailored to that station’s unique configuration and suitable for display beside the Pharos Station itself, as a guide to use

Offers full reporting, including the opportunity to create customized reports

Centralized management

A comprehensive administration application called Pharos Administrator runs on any Windows Vista/2003/XP SP2 machine on the network, allowing a suitably privileged administrator to oversee all facilities for all Off-The-Glass servers and copiers. From this central application an administrator can:

• stop and start the Off-The-Glass system on any server • change all administrator passwords • maintain any user account • modify any system configuration option on any server and then cause all servers and

Pharos Stations to reconfigure themselves on-the-fly • check for problems anywhere in the system • adjust charging methods and pricing

All material contained in this document is the property of Pharos Systems International. This document may not be reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.


User Stations

There are two scenarios for user interface with the system:

Network Terminals

A small terminal with keypad and LCD display connects to the network and a single copier. The terminal functions as a copy control device and a copy station. Users are required to logon to the Network Terminal to activate the copier. The terminal then manages copying, billing and some account maintenance functions depending on the type of terminal used.

iMFP Solutions

A solution consisting of Pharos software installed onto the hard drive of a supported multi-function device. The device itself is the copy control device and terminal, with users logging on and activating the copying function via the device’s touchscreen display. iMFP solutions are currently available for selected Lexmark, Canon and HP models.

Managing Users

User identification is an important part of the Off-The-Glass process, and adding users to the database is made as easy as possible. User details can be imported from an existing database as long as the details conform to a specified format. Alternatively, user information can be entered manually, either by staff or by the users themselves.

Authentication

Off-The-Glass requires a user to log on to a Pharos Copy Station or a Network Terminal in order to activate a copier for use. The following logon options are available:

• ID card (including smart cards and traditional magnetic and optical stripe cards) • Manually entered ID

Users who log on via a typed ID must also enter a password to authenticate themselves against the Pharos Database or, optionally, against the network. Authentication is the process that verifies that the user has the right to use the specified logon ID and is therefore allowed to utilize Pharos services. Off-The-Glass allows a blank password to be set up to automatically authenticate all users.

Security Features

In addition to standard logon and authentication procedures, Off-The-Glass incorporates a variety of security features to safeguard the organization and the individual.

• Access levels – a four-level hierarchy restricts user access to control and management levels within Off-The-Glass. The system allows administrators to devolve responsibility for some management operations to less privileged users.

• Alias – optional unique identifier displayed instead of an individual’s name or logon ID on screens in public situations where privacy is required. A default alias is generated for each user, which can be modified. The administrator can configure a list of unacceptable words, which Off-The-Glass will not accept in an alias.



Charging mechanism

Off-The-Glass provides a powerful charging system based on site-defined cost structures. Costs can be allocated on a per session basis, or per copy, based on the attributes of each copy job (paper size, simplex or duplex, stapling, collating, and so on).

A configurable set of rate schedules allows charging rates to be varied by department or by individual patron.

Costs can be charged directly to users, or allocated to a client, matter number or department code (Third Party Charging).

In keeping with the self-service philosophy, Off-The-Glass allows users to transfer money from a variety of payment devices (cash cards, smart cards) into the debiting system. Users set up to pay in advance may not use resources unless there are sufficient funds in their account.

A user can request a printed statement detailing their network activity, including the cost.

Reporting

Pharos Reports is a separate application providing the ability to run a variety of standard summary and analysis reports on Off-The-Glass data. The Reports application installs independently of Pharos Administrator on any Windows Vista, 2003 or XP computer(s) in the system.

Once generated, reports can be exported to a number of different formats, including CSV, Excel spreadsheet and HTML.

Reports are standard Crystal Reports .rpt files, and therefore can be customized readily with Seagate Crystal Reports.

System Messages

Although Windows logs system messages on each machine, this does not work well for a network-wide system where errors and events may occur in a variety of places.

Off-The-Glass logs all system messages, information and warnings in one place. The Alerts system in Pharos Administrator is the first place to look when there are any problems, and is useful to check from time to time.

What Off-The-Glass Does A copying device (copier or MFD) connects to the Off-the-Glass system via a copy control device. Copying devices connect directly to a Network Terminal, which acts as copy control device and copy station in one.

Each type of control device can be connected to a large range of copier types. One control device controls one copying device. The Off-The-Glass system integrates completely with all Pharos software products and with all copying devices that interface with supported copy control devices.

Users log on to the Network Terminal and select the copier they wish to use. The Network Terminal enables the selected copying device and users can begin copying.



All copy transactions are logged against the user’s account ID or that of a Cost Center where Third Party Charging operates. No limits are enforced upon users with ‘Arrears’ payment accounts.

The Administrator configures a timeout period that starts after every copy is completed. If no further copy is begun within the timeout period, the copying device is disabled. Alternatively, the copying device is disabled once the user returns to the Network Terminal during a copy session and manually ends their session.

Managing multi-function devices Costing and charging for jobs printed through an MFD can be difficult, due to the fact that many MFDs simply count pages as they are printed, without distinguishing whether the job being printed is a copy job or a print job. This is a problem if copy jobs and print jobs are to be tracked separately and charged at different rates, to different users or cost centers.

Off-The-Glass avoids this problem by taking control of when the MFD is available for copying, and when it is available for printing. Since it is the Off-The-Glass system that is determining what actions (printing or copying) the MFD is available for, the system always knows whether the MFD is printing or copying, and therefore knows how to charge the pages being counted at any given time.

The copying and printing functions of an MFD are controlled separately by separate components of the Off-The-Glass system:

Figure 1: How Off-The-Glass manages multi-function devices.

While printing is in progress, instructs Copy Station to display MFD as unavailable

Print Server

Copy Station

Control Device

MFD enables and disables MFD for copying

While copying is in progress, instructs Print Server to pause “MFD” print queue

Polls the status of the MFD’s print queue to see if it is printing

Plug-in “MFD” Queue

Print Queue

Incoming print jobs

Jobs sent from “MFD” queue to MFD’s actual print queue (when “MFD” queue is unpaused)

While printing, the MFD is displayed as “unavailable” to users, and users are not allowed to enable the MFD for copying until the printing is finished. By logging on to the Copy Station, however, users initiate a request for a copying job, which will stop new print jobs being forwarded to the MFD. The print jobs currently being printed still have to finish before the MFD will be available for copying.



While copying, the print queue within the Print Server which forwards job to the MFD is paused until copying is finished. Any new jobs sent to the MFD are either held at the Print Server until copying is finished, or routed to another printer (if one is available) by the Print Server.

Because neither copying nor printing are possible unless the Off-The-Glass system allows them, the system always knows what mode the MFD is in, and therefore whether the pages being counted are for a copy job or a print job.

System Requirements

Pharos Principal Server

Operating Systems Windows 2003/Vista (Business Edition or higher)

CPU/ Memory Pentium 4, Athlon 4

1 GB RAM

120 GB disk space

Network Connectivity TCP/IP Network Protocol

Database Microsoft SQL Server 2000/2005, or

Microsoft SQL Express

Pharos Print Server

Operating Systems Windows 2003/Vista (Business Edition or higher)

CPU/ Memory Pentium 4, Athlon 4

1 GB RAM

120 GB disk space


Pharos Station Application

Operating Systems Windows 2003/2000/XP Professional

CPU/ Memory Pentium III+

32+ MB of RAM

100+ MB of Disk Space


Browser Microsoft Internet Explorer 5.0 or later



Pharos Reports Application

Operating Systems Windows 2003/2000/XP Professional

CPU/ Memory Pentium III+

RAM and disk space as required by the OS


Supported Devices

Off-The-Glass supports the following Network Terminal devices, which are compatible with a wide range of analog and digital copiers and MFDs:

Pharos PS20 Network Terminal

Virtual Cash Network Terminal

Pharos Omega PS150

Pharos iMFP for Canon

Pharos iMFP for HP

Pharos iMFP for Lexmark

Card Readers

Off-The-Glass supports both magnetic stripe and bar code identification cards.

If charging is implemented, Off-The-Glass can be configured to allow users to transfer funds from a cash card. Card interfaces are being developed all the time. Check with an Authorized Pharos Systems Reseller for the latest compatibility list.

Online Logon and Billing Systems

• American Express Special Teams • Blackboard/ AT&T Hako • Blackboard/ CEC Envision • CBORD • Diebold • Diebold ETI • General Meters Corporation • Innovative • SIPs1

1 The Pharos SIPs Logon Gateway supports any online logon system that conforms to the Standard Interchange Protocol Version 2.00.



Frequently Asked Questions What is the difference between the Pharos PS20CS Network Terminal and the Virtual Cash Network Terminal?

Both network terminals can be used as a copy station and copy control device. They both have internal firmware and the Pharos PS20CS has its own sophisticated software that, among other things, allows firmware to be configured/updated remotely.

Both terminals support card swipe or ID and password/pin logons and both have charging and balance functions including charging to an account in an online billing service. The Pharos PS20 is also easily configured to allow third party charging to cost centers. The PS20 can also store and forward transactions.

Both terminals can allow users to change their passwords via the terminal keypad.

How is charging configured?

Users are charged according to two costs:

A Copier Session Fee, which is debited from the user’s account as soon as they start a copy session at the Pharos Copy Station.

A Per Print cost levied for every page, or side, of paper, to account for both the paper and materials used in printing every page.

The Per Print cost can be affected by factors including paper size and any other job attributes (stapling, manual feed, simplex/duplex, etc).

How does charging work during a copy session?

The Per Print cost is deducted from a user’s account balance each time they make a copy. This means that Off-The-Glass must have access to their balance while they are copying. This is not a problem if users have only internal Pharos accounts, or if they use an online billing service. In situations where cash cards are used, users must transfer funds from their cash cards into an internal account prior to copying.

Where Third Party Charging operates, a dialog appears at the Copy Station or PS20CS, allowing the user to select the Cost Center that represents the client, matter number or department code they wish to charge their copying to. Users can also choose to charge the copying to their own internal account.

How do users maintain and credit money to their accounts?

A Copy Station can also be an Account Station, which allows users to view their account details and records of past transactions, transfer funds into their internal account from a cash card, and create new accounts.

On sites using Network Terminals, Network Transaction Stations can be supported to allow users to transfer funds to their accounts.

How do copier control devices connect to copiers?

Copy control devices must be physically wired into the Foreign Device Interface (FDI) of the copy devices they control. Wiring is usually performed by a copier technician.

How do users end their copy sessions?

The copying session ends when the user returns to the Copy Station and clicks the appropriate button from the logon screen. If the user has a Password, they must enter it to end



the session from the logon screen—this prevents impatient users ending other users’ sessions to free up a copier.

The copy session also ends if the Inactivity Timeout expires. This is the amount of time that the copier can be left idle for before the session is automatically ended. This property is configured for each copier, and stops users from charging copies to another user’s account if they leave their copier.

How are users provided with instructions for using the system?

Onscreen prompts are presented to users at a Copy Station. From Pharos Administrator, a short manual can be automatically generated for each Copy Station. This manual contains information on logging on, using copiers, and optionally account maintenance. Manuals vary in length from one to three pages, depending on the features the Copy Station has configured.

Pharos provides additional methods of providing use instructions to users of Network Terminals (whose small LCD displays make providing detailed onscreen instructions difficult). A number of documentation templates are provided on the Pharos CD, which can be printed out and attached to Network Terminal devices.

Where has Off-The-Glass been installed?

Off-The-Glass has been installed in a range of business and educational environments.

Pharos Systems Corporate Background Pharos Systems is an international software manufacturing company with offices in Rochester, New York and Auckland, New Zealand.

With ten years experience dedicated to developing effective and reliable document and output management solutions and public PC reservation systems, Pharos has a proven track record meeting the unique needs of the most demanding customers. Pharos products are installed in over fifteen countries.

Diverse consultation, innovative design, technical expertise and outstanding support have contributed to the company’s reputation as an industry leader in Output Resource Management Software.


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