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Transforming University Printing: Ricoh's Managed Print Services Success at the University of Kentucky

Learn how the University of Kentucky and Ricoh USA partnered to implement Managed Print Services (MPS), achieving significant cost savings, efficiency gains, and environmental benefits across campus printing operations. This case study outlines the transition to MPS, problems solved, benefits gained, and results achieved over three years of collaboration. Discover how this strategic partnership streamlined printing processes, reduced waste, and enhanced document security, positioning the university for continued success in the digital age.

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Transforming University Printing: Ricoh's Managed Print Services Success at the University of Kentucky

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  1. Managed Print Services (MPS); Three Years LaterA Partnership between The University of Kentucky and Ricoh USA

  2. 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

  3. 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

  4. 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

  5. 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)

  6. 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)

  7. 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

  8. Implementation Plan • Phased Program: • Pilots • Early Adopters • Communication Plan • Bridge Program • Assessment Process

  9. 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

  10. 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.)

  11. 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.

  12. Questions and Discussion Contact Information: Bill Harris, Chief Procurement Officer, University of Kentucky HarrisWL@uky.edu Denise Finn, Associate Director of Purchasing, University of Kentucky Denise.Finn@uky.edu Brad Mullins, Strategic Account Executive for MPS, Ricoh USA Brad.Mullins@uky.edu

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