Mt. San Jacinto College
Print Management System
August 1, 2011
In an effort to decrease our printing costs and waste, and in accordance with the identified Green Initiatives within the Strategic Plan; the district has decided to implement a Print Management System. Our contract was approved at the May 12, 2011 Board of Trustees meeting and we are now contracted with Image Source (Xerox) for the management of all of the district networked printers.
What is a Print Management System?
Basically, a print management system takes over all of our district networked printers. Services of the print management systems will include: Maintenance by trained technicians, Repair/Replace of broken equipment, 20% annual replenishment of the district printer fleet, remote monitoring of district fleet, and toner cartridges. (Yes! Toner Cartridges!)
How does this affect me?
The MSJC Print Management System:
· Will apply to ALL district networked printers.
· Approximately 230 current printers will be replaced at the implementation of the service – several of the newer printers currently on campus will be retained (but on the 5-year replacement plan.)
· District printers will no longer be maintained by the IT department, all services will be with the outside agency.
· Discontinue the district purchase of network printers and toner/ink cartridges.
Presently, representatives from Image Source and Information Technology have already begun to identify printers in district offices that will be retained for at least the next year. You may have already noticed a new sticker on your printer with a blue butterfly. Those printers without the butterfly sticker are either being traded out or have not yet been identified as a retained unit. During this stage of the implementation and the trade-out stage, Image Source and IT will make every effort not to interrupt services to your offices.
Some of our older district printers will be replaced at the implementation, but most of the replacement printers are located in faculty offices. Faculty office printers were formerly standardized to an inexpensive ink jet color printers - these have a very high per page cost. All of the faculty offices will be replaced with a more economical and quicker black/white laserjet printer. Sorry, yes, the color printers will be removed from faculty offices. But please remember that the Print Shop may be utilized for all color copies. Both the SJC and MVC print shops have a color copier available.
How much is this going to cost?
This is not a free service, nor is the district subsidizing the cost for network printers. In an effort to streamline the billing process, the District believes that a monthly service charge will be the most efficient way to bill to departments. In an effort, to simplify the invoicing and fair distribution of invoicing, we have established a monthly cost of each type of printer. Those costs are as follows:
Phaser 3250 LaserJet Small Printer $7.50/Month
http://www.office.xerox.com/printers/laser-printers/phaser-3250/enus.html
Phaser 3600 DN, Laser Jet High End Performance $25/Month
http://www.office.xerox.com/printers/laser-printers/phaser-3600/enus.html
Phaser 6360 High Speed Color Laserjet $35/Month
http://www.office.xerox.com/printers/color-printers/phaser-6360/enus.html
Phaser 3300mfp Multi-Purpose Printer (very few) $45/Month
http://www.office.xerox.com/multifunction-printer/multifunction-under-30ppm/phaser-3300mfp/enus.html
Phaser 4250X, Multi-Purpose Printer/Copier (very few) $60/Month
http://www.office.xerox.com/product-resources/4250/X/enus.html
This printer price schedule includes 80% of the current printing volume that departments have been using. Departments going over the monthly allotted prints will be charged a per print cost of $.00198 for B&W prints, $0.165 Color prints, and $.079 for High Yield Color Prints.
These funds should be already covered within your supply budget for your regular annual printer costs (toner cartridges, repair parts, new equipment). Remember that these monthly costs include maintenance, repair, repair parts, new equipment if needed and toner cartridges.
A report will go out soon indentifying the printers that are being retained and the printers that are being replaced. Replaced printers will only be replaced with like printers; it also has been decided that the district will not be consolidating printer equipment at this time. Also, a current B&W printer may not be traded for a color printer.
Departments that will have retained printers that were originally purchased using grant monies need to contact their grant administrator to inquire if the grant will allow for the monthly maintenance agreement. If the grant will not allow for these monthly costs then the department will need to identify a general fund budget to cover the cost of the maintenance agreement.
IT and Image Source are working diligently to get an installation schedule together. As soon as that schedule is available it will be forwarded to all parties concerned. An updated list of all affected network printers is located on the Purchasing Website at www.msjc.edu/purchasing
If you have any questions, please feel free to contact me. A complete spreadsheet with information on all the network printers will be available soon. I will post on the Purchasing website as soon as available. www.msjc.edu/purchasing
Teri J. Sisco
Associate Dean, Procurement & General Services