The "Print Assessment Program" is a department-by-department evaluation of equipment, special needs, physical location, and utilization of hardcopy devices.

Objective

The objective of the "Print Assessment Program" is to design and implement the most cost efficient print environment for each department within the University, including:

• proper sizing of printer/copier devices
• collection of printing statistics
• bench-marking the utilization and performance of deployed hardcopy devices.

Plain copiers will be replaced with more functional and cost efficient MFP* devices, which will reduce the individual department's operating expense in terms of copies and network printing.

How Does It Work

The assessment program will be carried out as a sequence of phases, which are described as follows:

• Phase I: Data Collection
  A member of UNIT in conjunction with XSE (partner in the MFP program), will meet with the department/area director to gather the following departmental information:
   
  • number of employees
  • geographical dispersal
  • specifics on existing copiers
  • number and usage of network printing devices
     
• Phase II: Analysis of Departmental Needs
  Information gathered from Phase 1 will be analyzed and bracketed against "standardized" hardcopy devices, including:
   
  • Divide geographically dispersed departments into logical, convenient work groups
  • Assess print volume for each work group
  • Map users' needs to an appropriate network printer or MFP
  • Centralize special print needs, such as color or wide format, in core departmental areas
  • Recover devices no longer needed by department
     
• Phase III: Review of Findings
  Meetings will be held with the department/area director to review:
   
  • Equipment to be recovered
  • New equipment to be installed
  • Rational for the changes
  • New equipment and capabilities
  • Location of new equipment
  • Equipment to be recovered
  • Date of implementation
     
• Phase IV: Preparation
  The preparation will include the following:
   
  • Distribute communication plan to all department members in advance of the planned implementation date
  • Schedule UNIT's hardware technicians to assist in deployment of new equipment and recovery of old or unneeded equipment
  • Order hardware required for new print environment
  • Confirm dates and plans with department head
     
• Phase V: Deployment
  On the day of implementation, the project manager and a team of hardware technicians will carry out the following tasks:
   
  • Deliver and install all new print/MFP devices
  • Install appropriate drivers and software on all departmental computers
  • Disconnect and remove all equipment targeted for recovery
  • Test all computers and workstations to insure that they can print to the appropriate devices
  • Provide each user with a copy of the "Helpdesk Guidelines for Printer Support"
  • Store all recovered equipment until follow up assessment is complete
     
• Phase VI: Final Assessment
  After an initial trial and assessment period has passed, the project manager and Department chair/head will:
   
  • Review any performance issues
  • Identify overlooked special printing/copier/fax needs
  • Identify additional equipment needs
  • Identify additional devices to recover
  • Setup an annual meeting with department head to address changes in needs, collected statistics, and evaluate cost savings
  • Release all recovered equipment for deployment in other areas

*Multi-Function Printer