Changes to Printing and Photocopying at Ryerson September 2020 - - PowerPoint PPT Presentation

Changes to Printing and Photocopying at Ryerson

September 2020

Agenda

• Snapshot of printing/photocopying on campus
• Why is Ryerson changing its printing and photocopying model?
• What is changing?
• Multi-function printer (MFP) and printer options
• Financial considerations
• Administrative and operational considerations
• Project timelines and next steps
• Questions

Current snapshot of printing and photocopying on campus

Lexmark machines

• 300 machines on campus today
• Desktop units for photocopying,

printing and scanning

• Departments pay for their machine(s)
• Departments pay for their toner
• Service contract with CCS
• Paper is paid by University Business

Services (UBS) 4 Office Multi-Function Printers (MFPs)

• 120 machines on campus today
• Large machine commonly located in

photocopying room, shared within department

• Department pays $0.10/copy for

photocopying only

• Departments are not charged for scans,

print from computers

• UBS pays for the monthly rental, meter

counts, service contract

• Printer paper is paid for by UBS

Why is Ryerson changing its printing and photocopying model?

Since 2014, Ryerson has experienced a 36% decrease in printing and photocopying volume across campus. This downward trend has resulted in a need to reevaluate how printing and photocopying is managed at Ryerson, as well as how the current process aligns with the values outlined in Ryerson’s 2020-2025 Academic Plan.

• Commitment to sustainability
• Fiscal responsibility
• Reduced reliance on printing and photocopying
• Request from Ryerson’s Academic Planning Group

What is changing?

University Business Services holds a contract with 4 Office. University Business Services administers, manages and pays for this rental agreement and your department or office’s paper consumption. The new model will remove University Business Services from this process and will allow you to work directly with our new MFP vendor, Ricoh, to do the following:

• select the most appropriate MFP for your individual department or office’s needs;
• enroll in an MFP agreement between your department and Ricoh;
• manage MFP service and maintenance requirements;
• rder toner and other MFP-related products;
• pay for your MFP rental

With this change, individual departments and offices will become responsible for covering the cost of purchasing their own printer paper. This change will not impact current Lexmark device owners.

Advantages of this new model

• Access to enhanced printing and photocopying technology
• Equipment flexibility to meet your department or office’s unique printing and

photocopying needs ○ The ability to track departmental printing and photocopying usage

• Additional accessories
• Automated solutions for meter reads & toner refills
• Training and support on how to use your new MFP
• Access to Ricoh’s Ontario VoR suite of complementary digitization services

Option 1 Lease or purchase an MFP from Ricoh

Step 1 to lease or purchase from Ricoh

September 7-14

We strongly encouraged you to arrange a virtual consultation with Ricoh to determine which of six MFP models is most appropriate for your department or office’s printing and photocopying requirements

• Prior to your virtual consultation, please complete the Ricoh MFP Model Selector Tool for Ryerson

University & review the Ricoh VoR MFP Models for Ryerson University

Standard features

• Your Ricoh MFP comes automatically programmed

with the following features: ○ Scan and print functionality ○ Secure printing capabilities ○ PIN tracking ○ Access to the MyRicoh portal, allowing administrators to interact directly with Ricoh for service requests and order tracking ○ Automatic meter and toner refill triggering ○ Maintenance and service repairs

Optional accessories

• You may choose accessories to your Ricoh

MFP for a fee, including: ○ Staple and hole punch finishing ○ Large capacity paper trays ○ Floor standing or desktop options ○ PostScript3 for enhanced printing ○ OCR unit for searchable PDF creation

Step 2 to lease or purchase from Ricoh

September 16

Once you have determined which MFP is most appropriate for your needs, you will work with Ricoh to submit an order form, which will act as the contract between you and Ricoh

• Your can pay your monthly leasing contract using your Ryerson P-Card. If multiple

departments or offices are using the same MFP, you will be responsible for determining cost sharing

• Your monthly leasing contract consists of a monthly rental fee and variable cost per

page printed, which includes: ○ Toner ○ Onsite service and support ○ Preventative maintenance and parts ○ Decommissioning service

• Your department or office will be responsible for the cost of printer paper
• All order forms must be submitted to Andreas Chrisostomou, purchasing officer

for Financial Services, at achrisos@ryerson.ca no later than end-of-day September 16

Financial considerations for option 1

Ryerson recommends you lease an MFP from Ricoh rather than purchase it outright

• Lease agreements with Ricoh are for a term of five years

○ Lease agreement contracts begin the date your MFP is installed ○ If you choose to terminate your lease before the five year period, variable cancellation fees will apply

• Purchase agreements also include a five year service and support agreement
• The one-time purchase price for an MFP is the same as the cumulative amount you’d pay
• ver a five year lease
• The cost of toner and service is included in the variable cost per page fee
• Departments and offices are responsible for purchasing printer paper

○ Printer paper may be purchased from the Campus Store or through E-Way

Option 2 Purchase a desktop Lexmark printer

Step 1 to purchase a desktop Lexmark printer

September 14-21

You will have a virtual consultation with CCS to determine which Lexmark model is most appropriate for your department or office’s printing and photocopying volume

• This consultation is important because not all Lexmark printers are supported

by CCS’ systems

• CCS has a good understanding of network cabling and ports and can advise on

the best location to place your Lexmark so that there are no additional networking costs This option is most appropriate for departments or offices that are not interested in entering into a lease agreement

• This is also the best option for departments that feel most comfortable getting

service in-house, by CCS.

• Units that choose to purchase a desktop Lexmark can arrange for high-volume

printing through Ryerson’s Duplication & Printing Services.

Step 2 to purchase a desktop Lexmark printer

Step 2: September 22

Once you have determined which Lexmark device you will be purchasing, you may purchase your Lexmark device from the Campus Store website by visiting the Home Office and Accessories page

• By purchasing a Lexmark printer, your department or office will be unable to

take advantage of services provided by Ricoh

• Your department or office will be responsible for the cost of purchasing your

Lexmark printer and toner

• Your department or office will be responsible for the cost of printer paper
• CCS will be responsible for maintenance according to the warranty of your

Lexmark printer

Project timelines

• September 4: Follow-up email with instructions for connecting with Ricoh
• September 7 - 14: Period for departments and offices to meet with Ricoh to discuss MFP options
• September 14 - 24: Period for departments and offices to meet with CCS to discuss Lexmark options
• September 16: Deadline for departments and offices to submit device selection form to Financial Services
• September 22: Date in which departments and offices can begin to order Lexmark devices from Campus Store.
• October 12 - 16: Decommissioning of current 4 Office machines
• October 19 - 23: Installation of Ricoh MFPs for interested departments/offices

○ You may choose to delay the installation of your MFP if staff in your department or office are primarily working from home

Questions?

Email Adam Anthony, special project coordinator for the Office of the Vice President, Administration & Operations, at adam.anthony@ryerson.ca