Multifunction Printer (MFP) Project

As part of Wheaton College’s ongoing Green Initiatives and Cost-Saving Initiatives, a managed print environment is being implemented on campus. This new way of providing printing, photocopying, and scanning services takes advantage of the latest technology, networked multifunction printers, to replace existing machines while allowing the College to better manage costs and resources. The project will take place in several stages. Multifunction printers (MFPs) are capable of high speed photocopying, printing, scanning, and faxing. The machines will also provide document finishing needs such as hole punching and stapling. The MFPs will be energy and cost efficient, and will be accessed and administered via the campus network.

• Project Benefits

  Why implement a managed print environment?

  • It’s about greater flexibility for the user. If one MFP device is not functioning, the user can move to any other MFP device to release a printing job.
  • It’s about better managed services. A managed print environment will allow LIS to make sure we have the right devices in the right locations to meet our user needs. Remote administration of the machines allows for analysis of use of the machines -- is one location busier than another? Do we need to place additional machines in a location?
  • It’s about being Green. Every Konica Minolta MFP since 1995 has qualified for the ENERGY STAR label. ENERGY STAR qualified imaging equipment delivers the same performance as less efficient, conventional equipment and is at least 30% more efficient. Copiers that have earned the ENERGY STAR not only use less energy, but also power down when not in use, and use about half of the electricity of standard models. ENERGY STAR qualified machines print double-sided pages, reducing both copying and paper costs.
  • It’s about dollars and sense! Allocating and spending our resources wisely.
• Dollars and Sense

  Desktop Laser Printer vs. Multifunction Printers (based on last year’s "estimated" costs and manufacturer’s standards)

  Desktop laser printing (Device just prints)

  	Description	Cost	Total Cost
  B&W	Print Jobs	$70,000.00
  Color	Print Jobs	$33,000.00
  $103,000.00

  MFP (4 machines in one-- Prints, Scans, Copy's, FAXs)

  	Description	Cost	Total Cost
  B&W	Print / Copy Jobs	$28,000.00
  Color	Print / Copy Jobs	$25,000.00
  $53,000.00
  51% Estimated SAVINGS using MFPs! $50,000.00

  20% Possible Savings Due to Reductions in Paper Waste

  	Cost per Sheet	Sheets Used	Paper Cost	Possible 20% Savings
  Paper	$0.009	5,500,000	$49,500.00	$9,900.00

  Possible $9,900.00 savings due to reductions in paper waste:
  • Print jobs only get printed when you release them- if you make a mistake or change your mind you have not wasted any paper
  • Scan and FAX to folders and only print out if you need the hard copy
  • Print outs can be released from the MFP device closest to you or from any MFP device accessible
  • More public MFPs devices available (from 4printers to 8 new MFPs) 6 in the Library, 1 in Kollett, and 1 in the Language Lab.

Stage 1: August 2010
All photocopiers provided by contract on campus will be replaced with multifunction printers (MFPs). All of the equipment in the Campus Copy Center (Office Services) will also be replaced. The new MFPs will be installed as photocopiers only at first.

Stage 2: October 2010
The MFPs will be configured as fully functioning devices (printing, scanning, and faxing as well as photocopying).

During Stage 1 representatives from Konica Minolta will be on campus to provide users with an overview of the new devices and demonstrate the most widely used functions. An email communication to the entire campus will be sent listing dates, times, and locations for these demonstrations. Once the new MFPs are in place in each department, a Konica Minolta trainer will be available to work with individuals and departments. LIS Technology Support will coordinate training appointments for each department.

During Stage 2, LIS Technology Support Staff will work individually with users on how to use the fully functioning MFPs.

• Service and Support
  Who to call if there is a problem with the MFP and it needs repair:
  You will need to fill out the MFP Repair / Supply Request form
  Konica service will check in with us everyday and can be here within 4 hours. If a machine can't be fixed within 24 hours they will provide us with a loaner to stay in business.
  Who to call if you need toner:
  Please use the same form as listed above, fill out all the information requested and indicate that you need toner in the Description box
  There is no charge for toner, due to a controlled inventory we can only provide you one toner cartridge at a time 

  Instructions for staff printing can be found here.
  Instructions for student printing can be found here.
  Frequently Asked Questions can be found here.