Managed Print Services - FAQs
The FAQs below cover many areas of the Managed Print Services here on WKU's campus. Use the tabs at the top to navigate between different subjects and then click on each question for the answer. If you need additional information, please contact the IT Helpdesk.
Managed Print Services (MPS) is a program offering a comprehensive solution for managing print costs, equipment, orders, service, and sustainability initiatives at WKU. MPS formalizes best practices to ensure that the following efficiency goals are met:
- Improve the availability, reliability, and service of our printing and copying technology.
- Reduce print output expenses by using the most cost-effective print/copy/scan devices.
- Improve quality of service while reducing the maintenance expenses of the University’s print/copy devices.
- Reduce environmental impacts by reducing paper usage, energy consumption, and landfill waste typically associated with toner cartridges and unmanaged printing practices.
The MPS program will benefit users in several ways.
- Ricoh will have an On-site Associate Technician equipped to handle any printer related issue that may arise.
- Ricoh printer monitoring technology allows the Ricoh On-site Associate Technician to view issues with networked devices, such as low toner or service codes (based on manufacturers’ parameters). By intercepting the issue early, Ricoh can respond and provide service, rather than waiting on a call from the user to report a problem. If for some reason the On-site Associate Technician is not able to fix the problem, they will call a service technician to address your issue.
- The MPS Program advances WKU's environmental and sustainability initiatives through the elimination of equipment that consumes high levels of energy, better management of toner cartridges and their disposal, and reduction of paper consumption.
Managed Print Services includes equipment, supplies (excluding paper), preventive maintenance, parts and repair, software, installation and training. Ricoh will collaborate with the department to determine the types, models, and quantities of equipment from the results of an on-site assessment. The program includes several standard models of multifunctional devices and printers, selected to meet the varied needs of the campus.
If there is a substantial change in output needs such as volume, number of users, application changes, etc., Ricoh will consult with the department to re-evaluate their needs and may make appropriate equipment adjustments.
The MPS program is an enterprise-wide initiative supported by University administration. The University's goal is to have full participation from campus departments. Exceptions will be reviewed and decisions made on a case by case basis. You can also request an exemption.
There will be a phased transition to the new Ricoh contract over the course of a few years, due to the fact that many campus departments have existing copier rental and lease agreements which will need to run their course before they can switch to the new contract. If you have existing agreements that expire soon, consider extending on a month to month basis if possible, and holding off until you can have an MPS assessment.
Student lab printers are excluded from the MPS program.
Printers may no longer be purchased using grant funds. If a donor has approved a budget including funding for printers, the sponsor should be contacted and asked to revise the budget to include funding for the printing (cost per copy) instead of printing equipment. It is approved under MPS to pay for departmental printing (cost per copy) using grant funds.
If you are currently using a grant funded printer, you may continue to use it until your department is transitioned to MPS. At that time, the grant should be reviewed for proper disposal methods. Unless the sponsor has specified other disposal requirements, the equipment will be sent to WKU Surplus.
If you are currently in need of new printing equipment, please read the Enrolling in MPS FAQ tab for instructions on how to enroll. Otherwise, your department will be contacted by Ricoh based on your current lease expirations. Ricoh will schedule an on-site visit with each department to assess that departments printing needs and usage levels. Next, Ricoh will produce a recommendation which details types, number, and placement of print equipment to meet the needs of that area. This recommendation will be reviewed and approved by department heads. Once approved, Ricoh will schedule an installation date and order the new equipment. Upon installation of the new equipment, devices eliminated in the recommendation will be removed and sent to WKU Surplus if WKU owned or returned to the leasing vendor (ex. Konica, Xerox, Toshiba, RJ Young.) if vendor owned.
- Fill out a request to enroll in the MPS Program or contact the WKU IT Helpdesk.
- Once completed, a Ricoh representative will contact you to gather information related to your current environment and needs.
- A Ricoh analyst will contact you to schedule a time for an on-site assessment. The analyst will need an escort to ensure required access to all areas.
- The Ricoh analyst will work with the department or area and WKU Information Technology to make recommendations on what equipment is needed to meet the needs of the department. Ricoh considers multiple factors to ensure the satisfaction of all users. Although monthly volume is a major consideration, they will also evaluate other needs such as speed, quality, finishing capabilities, ease-of-use, and paper handling capacity. Ricoh will also review the department's needs to print from special applications to ensuring the appropriate device is selected.
- Equipment is ordered, and once it arrives installed.
- Old equipment will need to be removed. If the equipment is WKU-Owned, contact WKU Surplus for disposal. All internal WKU procedures for equipment disposal must be followed and required forms completed by the department. Existing copiers or other multifunctional devices that are on lease or rental agreements need to be returned to the existing supplier at the end of the lease or rental period.
If your existing departmental copier is at expiration, it may be replaced by a new Ricoh device. Existing WKU owned printers (not under leases) may be migrated to centrally located Ricoh MPS devices. If your department holds leases on copier or printer equipment those contracts will remain in effect until they expire.
Once enrolled in the MPS Program, cost of equipment is included in the per impression cost and no equipment will need to be purchased or leased by the department.
All devices managed under the MPS program will be billed monthly on a cost per impression basis. These bills will be transmitted from Ricoh to WKU and then into Banner through a feed that will place the charges in the appropriate cost centers. Departments will not need to request Purchase Orders or use their departmental procurement cards to pay Ricoh bills.
Equipment will be refreshed on an as needed basis. Average monthly volume, total volume, total services calls, and types and frequency of service calls will be important criteria considered in refreshing print equipment. It is in the best interest of both parties to have good working equipment throughout the partnership.
Plotters and dot-matrix printers are excluded from the MPS program.
Old equipment will need to be removed. If the equipment is WKU-Owned, contact WKU Surplus for disposal. The office of Recycling and Surplus has a mission to promote a more sustainable WKU by reducing or eliminating solid waste generation and disposal. View the recycling website for more information.
All MPS equipment will be Ricoh branded devices. If the device is on the MPS Program
it will have a “Live Red. Print Green” sticker similar to this:
WKU Information Technology and Ricoh work in conjunction with each other to provide the best service for printing needs. For any questions or help related to printers, please contact the IT Helpdesk at: https://www.wku.edu/it/helpdesk/.
Contact the WKU IT Helpdesk at: https://www.wku.edu/it/helpdesk/.
Note: Paper is not included in the MPS program. Therefore, continue to follow your current process for ordering paper.
Contact the WKU IT Helpdesk at: https://www.wku.edu/it/helpdesk/
- Paper is not included in the MPS program. Therefore, continue to follow your current process for ordering paper.
- If your local printer or multifunction device is under contract with any vendor or warranty, continue to follow the current process for ordering toner and supplies, until your contract or warranty expires.