This is a challenge for some departments and deans. Unutilized funds originally designated for other purposes become available as the year goes on and can be easily reallocated by Fund managers throughout the year. Fund managers for departments that move to MPS will be faced with managing this throughout the year, rather than at year-end. But the end result will still be an overall lower cost for copy/print. When the Departmental Cost Savings Assessment is provided, departments/deans who are not able to determine a way to manage their Funds so that they can benefit from the savings from MPS could first seek advice from their divisional budget contact, and if further help is needed, look to the office of Financial Planning and Budgets for advice.

The MPS Program advances UNCG’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, guaranteed service level response times, detailed account usage, department billing and installation and training. Systel and the MPS team will collaborate with the department to determine the types, models, and quantities of equipment from the results of the on-site assessment. The program includes several standard models of multifunctional devices, selected to meet the varied needs of the campus.

No, although most of the MPS equipment will be networked for reporting and billing, it is not a requirement.

If there is a substantial change in output needs such as volume, number of users, application changes, etc., Systel will consult with the department to re-evaluate their needs and may make appropriate equipment adjustments.

The program is an enterprise-wide initiative supported by University leaders. The University’s goal is to have full participation from campus departments wherever practical and possible. The Departmental Cost Savings Assessment will provide departments with recommendations that will result in savings if implemented. Then, armed with that knowledge, it will be up to each department or division to determine their appropriate level of participation at this time.

Scanning and outgoing faxing will not be charged under the MPS program. Inbound faxes that are set up to print are charged per page print and fax confirmations are also charged if printed. Inbound fax and confirmations can be set to be sent to an email or folder to avoid these charges.

You may elect to receive a trade-in allowance for existing equipment and unopened unexpired toner that will be applied to your cost per print billing. UNCG is applying for a blanket approval from State Surplus to allow this trade-in.

Yes, all equipment provided by Systel is energy star certified.

This will vary by department. Some departments that have very old equipment or are doing a lot of printing on desktops that elect to move everything to MPS could save as much as 30% to 50% in printing cost. For those of you who have recently purchased large printers and have a large supply of toner, it may not make sense to change to MPS equipment at this time. That is why we elected to provide a phased in approach to MPS. The projected cost savings will be determined during the department assessment for the department’s consideration.

Steve Rowland | Senior Account Manager | 336-808-8000 x2504 | srowland@systeloa.com

Please contact UNCG’s Systel rep, Steve Rowland (336-808-8000 x2504 | srowland@systeloa.com) to see if we can provide you with a month to month service agreement until the MPS is put into place. If you elect to renew the service agreement prior to the assessment, please try to negotiate a shorter term in case you desire to switch to MPS prior to the next renewal.

Please contact UNCG’s Systel rep, Steve Rowland (336-808-8000 x2504 | srowland@systeloa.com) to see if Systel can provide you with new printer on a month to month lease until the MPS is put into place.

If you have a network printer or multifunction printer or need a multifunction printer, you can be added to the MPS program.

This will be based on need. Several departments have already expressed a desire to switch to MPS due to aging equipment or desire for savings. Others may elect to wait until their network or MFP device ceases to operate properly, depending on the potential savings assessment. Therefore, the timeline will be as early as a few months or up to several years depending on the life of your equipment.

In order to optimize the cost savings, it is recommended that desktop printers be eliminated where possible, but we know this may not be the best solution in every situation. Therefore, after the potential savings assessment has been completed, departments that believe they have desktop printing needs that can’t be met through the MPS program may request an exception from Purchasing. Desktop printers are the least cost efficient and sustainable printing options on the market. Many desktop printers cost 8 to 15 cents per page to print vs less than 2 cents under MPS. Yes, we would recommend you use up your existing ink before you surplus or trade in your desktop.

This will be on a need or first come first served basis. Several departments have expressed interest in being added to the top of the list.

It depends, Systel will provide a cost per page for servicing your existing equipment and you can compare that against your current contract. Your department will make this decision based on your potential savings and printing needs.

All MFP or network printers, regardless of fund source, are included in the MPS program.

Systel will conduct a campus wide survey of printing beginning April 7th and this process will take approximately 6 to 8 weeks. Individual Departmental Cost Savings Assessment s will be conducted after that initial campus wide print survey.

Departments will have the option of a color/black and white printer or a black and white only printer.

Following your Departmental Cost Savings Assessment, Systel will make a recommendation based on their findings and analysis; device placement is a collaborative process where productivity and cost savings are the primary objectives. Each department will get final say.

It is recommended that you do not allow a service contract to lapse so that each device will continue to have service until MPS is adopted. If a service agreement is about to lapse, please contact the Systel representative allow them to quote a service agreement for your current equipment.

It depends; Systel will evaluate your current equipment to determine if it can be rolled into the MPS program or if newer equipment is required.

With the Systel equipment, you will have the option of having open printing of all print jobs or having a secure print. Secure print will require you to give each employee a code to enter to retrieve their print jobs. The decision is up to your department or division.

Yes, other print vendors were given the opportunity to bid on the state contract. In addition, we received an initial assessment and cost proposals from another vendor during the review process.

The opportunity for savings is substantial depending on the participation of the program. Universities have reported or projected savings of between 20% to 30% in the MPS programs. However, it depends on several factors including the age of your equipment, # of prints from desktop printers, etc.

Systel will either remove and give the hard drive to the department to destroy, or they will destroy it for UNCG and provide the certification that it was destroyed. The decision is made by the department.

Systel has guaranteed a 4 hr. response time on repair/service calls of MPS equipment and a replacement, if required, within 1 business day.

Some very large Universities have already adopted an MPS Strategy. Here are some links if you want to look at their programs:

• ♦ University of Miami →
• ♦ Ohio State University →
• ♦ Clemson University →
• ♦ University of Pennsylvania →
• ♦ NC State University →
• ♦ UNC – Chapel Hill →

During the assessment process Systel 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. Systel will also review the department’s needs to print from special applications to ensure the appropriate device is selected.

Yes, with the addition of purchasing your own paper. There is no minimum that has to be printed per month. Systel will work with each department to ensure that the appropriate device is selected to meet the volume needs of the department.

Base price For Systel owned equipment (no cost of ownership to UNCG) Black & White: $0.0169 per print. Color prints will be 6.4 cents or 7.9 cents depending on the printer selected.

No, Systel will determine in the assessment, if new printers or copiers are needed. If so, Systel will provide their equipment at no cost to UNCG other than the cost per print.

Equipment will be refreshed on an as needed basis; it is in the best interest of both parties to have good working equipment.

All security and compliance requirements will be discussed during the assessment and factored into the final recommendation. Departments will have the option of erasing the memory of each job after print.

This will be determined by the department with recommendations from the MPS team.

No, it is the intent to eliminate costly desktop printers wherever possible.

Someone from your area will be asked to complete a short survey of your current printing costs and needs. You will be contacted to schedule a time to conduct the assessment. This will include a meeting with department heads, department technical support personnel, Systel and the MPS team to review your printing needs, current costs and potential MPS costs.

Each department assessment will take into consideration the current printing environment and recommend cost saving opportunities within the assessment proposal. The final decision will be determined by the department.