1. Managed Print Service at Fermi Eileen Berman

2. Managed Print Service (MPS) Goal Deploy a site wide optimized modern print service at reduced cost consistent with industry best practices that meets the needs of the laboratory. Cost Functionality Energy Use Support 2

3. What Does This mean? TonerToner PartsParts Maintenance KitsMaintenance Kits Support issuesSupport issues InstallationInstallation Print Queue ManagementPrint Queue Management MonitoringMonitoring Proactive toner replacementProactive toner replacement Proactive detection of device issueProactive detection of device issue Will support new devices and legacy devices. Establishing a Service Level Agreement (SLA): measure of support response and activity meeting certain agreed upon values Support Functionality Managed Service – Fermi has contracted with Dell to provide this service for the lab as a whole, for most imaging devices. This service includes - Cost 3

4. What Does This mean? Print – This covers all ‘normal’ imaging device needs. Print – This covers all ‘normal’ imaging device needs. Catalog of Supported Imaging DevicesCatalog of Supported Imaging Devices Legacy devices in place now and carried into the new service.Legacy devices in place now and carried into the new service. 4

5. What Does This mean? What is not covered by the Managed Print Service?What is not covered by the Managed Print Service? Wide format devicesWide format devices Special purpose devices (e.g. book scanners)Special purpose devices (e.g. book scanners) How are they covered?How are they covered? Continued to be covered as they are now..Continued to be covered as they are now.. Support available through Service Desk.Support available through Service Desk. Consumables are your responsibility to purchase.Consumables are your responsibility to purchase. If need vendor support, may have to pay extra.If need vendor support, may have to pay extra. 5

6. What does this mean? This does not include paper. Paper will still have to be bought by the areas that are using the imaging device. Division/Centers/Sections Pay for – Paper Special Purpose Devices Wide Format Devices 6

7. Printing and Copying Services from VMS High quality, high speed printing in color and B&W, for large or small volumesHigh quality, high speed printing in color and B&W, for large or small volumes Booklet making and binding (perfect bound, saddle stitch, corner staple, double staple and spiral)Booklet making and binding (perfect bound, saddle stitch, corner staple, double staple and spiral) Variable data printing, such as address labelingVariable data printing, such as address labeling Wafer sealing for mailingWafer sealing for mailing Folding and three hole punchingFolding and three hole punching B&W and Color Document Scanning to PDF or JPEGB&W and Color Document Scanning to PDF or JPEG Dozens of paper colors, sizes and weightsDozens of paper colors, sizes and weights Poster printing and mountingPoster printing and mounting Glued note/scratch padsGlued note/scratch pads 7 Call extension 3349 for more details or visit www-visualmedia.fnal.gov

8. What is a Supported Imaging Device? Printer or Multi-Function Device (MFD) listed in our catalog (total ~28)Printer or Multi-Function Device (MFD) listed in our catalog (total ~28) EPEAT compliantEPEAT compliant Dell, HP, RicohDell, HP, Ricoh Black & White, ColorBlack & White, Color 11x17 capable devices11x17 capable devices MFD : Printer/copier/scanner/faxMFD : Printer/copier/scanner/fax Varying throughputs supported (duty cycles)Varying throughputs supported (duty cycles) These will be listed in the online Technology Store in the future.These will be listed in the online Technology Store in the future. Energy Use Support Cost 8

9. What is changing? Reduction in total number of machines and variety that are onsiteReduction in total number of machines and variety that are onsite Save on consumables, support costs, energy.Save on consumables, support costs, energy. Replace older devices, out-of-warranty, hard to support or find parts for.Replace older devices, out-of-warranty, hard to support or find parts for. Many new devices have been ordered. (ones that remain in place now, will be replaced with catalog items when needed)Many new devices have been ordered. (ones that remain in place now, will be replaced with catalog items when needed) Functionality consolidated when possible (1 printer + 1 scanner + 1 copier = 1 MFD)Functionality consolidated when possible (1 printer + 1 scanner + 1 copier = 1 MFD) Devices will be located in common areas (mostly), not in individual offices.Devices will be located in common areas (mostly), not in individual offices. Devices will be set by default to; B&W, Duplex, Draft ModeDevices will be set by default to; B&W, Duplex, Draft Mode Cost Energy Use Support 9

10. What is New? Secure Print capabilitySecure Print capability Print to a special print queue.Print to a special print queue. Walk up to any printer onsite that supports this functionality (not all will).Walk up to any printer onsite that supports this functionality (not all will). Scan your badge at the imaging device.Scan your badge at the imaging device. Your printouts come out at that printer.Your printouts come out at that printer. Functionality Cost 10

11. What is new? MonitoringMonitoring More accurate accounting of who prints what where.More accurate accounting of who prints what where. Toner levels in imaging device – can proactively replace when getting low.Toner levels in imaging device – can proactively replace when getting low. Error states monitored centrally and proactively addressed.Error states monitored centrally and proactively addressed. Consider if something really needs to be printed.Consider if something really needs to be printed. For example - how many times do printouts for meetings go straight into the recycling (or trash!!)For example - how many times do printouts for meetings go straight into the recycling (or trash!!) Functionality Cost 11

12. What do you need to do? Areas where new devices were orderedAreas where new devices were ordered FCCFCC TD – IB complexTD – IB complex AD – buildings behind WHAD – buildings behind WH WHWH Fire StationFire Station Security OfficeSecurity Office Building 327/Furthest East CDF Trailer (LBNE)Building 327/Furthest East CDF Trailer (LBNE) Rest of Fermilab will be addressed after above areas are installed.Rest of Fermilab will be addressed after above areas are installed. 12

13. What do you need to do? Not much.Not much. 13

14. What do you need to do? Print Queues will change, Print Queue Server will changePrint Queues will change, Print Queue Server will change For Mac Users – drivers for each imaging device in the catalog will be automatically loaded through Casper (10.7, 10.8)For Mac Users – drivers for each imaging device in the catalog will be automatically loaded through Casper (10.7, 10.8) For Linux Users – drivers for each imaging device in the catalog will be available as an RPMFor Linux Users – drivers for each imaging device in the catalog will be available as an RPM For Windows Users – new central print web page will allow you to understand the mapping from your old queue, to the new one.For Windows Users – new central print web page will allow you to understand the mapping from your old queue, to the new one. Support will be available locally to help with this.Support will be available locally to help with this. 14

15. When will this happen? Imaging Devices all ordered, most have arrived.Imaging Devices all ordered, most have arrived. Infrastructure is being stood up (even as I speak).Infrastructure is being stood up (even as I speak). FCC will be migrated first.FCC will be migrated first. There will be a settling in period.There will be a settling in period. There will be a plan/timeline for everyone else which will be posted for viewing.There will be a plan/timeline for everyone else which will be posted for viewing. 15

16. Questions? 16

17. Backup Slides 17

18. Current State Assessment from Fall 2012, 40 buildings, 130 floorsAssessment from Fall 2012, 40 buildings, 130 floors Assessment updated Summer 2013Assessment updated Summer 2013 662 printers662 printers 30% utilization (90% industry standard)30% utilization (90% industry standard) 283 different models (15 industry standard for FNAL)283 different models (15 industry standard for FNAL) 30% are standalone (10% standalone industry standard30% are standalone (10% standalone industry standard 691K pages printed each month691K pages printed each month 50% color (5% industry standard)50% color (5% industry standard) 18

19. Current State Old printers are energy inefficient and lack modern features such as secure printingOld printers are energy inefficient and lack modern features such as secure printing Average printer age is 6 years, some at 20+ yearsAverage printer age is 6 years, some at 20+ years No central monitoring or servicingNo central monitoring or servicing Many separate maintenance contractsMany separate maintenance contracts No coordination of consumable purchasesNo coordination of consumable purchases 19

20. FCC-1 (current: 3 MFD, 5 printers, 1 inkjet FAX) 20

21. FCC-1 (future: 2 MFD, 1 printer) New 21