1. MANAGED PRINT SERVICES: EXPERIENCES OF TWO CAMPUSES Jim Dillemuth, CIO, Minneapolis Community & Technical College John Rohleder, CIO, Century College David Boles, General Manager Public Sector MN/WI, Xerox Mike Heacock, Vice President Managed Print Services, Xerox

2. SESSION OVERVIEW & GOALS  Review College Business Drivers  Selection Process & Evaluation  Discuss Implementation Process & Lessons Learned  Share MnSCU Contract Options with Xerox

3. MCTC – BUSINESS DRIVERS  Needed to upgrade existing copiers  Needed to eliminate or replace failing HP printers  Reducing overall printing/copying costs  Management of devices under single contract  Going green – less energy consumption, less heat and packaging materials for supplies

4. MCTC – PROCESS & EVALUATION  Prior State  Monthly volume – 1,100,000  Employees per device – 1.3  Average age of fleet – 5.9 years  Percentage of networked - 80%  Monthly costs - $35,700 (+ an ITS person assigned to printers)  Proposed State  Employees per device – 4.1  New MFDs throughout  Full-time Xerox tech onsite  Monthly cost - $48,000

5. MCTC – IMPLEMENTATION  Phase One  Included all employee machines, open labs, some classroom areas, Library and Student Center  Deployed new Xerox MFDs during summer  Implemented Pharos and card swipe in Fall and Spring  Complete this phase by May 15 th  Phase Two  Remaining computer classrooms  Fine tune the placement of the MFDs, including color  NowDocs

6. MCTC – OBSERVATIONS  Overall, the project went extremely well  Had more special cases (in the eyes of the users) then we thought  Needed to change behavior of users – no need to run to the printer each time you print  Students learned early on how to print for free  Having the Xerox tech onsite is invaluable  More work being done on local MFDs

7. CENTURY – BUSINESS DRIVERS  Expiring leases with vendor (Ricoh); aging copier fleet (most 4+ years old)  Reducing overall printing/copying costs  “Green” initiatives  Individual-level accountability/tracking  Simplified billing/accounting  Management of both MFDs and HP Printers under single contract

8. CENTURY – PROCESS & EVALUATION  Selected State Contract Multifunction Device Vendors: Canon, Ricoh & Xerox  Formed Task Force from all campus areas – staff, faculty, library & students  Toured and reviewed each vendor’s offerings. Quite literally “kicked the tires”  Compared “apples-to-apples” proposals from Ricoh & Xerox (based on WSCA and E&I contract pricing; state pricing too high)  Task Force made final recommendation in May 2011

9. CENTURY – IMPLEMENTATION  Contracts signed in September 2011  Rolled out fleet in stages; ultimately completed by December 2011.  Replaced 46 Ricoh devices with 48 Xerox devices (expanded to areas previously not served)  Integrated HID card readers on all devices; tied to Active Directory and Pcounter (one-time software cost of $1000 for all campus MFDs and printers)  Training delivered immediately after each MFD installed; follow-up training two weeks later  All HP devices integrated by February 1, 2012.

10. CENTURY – OBSERVATIONS  Xerox has been a terrific partner  Automated supply ordering not a “cure-all” – still need to actually be able to deliver the toner to campus  Color devices slower than Black & White – users notice!  Dot your “i”s and cross your “t”s – pay attention to details on every device/invoice  Reduced overall monthly costs by almost $2000 – even with 2 additional MFDs!  Xerox devices consume a little more than half the energy of previous Ricoh devices and generate far less heat!  Consider on-site support throughout roll-out and first several months

11. XEROX – VALUE PROPOSITION Average cost savings Source: InfoTrends: “Solutions and Services in the Education, Financial, Healthcare, and Legal Markets, Primary Research,” November 18, 2009 23% Education Visibility Optimization Consolidation Potential cost reduction Cost Management and Control Simplify support processes Improve printing uptime Single focal point Proactive not reactive Productivity & Availability Detailed management information Standard portfolio Clear contractual agreements Repeatable capabilities Security & Compliance Reduce power consumption Reduce waste to landfill Reuse existing infrastructure Environmental Sustainability

12. Maintain Optimize & Improve Standardized and Customized Solutions Xerox Print Services + SW Transform Business Processes and Enterprise Outsourcing Enterprise Print Services Manage Office Fleet Maintain Devices Complexity and Value of Offer XEROX MPS CONTINUUM Common Tools, Technology and Infrastructure Optimize & Improve Manage Maintain Manage Maintain Xerox Print Services Xerox Remote Print Services

13. XEROX – BEYOND MPS  Vended Print Management  Mobile Print  Scan to Email/Repositories  Business Process Management Workflows  Data Extraction/Validation & Mining  1:1 Marketing Communications – Print & WEB  Additional Cost Savings  Students/Faculty  Admissions/Back - Office  Speed and Efficiency in key curriculum development  Inquiry response and marketing databases  Recruiting and fund raising with higher impact and lower costs Additional Capabilities Linkages to College

14. XEROX – MNSCU (E&I) PRICING  Xerox MNSCU Managed Print Services Contract 7119577  SSA (Services and Solutions Agreement) Master Contract Terms  Statement of Work to coincide with level of MPS  MNSCU System Shared Solutions  Collaboration with Educational and Institutional Cooperative Purchasing (E&I)  Pre-negotiated price leveraging system purchase power  Select Xerox Multi-Function Products

15. QUESTIONS?

16. THANK YOU!  Jim.Dillemuth@minneapolis.edu, 612-659-6618 Jim.Dillemuth@minneapolis.edu  John.Rohleder@century.edu, 651-779-3496 John.Rohleder@century.edu  David.Boles@xerox.com, 952-921-1369 David.Boles@xerox.com  Michael.Heacock@xerox.com, 585-264-6927 Michael.Heacock@xerox.com