Managed print services: Experiences of Two campuses

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 15th • 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 Cost Management and Control • Visibility • Optimization • Consolidation • Potential cost reduction Productivity &Availability • 23% Source: InfoTrends: “Solutions and Services in the Education, Financial, Healthcare, and Legal Markets, Primary Research,” November 18, 2009 • Simplify support processes • Improve printing uptime • Single focal point • Proactive not reactive Education Security&Compliance • Detailed management information • Standard portfolio • Clear contractual agreements • Repeatable capabilities Environmental Sustainability Average cost savings • Reduce power consumption • Reduce waste to landfill • Reuse existing infrastructure

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

13. Xerox – BEYOND mps Additional Capabilities Linkages to College • 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

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 • John.Rohleder@century.edu, 651-779-3496 • David.Boles@xerox.com, 952-921-1369 • Michael.Heacock@xerox.com, 585-264-6927