University of Kentucky

1. University of Kentucky Implementing Managed Print Services (MPS) Using a Phased, Customized Rollout Bill Harris, CPPO Denise Finn, CPPO, C.P.M., CPPB

2. University of Kentucky MPS Logo

3. About the University Annual budget of 2.4 billion dollars 28,000 students 12,300 employees Main campus includes 726 acres and 9.5 million sq. ft. of space Includes 3 hospitals and 18 medical centers and clinics 7 National Titles in Men’s Basketball

4. What is Managed Print Services (MPS) Managed Print Services (MPS) is a service offered by an external provider to analyze and manage document output devices to reduce the total cost of ownership (including expenses for supplies, maintenance, and energy) and improve efficiency and productivity.

5. What is MPS continued MPS includes: • Equipment, supplies (excluding paper), preventive maintenance, software, parts and repairs • Guaranteed service level response times • Detailed account usage and simplified billing utilizing a cost per impression model • Flexibility for equipment changes • Ease of managing contract terms and conditions (one contract)

6. The Problem Too much equipment Wrong equipment Proliferation of vendors and equipment models Redundant layers of printing Fragmented purchasing Poor management and monitoring Wasteful environmental practices

7. The Solution Right size Consolidate the purchasing model Manage the output function

8. RFP Process Project Sponsors: • Campus CIO, CIO-HealthCare and Director of Purchasing Created RFP Team Consulted with Gartner Group Two Step RFP Process

9. The Contract A partnership between a single vendor and the university via a six year contract with two - two year renewal options. Price per impression; one for black and white and one for color Vendor owns equipment and is responsible for maintenance, service and supplies (except paper) Service response time of two hours; fix in four hours and hot swaps for hospital areas

10. The Contract (cont.) Vendor provides “blue book” credit for useable trade in equipment Seventy five percent credit on useable toner supplies Vendor transports redundant equipment to the university’s surplus area On site maintenance and technical support

11. Implementation Plan Voluntary Program, Mandatory Contract Phased Program: • Pilots • Early Adopters Communication Plan Bridge Program Assessment Process

12. Results to Date Average Overall Savings: 36.2% Average Device Reduction: 60.4% Estimated Annual Savings: $2.5 million Annual Electricity Savings: $107,000 Annual Paper Reduction: 920,000 sheets Annual CO2 Savings: 181,000 lbs.

13. Business Process Improvements Internet Faxing Lock Printing Print Awareness Increased Security

14. MPS Program Benefits Use of multifunction devices to reduce physical space requirements, energy consumption and supply storage space requirements Utilize scan-to-email to distribute documents electronically to reduce paper usage Using digital technology to print materials on-demand; where and when needed to reduce obsolescence and document storage requirements Creating electronic document workflows to reduce hardcopy outputs

15. Additional Information MPS website www.uky.edu/mps Shared MPS e-mail ukmps@uky.edu Contact information Bill Harris harriswl@uky.edu Denise Finn denise.finn@uky.edu