About the University

1. Managed Print Services (MPS); Three Years LaterA Partnership between The University of Kentucky and Ricoh USA

2. About the University • Annual budget of 2.7 billion dollars • 29,400 students • 12,400 employees • Main campus; 726 acres, 9.5 million sq. ft. of space • Includes 3 hospitals and 18 medical centers and clinics • 8 National Titles in Men’s Basketball

3. What is Managed Print Services (MPS) Managed Print Services (MPS) • A service offered by an external provider to analyze and manage document output to reduce the total cost of ownership and improve efficiency and productivity MPS Includes • Equipment, maintenance, repairs, software and supplies • Guaranteed service level response times • Flexibility of equipment changes • Simplified billing utilizing a cost per impression model

4. The Problem (In the beginning) • Too much equipment • Wrong equipment • Large number of vendors and equipment models • Decentralized purchasing (multiple vendor contracts) • Inadequate management and monitoring • Wasteful environmental practices

5. The Solution • Right size equipment through department needs assessments • Consolidate the purchasing model • Standardize equipment models with approved equipment list • Web monitoring system for supplies, service and billing • Promote solutions that help the environment • two-sided printing • enhanced/secure lock print (follow me print)

6. The Request For Proposal Process Executive Sponsors: • Campus CIO • Healthcare CIO • The Chief Procurement Officer Support from Administration obtained Formed RFP Team Created two-step Request For Proposal (RFP)

7. The Contract • A partnership between UK and Ricoh; a six year contract with one three year renewal option • Price per impression; one for black and one for color • Vendor owns equipment and is responsible for maintenance, service and supplies (except paper) • Service response two hours, fix in four hours, hot swaps • Mandatory contract; voluntary program

8. Implementation Plan • Phased Program: • Pilots • Early Adopters • Communication Plan • Bridge Program • Assessment Process

9. Unanticipated Program Benefits • Simplified Invoicing • Single monthly invoice uploaded into SAP; charges automatically deducted from cost centers • Billing History • Billing statements are uploaded on website for verification and budgeting purposes • Device Security • Each device equipped with a hard drive erase kit and locked down with secure password

10. MPS and Beyond • Rightfax Server Integration • Eliminates the need for analog fax lines and allows incoming faxes to be routed to email • Mobile Print Solution for Students • Allows students to print from any mobile device with email access • On-site Production Printing • Three onsite Document Service Centers to support faculty, staff, and students (finishing, binding, poster printing, laminating etc.)

11. The Results (3 Years Later) Average Overall Savings: 30.6% Average Device Reduction 50.9% Estimated Annual Savings $1.53 Million Annual Paper Reduction 3.4 Million Sheets Annual CO2 Emission Savings 549,469 lbs Space Savings 8,906 Sq. ft.

12. Questions and Discussion Contact Information: Bill Harris, Chief Procurement Officer, University of Kentucky HarrisWL@uky.edu Denise Finn, Associate Director of Purchasing, University of Kentucky Denise.Finn@uky.edu Brad Mullins, Strategic Account Executive for MPS, Ricoh USA Brad.Mullins@uky.edu