Estates & Facilities Directorate
Digital Print Services
Print Strategy
VERSION 1 – JULY 2016
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University of Wolverhampton
Print Strategy
Within the University of Wolverhampton “Print” is an area of activity that has a significant
impact on the student and staff experiences, on annual costs and on the organisation’s
carbon footprint. It encompasses:
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Print Hardware: Standard format print devices (A4/A3) throughout the University
estate, including multi-function devices (MFDs), desktop laser printers, scanners
and faxes and high volume printers and associated print finishing equipment in
the in-house print unit, Digital Print Services, (DPS). In addition it includes large
format print devices (at A2 size and above).

Print Software (print management and job ticketing software)
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The IT infrastructure that underpins print, which involves both hardware and
software
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The paper used on the print devices
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The toner used on the print devices
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Numerous processes followed in order to print, copy or scan
Therefore, given the scale and extent of print in the organisation, the University deems it
appropriate for the first time to take a strategic approach to managing “Print” in order to
ensure that:

The student and staff experiences are maximised

The cost of print in the University is controlled and reduced

The impact of print on the University’s carbon footprint is minimised
The University has therefore devised a new Print Strategy which is outlined below.
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1. Key Objectives
The key objectives of the Print Strategy are to:
1. Provide an “excellent print experience” for all users, students, staff and external
customers. This is an experience that is value for money, high quality, flexible, efficient
and easy to use.
2. Ensure that the print infrastructure is controlled to reduce cost and minimise waste.
3. Minimise the impact of print on the University’s carbon footprint.
In order to achieve the above objectives, the University’s Print Strategy will be:
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Centred on the end-user experience, ensuring that there is a consistent and
seamless experience encompassing all aspect of print/copy/scan.
Modern, encompassing the latest technological advances, including mobile and
BYOD (Bring Your Own Device) printing.
Based on a resilient and highly available flat IT infrastructure, with limited print
queues and devices that can be used by both staff and students.
Able to shape end-user behaviour, encouraging print at the most cost-effective
point.
High quality, offering the enhanced technical print capabilities in DPS to all users.
Easily Scalable – allowing the service to expand or contract.
Global – allow for University expansion overseas.
Environmentally sustainable, encouraging users to print less and reduce waste.
2. New Print Strategies
The following Print Strategies will be adopted in order to achieve the above objectives:
2.1
Removal of Desktop Laser Printers – Networked and Standalone
Desktop laser printers, whilst cheap to buy, are expensive to maintain, due to
the high cost of the toner cartridges and limited warranty. In addition they
can’t easily be centrally monitored for their print volume and there is no
proactive monitoring for faults. Therefore the University intends to phase out
their use. In future all print/copy/scan and fax requirements will be catered for
via the installation of MFDs, procured through DPS via the University’s
current Managed Print Services contract with Ricoh. The procurement of
laser printers will not be sanctioned, except in exceptional circumstances and
such instances must be approved by a CMT member. Jobs formerly
produced on desktop printers will move either to a local MFD or to the central
print room (DPS), dependent on their size.
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It is intended that dated and superfluous equipment will be removed during
the initial implementation period. Further, it is intended, with consultation,
that the remaining laser printers, when deemed necessary, will be removed
by the 31st August 2017.
2.2
Rationalising the number of MFDs
It is intended that all students and staff will have access to an MFD.
However, at the same time, the location and usage of the current MFD fleet
will be reviewed as part of a comprehensive Estate-wide audit carried out
jointly by the MFD supplier and the University. The new fleet will be tailored
to current and planned campus layouts and projected print volumes, taking
into account the volumes that will move to the MFDs as a result of removal of
most of the desktop printers. Where MFDs are sited in open areas staff and
students may share MFDs. This will lead to a reduced number of MFDs,
lower costs and a smaller carbon footprint. It is recognised that there will be
some areas where it not desirable or practical for student and staff to share
the same MFDs and each area of the University Estate will be reviewed on
an individual basis as part of the audit. Departments will be consulted by the
audit team where a change of layout is planned.
2.3
MFD Models
Under the new contract, the number of different models of MFD installed
across the University Estate will be reduced and the specification of the
models improved. In principal just two different devices will be offered:
o The main fleet will consist of 55 page per minute (ppm) devices, that print
at A4 and A3, in colour and mono. These devices will print, copy and
scan and offer collation and stapling. Jobs that require more complex
finishing, such as booklet-making and drilling will be directed to the
central print room (DPS), where the quality level and adherence to the
University Brand Guidelines will be controlled by DPS.
o Special versions of the full-size 55ppm device will be offered, which
include accessible versions, devices with lockable paper trays and faxenabled devices (although the intention is to phase out the use of faxes
where possible).
o An alternative mid-sized MFD that will print, copy and scan at A4 only in
colour and mono at 40ppm will also be available for those areas where
volume does not merit the full-size device.
o For smaller offices, or where space is limited, a small footprint 30 ppm
MFD model will be available. This will print, copy and scan at A4 only, in
colour and mono.
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All of the above devices will offer faster speeds and improved quality leading
to an enhanced experience for users.
2.4
Controlling the Point of Print
In order to ensure that all jobs are produced at the cheapest point of
production, at a suitable quality level and adhere to the University’s Brand
Guidelines, users will be encouraged to send jobs amounting to 200 sides or
more to DPS. This will be facilitated by using the “rules-based printing”
facility within the new print management software (Equitrac). At this stage
this will be “advisory”, however, it is intended that the advisory element will
be monitored over the first year of operation and consideration given to
further enforcement if necessary.
2.5
Reducing spend with external suppliers
All print jobs must be produced in-house where technically possible, to
reduce spend with external suppliers. The in-house print unit (DPS) must be
given the opportunity to produce all print jobs before they are sourced
externally.
Jobs that are beyond the technical capabilities of the in-house print unit will
be sourced externally by DPS on behalf of the University.
2.6
Timescales
For all jobs submitted to DPS it is imperative that any print production is
given due consideration with regards to set-up, print and delivery. For larger
print projects production timescales will be agreed on initial submission.
2.7
Scanning in the University
Secure scanning will be available to all students and staff, via both MFD
models. For security reasons this service will only be available via “scan to
email”, to “@wlv.ac.uk” addresses and this service will be fully auditable.
3. New Policy
The University has devised a new Print Policy (Estates & Facilities Directorate – Print
Policy – Version 1 – June 2016) which will be the vehicle for implementing and
controlling the new print strategy. This policy will be reviewed annually; or more
frequently if deemed necessary.
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