University of Glasgow. Strategy/Policy Statement. University of Glasgow Provision of Printing

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1 Print Nov Jan P a g e 1. Purpose 2. Scope The document is designed to detail how print solutions should be deployed in line with the University of Glasgow s Print Strategy. By following the strategy, the University of Glasgow can simplify technical support, reduce impact on the environment and realise cost savings. This document provides the requirements for installing new print infrastructure within The University of Glasgow. The document is intended for Schools,Research Institutes and administrative departments. The scope is limited to Office and Print Room printing (printing from University Computers). It is expected that specific site solutions would be created in consultation with the Managed Print Project Team. These guidelines should be used for all new offices and refurbishments. Separate projects will be instigated to revise existing infrastructure. 3. Intended Audience All personnel who are responsible for the implementation of print (document output) infrastructure, print strategy or ordering of fax, print, scanning or photocopy devices or the approval of such orders - should read and understand this document. 4. Strategy Statements of Intent 01 Sustainability The University has signed up to the Universities & Colleges Climate Commitment for Scotland and has agreed a 5-year carbon management programme with the Carbon Trust, committing to a 20% reduction in total CO2 by The managed print project seeks to reduce CO2 emissions arising from print activity by up to 40% No Local Printers Local printers are typically only used by one person; they: represent a poor return on investment cannot be remotely managed, increasing the cost of support are not monitored so usage reporting is difficult. If, by exception, a 1-1 user-to-device ratio is required, it should be networked: so that usage can be tracked s o t h a t i t i s easier to support remotely Page 1

2 Print Nov Jan P a g e s o t h a t t h e U n i v e r s i t y I T s u p p o r t t e a m avoids driver distribution issues because printer drivers for networked printers are only held on print servers. It is recognized that printers purchased from research grants will not be removed. 03 Consolidate Devices Devices should be capable of servicing 20 users. Location and number of devices will, however, need to be flexed, in order to fulfil specific local site and business needs. Page 2

3 Print Nov Jan P a g e The reduction in devices will also offer energy savings. 04 Consolidate Functions Where print, fax, scan and photocopy function are required, a Multifunction Device (MFD) should be deployed. The advantages of having all functions in one device are: lower capital cost lower running costs easier to support occupies less office space. 05 Acceptable Distance The project will have a maximum distance to walk to a printer in line with the Procurement Scotland Regulated Framework (a maximum of 30m for mono and 60m for colour) where building configurations allow. Most devices will be Black and White. A Colour device should not be a user s default choice. 06 Approved Devices Only approved print devices available in the Canon Current UOG Catalogue should be deployed. These have all been tested to ensure a level of quality to meet the University s needs. The print drivers have been tested for compatibility with our existing systems and print server infrastructure. Agreements are in place with an approved supplier under the Procurement Scotland Framework Agreement. 07 Follow-Me Printing Follow-Me or Pull printing allows users to print to a single (generic) queue instead of requiring to use a separate driver for each printer and knowing which is being selected. In practice, this means that a user can print securely to the same queue, no matter where s/he sits in a building, while preserving confidentiality. The release of print jobs or use of devices requires user authentication, providing both a confidential service and usage reporting. If a device is out of service, there is no need to resend the print job, as it can be collected from another device. Computing devices being deployed will be checked by Canon to ensure that the University of Glasgow follow- me print solution can be supported on the device or deployed with additional hardware validated by Canon and its partners to work with the current deployed Safecom system. Page 3

4 Print Nov Jan P a g e 08 Proactive Monitoring Devices will have proactive monitoring, meaning that alerts will be generated when a consumable is low or the device has a technical issue. A support structure should be in place to handle these alerts before devices are deployed. In practice, from early 2014, the supplier will provide on-site support for toner replenishment and breakdown attention. More serious technical issues will be reported directly to the hardware vendor where possible through the University s IT Helpdesk facility. 09 Reduced User intervention Users will not normally be required to replenish toner, from early 2014, the supplier will provide on-site support for toner replenishment. Paper Jams or any technical fault should only be addressed by IT Services trained operators or Canon s onsite team of dedicated support personnel. There will be designated local representatives who may undertake the refill of paper and provide first line triage. This will be agreed on a site by site basis. 10 User Engagement No device should be deployed without first engaging the users of the device to capture any special printing needs. Applications utilised by the user group need to be checked for capability with the proposed print solution. 11 Automatic Stand-by mode Automatic switch to stand-by mode after a defined period of non-usage reduces power consumption and cost. User intervention will reactivate the device within a short time. 12 Automatic shutdown (Sleep) Mode Ability to shut down and start up the device at certain times of the day (i.e. at night) also reduces power consumption and cost. User intervention should be able to reactivate the device within a reasonable time. 13 Duplex Printing All devices should have the ability to print duplex, saving paper and reducing cost. This will be set as default on all queues. 14 Automatic Delete The ability to delete automatically print jobs that have not been printed within a defined time period.e.g. 72 hours. This clears down the print queues and prevents overloading of the servers. 15 Scan to Scan to will only be available after user authentication. Page 4

5 Print Nov Jan P a g e Scan to will also be restricted addresses only to comply with University of Glasgow requirements Page 5

6 Print Nov Jan P a g e 16 Scan to Network Share Any MFD being deployed should be capable of submitting scans to a network share. This will support software workflow requirements, for example Expense Manager (GEMS). This will not be configured by default. 17 Exception Approval It is recognised that there will be exceptions to the deployment of shared devices in certain circumstances. These commonly include, but are not limited to: Desktop printing requirements for staff with physical disabilities; Inability to install shared devices due to fire regulations; Inability to install shared devices due to limitations on network port installation (for example, because of identified asbestos). All exceptions to the University of Glasgow Guidelines must be approved by the Head of School or Research Institute or service department manager (or his/her nominee), following which, in order to promote consistency of approach, they will require to be approved by the University Managed Print Project Group. Canon will establish the circumstances in which this is necessary when preparing and agreeing the PSR with the relevant area. 18 Lifecycle Management Lease Devices No lease device should be older than 5 years. Page 6

7 Print Nov Jan P a g e 4.1. Statement Summary Table Statement Statement Detail 01 Sustainability 02 No local printer 03 Consolidate Devices 04 Consolidate Functions 05 Acceptable Distance 06 Approved Devices 07 Follow-Me Printing 08 Proactive Monitoring 09 Reduced User intervention 10 User Engagement 11 Automatic Stand-by mode 12 Automatic shutdown (Sleep) Mode 13 Duplex Printing 14 Automatic Delete 15 Scan to 16 Scan to Network Share 17 Exception Approval 18 Lifecycle Management Lease Devices Page 7

8 Print Nov Jan P a g e 5. Roles and Responsibilities Role During initial implementation: Chair, Managed Print Group During initial implementation: Chair, Managed Print Group Summary of Responsibilities Owns the strategy, policies and procedures involved with print infrastructure Engineering and design of the Print solutions 6. Training Requirements All personnel using this document shall read and understand the content of this document and record this in their training records. The approved supplier of printers, Canon, will provide initial training on the devices installed and will also train super-users in the University s buildings. This on-site training will be supplemented by a range of online training materials. Usage of the devices should be in line with training received and technical issues should be referred to the IT Helpdesk. 7. Procurement of Printing Devices and Related Consumables Prior to Managed Print being Established It is intended that the Managed Print solution will apply to the majority of the University s buildings by 31 July In the interim, printers should not be purchased without the express consent of both the College/ University Services IT Manager and the Head of School or Research Institute or service department manager. Toner purchases should be carefully controlled to avoid excess of stock for desktop printers being accumulated. In particular, users should not order toner for a printer for use over a period of more than 1 month at a time. When the managed print solution is rolled out NO printer devices should be ordered outwith the Canon agreement without the express consent of the College/ University Services IT Manager and the Head of School or Research Institute or service department manager. Page 8

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10 Print Nov Jan P a g e 7. Glossary Item Definition Duplex Providing hard copy output on both sides of a sheet of paper Global Print Strategy Top level strategy of how printing is undertaken LDAP Lightweight Directory Access Protocol LOC Local Staff MAN Metropolitan Area Network MFD Multi-Functional Devices Monochrome Refers to output using black and shades of grey only OS Operating System SAN Storage Area Network SCS Systems and Communications Services Simplex Providing hard copy output on only one side of a sheet of paper SR System Requirement 8. References Item Document identifier 9. Revision Details Version Date Prepared By Description of addition/change number Nov-2013 Peter Mitchell Creation Page 10