Solutions Report. PaperCut MF 10.3 OVERVIEW. BuyersLab.com

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1 Solutions Report A BLI Network Device Management Software Assessment JULY 2010 PaperCut MF 10.3 OVERVIEW Feature Set... Value... Ease of Administration... Data Analysis and Reporting... Ease of Use... Compatibility... Software Integration... Security... Dealer Support and Training... Customer Support and Training... Documentation... Global Business Readiness... Upgrade Path... With an increasing desire to reduce waste, recoup costs and provide improved print/copy job access and security, schools and businesses are in need of an accounting and cost recovery system that is easy to use, efficient, and affordable and that can work in a heterogeneous computing environment. PaperCut MF is an easy-to-use, low-cost, cross-platform solution that facilitates tracking and charging for copy, print, scan, and fax jobs through authentication cards or user login at the device.

2 What is Accounting & Cost Recovery? Document output is a significant business expense, but one that an accounting/cost control and recovery solution can greatly reduce. This type of software is designed to help improve productivity and eliminate waste by automating the tracking, managing, monitoring and recording of print, copy, fax and scan pages and their associated costs and job attributes. There are various types of systems. Accounting and cost-recovery solutions place an emphasis on tracking the printing/copying behavior of individual users or departments so costs can be billed to the correct in-house department or an outside client. Costcontrol solutions take that tracking a step further, analyzing the cost of each output job and implementing rules that govern such output, such as enforcing duplex printing to save paper, limiting the number of color pages an individual or department can produce, or prohibiting color printing from certain applications (most often Web browsers). Some cost-recovery solutions cross over into the print re-routing area, offering the ability to send print jobs to a lower-cost device on the network. A significant requirement for educational facilities, libraries and copy / print service centers is to enable Pay for Print, so that the cost of provisioning can be recouped or for example limited to an appropriate budget, quota or reasonable limit. Product Profile Product: Version: 10.3 Software developer: Server Requirements: Client requirements: Supported Devices: Suggested Retail Price: Availability: Service: PaperCut MF PaperCut Software International 512-MB RAM (1-GB recommended); 300-MB hard disk space (plus additional storage for logs and print history); Windows 2000 or later, Linux, Novell, Mac OS X Server 128-MB RAM; 70-MB hard drive space for local installation (though Web-based zero install deployment recommended); Microsoft Windows 95 or later, Apple Mac OS X 10.3 or later, most modern Linux and UNIX distributions (requires Java 5.0) Embedded/On-board solutions for copy/fax/scan tracking and print release: Ricoh-family ESA (Embedded Software Architecture) devices, Sharp OSA (Open Systems Architecture) devices, Xerox devices (via Xerox Network Accounting), Lexmark esf (Embedded Solutions Framework) devices, Konica Minolta devices (via OpenAPI), HP devices (via Chai SOE DSE) and Toshiba devices. Other platforms for which the solution is under development include Kyocera Mita (expected release date August 2010), Canon and Samsung (expected release date December 2010). Hardware terminals: Where embedded/onboard solution is not available, or does not meet requirements, copier hardware terminals are available for most copier devices. Pricing for PaperCut MF is based on the number of users and number of MFPs supported. The price includes all site printers at no additional cost. For a small educational installation, a 1,000-user license and one MFP license with support for unlimited servers and printers (all features included) totals $1,006. Additional MFP licenses are priced between $215 and $335 per device based on functionality, with a 50 percent discount applied to sites with more than 20 MFPs. A larger implementation, say 30,000 users with 100 MFP licenses, will cost $28,812. Additional onboard licenses range from $ to $ A 50-user business license with 3 MFPs is priced at $1,533. The solution is available directly from PaperCut as well as from authorized resellers. Premium Upgrade Assurance is priced at 20 percent of total cost per year. Support includes all upgrades, fixes, remote phone, live chat, and support from PaperCut support desk which is available 24 / 7. 2

3 What We Thought PaperCut began developing cost-recovery/accounting software in 1999 primarily for education institutions. Today, in addition to having major universities and small colleges worldwide as customers, PaperCut is seeing significant growth among general business customers. Much of PaperCut s appeal can be found in its highly compatible configuration. PaperCut MF is the only cost-recovery solution BLI has evaluated that is cross-platform compatible, supporting Windows, Mac, Linux and Novell network operating system environments. The solution is also compatible with a wide range of embedded software platforms from the major manufacturers including Ricoh, Xerox, Konica Minolta, and Lexmark as well as add-on terminals and integrates with a number of third-party campus billing and accounting systems and card reader support. During hands-on testing, BLI technicians were especially impressed with Paper- Cut s stellar ease of use. The software also offers extensive reporting capabilities and advanced features such as the ability to enforce quotas by user or department, restrict printing from particular applications (such as Web browsers), and to re-route jobs to lower-cost devices. Moreover, its very competitive pricing makes it Paper- Cut MF worth a look for organizations in search of an affordable accounting/costrecovery platform. Strengths Weaknesses Affordable copy/print/scan/fax control and tracking Easy to install and maintain Browser-based administration and reporting Cross-platform solution works with most network operating systems Compatibility with wide range of hardware, including leading embedded platforms Environmentally responsible printing where job based rules, routing, and user notifications can be fully customized No support for other trackable costs, such as shipping 3

4 Feature Set PaperCut MF has a robust feature set that brings it in line with the leading accounting/cost-recovery platforms in the field. The solution delivers the features one would expect, such as the ability to track copy, print, scan and fax pages as well as the ability to track color vs. black-and-white pages and set different prices for that output. PaperCut MF also offers staff billing for both single-user and shared departmental accounts, student quotas and charge-back, various methods for users to load funds into their accounts, and gateways for integration with third-party campus billing and accounting systems. What makes PaperCut MF more impressive is the advanced features it supports. For example, unlike some other cost-recovery platforms, PaperCut MF offers a secureprint feature that holds print jobs until the user authenticates at the output device, which keeps sensitive jobs secure and cuts down on the waste inherent with jobs that are sent to a printer and never retrieved. PaperCut MF also offers the FindMe printing feature, which allows users to send a job and then release it from any available printer instead of targeting a specific printer that may have a full queue or be out of service. Other PaperCut MF features usually found only in more expensive solutions include the ability to restrict printing by application and the ability to route jobs to lower-cost devices. The tab format and easy to view list helps give administrators a quick view of user status. The Web Print feature for driverless printing allows users to print by uploading documents from a Web browser with no client software or driver installation required. This is important, especially in an educational environment, where many students and staff use laptops and the overhead of managing driver installation and authentication is too high. (And note that the interface can be customized to the look and feel of an organization, including the use of corporate and college logos and colors.) 4

5 PaperCut provides walk-up copier users with the same set of application features provided in the print control area. These include end user authentication including integration with single sign-on; monitoring and control of photocopying (quotas, charging, allocation and logging), allocation of copying to accounts/departments/ cost-centers/projects, and the ability to release jobs from a hold/release queue (secure printing). End-user Web interface (e.g. for students/staff) with customized layout. Value Compared with competing products, PaperCut is a feature-rich cost-recovery solution that is very well priced. In addition, because PaperCut MF is browser based, it requires less of an investment in overhead, training, installation, and maintenance. Pricing for PaperCut MF is based on the number of users and number of MFPs supported. For a 1,000-user license and one MFP license with support for unlimited servers and printers (all features included), the cost is $1,006. Additional MFP licenses are priced between $215 and $335 per device (based on functionality), with a 50 percent discount applied to sites with more than 20 MFPs. 5

6 For a larger college or university educational installation, a 30,000-user license and 100 MFP license with support for unlimited servers and printers and online credit card Top Up via Pay Pal (all features included) totals $28,812. Additional MFP licenses are priced between $ and $ per device. For a typical business, a 50-user license and 3 MFP licenses with support for unlimited servers and printers (all features included) totals $1,533. It s important to note that pricing based on functionality isn t a reflection on Paper- Cut MF but on the available features of each onboard license. For example, Xerox Network Accounting does not support plug-and-play USB card readers; that means it has less functionality than say, Ricoh, Lexmark, or Sharp, which all do support this feature. Hence, PaperCut does not charge Xerox users the same price. PaperCut offers two ROI calculators on its Web site, one for education customers one for business customers ( Potential customers can plug in a few points of data to quickly call up an ROI estimate. (More extensive calculators are available for resellers.) According to the company, many PaperCut customers have reported that the software has paid for itself in less than 6 months. Ease of Administration Although PaperCut will assist in the planning and installation process for large organizations, such as a university with several satellite campuses, many of its customers find they do not need help. PaperCut recommends a little pre-planning before the installation gets underway, especially for large campuses. To assist with the project management and print policy changes associated with deployment, PaperCut offers a detailed step-by-step implementation guide that helps administrators properly lay the groundwork--crossing all the t s and dotting all the i s--before installation gets underway. A testament to the solution s ease of installation is that, according to the company, more than 30,000 site installations ranging from only a few users to many thousands of users have downloaded and self-installed the software without once requiring a PaperCut engineer to visit the site. PaperCut MF is installed on a server, and interfaces with server print queues and the network domain/directory environment for user authentication. In most environments, PaperCut MF would be deployed on an existing print server running any one of the supported operating systems. After server installation and depending on the features intended to be leveraged, optional client software and MFP embedded/onboard software may also be deployed. The client software, used for real-time account balance view and/or selecting Shared 6

7 Accounts via a popup, can be quickly deployed via a zero-install strategy. Normally this takes the form of running the client directly off a pre-configured network share via a login script. The installation of the embedded/on-board applications vary depending on model and make of device. The PaperCut MF embedded application is pre-packaged into the same installer. Installation can be as simple as uploading a file and tweaking settings via the copier s Web administration page. PaperCut MF is designed with ease of use in mind. Client setup is a snap, taking us less than five minutes to download and install. The Web tools used by the administrators are easy to use. On any page, you ll find a series of check boxes, clean easy-to-read tables, and simple drop-down menus that walk administrators swiftly through every step. During installation administrators can set the default cost-per-page assigned to the printers, as well as user quotas. (This can be adjusted later.) This is useful, for example, if you know all students on campus are allotted $10 a month for printing. Navigating through the solution s features is intuitive and familiar thanks to its use of well-labeled tabs. The home page has 10 tabs: Users, Groups, Accounts, Printers, Devices, Reports, Cards, Options, App Log, and About. Each has its own related attributes and fields for setup and managing the print network. All the printers on the network are automatically detected during installation. Click on the Printers tab, and a list of all the networked printers appears. An administrator simply clicks on a printer name to set cost-per-page or to set up an advance cost model such as a percentage discount applied for duplex printing. Administrators can also quickly apply restriction rules, such as to prohibit jobs of a selected size or automatically remove duplicate documents. Because PaperCut can be accessed through a Web browser, administrators can manage and configure all printers, monitor and compare printer use and load, define costs, and implement alerts, toner-level detection and find-me printing from one central location. 7

8 Thanks to integration with Active Directory and the directory services of a range of network operating systems, adding users to the system is practically automatic. To add users, PaperCut MF extracts user information out of the System or Domain, with the options presented varying depending on the operating system. While most sites import all users from the system/domain into PaperCut MF during installation, alternatively, a subset of users from a given group can be imported. The optional client software does not need to run locally, so there s no need to push out packages or manage future updates. Because PaperCut MF tracks printing on the server by interfacing with the server s print queues, client software is not required for general tracking and accounting. Client software is required to leverage advanced features such as allowing users to allocate printing to departments, expense accounts, cost centers or clients via a popup window. In an education environment the client software is usually deployed in a visible mode displaying a student s printing account balance. The account balance is updated in real-time and can be seen ticking down as the user performs printing. For professional organizations such as engineering firms that may have thousands of project accounts or clients, an advanced version of the client is available. This streamlines account selection with keyword search and a preferred list of accounts for common selections. 8

9 Data Analysis and Reporting HHHH Setting up reports is a snap, too. There are many different reports that can be generated in different ways. User, which runs reports on document output activity by user; Printer, which generates information on printer specs (models, serial number, IP addresses, etc.); Print Log, which allows administrators to list all jobs over a given date range; Internet Use, which provides information on Internet usage by network users; Group, which allows administrators to gauge output by group; Shared Accounts, which shows shared account usage; Transaction, which shows a summary of transactions and balance adjustments; Environmental Impact, which summarizes the environmental impact of print jobs; and Ratio, which summarizes relative printing costs between users, groups or devices. Within each of these report categories, there are pre-built reports that can be generated in one-click. For example: User, Last 30 days or Environmental, Art department. Administrators need only to check/un-check boxes in many cases to get the data they need. They can also choose the format in which to export the report just by clicking on one of three icons next to the check box: PDF, HTML, or CSV (Excel). There are 50 standard one-click reports available, which is competitive with other leading solutions. More advanced reports can be generated through ad hoc customization of filters and other report settings. Again, this is primarily done by checking boxes and choosing options from drop-down menus. Custom logos and text can also be added to the header of all standard reports. Scheduling reports is equally easy. To create a scheduled report, choose the desired report options, a reporting period (e.g. daily, weekly, monthly, custom) and simply press Add. This makes it easy to send a regularly scheduled report billing or invoice purposes, for example. Reports may also be scheduled to write to a file at given times allowing third-party accounting systems to load cost data automatically. BLI technicians found the process of generating, automating, and scheduling reports to be easy and intuitive. Advanced Scripting for power users 9

10 Ease of Use End users, just like administrators, interact with PaperCut MF through a Web browser. This means they can access their account from any computer, anywhere. The user interface is easy to navigate thanks to its clean and intuitive simple tab layout. End users have a set of Web tools that are well organized and immediately familiar, similar in feel to an online banking site, therefore no training is necessary. These tools enable users to track their own activity in real-time, check account balances, add credit, and even view their environmental impact. When an account balance is low, users receive a pop-up warning box when they initiate a print job, with the amount left in their account. To replenish, users need only to transfer funds, again, similar to online banking. Web Print lets students quickly and easily print from their laptops. Once set up, printing is a breeze. In addition to FindMe printing from networked computers in libraries and computer labs, students can print from their laptops anywhere on campus using Web Print. The student first selects a printernearby, which they can choose from a drop-down list or a list overlaid with a floor plan. Next the student selects the options tab, and chooses how many copies and which account to charge to. (The options are the same when printing from a networked computer, say in the computer lab or library.) The student then uploads the document, and the job is added to the print queue. The student can monitor the print progress of their jobs from their laptop. Compatibility PaperCut MF stands out from the crowd as one of the few copy and print control solutions that has complete cross-platform compatibility, supporting Windows, 10

11 Novell, Linux, Mac and Unix operating environments. This is an important feature for education institutions, which usually have a mix of platforms and systems, and note that more businesses are moving away from the all-windows environment, too. Just as importantly, PaperCut MF is also compatible with a wide range of MFP embedded software platforms and add-on hardware terminals from popular print and copy manufacturers. PaperCut points out that embedded solutions, whenever technically possible, will have the same functionality and user experience across the different platforms, so users don t have to learn different procedures for logging in whether they are at a Ricoh device or a Konica Minolta device, for example. PaperCut MF is currently compatible with Ricoh Embedded Software Architecture (ESA), Sharp Open Systems Architecture (OSA), Xerox Network Accounting, Lexmark Embedded Solutions Framework (LeSF), Konica Minolta (Open API), HP Chai SOE DSE, and Toshiba. Where embedded/onboard solution is not available, or does not meet requirements, copier hardware terminals are available for most copier devices. PaperCut MF embedded application on Ricoh PaperCut MF embedded application on Lexmark 11

12 PaperCut MF onboard application on Konica Minolta Software Integration PaperCut MF integrates with 12 different online payment services including PayPal, Cybersource, Blackboard, and CBORD. Export and import options, such as in CSV format, are available for the export/import of data to third-party accounting applications. PaperCut MF also includes a fully documented and open XML Web Services based API. This may be leveraged to integrate PaperCut MF with existing infrastructure such as student management systems or domain user provisioning processes. Security PaperCut MF is developed openly with the source code made available to customers. This has allowed major organization to review the code for security practices. Because college kids like to hack, PaperCut has made its code available to leading education organizations to review. An example of this was an independent security expert working for a college found an XSRF (Cross-site request forgery) security issue during a review in This issue was fully disclosed and quickly addressed in a subsequent release by the PaperCut development team. 12

13 At a software-level PaperCut MF leverages Active Directory security groups for access control. Administrators can be setup with different levels of access. For example, system administrators may have access to all features, while office staff is limited to reports and a sub-set of features such as account management. PaperCut uses SSL for communication and remote Web based administration ensuring sensitive data like passwords and account information is secured over the network. In addition to integrating with leading directory services for user authentication (Active Directory, LDAP, Open Directory, edirectory, NIS, PAM, Samba), PaperCut MF supports card swipe authentication (Magnetic Strip, HID, Mifare and others), and has secure print release and FindMe printing with secure release). Company Profile Software Developer/Vendor: PaperCut Software International Pty. Ltd. Status: Private Founded: 1999 Employees: Revenue: Not disclosed Dealer Support and Training PaperCut offers MFP manufacturers and dealers the opportunity to apply to become a PaperCut MF Value Added Reseller (VAR); VARs have direct access to PaperCut MF resources, online quotation and ordering system and PaperCut direct support. Alternately, MFP manufacturers and dealers can contact a local PaperCut Authorized Solution Centre (ASC) where fully trained sales and technical support staff offer sales and support of PaperCut MF. At time of this writing, PaperCut has 125 established resellers worldwide. Dealers or clients can chose to completely outsource all installation and support to a PaperCut ASC. Dealers can apply to become a value-added reseller backed by PaperCut technical engineers and sales staff. A global network of trained ASCs 13

14 and resellers has been established, ensuring local support can be offered in many countries and regions. Appointment of a reseller to the status of ASC is based on technical competence, product and industry knowledge, proven product installation and support. All PaperCut ASCs must be vendor neutral. There is no cost to become either an ASC or a VAR of PaperCut MF software. PaperCut provide a welcome link for new dealers wishing to find out more or apply in becoming a VAR. The linked site includes all resource materials and 40-day free download software for in-house testing and getting to know at no charge. In every instance PaperCut and their appointed VARs and ASCs acknowledge, support and respect that dealers will wish to maintain a direct single point of contact for both the document imaging hardware and the software, with the dealer remaining the key contact. The dealer may choose to provide all first-level support (phone, help desk) directly, utilizing PaperCut or PaperCut ASCs as secondlevel support as required. The option to outsource client installation, configuration, training and ongoing support to a local ASC is offered under agreement between the dealer and local ASC. For very large sites, PaperCut can assist (remotely) with the pre-installation and configuration check to ensure that the software can be deployed properly. PaperCut reserves the right to apply either a daily or fixed system fee for additional remote technical services. Customer Support and Training Direct ongoing software support is provided via PaperCut Australian and North American support help desks, ensuring quick resolution to problems 24/7, globally. With every new MF license purchased, PaperCut includes a 12-month support warranty covering software fixes, version upgrades, , and phone support. When there is a hardware terminal along with the software, a total support and training solution is provided by an authorized dealer or PaperCut Solution Centre Agreement. 14

15 Documentation A wealth of information and documentation includes an in-depth, yet easily-digestible, 444-page hyperlinked user manual that can be accessed online or downloaded. The company also offers a searchable knowledge base with hundreds of articles. All manuals have numerous screen shots and easy to follow instructions and explanations. In addition, users can post questions and receive answers from a blog and a discussion list. Global Business Readiness PaperCut is currently sold in more than 100 countries either directly from PaperCut or via a local VAR or Authorised Solution Centre and is translated into more than 17 languages, including English, Spanish, Japanese, Chinese (Traditional and Simplified), Portuguese, German, French, Korean, Russian, Italian, Dutch, Finnish, Serbian, Slovakian, Slovenian, Turkish. An established network of resellers and Authorized Solution Centres (currently 125 worldwide at time of writing) add to the company s support and help desk facilities for dealers and clients that require local onsite support. Resellers are appointed as software only providers and are typically manufacturer dealers wishing to value add to their MFP and printer value proposition. Authorised Solution Centres offer sales and support of both PaperCut software and all value added extras card readers, payment gateways, value loaders, consulting services and are vendor neutral. Upgrade Path PaperCut reports that the company has a release often policy and averages a new release every 6 to 8 weeks. Upgrading is always optional and many organizations may only upgrade a few times a year; however the regular releases do ensure customers have access to new developments as soon as they become available. Applying product upgrades can be completed from within the software simply via an install-over-the-top procedure. PaperCut sends out an to the administrator, who then clicks on a link, which then takes him to a page where he can easily download the new upgrade. 15

16 The company uses an ongoing customer survey to carve out part of the upgrade path. Customers vote on what features they want to see in the next major version upgrade. PaperCut tallies the results in real-time, publishing them in its blog and implements the features with the most votes. In 2009, one of the most voted for features by educational institutions was the ability to print from a laptop or netbook without installing drivers, which is why Web Print is now a feature of PaperCut. 16