Ricoh Managed Print Service: Frequently Asked Questions
Northwestern is transitioning from a multiple copier environment to one vendor, Ricoh, and then implement fully centralized and optimized Managed Print Services to provide enhanced print services across campus by August 2022. This page provides answers to commonly asked questions about the transition. Please note, as the project progresses, newly added or updated FAQs will be identified by an asterisk (*).General Questions
What is an MFD and what can it do for me?
An MFD, or multi-function device, is an office machine that incorporates the functionality of multiple devices into one, to provide centralized document management/distribution/production in a large-office setting. The Ricoh MFDs will allow users to print, scan, photocopy, or scan to email or a cloud drive. Some devices can also fax.
What are Managed Print Services?
Managed Print Services (MPS) are services offered by an external provider (Ricoh) to optimize or manage document output. The main components provided are needs assessment, selective or general replacement of hardware, and the service, parts and supplies needed to operate the new and/or existing hardware. Ricoh will provide these services and manage the software and hardware infrastructure, which will allow users to print, scan, and copy from these devices.
Will there still be a copy center for larger print jobs such as class syllabi?
At this time, the Ricoh MPS (Managed Print Services) will not replace the copy center services that are available through Quartet for larger print jobs, nor will there be any option to divert larger jobs in the print queue to Quartet printing. Users who know they have a significantly larger print job, such as printing multiple copies of a large paper or class syllabus, will need to go directly to the copy center to leverage that service.
Can you tell me about end-user training for the new Ricoh MFDs?
Training will be available to departments, schools, and office areas as Ricoh replaces older copier/MFD equipment for new Ricoh MFD devices. There will be training options online, as well as written documentation around how to use the MFDs. You can contact the Ricoh Account Manager at 312.470.3523 to arrange for training. Ricoh can provide in-person training or remote training via Teams or Zoom if your department feels more comfortable with remote sessions.
Hardware Replacement
How will I know when older MFDs are to be replaced?
Ricoh’s Northwestern account manager, Bill Jepson, will reach out directly to primary contacts in each school, department, or unit that currently has either a Ricoh device, or one from another vendor. The focus will be first on devices whose leases have expired. Ricoh will contact each group individually and meet with them to discuss their specific printing needs and then work to identify the best models to meet their needs. Ricoh will then coordinate the timing of any equipment replacement. If you know that your current lease has expired and you have not been contacted yet, feel free to reach out to the Bill Jepsen, Ricoh account manager, at william.jepsen@ricoh-usa.com.
How should I prepare for a needs assessment discussion with Ricoh?
Ricoh will need the meter counts and monthly lease rates on existing equipment, as well as confirm the lease end dates for non-Ricoh machines. They will also want to know whether fax or hole punch features are required, any specific space constraints for the locations of MFDs, and if there are any specific student-printing requirements.
How will toner replacements be purchased, managed, and installed?
Toner costs are covered by the cost per click or page that departments will be charged for printing. Ricoh will know when a unit’s toner is low and will send toner out in advance. Details of who will change toner out and how this workflow will happen have not been determined and may vary from school to school or department to department.
I heard that there will not be any leases on the new program. When will this change take affect?
During the initial phase of the Managed Print Services program, you will continue to pay for a lease, plus your monthly usage (B/W and Color usage). We are targeting Fall 2022 for the start of the new billing model.
What will my new lease payment be during Phase One of the MPS program?
Lease payments vary based upon model and configuration. On average, departments have been realizing approximately 40 percent savings on their lease payments when moving to the new program.
How will the new billing model be for schools and departments for faculty and staff printing work?
A cost per click (CPC), or cost per page will be charged for each page printed within the MPS. This cost will include the cost of the MFD, toner, and support. Currently, paper is not part of the cost per click. Ricoh will invoice Northwestern monthly for all printing. Schools and departments will be invoiced monthly based on their faculty and staff printing. Payment will be accomplished via a journal. Ricoh can provide detailed reports that will allow schools and departments to break down costs across their areas.
Students will continue to have their own accounts where they are charged individually for their printing.
Students will continue to have their own accounts where they are charged individually for their printing.
My current MFD is working fine. Do I have to upgrade it?
As part of the new Managed Print Services program, it is important to upgrade to one of the approved Ricoh models. This ensures that your unit will be compatible with the eventual Northwestern Print services.
What happens to my old copier?
When you receive your new Ricoh copier, it will be necessary to return your old copier to your current vendor.
- Current Ricoh customers—Ricoh will arrange for the pick-up and return of your current Ricoh copier when the new unit is delivered.
- Regal and Gordon Flesch customers—The department is responsible for contacting the Regal or Gordon Flesch representative to arrange for the pick-up of your old unit. Best practice is to schedule the old unit to be picked up one week after the delivery date of your new copier. This will allow Ricoh and your local IT support group ample time to coordinate schedules and install your new MFD.
My department owns a copier, but I would like to have it upgraded. When can I do that?
Currently, we are targeting the replacement of owned MFDs in September 2022. This would allow departments that do not currently have a monthly lease payment to move directly to the eventual “usage only” model.
Are personal printers and network printers being replaced as a part of this project?
Individual printers and shared network printers used by faculty and staff across all the schools and departments are not in scope for this project–only existing MFDs. However, the MFDs will provide shared printing for the areas they are installed, and schools and departments could consider moving all their printing away from single-function printers to the Ricoh MFDs. Departments will have to continue to pay for support, toner, maintenance, and replacement of their existing printers in their areas, so there is great potential for cost savings in shifting away from local printers to the Ricoh MPS. We encourage departments to consider making a shift away from printers for environmental reasons as well.
Managed Print Services
Who will be able to use the Ricoh MFPs (Multi-Function Printers) in this new managed print services?
The Ricoh MFDs will provide printing, copying, and scanning services to all Northwestern faculty, staff, and students.
Where will MFD devices be located?
Ricoh MFDs will be in offices and spaces in all the schools, departments, and buildings across campus. They will be in areas that are convenient for faculty and staff. We anticipate that units will also be in many public areas easily accessible by students, such as the University Libraries, Norris Student Center, and residential halls to provide locations for student printing as well.
What is secure printing?
Secure printing means a user will have to provide some means of authentication to release their print job at an MFD. Print job will not print automatically or directly to the MFDs—they must be released first. This prevents sensitive print jobs from being released and picked up by anyone but the person who sent the print. Direct printing will still be an option if there is a business case to support that method.
What features will be provided in the Ricoh Managed Print Services for Northwestern?
- Follow me printing allows users to print to a shared network print queue and release their print job from any enabled Ricoh MFD across campus. The print job does not automatically route and print pages to a specific printer. The user must authenticate at a selected MFD device to print. This ensures printing is confidential to the user and reduces printed waste from documents left uncollected at the printer.
- Mobility Print simplifies the printing process for bring your own devices (BYOD) and other end-user managed devices, such as smartphones, tablets, laptops, or Chromebooks. It delivers secure network print services for iOS, Windows, macOS, Android, and Chrome. It allows both managed and unmanaged devices to securely print to an MFD device on your network.
- Email to Print allows users to print by emailing their documents to a special address which will add the print job directly into the print queue. No client software or drivers are required, providing a straightforward way for your organization to print from any device that can send an email.
- Webprint is a driver-less printing service that allows authenticated users to print by uploading documents from a web browser. No client software or driver installation is required.
How will I release a print job?
The print job does not print directly to an MFD but is sent to a print queue that can then be released at any Ricoh MFP (Follow me or Find me printing). The user will have several options for authenticating to release a print job including using your Wildcard Proximity chip or scanning a QR code associated with the specific MFD/Printer with your cell phone. The last option is to authenticate on the MFD by typing in your NetID and password.
What operating systems are supported by the Ricoh MPS?
Drivers will be available for Windows, iOS, and Linux. In addition, mobility print will provide new options to allow for printing from other devices such as smartphones and tablets.