Northwestern University has partnered with Ricoh, USA as the single provider for multi-functional devices (MFD) to implement a Managed Print Service (MPS).
The service, branded Northwestern Print, is a comprehensive print management program across both the Evanston and Chicago campuses for the use of faculty, staff and students.
Ricoh manages the hardware multi-functional devices and Single-functional devices (SFDs) as well as the software, repairs, maintenance, installation, consumables (excludes paper) and related management and support services for the Northwestern University print output environment.
This service is aimed at shared multi-function copiers and at this time does not incorporate personal printers. This initiative could not have happened without the broad group of representatives from our schools and units who served on our planning and testing committees.
Ricoh's recommendation for each unit is based on pre-pandemic printing volumes as well as the unit's needs as discussed with the primary contact. Available configurations and features — both default and customized — vary with each model.
Any unit can make a formal request for a configuration that is different from the standardMFDs. The exception process is still being formalized.
Benefits to the Northwestern Community
Northwestern Print unifies our print services (in what is known as a managed print service or MPS) across the Evanston and Chicago campuses to have a better user experience, save money, and make printer maintenance easier.
There will be a higher quality, more consistent user experience.
Follow me printing: print jobs can be released at any available device.
Touchless and secure print job release: tap to print with Wildcards or mobile devices using QR codes.
Alternative print options: options include email-to-print capability and mobile printing directly from phones and other devices.
Secure printing: users must authenticate to release prints – which reduces waste around jobs, supporting sustainability campus efforts.
Improved support and maintenance: support for print and copy services across both campuses for print devices based on service level agreements.
Vendor support: support of all Ricoh Multi-functional Devices and printer hardware.
Ensure data security configurations: configurations meet or exceed the minimum-security requirements set forth by the University.
Uniform process: implement a process for university departments to acquire, install, operate, retire, and maintain multi-function devices.
Departments that have already transitioned to a new Ricoh printer have seen budget savings compared to their copiers from the previous contracts.
In addition to the monthly fee for the device (rate varies) and a price per printed page, under the Northwestern Print service there will be an additional monthly infrastructure fee for software and services (about $36.59) and a one-time licensing fee (about $425).
We anticipate that most departments will still save about 20% compared to their previous copier even when including the above additional costs.
Better reporting will now be available to local administrators on printing costs.
Greener printing with reduced waste.
Reduce total life-cycle costs by standardizing devices and per page costs, and right-sizing our fleet of copiers and printers across the University.
Ricoh will now take on the bulk of the work to manage devices, freeing up Northwestern employees' time.
Ricoh will automatically send new supplies, be notified of service needs, perform maintenance and replace copiers as needed.
Printing Standards for Northwestern Print
Northwestern Print provides print services across the entire academic community, including faculty, staff, students and guests. These Printing Standards are intended for all members of the Northwestern community who will be a part of Northwestern Print. They provide guidance to Northwestern University schools and departments on key components of this solution and how print services are provided across campus. They will outline the objectives and practices around Northwestern Print. These standards are being reviewed currently.
Service Oversight
Northwestern University has transitioned from an implementation project to a deployment of Northwestern Print across the community. A Print Management Advisory Group will be formed and will work directly with NU Procurement and Ricoh to provide the necessary guidance and governance for the Northwestern Print service. There will be representation from across the schools.
Project Status
Northwestern Print went live in July 2023 and is now providing print services to many schools and departments across both campuses. Now that the solution has been successfully implemented at Northwestern, Ricoh is working with remaining schools and departments to onboard their existing devices into Northwestern Print. We anticipate that this will be completed by the end of spring quarter.
As a part of this implementation NU Print, formerly run by the University Libraries to provide printing services for students, was also migrated to Northwestern Print. For more information about student printing services, please visit the Ricoh Print FAQs page.