Some important features to consider in implementation include:
- Establish systems to allow for privacy, such as requiring a password to release a print job. This is important for any users who need to print Personal Identifiable Information or other confidential or sensitive information.
- Consider other features that help reduce GHG and other resources, such as requiring all employees enter a code to release a print job (cutting down on forgotten or duplicate printing); setting all equipment and software to default to double sided printing; and default to black and white printing to save on the often significant cost of color printing.
- Build service and maintenance into the contract to limit downtime, as this causes more problems when devices are widely shared. This should include both regular preventative maintenance and service standards for rapid response to breakdowns.
- Build in time and resources to train staff on new equipment and new procedures.
- Develop procedures and requirements for both your vendor and your organization to track progress and implementation, and to make shifts if needed. Some factors that should be tracked on a regular basis include total imprints, imprints per machine, user satisfaction, downtime, etc. You also need to make sure your contract allows for making changes to the configuration based on this information, as you may find some office or units need more or less service.
- Tracking and estimating savings in paper usage, electricity, and the GHGs associated with those efficiencies. The Paper Reduction section has links to those.
In most cases, the best MPS solution emphasizes high-value service over the more traditional technology purchasing strategy based on lowest unit cost. These managed service contracts can deliver both cost savings and efficiencies.
The contract must establish a current cost and equipment baseline based on the assessment suggested in Step 1; define clear end-state savings targets; and establish milestones that chart progress between the two. The simplest and most visible way to measure savings is by using a consumption-based “utility” approach, i.e., cost-per-page, exactly as for a contract for electricity, gas, telephone or water. This allows savings measurement at the unit cost level, paying only for what is used, and makes costs absolutely transparent and predictable. Vendor selection should highlight key business drivers beyond cost and standard service-level agreement (SLA) goals. Also, make sure any contract includes the ability (internally and by your vendor) to continuously monitor the printing environment. The “Purchasing Resources” section includes several great guides for setting up the bid and contract language for managed print services
The MPS market is quite mature. Some vendors offer separate print assessment services, or MPS services. Some MFD and equipment vendors will also provide print assessment and PMS. Purchasers will be on solid ground to request documentation of baseline print impacts and changes post-PMS efforts.
Paper use also contributes to greenhouse gas emissions. To reduce emissions associated with paper production, the first priority is to reduce paper use. Some key strategies are outlined in the following papers:
• Reducing Paper and Ink Usage: https://www.epa.gov/sites/production/files/documents/paper_usage.pdf
• Promoting Double Sided Printing: https://www.epa.gov/sites/production/files/2013-09/documents/fec_automatic_duplexing
Buying recycled content paper can also reduce supply chain GHG emissions. For more information, see How to buy 100% Recycled Content Paper