Campus Networked Multi-Function Device Project

At the end of fall 2017, proposals for providing campus wide networked multi-function devices for printing, photocopying and scanning were reviewed by Vice President John Hegman and Associate Vice President for Technology, Neta Counts.  The Canon Solutions proposal was selected.  The goals for this partnership is to improve the end-user experience and our business processes.  The resulting improvements in efficiency and productivity will

  • help reduce the total cost of printing and photocopying (device cost, supplies, accidental/unwanted print jobs)
  • align with campus sustainability efforts 
  • provide common features across campus (simplex/duplex, color/grayscale, scanning, faxing, sorting and stapling) at a single device
  • support "follow me print" capability where print job(s)
    • go to a print queue and
    • require you to release the job(s) you want to print at any supported device using your ASC ID card or by logging in at the device with your network account
    • can be printed at any networked device
  • provide mobile and email print options, specifically providing students living at Avery Glen an option for printing their work and releasing the print job at any device once the student is on campus

 Multi-Function Device Features

  • Two models, one with two 500 sheet trays and one with four 500 sheet trays
  • Print and Photocopy
    • Single sided and duplex
    • Grayscale and color
  • 50 sheet staple capability
  • Scan to email or USB drive
  • Queue based printing
    • Submit job to print
    • Go to any MFD device and release your job using your ID card or network login
    • Print jobs that have been release are removed the the queue
    • Submitted print jobs stay in the queue for 24 hours
    • Ability to print remotely using email print to queue

Change in Services

  • Office Services will close.  Anyone needing binding or laminating services will need to coordinate with off campus services. 
  • All current personal and network printers will be physically removed from service.  Some printers will be
    • repurposed in specific locations and become part of the new print management solution
    • e-recycled if they are deemed un-usable
    • sold to faculty, staff or students for home use
  • Print quotes will
    • remain in effect for students at $30.00 per year, averaging to 500 sheets per year (July 1st – June 30th)
    • be implemented for faculty at $200.00 per year, averaging to 4,000 sheets per year (July 1st – June 30th)
  • Students will be able to add printing funds to their account by various methods to be published at a later date.
  • Faculty who have met their quote will have additional print and photocopy fees charged to their departmental operating budget.
  • The ability to charge printing or photocopying to non-department, program or administrative office operating budgets will be handled through Canon Cost Center options.   An inventory of these type funds and who is authorized to use them will be conducted.
  • Device supplies will be provided as follows:
    • The college will purchase 100% post consumer recycled paper
    • ITS student assistants will handle paper delivery
    • When a device reaches 25% toner remaining, a replacement toner will automatically be ordered and shipped to the ITS Help Desk
      • ITS student assistants and Faculty Services members will help with installing toner in academic areas
      • Individuals identified in administrative locations will help with installing toner for devices located in their work area(s).
  • Network support sending and receiving faxes will be implemented.


Fee Structure

8 1/2" x 11" 8 1/2 x 14 11 x 17 Envelope Card
copy & print, grayscale single $.0489 $.0489 $.0489 $.0189 $.0189
copy & print, grayscale duplex $.0289 $.0289 $.0289 $.0189 $.0189
copy & print, color single $.1273 $.1273 $.1273 $.0773 $.0773
copy & print color duplex $.0873 $.0873 $.0873 $.0773 $.0773


Implementation Timeline

  1. Kickoff meeting Tuesday, January 23rd
  2. Device Management Server Configuration by Wednesday, January 24th
  3. Test Copier delivered to ASC ITS Monday, January 29th
  4. UniFlow Management Software Implementation Thursday, February 1st and Friday, February 2nd  
  5. Equipment delivered Monday, February 12th
  6. Device pre-configuration, Wednesday, February 14th - Friday, February, 16th
  7. Final device configuration Wednesday, February 21st - Friday, February 23rd
  8. Training Wednesday, February 21st through Friday, February 23rd
  9. Go Live Friday, February 23rd - Network printers will be disabled
  • Additional detail will be added to the timeline and email communications will be forthcoming


Information Share

  1. Department and Program Chairs meeting– Friday, January 12th
  2. Administrative Office Representatives meeting– Monday, January 22nd
  3. Faculty Academic Support Committee meeting– Wednesday, January 24th
  4. Student Senate meeting– Friday, January 26th
  5. Division Senior Budget Managers meeting, Monday, January 29th
  6. Irvine announcements
  7. Faculty Meeting, Friday, February 2nd
  8. Lunch-n-Discuss sessions, All sessions will be held in Evans, South Dining room
    • Monday, January 29th - 12:30 PM until 1:30 PM
    • Thursday, February 1st - 12:30 PM until 1:30 PM
    • Monday, February 5th - 12:30 PM until 1:30 PM
    • Thursday, February 8th - 12:30 PM until 1:30 PM
    • Monday, February 12th - 12:30 PM until 1:30 PM