FAQs | Comprehensive Office Print Initiative | Kent State University

Definitions

Local Printer

A network-connected printer that may include additional functions (e.g., scan, copy, fax) that is not intended for high-volume imaging and was not procured through Blue Technologies. Local printers typically serve a single office of no more than 10 users.

Multi-Function Device

A multifunction device, often referred to as an MFD, consolidates the functionality of a printer, copier, scanner and/or fax into one machine. 

Personal Printer

A non-networked printer serving one to five individuals (most often just one) and connected by a USB cable. This device may be configured through Windows print sharing to serve multiple users, but is physically connected to a single computer.

Single-Use Device or SFD

A network-connected printer with no additional functionality (e.g., scan, copy, fax).  This device only has printing capabilities. 

General Questions

What is the Comprehensive Office Print Initiative (COPI)?

COPI is a program to assess office copier/printer practices across all campuses, and identify potential efficiencies by optimizing current equipment and printing practices.

Kent State is implementing COPI as part of its strategic response to the Governor’s Affordability and Efficiency Report.

Oversight for implementation of COPI is the responsibility of the COPI Committee, a university-wide group that has faculty and staff representation.

What are the benefits of COPI?

This initiative will provide departments with newer and more efficient (optimized) printing technology, reduce print output costs with an estimated savings of $400,000 annually, improve the quality of services, reduce and/or eliminate toner purchases, significantly reduce paper costs, and reduce energy consumption by as much as 50 percent.

How will the COPI affect me as a staff employee or faculty member?

This program will provide new or enhanced capabilities and improved reliability. This includes:

Functionality

  • Secure print option
  • Scan-to-email
  • Two-sided printing
  • Faxing integrated with printing, copying and scanning on one device.

Capabilities

  • Newer, more efficient and reliable technology
  • Device supplies (toner) will be proactively ordered and sent to the department contact.
  • If a device is temporarily unavailable, capability to print to another device without resending the document from your PC.
How long will the transition take?

A pilot program took place during Fall Semester 2017, and the program will expand to the rest of the university beginning Spring Semester 2018. The transition is expected to take 12-18 months to complete.

What is "optimization"?

Optimization will involve relocating existing devices, adding new devices, removing older devices and removing assets that are underutilized.   This includes both networked devices as well as personal printers connected directly to business computers.  

Vendor Questions

What vendor will provide the printer services?

After an extensive state-wide bidding process led by Kent State, ComDoc/Xerox was selected as the vendor for this initiative, with an initial contract of five years. The contract provides for a new printer model which allows for “per click” pricing.

What services will ComDoc provide?

ComDoc will lead an assessment of printers and copiers in departments across all Kent State campuses. Upon the completion of each assessment, ComDoc will provide a recommendation on the number of multi-function devices (MFDs) needed for the respective department. ComDoc will also provide maintenance services for the recommended devices. 

How will the process work?

A ComDoc team will perform site visits (assessments) to gather a current printer/copier/scanner/fax inventory by location, establish a current average monthly volume and average monthly service costs. Based on that information a recommendation will be made on the number of copiers/printers needed for an office or department. Once the recommendation is approved, ComDoc will work with the department or office to remove identified printers and install new devices.

What will the assessment mean for departments?

The assessment will help determine if existing devices in a department need to be replaced, removed or relocated, as well as removing printing devices that are underutilized.  The assessment will include networked devices as well as local or personal printers in individual offices or work areas. 

During the department's assessment, ComDoc must be provided all printing needs to establish a clean evaluation.   Paper size capabilities, finishing capabilities such as stapling, hole-punching, booklet making, and fax capabilities are all important considerations.  However, each requirement will increase cost of the monthly lease. 

After ComDoc completes an assessment with a department, the COPI Implementation Committee will contact that department's IS/Federated Support to arrange a voice-of-the-customer (VOC) meeting to discuss ComDoc's suggestions.  Essential users and business managers are welcome (and vital) to attend their department's VOC to provide knowledge and feedback. 

Attendees at the department's VOC will receive the new printer layout plan, as well as, the costs for any new lease(s).  The VOC is usually arranged within two to three weeks of the department's assessment.  

What is the difference between a 'MPS' device and an exception device?

The Managed Print Services (or MPS) device program is through ComDoc.  This program considers a current university-owned device as a ComDoc device.  ComDoc places a sticker on the device and is required to provide all supplies and services.  There is not a lease on the machine; however, usage is monitored and charged back to the department's index.

A printer exception that has been approved through the COPI committee (waived) will allow the department to purchase supplies through GBEX and the maintenance costs will be the department's responsibility.  Any printer not supported by COMDOC under the MPS program, and not an approved exception (waived) printer,  will require supplies and maintenance to be incurred by the printer owners. 

MPS devices are reviewed by the COPI Implementation Committee before offered to the department as an opportunity.  

When can I expect the ComDoc team to be in my area?

Departments will be given advance notice before a ComDoc representative visit. The representatives will work with each area to find a time that is convenient.

How will my department be billed?

The process continues to develop.  However, at this time, departments will not be responsible for paying a monthly bill.  The charges will be delegated based upon the index provided to ComDoc upon agreement of new equipment and will be captured on monthly reports.

There are two charges associated with this initiative.  There is a monthly lease payment charge and a monthly usage charge.  Each charge may only go to one index per machine.  The department is accountable for re-allocating charges if more than one index uses the device.  ComDoc and Federated Services can apply 'Standard Accounting' to certain devices to assist in capturing departmental meter usage, if requested

Additional information to follow...

How will future printer locations be determined?

Printer capabilities and placement will be based upon the identified needs and feedback received from users during the assessment and the resulting recommendation.

Is this equipment environmentally friendly?

Yes.  ComDoc uses a superior ink technology that conserves raw materials, generates 90 percent less waste, and reduces energy consumption by up to 50 percent.

Will I have the opportunity to review my device after installation?

The COPI Implementation Committee is dedicated to ensure each department receives equal or better printing standards.  After installation, please email COPI if a review is required of the department's new current state. 

Equipment Questions

What if our department copier is new?

The university is working with ComDoc to identify those departments that have newer machines and to establish a prioritization protocol for the assessment of those areas. ComDoc will be responsible for final disposition and reallocation of assets for these departments.

Will local or personal printers be removed from offices when the new printers are installed?
Are there exceptions to the personal printer rule?

There may be business-critical exceptions for retaining personal desktop printers.  Those exceptions will be reviewed on a case-by-case basis and the individual or department must submit an exception request form

PLEASE NOTE: If your request is to acquire or to retain a personal desktop printer as a disability-related accommodation, please visit the Human Resource's Employee Accommodation Request page to complete the required accommodation forms.  The Office of Compliance will review the accommodation request forms, engage in the interactive process with the employee and the supervisor/department and notify the employee of the employee accommodation decision.

Any questions regarding this process should be directed to the Office of Compliance, Equal Opportunity and Affirmative Action at 330.672.2038 or aa_eeo@kent.edu.

Other exceptions may be granted on the basis of documented EIT, OSHA or other related requirements. An exception form must be completed and submitted to the COPI Committee for review.

Regardless of the exception, the funding for an approved local desktop device and its associated parts or supplies will be the financial responsibility of the department making the request.

Is there a standard local printer being recommended and supported by ComDoc?

Yes, ComDoc will be installing local networked printers for each request that is approved and installed.

How do I retire my non-MFD networked printer/local non-networked printer/networked or non-networked scanner or fax device?

ComDoc will remove and dispose of the Blue Technologies printers and select single function networked printers after the printing recommendations have been approved. Printers not disposed of by ComDoc will be the responsibility of the department for final disposition, following the University Facilities Management workflow.

Should you choose to retain your personal desktop printer or non-networked scanner or fax device, the university will no longer support it.  The employee will be responsible for maintenance and supply costs.

Who handles the disposal of local/personal desktop printers?

The current process through University Facilities Management (UFM) will continue to be used. See Moving and Delivery for details.

Who handles the support of personal printers?

Employees who have a personal printer that has not been approved for use will be responsible for providing their own toner and other supplies related to the device.

Are waste receptacles auto-replenished by ComDoc?
What should I do with leftover toner, including used or empty?

If your surplus toner was intended for use in your Blue Technologies device, Scott Schelat has graciously agreed to receive any Blue excess toner over at UFM for storage. Toner may be delivered through campus mail for Blue pickup. Please note "BLUE" on the box. If you have an abundance of Blue toner that needs shipped to Scott, please fill out a FlashTrack for moving services to pickup and deliver to UFM.

The mailing address for UFM is: 1787 Summit Street – Stock Room; Attn: Scott

To discard used toner cartridges in an environmentally safe manner, printer manufacturers have created programs to reclaim or dispose these cartridges. Due to their efforts, we are recommending that each printer manufacturer’s procedure be followed. This is an easy process guided by their own steps. The quick links to these procedures can be found below; simply find your manufacturer and follow the steps laid out to return your used toner cartridges:

Who should I call with questions about our department's new printer?

For service or supply related questions, please contact ComDoc at 1-800-321-4846.  For sales or training related questions on your new Xerox device, feel free to contact our ComDoc Account Executive, Luke Melrose at lmelrose@ComDoc.com or 330-776-4149.

Who should I call for assistance with our area’s Xerox printer or ComDoc supported printer?

If your ComDoc supported device (with the ComDoc sticker on it) is giving you problems, please contact your local IT support person. They will provide an initial assessment and contact the appropriate support group. If you cannot reach your IT support person, place a call through ComDoc’s telephone support at 1-800-321-4846. Alternatively, if you have a mycomdoc.com account, you could place your request through their website. Please have the printer ID number(located on the ComDoc sticker) and location available when you make the call. After the ComDoc ticket has been initiated, inform your local IT support person that a call was placed and the reason why.

Who should I call for assistance with installing our department's new printer on our computers?

Your dedicated local IT support professional will be glad to assist you with installation of print drivers and configuring email accounts to receive from the printer.

What is the turn-around time for service with ComDoc and how do we order supplies?

ComDoc has committed to a four-hour maximum turn-around time for all requested on-site service, and further commits to a guaranteed average equipment up-time of 93 percent. Service calls or supply requests can be placed 24/7 and will be responded to during normal business hours, weekdays from 8 a.m.-5 p.m. 

You can place a service request with ComDoc via phone at 1-800-321-4846 or via email at ComDocCustomerService@ComDoc.com.

You can place a supply request with ComDoc by calling 1-800-321-4846 or email SupplySolutionsTeam@ComDoc.com.

You will also have the option of managing your ComDoc account via your own online customer portal.  For more information, please visit www.myComDoc.com.

What are some tips for reducing the amount and/or cost of copies made in a department?
  • Print in black and white whenever possible
  • Print duplex (double-sided) whenever possible
  • Use electronic transmission of documents instead of hardcopy printing
  • Use Energy Saver/sleep mode when the device is not in use.
  • Replace older products with new, more energy-efficient devices.
  • Consolidate assets, replacing individual copiers, faxes and printers with multifunction systems. Consolidating into one multi-function device (MFD), can result in energy savings of up to 50 percent.
  • Take advantage of power-saver features built into your systems and DO NOT turn off devices at night.
  • Return unused supplies.
Who do I contact for more information or with questions on the COPI initiative?