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HP Managed Print Services at Temple

Temple University is transitioning from Xerox to HP as its provider of managed print services and printer/copier machines. This transition will begin in Summer 2021 and will continue through the fall semester.

Overview

As Temple’s provider of managed print services, HP will provide printer/copier machines (aka multifunction devices or MFDs) to Temple and will also be in charge of deploying, managing, and maintaining the devices as well as supplying consumables (e.g. ink and toner cartridges).

Schools/colleges and units will have an opportunity to choose their machines, and the swap of Xerox devices for HP machines will take place starting over the summer of 2021 and continuing into the fall. A total of ten machines are being offered, each with varying capacity, functionality, and cost. 

The agreement with HP begins in 2021 and has a six-year term. Pricing is structured as a monthly base (lease) cost plus a “click charge” (charge for each impression on paper).

Benefits of HP

Simplified and transparent pricing model

  • Reduced printing costs
  • All-inclusive pricing – cost of consumables (including ink/toner cartridges but excluding paper) is included in pricing 

Standardization of machine offerings and flexibility of choice

  • Fewer machine types will be offered – each with varying print capacity, functionality, and cost – to create efficiency and consistency of machine management and maintenance 
  • Departments can choose between black & white and color machines, and have a variety of finishing options

Ease of use plus enhanced transparency and management of the print environment

  • User-friendly machines with an easy-to-use keyboard interface
  • Streamlined integration with Microsoft 365, including the ability to scan directly to OneDrive 
  • HP’s Device Control Center allows users to view location, usage, and cost information for their device(s), and to see the status of consumables (ink, toner, etc.)
  • Automated just-in-time ordering and delivery of supplies

Attention to customer service, security, and sustainability 

  • Dedicated onsite technicians to manage the day-to-day operations and maintain the fleet
  • Enhanced security across Temple’s network and devices
  • A print environment that considers Temple’s sustainability goals. This includes a cartridge recycling program as well as machines that can handle recycled paper, use less energy, and produce lower carbon emissions

Comprehensive transition plan

  • A dedicated transition manager has been assigned to Temple to ensure a successful implementation 
  • Demos of device (in-person and virtual) will be scheduled for the entire University community 
  • Training will be available to all users 

Choosing Machines

Points of contact (POCs) have been identified for each school/college and unit. These POCs  will liaise with their area to identify their area’s print requirements and determine which HP machine(s) best meet those needs. Once an area has selected a machine or machines, the POC will communicate this to the transition leads, identified below.

When choosing machines, schools/colleges and units are encouraged to consider their print needs over the course of the next six years and choose machines accordingly. In most cases, machine leases cannot be terminated prior to the end of the six-year agreement without penalty.

Machine Information

Rightsizing Temple’s Fleet

The transition to HP represents an opportunity for schools/colleges and units to rightsize their machine fleets. Rightsizing involves choosing machines with functionality and capacity that aligns with actual needs and usage, as well as potentially consolidating machines. The possible benefits of rightsizing include lower monthly costs and improved user experience.

Things to consider to help ensure Temple’s HP fleet matches its needs:

  • Mono vs. color – departments should consider whether color printing is a necessity for them and choose a mono machine if not
  • Print speed – users who print in small batches (i.e. under 25 pages at a time) will not notice the difference between faster and slower machines, so departments where the majority of print jobs are small may prefer the slightly slower devices that have a lower monthly lease cost 
  • Accessories – departments should determine which accessories they require and which they do not when comparing the available machine models
  • Print volume – a department should choose a machine whose print capacity aligns with the department’s print volume rather than opting directly for a higher-capacity model; 2019 print volume data will be shared with the identified POCs to help inform the decision-making process
  • Consolidating machines – departments that have multiple devices with low print volumes may opt to consolidate devices
  • Remote work policy – if a department has adopted a remote working model, it may wish to reduce the capacity or number of its machines
  • Sharing machines – departments within or across schools/colleges and units may wish to share machines if they are located near one another

The identified POCs will have a chance to discuss their printing requirements with an HP representative, and are encouraged to take advantage of this opportunity.

Note that the transition to HP for managed print services impacts only the large Xerox multifunction printer/copiers – small personal/desktop printers are not part of this effort.

 

Machine Demos

University-wide machine demos were held on Main Campus and virtually during the week of June 14. You can view a recording of the virtual demo as well as the slides used during the presentation here.

Schools/colleges and units can request to schedule an individual virtual demo with an HP rep and/or a time to view the onsite demo machines by contacting their area’s POC. (Note that HP will not be on campus to conduct a demo of the onsite machines.)

Timeline

Once a timeline has been defined, it will be available here. The goal is to complete the transition during Fall 2021.

Transition Leads

There are three transition leads managing this process. HP has assigned a dedicated transition manager, Ross Safko, to be Temple’s point-person throughout the process. Farrah Al-Mansoor and Xiduo (Jim) Liu from Temple will be the main liaisons between the Temple community and HP.

Questions

If you have questions about the transition to HP, please log into tuhelp.temple.edu, click Request Help and, on the home page, scroll down under ITS Services and click Transition to HP for Managed Print Services. You can also call the ITS Help Desk at 215-204-8000.