Tuesday, 3 September 2013

My Sustainable Print progress report

My Sustainable Print (MSP) is the new printing service being prepared for launch to all staff across the University later this year. It will deliver a unified network of fast, efficient multifunctional print devices offering colour and mono print, scanning and photocopying.

Final Print Audit Report

Following a comprehensive audit comprising a physical count exercise, electronically counting a representative sample of print jobs and a University wide staff survey on printing, the auditors have submitted their final report, which has been accepted by the project board.

The full report can be read below and we would like to commend our auditors from Wyse solutions who have done excellent work during the audit and have worked closely with departments, impressing colleagues with their dispassionate methodical approach to calculating genuine print need.

The audit report recommends a unified network of around 600 multifunction print devices giving staff access to to fast, high quality, mono and colour printing. Printing may be released from any device on the network and there will be secure printing release for confidentiality. The network will also support future development of printing from mobile devices.

The proposed solution will generate environmental and financial savings. Annual CO2 production is projected to fall from 86 tonnes to 18 tonnes, with annual running costs to fall from £2.5m to £1.4m.

Rolling Out the Recommended Solution

One department from each faculty will test the practicalities of the recommended solution by running a simplified version of the service. Feedback from these departments will inform implementation throughout their faculty and across the university.  

The transition to the full recommended solution will begin in November 2013. We aim to complete the transition by March 2014, and will review progress early in the new year. We will agree a plan with each department to make the transition from the existing print service to My Sustainable Print.

Funding Model

Departments currently pay for all their own printing and this will continue to be the case but on a much more efficient funding model. MSP will be funded centrally through the shared costs budget via CICS. We will contract the print supplier to provide, manage, service, repair and provide toner and staples for all print devices. Departments will have their budgets adjusted to meet this cost based on the number of devices they have. From then on there will be no charge back for printing but departments will have to provide paper for the print devices they use regularly.

The projected annual running costs are £1.4m, which is a saving of £1.1m against current annual running costs. There will be a projected one off set-up cost in the region of £34k.

Printing and photocopying costs to research grants will, in most cases, be absorbed in the overhead charge. This means that research grant applications should include printing and photocopying charges as “overheads”, rather than as a recoverable cost.

Tender Exercise

We are currently preparing a tender inviting print suppliers to submit proposals to supply and manage the network of print devices. Once the supplier has been selected and contracted we will work with departments to implement the system, on a building by building basis, from November 2013.

University Wide Print Policy

The final details of the recommended solution is being documented in a University Wide Print Policy which aims to ensure the delivery of an accessible, sustainable, secure and cost-effective print service for the University and support the University’s Faculties and Professional Services to reduce the cost of printing and to reduce the environmental impact of University printing. Once the policy has been finalised by UEB we will circulate more widely.