Saint Louis University

FAQ

Program Information:
How to/Technical Information:

What is the Blue Prints program?
Blue Prints is a SLU-wide Managed Print Services (MPS) initiative to centralize the management of all printers, copiers, scanners, and fax machines with one exclusive vendor that specializes in document management. Benefits of the project include:

  • Provide newer and more efficient technology 
  • Help make a positive impact on the environment by reducing paper and energy consumption, greenhouse gas emissions and landfill waste 
  • Reduce print output cost
  • Improve quality of customer service, response time, and repairs.
  • Proactive service and support
  • Standardization of equipment and supplies

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What is "optimization?"
Optimization will involve relocating existing devices, adding new devices, removing older devices and removing assets that are underutilized and / or too abundant. This includes both networked devices as well as personal printers connected directly to business computers.

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How will SLU's transition to Blue Prints affect me?
For you, the end users, this program will provide new or enhanced capabilities and improved reliability.

Functionality:
• Secured printing options for confidentiality and convenience.
• Scan-to- email
• 2-sided printing
• Faxing integrated with printing, copying and scanning on one device.

Capabilities include:
• Color printing will be available to meet business requirements
• Provide newer, more efficient and reliable technology
• Devices are proactively monitored to ensure supplies and maintenance are delivered promptly. 
• Device supplies (toner) will be proactively ordered and sent the device contact.
• If a device is temporarily not available, you can easily print to another device.

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What are some tips for conservation in an office?
There are multiple ways to conserve in your area:

  • Share documents among your peers instead of printing multiple copies
  • Re-examine office processes; can you use electronic document storage instead of printing hard copies? Use e-mail and scan to file options. When you need to print, use paper efficiently.
  • Use e-mail and scan-to-file options
  • Print duplex (double sided) where ever possible. Use paper as efficiently as possible.
  • Recycle!
  • Use the University's Fuze Meeting web conferencing tool when possible for meetings/conferences.

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My department requires specialized printing equipment; how will our needs be addressed?

SLU and Xerox will work with the stakeholders to understand each department's printing processes and needs. If specialized equipment is required beyond the normal Xerox fleet of devices, we will work with your department on an individual basis to develop a solution that incorporates these needs as aligned with the overall mission of the Blue Prints MPS program.

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How was printer location determined?
The placement of devices was determined based upon a current state analysis of device locations, volumes and other parameters including a 5-to-1  employee to device ratio (average) with no more than 50 feet walking distance.

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What criteria are used to determine the department's equipment needs?

When placing printer hardware, Xerox will consider multiple factors to ensure the satisfaction of all users.  Although monthly print output volume is a major consideration, they will also evaluate other needs such as speed, quality, finishing capabilities, ease-of-use, confidentiality requirements, and paper handling capacity.  Xerox, along with your Local Site Contact and the MPS team, will also review the department's needs to print from special applications and review business workflow processes to ensure the appropriate device is selected.  

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I just bought new equipment; how is that impacted?

The Blue Prints MPS program allows for newly purchased equipment to roll into the program.  Xerox will assess the equipment and assist in determining the best process to implement cost savings measures.  

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Will training be provided if I receive new equipment?

Xerox will provide on-site training for all devices placed under the Blue Prints MPS program.  If there are additional questions after your initial training, please feel free to contact the MPS team after implementation. 

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What will the supplier's response time be?

Specific service levels were negotiated into the Xerox MPS contract.  Xerox will provide a break/fix response time of under four business hours during normal working hours (Monday through Friday, excluding holidays) from 7:00 a.m. to 6:00 p.m. CST, and break/fix resolution by the next business day.  End users will typically have an alternate device to print to if their primary device is being serviced.  Xerox will provide on-site service technicians to support ongoing device maintenance operations.  

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What is toner fraud and how could this impact my department?

Toner fraud is typically conducted by telemarketers who misrepresent themselves as copier/toner sales staff or authorized representatives. They may have information about your copier equipment and use this to:

  • Invoice you for goods not ordered;
  • Ship non-Xerox toner to your location and invoice you for it;
  • Encourage you to accept a "free gift" as a ploy to ship you unordered merchandise and associated invoices

What you need to know:

  • Your department should never receive a separate bill for toner associated with Xerox devices. The price per impression (PPI) rates negotiated by SLU Business Services includes consumables, parts (e.g., toner, fusers, rollers, etc.) and repair; the cost of paper is excluded.
  • SLU Business & Finance will internally bill the fund number(s) provided during your implementation for prints/copies made by your department.
  • Departments should not receive separate invoices from Xerox, unless previously approved for special device requests coordinated through the SLU Business Services team.
  • Please contact the SLU Business Services department immediately if you suspect a toner fraud situation. Never pay invoices that seem suspicious without first bringing them to the attention of the Business Services team.

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What is the recycling process for used Xerox toner?

Blue Prints Recycling...easy as 1, 2, 3 through Xerox's Green World Alliance Program

Under the Blue Prints MPS program, recycling is a simple process that can be followed in just a few steps:

1. Go to the Xerox Recycling website and follow the instructions provided to order free Eco Box kits or return shipping labels.  The Eco Boxes are sizable with dimensions of 23" x 23" x 18". If you would like to use your own box(es), you can order the shipping labels on the same link.

2. Fill the box with used Xerox consumables (e.g., toner cartridges, drums, fusers, waste bottle containers, etc.). Remember to use the plastic bag, that's included, to line your box. If you decide to use your own box, please place cartridges in individual grocery bags before placing in your box (yet another way to be green).

3. Seal and return your filled box. A pick up can be scheduled by calling 1-800-PICK-UPS (742-5877) or online at www.ups.com. Indicate to UPS that this is a " Pre-paid return shipment."


Thank you for your part in recycling responsibly.

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How do I request a move, add, change or disposal (MACD) of Xerox equipment placed in my area?

To request a move, add, change, or disposal of a Xerox device from your location, please email BluePrintsMPS@slu.edu. Once your email has been received, a representative from SLU Business Services or the Xerox team will contact you regarding your request.

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What is a Key Device Contact?

Key Device Contacts (KDCs) are the department's point-of-contact for management of Xerox print devices in their area (e.g., consumables orders, support coordination). KDC contact information (name, phone, and email) is provided to Xerox and is directly associated with devices in the department to which they are assigned. KDCs will receive a separate training as part of the Blue Prints MPS implementation for their department. Primary responsibilities for a KDC include:

  • Management of device consumables (e.g., toner orders, replacement, recycling of used toner)
  • Support liaison between Xerox and the department, KDCs are copied on incident tickets submitted for the devices they support
  • Provide troubleshooting assistance to Xerox Support Team (as needed)
  • Routine Maintenance:
    • Cleaning glass surfaces, installing consumables, assistance clearing paper jams, basic troubleshooting
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How do I change the primary or secondary Key Device Contact for my Xerox device?

  • Contact the Xerox Help Desk (855-305-5111).
  • Please be prepared to provide the device Model, Serial #, Location, and name, phone, and email of the new KDC.

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How will my department be billed for print/copy usage on Xerox devices?

SLU Business & Finance will internally charge departments (via journal entry) for prints/copies against the fund number(s) your department provided during your implementation. Monthly totals for each month's usage will be charged to your respective fund number(s) to cover the device(s) that support your area under account code 744210.

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How To/Technical Information

What should we do with current supplies?
The Managed Print Solution (MPS) service includes all consumables (toner, staples, and maintenance kits) except paper.  Existing supplies should be depleted in line with the MPS go-live date scheduled for your department.  Any remaining toner supplies should be placed along with the equipment that is scheduled for removal.  

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How do I change my default printer?
Please follow Microsoft instructions - http://windows.microsoft.com/en-US/windows7/Change-your-default-printer

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How do I print in color to a color Xerox Multi-Function Device (MFD)?
1. Select a color model from your list of printers.
2. Select the Properties button.
3. Select the "Paper Output" Tab.
4. Move to the "Output Color" dropdown menu.
5. Select the Color option.

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How do I print confidential documents on a Xerox MFD in remote offices?
1. Select a Xerox printer from your list of printers.
2. Select the Properties button.
3. Click on the Job Type dropdown menu.
4. Select Secure Print.
5. Create a Passcode that you can remember (4-10 digits).
6. Your job will be held in the queue at the MFD until you release it, using the pin code you have selected.
At the Printer:
7. Touch Secure Print tab
8. Select your job in Jobs Queue
9. Select Release
10. Enter the Secure Print pass code and select Enter

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Will I be able to scan color documents?
Yes, all the Multifunction Devices (MFD) will scan in color, including the B&W MFDs. Refer to the user manual for your device for specific instructions.

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How do I scan hard copy documents to e-mail?
At the Multi-function Device:
1. Place originals face up in the document feeder or face down on the glass.
2. Select the E-mail icon on the MFD control panel
3. You will see your email address populated in the "To" and "From" fields
4. Select any options such as double sided
5. Press the green button to Start the job
6. Press Log In/Out Button to log out
NOTE: documents larger than 20 MB will be automatically divided into two or more files.  For further instruction, please refer to the user manual for your device.

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How do I change the email subject line when scanning documents?
At the Multi-function Device:
1. Place originals face up in the document feeder or face down on the glass.
2. Select the E-mail icon on the MFD control panel
3. You will see your email address populated in the "To" and "From" fields
4. To adjust the email subject line, touch to the subject line and make your changes.
5. Select any options such as double sided
6. Press the green button to Start the job
7. Press Log In/Out Button to log out
NOTE: documents larger than 20 MB will be automatically divided into two or more files.  For further instruction, please refer to the user manual for your device.

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How long are jobs held in the device queue?
Jobs left in the queue will be deleted after 24 hours.

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Once I print to the print queue, can I delete the document?
Yes, there is a delete print job feature at the device that you can access on the printer's touch screen. Note that jobs left in the queue will be deleted after 24 hours.

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We are low on toner, how do I order additional toner?
• Toner is monitored remotely and automatically shipped to the site when it reaches a specified level.
• If for some reason you have not received a toner shipment or want to make sure toner has been ordered, please click HERE for a list of contacts.  

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How do I make copies on the Xerox MFDs?
1. Place your document face-up in the Document Feeder or face-down on the glass.
2. Press the copy icon on the MFD's touch screen.
3. Change any of the defaults, as needed.
4. Enter the number of copies to be made.
5. Press the green start button.

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Where can I find additional device information and training?
Device information and training can be found at the HERE.

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Why is the paper coming out of the machine curled?
Paper should be opened and then placed immediately into the device. Paper that is sitting open (outside of the device) attracts water or dries out and will cause the paper to curl. For best results, unwrap the paper and place the entire ream in the device.

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How do I print large jobs?
For large print jobs, including brochures, pamphlets, and specialty printing applications, please contact the University's Department of Marketing and Communications for information and resources on using the University's preferred outside printing vendors.  

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How do I handle print/copy consumables for Xerox devices?

Paper:

  • Paper is not included in the Xerox MPS program. Departments should continue to order paper supplies through their established vendors.

Other Consumbles (e.g., toner, staples, fuzers, etc.):

  • After a device has completed the implementation process and Xerox's systems have begun tracking the device, toner consumption levels are proactively monitored. Typically, when toner levels reach a 20% availability threshold, the device sends an alert to the Xerox Helpdesk and department KDC. Xerox then proactively mails replacement toner to the KDC.
  • If for some reason, your machine issues a low toner alert and you have not received an email informing you of a toner shipment, you should contact the Xerox Help Desk (855-305-5111).
  • If you would like to order extra supplies for your device, please contact the Xerox Help Desk (855-305-5111) to place an order.

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What if I need assistance installing supplies?

  • During the implementation process KDCs are provided with training that covers installation of consumables.
  • KDCs may also contact the Xerox Help Desk for assistance (855-305-5111); the Xerox Help Desk can dispatch the onsite team if assistance is required.
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