IKON Transition Memo - 5 December 2008

Effective January 1, 2009, Luther’s agreement covering managed services from IKON Office Solutions will be in place. This new agreement is being designed to:

  • expand and improve copy, print, and mail services
  • reduce overall costs of copying and printing for the college
  • drive copying and printing to lower cost copiers and printers
  • encourage departments to reconsider what they print and where they print it

Implementation of this new agreement will affect most if not all faculty and staff at Luther, though the impact of the changes will vary from user to user and department to department. While the overall agreement will result in lower costs to Luther in the aggregate, how the agreement affects budgets of individual departments will be largely determined by departmental use and use policies. Some budgets may see overall lower costs, while others may see overall higher costs. This is expected and is the result of the agreement being designed to assess our overall campus costs for printing and copying, not costs incurred by individual departments.

Many specifics of the agreement are still being finalized. However, some information on how this agreement will affect departments is known. An IKON transition website has been established at https://www.luther.edu/helpdesk/services/digitaloutput/ which contains this memo and will contain additional information as it becomes available. Please feel free to share this information with anyone you think appropriate. Questions can be referred to me.

LIS and IKON will be conducting a campus inventory of all copiers, printers, and scanners early next week to ensure our records are complete prior to implementation of the agreement. We will also be determining which budget centers have responsibility over individual copiers and printers.

Below are some basic questions and answers regarding the structure and budget implications of the agreement:

If you use the print shop …

  • We encourage you to continue to do so, and to consider increasing the amount of work you send there. With the most efficient devices on campus, Luther benefits when the equipment there is fully utilized.
  • We will be deploying a new online job submission/tracking system that will let you submit jobs from your desk and track their progress. Online price quotations will also be available. Completed jobs can then be delivered to your department.
  • Some prices will be adjusted as we seek to implement a strategic pricing approach for all digital output devices.
  • Use of our on-site offset press will be discontinued. We will work with individual job requestors to identify the best way to meet needs for this kind of printing.
  • Expanded services will be made available in the future.

If you use the mail center …

  • Mail operations both centrally at the Union and across campus will continue as they have with some anticipated workflow improvements.
  • We plan to provide improved package tracking on campus for parcels.

If your department has inkjet printers …

  • As inkjet printers are the least efficient means of printing, Luther is actively moving away from these devices for printing. This means that inkjet printers are no longer being acquired by Luther, and will no longer be supported by LIS or IKON.
  • LIS will not actively remove any inkjet printers currently deployed, though service will no longer be provided by Luther or IKON. Replacement ink cartridges will also no longer be available for purchase from LIS. We actively encourage all Luther employees to consider using workgroup printers in place of inkjet printers.
  • Departments wishing to have inkjet printers removed can contact LIS for removal assistance.
  • Departments will be expected to reassign funds currently used to support inkjet printing to support acquisition/costs of workgroup multi-function copiers and/or laser printers as needed.

If your department has Hewlett Packard (HP) laser printers …

  • LIS and IKON will be confirming with you all laser printers in use within your department.
  • When laser printers require service, you will contact our IKON fleet manager who will arrange repair.
  • You will no longer acquire toner through LIS. Instead, you will receive a monthly billing for the number of prints made on your laser printer(s) based on actual usage. Toner costs are included in that per print cost. When toner needs to be replaced, you will contact our IKON fleet manager.
  • You will continue to be responsible for purchasing paper, though we will likely provide a central location to purchase paper at the lowest rate possible for the college.
  • Generally, we are seeking to reduce the fleet of laser printers on campus and consolidate printing into multi-function copiers where they are installed.
  • Should your department wish to upgrade or add laser printers in the future, those hardware expenses will be paid for by the department. In many cases funds currently supporting inkjet printing can and should be used for this purpose.

If your department has any other laser printers (e.g. Dell) …

  • LIS and IKON will be confirming with you all laser printers in use within your department.
  • Laser printers manufactured by vendors other than HP are not included in our IKON agreement. You will continue to acquire toner as you have from a designated location as needed.
  • Luther will be working to remove all laser printers that are not HP from campus.
  • Generally, we are seeking to reduce the fleet of laser printers on campus and consolidate printing into multi-function copiers where they are installed.

If your department has a copier that is currently serviced by IKON …

  • IKON will continue to service your copier.
  • You will continue to be billed any lease charges you currently have (if the copier is leased).
  • You will be billed at a standard campus rate for each copy made on the device. This cost includes all service/toner charges.
  • You will continue to be responsible for purchasing paper, though we will likely provide a central location to purchase paper at the lowest rate possible for the college.
  • Should your department wish to upgrade or add copiers in the future, those hardware expenses will be paid for by the department (as they have been).
  • All service calls regarding your IKON copier will be directed to Luther’s on-site IKON fleet manager.
  • LIS and IKON will be confirming with you all copiers, fax machines, or other multifunction devices in use within your department.

If your department has a copier that is currently serviced by another vendor …

  • For most departments, there will be no immediate changes to your service. You will keep your existing hardware and continue to receive service from your current vendor. There are a small number of copiers currently serviced by other vendors that can be serviced in the future by IKON. If this applies to you, we will be contacting you regarding the transition of your service contract to IKON.
  • Four copiers with other vendors are being replaced at the start of the agreement (Olin 3rd Floor, Koren 1st Floor, Main 2nd Floor, and the Student Life office). LIS will continue to communicate with users in those areas regarding the transition in equipment.
  • We will work over time to bring all copier equipment under our IKON agreement and as appropriate, we will work with departments to facilitate this transition.
  • When acquiring new IKON equipment, departments will be responsible for all costs connected with the new equipment, and we will hope to consolidate digital output devices (copiers, printers, scanners) when acquiring new devices.
  • LIS and IKON will be confirming with you all copiers, fax machines, or other multifunction devices in use within your department.