IKON Transition and Pricing Memo - 6 January 2009

Effective January 1, 2009, Luther’s agreement covering managed services from IKON Office Solutions was in place. This new agreement is 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 copy/print and where they copy/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.

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 Christopher Barth (barth@luther.edu).

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 shortly 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.
  • 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.
  • Pricing for Print Shop services will initially remain the same with one exception: all jobs using standard paper and black & white reproduction will be billed at a single rate of $0.04/copy. This is significantly lower for small copy runs and $0.01/copy higher for very high volume runs.

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 …

  • 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.
  • Per print costs assessed on HP laser printers will be as follows: $0.02/impression for black & white prints, and $0.12/impression for color prints (for those departments with color printers). Note this is not an all-inclusive price, and does not include costs for paper or the equipment on which the print is made.
  • For printers in use by multiple departments, LIS is currently deploying a system to allow printer usage to be tracked by individual user. This will allow us to assign costs appropriately on shared equipment.
  • 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) …

  • 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.
  • The rate for black & white copies made on IKON-supported devices will be $0.011/impression. The rate for color copies made on IKON-supported devices will be $0.10/impression. Note this is not an all-inclusive price, and does not include costs for paper or the equipment on which the copy is made.
  • For copiers in use by multiple departments, the current systems of codes will be retained to allow for appropriate accounting.
  • 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.

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.

If you are a budget center director …

  • You can expect to receive a bill listing charges for IKON-supported devices. It is our current intent to roll this in with the current billing done by the print shop. More information about the billing and cost-recovery workflow will be forthcoming.

Everyone …

  • Is encouraged to think very carefully about what you copy/print and where you do it. We recognize this initiative may require some changes in habits for employees, and we thank everyone for your diligence and careful stewardship of Luther resources in this area.
  • If you have specific questions about what copiers and printers are included under this agreement, please look at the device in question. Copiers and printers covered under this agreement have an IKON label attached with a service id number and support telephone number.