Changes to the PrintSmart Program

Since implementing the PrintSmart program UF has saved over 2.4 million dollars, with over 1,388 PrintSmart devices installed on campus. The devices have an average uptime of over 99%, and when there is an issue Xerox responds within an average of 4 hours. 88% of the time Xerox fixes issues on the first visit. The original intent of the program was to reduce costs for printing and optimize the print environment by standardizing equipment and whenever possible, having UF staff share devices. Now, some 2-1/2 years later, UF Procurement Services and Xerox are evaluating the efficacy and costs of the program. The following program changes are being implemented:

Pricing/Cost per Impression:
Beginning July 8, the cost per print will increase 5%. UF will still realize significant savings with this increase, which remains below benchmarked costs for similar programs.

Equipment Requests:
Requests for PrintSmart equipment should be made using the Device Request form. Xerox will gather usage requirements and respond with a recommendation. Equipment installed in response to requests will be redeployed equipment from another UF department. Requests for equipment that cannot demonstrate volume history will be assessed a convenience fee (see below).

Underutilized equipment costs:

In August 2016 the Printsmart program was amended to include a convenience fee for individual devices that were averaging under 1% utilization rate over the preceding 9 months. These fees first appeared on November/16 invoices with October activity. Device volumes are evaluated at 9 month intervals, so this communication to notify users of changes to convenience fees by device.

If a device usage is above the 1% utilization rate, the convenience fees are discontinued. If a device is under the 1% utilization rate, then a convenience fee will be assessed for the following 9 months. Please note the following:

• If a department as a whole is meeting their overall Future State Design (FSD) volume, then any underutilized devices within the department will not be assessed a convenience fee.
• If a department as a whole is not meeting their overall Future State Design (FSD) volume, then only the devices within the department that are under-utilized will be assessed a convenience fee.

As of June 2017, we had 131 devices in which convenience fees were discontinued, 105 devices which were assessed a new convenience fee and 471 devices with no change. A list of departments and devices affected by the “Convenience Fee Refresh Schedule” can be found on the PrintSmart website. Impression fees will continue to apply. You should expect to see these changes reflected in your June invoices for May print activity.

PrintSmart program benefits: Excellent cost per impression pricing, equipment monitored for up-time, automatic dispatch of routine supplies, security protocols for equipment to work within UF infrastructure/requirements already established, dedicated Xerox technicians to service UF account and an online portal for reporting break/fix and supply needs.