What is an MFP?
MFP stands for multi-function printer. These devices can copy, print, scan, email and fax. ITS has chosen a list of large, robust MFPs to withstand large volumes and usage from multiple users.
Why are we moving towards the MFP?
The university is gradually moving offices and departments towards MFPs and away from smaller desktop printers for sustainability and savings. Multiple desktop printers not only use up a ton of energy, toner and paper, but many models that are on campus today jam and break constantly. These MFPs also provide the office with speed, efficiency, reliability and security, and enhances our sustainability efforts by allowing us to default copy and print jobs to monochrome and duplexing.
MFPs will be replacing smaller desktop printers, larger copiers and fax machines.
Where can I find a list of ITS’s current MFP and printer standards?
Here is the link: http://www.sandiego.edu/its/helpdesk/kb/19762. Printer models change very frequently, so this list may not be 100% accurate. ITS will make an effort to update the list frequently.
I’m concerned about confidentiality; therefore I can’t give up my desktop printer.
Users can and should set up their own four-digit PIN number as a default, so that all print jobs that are sent to the MFP will not print out until the user walks to the machine and enters their PIN number. This not only will ensure confidentiality but it will eliminate the possibility of lost print jobs or others walking away with the print job by mistake. Confidentiality is NOT justification for not giving up a desktop printer.
Will we be trained on how to use our new MFP?
Yes, while your new MFP is being scheduled for delivery and/or being installed, your area technician will coordinate with the point person in your office on a training date and time. Most likely one of our technicians will be providing the training, but occasionally the vendor also provides training.
When a training session is being scheduled, be sure to include vital people in your office, such as executive assistants, student workers, or anyone else who uses these devices regularly. However, it’s a good idea to invite anyone who will be using the machine at all to the training.
Our office experiences a high volume of print jobs and copies by multiple people at the same time. How will this work?
We will look at this issue on a case-by-case basis as each office/department need is different. If an area has a very high number of users (i.e. more than 40-50), we may need to purchase two MFPs for the area. All academic departments within the schools will be allowed to have a backup printer at all times (funded by the department or school).
The MFPs are also designed so that a job can be paused while another job is submitted and being completed. Once it’s completed, the previous job can be resumed. This is ideal for smaller jobs.
Does ITS buy all MFPs and printers, or are departments ever responsible for the cost?
ITS has funding to purchase and lease MFPs (including warranties) for departments as long as smaller desktop printers and fax machines are given up. We usually allow a grace period so that users can get used to using the MFP. ITS does have a finite amount of funding per year, however.
Occasionally secondary devices are necessary for a department. This will be determined by ITS on a case-by-case basis. In general, the department is responsible for the purchase of these machines. However, all printer purchases must be done through ITS.
Departments are responsible for the cost of toner, staple cartridges and paper.
Who do we call for support on our MFP?
In most cases, contact the Help Desk at x7900 or firstname.lastname@example.org. Our technicians treat any issues with the MFPs as a top priority. There may be some cases where departments would call the vendor support number that is on the machine for same-day support.
We will be sharing an MFP with at least one other department. How will the costing of toner and paper work?
We can order an MFP that can handle copy and print job reporting so that departments are able to determine which departments use how much on a monthly, quarterly or annual basis. Since departments are responsible for purchasing toner and paper, the departments will also be responsible for determining how much of these costs each department should cover. It’s advisable that only one person be in charge of ordering toner and paper, but occasionally departments like to share that responsibility (i.e. if two departments share one MFP, one department orders and pays for toner and paper for six months, then the other department takes over the responsibility and cost for the other six months).
Some departments simply divide the costs by however many departments use the device, if the use is relatively even. Others actually want a report of usage, look at the cost of toner and paper over that period of time, and do a journal entry to the other department(s) for their share of the cost.
How does ITS determine which departments get new MFPs each year?
ITS is provided with funding to procure and lease a certain number MFPs each year. In general, we look at which current copiers and printers are oldest and off contract, and we also look at which departments currently have a malfunctioning or a completely broken device that needs replacement. These devices take priority. After this, if any funding is left for the fiscal year, we look at other areas on campus that can benefit now rather than later with having a new MFP.
Because University Copy & Graphics has been purchasing and leasing copiers and printers for a long time, ITS will be working with them on replacing these machines over the next few years.
If your department would like to make a request for an MFP, please fill out the online form.