Papercut

Following extensive walkthroughs and the implementation of PaperCut across campus, done by Scott Colegove and our Sharp Manage Print partner Jason Wedge, ITS completed a successful right-sizing of the university’s printer fleet—improving efficiency, reducing waste, and aligning with modern academic practices:

Fleet Reduction: Reduced the total number of printers from 711 to 406 — a 42% decrease, while increasing the number of managed printers from 47 to 181, which streamlines operations and minimizes maintenance demands. Currently, ITS and Sharp are dedicated to right-sizing the fleet, with estimates that we will start to save $40,000 annually as we swap to smaller form factors and more efficient models.

Cost Savings: Currently, printing is down by almost 2.4 million pages since the start of the program with Sharp.While exact dollar savings vary by department, this reduction, combined with energy-efficient models and lower supply consumption, is estimated to save $142,000 annually in toner, paper, and maintenance costs.

Sustainable Practices: The increased reliance on digital platforms, such as Canvas and shared drives, has significantly reduced unnecessary printing.

Better Service: Departments now have access to more reliable, networked printers that better meet their business needs and a responsive Sharp team for all their Repair, Support, and Maintenance needs. This has reduced the workload on Technicians and HelpDesk Analysts by close to 2000 cases, allowing them to focus on faculty and staff needs.

This initiative reflects ITS’s continued efforts to modernize infrastructure, reduce environmental impact, and support digital transformation across the university.

• Every printer that is on the network ITS can see usage:
  • B&W print volume
  • Color print volume
  • Paper sizes being printed
  • Estimated cost of printing on that printer.
• Every user that prints to a networked printer ITS can see usage:
  • The print volume of the user across all printers.
  • The print volume of the user at specific printers.
  • Estimated cost of printing of the individual.

Gives decision-makers an instant look into either a group of printers or all printers on campus. It will give you a look at the Top 10 Printers and their print volume.

Gives decision-makers a snapshot of the usage of that printer and who is printing to that printer. This summary will give you volume usage information and the per-user volumes and costs associated with that printer.

Gives decision-makers a look into the usage of a division’s printers (i.e. College of Arts and Sciences, School of Law, School of Business, etc.). You will see a summary of the volume of usage and an estimate of the costs associated with each printer's usage.

Print deployment is essential to the continuity of printing at USD. Printing is not limited to the computer that you currently use, but all future printing is through the use of the end-user USD One username.

Users only need to log into the client that is on their computer and the printers they are assigned will automatically start downloading drivers and installing.

If someone is not assigned to a printer or does not have the PaperCut Deploy Client, that individual will need to call the helpdesk or email for assistance. Then the Helpdesk agent or one of the technical support staff will be able to get them assigned to the group that they need.

The second part of Print Deployment is Web-Print. This allows anyone to print from any computer while they are on campus, including personal computers, from a simple web-based interface. However, this part requires Tap-2-Print to function since only these managed devices can be sent prints from the web.

Website URL:
https://papercut.sandiego.edu/user

Student workers are able to be assigned to PaperCut groups and then receive the printer that they need on the USD-owned device only.

ITS will be deploying with all new computers. Currently deployed computers will receive an update with the client, or, they will receive the client when ITS works on your device.

Note: you may also directly request the app from help@sandiego.edu and we will install it for you.

1. Tap your USD ID card on the sticker marked “Tap Here!” on the printer, shown to the right. If you do not have your USD ID card with you, you may enter your USD One username and password.
2. You will be taken to the screen with options to print your documents. You will need to tap the document name on the left and then tap Print on the bottom right of the screen.
3. If you need to delete a document, tap on the document name on the left, then tap “Delete” just to the right of the Print button. The document will be removed from the list.
4. Your document should now be printed!
5. Please tap “Log Out” when finished!

You will only need to register for PaperCut with your USD ID Card once.

1. On the printer, tap your USD ID card on the symbol that says “Tap Here!”.
2. You will be prompted to enter your username and password into the next screen. Once completed you will see a screen that you have completed.
3. You may now log into the PaperCut screen by tapping your USD ID card on the “Tap here!” symbol on the printer.

Yes, you will need to log in to the printer with your USD One credentials but this will not allow you to do any initial registration.

1. Tap your USD ID card on the sticker marked “Tap Here!” on the printer. If you do not have your USD ID card with you, you may enter your USD One username and password.
2. Now tap the button “Device Functions” on the left.
3. On the next screen, you will see your name, tap on the “OK” button on the far right.
4. You should now see the normal Sharp MFP screen and be able to hit the buttons for “Copy”, “Scan to Email”, or “Fax” (if that is available on your MFP) to use as normal.
5. *The MFP in your area may look slightly different than the one above based on the choices that you use.
6. Please remember to tap the Logout button at the top middle of the screen!
   
   Note- To request access to the scan to email feature, please email help@sandiego.edu with the printer building and room # so your email can be added to the internal address book

No. Since we now use your ID (or username and password) to print, we do not need PINs any longer.

1. It reduces the need to print via PINS and replaces via USD One credentials.
2. It will reduce unnecessary prints left at the printers.
3. Proprietary information will not be seen by unauthorized users.
4. All communications through the service are encrypted.

Yes, USD Employees can now print from personally owned devices, Bring-Your-Own-Device (BYOD), to USD-owned printers via the WebPrint feature on the Papercut portal, papercut.sandiego.edu, and the Papercut Client application.

USD staff can provide limited, best-effort support on your own devices. We can guide you through the instructions provided, but we do not work on personal computers.

No Installation is necessary, print from your web browser:

1. Go to Papercut.sandiego.edu
2. Log in with your USD One ID username and password.
3. On the left-hand side of the webpage, click Web Print.
4. Click the green “Submit a Job” button.
5. Choose “Papercut\USDPrintGrayscale” Printer Name, then Click the green button marked “2. Print Options and Account Selection.”
6. Choose the number of copies and then the green “3. Upload Documents” button.
7. Drag a document into the center box or hit the green “upload from computer” button in the middle, choose your document, then hit the green “Upload & Complete” button (please look at the notes of file types that are supported at the bottom of the center box).
8. The print job will process and let you know it is “Held in a queue” when ready.
9. Go to any Tap2Print enabled Sharp MFP (you should see by the signage if they are) and tap your Torero card. Select the job(s) to release and retrieve your document from the print tray.

Note: - Web print is only available to select printers on campus

FH 121 P1
FH 162 P1
FH 176 P1
KCBE 238 P1
KIPJ 287 P1
KIPJ 287 P2
MH 187 P1
OH 112 P1
OH 211 P1
OH 308 P1
OH 332A P1

To request access to these printers, please reach out to help@sandiego.edu

NOTE: USD staff can provide limited, best-effort support on your own devices. We can guide you through the instructions provided, but we do not work on personal computers.

1. Install the PC Client by downloading the Zip file from https://www.sandiego.edu/its/services/downloads/
2. Click Allow and install the application.
   • Accept the agreement and click next.
   • Choose Local Install and next, then install.
   • When it has finished, leave the box checked for “Launch and verify my identity.
   • Click Finish.
3. In the PaperCut login window type in “AD\username” and your password. Click OK. A small window should appear with the Papercut logo, a balance, and an Access Web print. You can close that window.
4. Open up the Control Panel and select "Credential Manager."
5. Select "Windows Credentials" then "Add Windows Credentials."
6. For the Network address, enter "\\Papercut". For Username, enter your ad\username and password. Click OK.
7. Next, you will need to install the drivers for the printer.
   Go to https://www.sandiego.edu/its/services/downloads/
   Note: you may need to click on the download icon on the top right of the browser window.
8. Run Setup.exe, choose your language, accept the agreement, and then choose “Enhanced mode”. You can hit Next, Next, Next until you are finished. Close the installer window and the window that pops up when the installer is done.
9. Go back to Control Panel and click on "Hardware and Sound."
10. Then click on "Devices and Printers." Select "Add a printer."
11. Click on "The printer that I want isn't listed."
12. Select a shared printer by name and type "\\Papercut\usdprintgrayscale" or “\\Papercut\usdprintcolor”.
13. Click next, then Finish.

NOTE: USD staff can provide limited, best-effort support on your own devices. We can guide you through the instructions provided, but we do not work on personal computers.

1. Install the PC Client for macOS.
2. Download the PC Client for MacOS https://www.sandiego.edu/its/services/downloads/
3. Install the PC Client for macOS, it should ask one question allowing it to install. Click OK.
4. Download the Sharp Drivers for MacOS https://www.sandiego.edu/its/services/downloads/
5. Install the driver by opening the image file from the download.
6. Go to System Preferences > Printers and Scanners.
7. Click "+" to add a new printer.
8. Control-click the toolbar; then select Customize Toolbar.
9. Drag the Advanced icon onto the bar; then click Advanced.
10. In the "Type" drop-down menu, select "Windows printer via spool".
11. Enter the Device URL, smb://Papercut/USDPrintAnywhere depending on the current printer you are installing.
12. In "Name", enter “USDPrintGrayscale” or “USDPrintColor”.
13. In the "Use" drop-down menu, click "Select Software."
14. Select the model for Sharp and click OK (you can find the model on the front of the printer located near where you are printing).
15. Click Add.
16. Input Tray Options: One Tray
17. Output Tray options: Finisher
18. Go to any Sharp MFP that is Tap2Print enabled (there will be designated signage and a Tap2Print Sticker) and tap your Torero card. Select the job(s) to release and retrieve your document from the print tray.

Please contact the HelpDesk at (619) 260-7900 or email help@sandiego.edu. Make sure to reference which Printer you need access to (the name can be found on the unit on a black and white sticker) and a summary of the issues you having while printing.

- You will be billed Quarterly via your Budget Officer.

• ITS will be responsible for the hardware and maintenance of all managed printers.
• Departments will be responsible for paper and print usage.