HP Managed Print Services contract to begin April 1

February 29, 2016

Information Technology Services has contracted with Hewlett-Packard (HP) for its Managed Print Services to begin April 1, 2016.  This annual contract covers cartridges, toner, preventative maintenance, service, and repair for all HP networked printers at UW-Platteville. Exceptions to the contract include non-HP networked printers and plotters of any brand.

Under this contract, departments will be responsible for contacting HP directly with any issues affecting their department printers.  Lab printers, on the other hand, will be the responsibility of the ITS Help Desk.  All problems with lab printers will be reported to the ITS Help Desk, who will in turn contact HP if necessary.

Advantages of HP Managed Print Services include:

• Regular preventative maintenance, leading to more uptime
• Auto-delivery of toner, monitored electronically by HP; manual orders also accepted
• Excellent phone support
• Guaranteed response for service within 24 hours
• Usage analyses available down to individual printer

Billing

Under the HP Managed Print Services contract, departments will pay per page with per-page charges dependent upon the printer model.  The contract is similar to the maintenance agreement many of you have for your multi-functional devices from RICOH except for billing. Unlike the RICOH contract which requires use of the department P-card, HP will monitor each device electronically, read the page counts monthly, and deliver one invoice to campus sorted by account numbers. Funds will be transferred internally without a need for a P-card.  Details of the billing process will be published in the coming weeks and discussed at the HP Kick-off Meetings (see below).

Toner

Once the contract begins, HP will supply all toner, and only HP toner may be used in devices under the contract.  In the meantime, you are encouraged to use the toner you have judiciously.  If you feel you need to purchase more toner before the contract begins, please contact the ITS Help Desk directly at helpdesk@uwplatt.edu or 608.342.1400. More information on toner will follow soon.

What happens next?

HP representatives will hold Kick-off Meetings on campus Wednesday, Mar. 16 to explain:

• How to call in an issue
• How toner will be supplied and ordered
• How to move, change, or add printers to the contract
• Billing
• Scheduling of pre-implementation printer Health Checks by HP to ensure each device is in proper working order 

Once the Health Checks are completed, a date will be set to go live with the new HP process.

Watch for emails and flyers with times and locations of the kick-off meetings within the next week.

We believe these changes will result in more up-time, improved support, and a more efficient use of campus resources. If you have questions regarding the HP Managed Print Services contract, please contact the ITS Help Desk at helpdesk@uwplatt.edu or 608.342.1400. You may also contact IT Support Services Director, Tonya Stappert at stappert@uwplatt.edu.

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