Queen’s University Belfast

Managed Print Service

Higher Education

Case Study | Queen’s University, Belfast

When the aging printer fleet at Queen’s University Belfast was up for renewal, the university wanted a partner that could deliver an efficient, cost-effective print service that met ambitious sustainability goals. The solution, delivered by Ricoh, supports the university’s net zero target, achieves an annual six-figure cost reduction, cuts fleet size by 22% and paper use by 65%.

Executive Summary

Name	Queen’s University Belfast
Location	Belfast, Northern Ireland
Size	25,000 students, 4,000 staff
Activity	Higher Education

Challenges

Help meet UN Sustainable Development Goals
Aging, inefficient printer fleet
Inadequate management information

Solution

Ricoh Managed Print Service

Benefits

Supports drive towards net zero and SDG targets
Six-figure reduction in annual print costs
Reduces printer fleet by 22%, despite more locations
Makes over 500 desktop printers redundant
Cuts print volume by 65% from 21m sheet to 7m a year
Secured 200 printers despite global supply chain shortages
Transforms management information quality and accuracy

Case Study | Queen’s University, Belfast

Challenges

As part of its Strategy 2030, Queen’s University Belfast in Northern Ireland has signed up to the UN Sustainable Development Goals (SDGs).

It recognises the key role universities have in nurturing sustainability and achieving SDGs through research and education. Queen’s University, part of the Russell Group and founded in 1845, has committed to embed SDGs in every aspect of its activity. Under its SDG commitment, the university has defined a Sustainable Print Policy, but the existing print service was not meeting the policy and was no longer fit for purpose.

The university was printing an average of over 21 million pages a year and one in three was colour. Printers, distributed around more than 200 separate buildings in Belfast, were old, inefficient and not used effectively. For instance, there were two printers in library locations: one for staff and one for students. Print management software was outdated and did not provide information the university needed to manage print effectively, drive down use or reduce carbon footprint.

Case Study | Queen’s University, Belfast

Two separate systems were needed to control staff and student printing, further complicating accurate reporting. When the university’s managed print service was due for renewal, it wanted a service that was more efficient, delivered a better service for students and staff and one that met the university sustainability goals.

The university set up a working group representing faculties and services teams and engaged an independent consultant to review current print status and assess what users

needed. Queen’s uses the Crown Commercial Service (CCS), the UK’s biggest public procurement organisation, for buying best value, quality goods and services. The consultant, who helped draft the tender, was engaged under Lot4 of the CCS framework RM6174 agreement with the tender issued under Lot2.

The contract was won by Ricoh. It gained the highest score, achieving 100% for added value, environmental impact, account management, deployment and technical competence. Ricoh was commended for the excellence of its social value contribution, account management and its environmental credentials. Like Queen’s, Ricoh has also adopted UN SDGs.

Case Study | Queen’s University, Belfast

Solution

Queen’s has implemented a Ricoh Managed Print Service comprising 233 eco-friendly Ricoh Multifunction Printers (MFPs) distributed over 200 sites and a single, centralised PaperCut print management application.

This includes an online payment gateway for students to purchase print credits. Ricoh Device Management automates MFP fault tracking and consumable replacement. Local Northern Ireland Ricoh business partner, KBS Group supported the implementation of the Ricoh solution and delivery of printers.

Prior to deployment Ricoh collaborated with Queen’s and its consultant and visited every location to ensure the solution was fit for

purpose. Local print champions were appointed to support best practice printing in their area. Ricoh and the university developed a communication plan so locations were prepared for the new service. Ricoh also helped with training and information about printer use via the champions, email messages, posters at print hubs and a section on the university website.

The new Managed Print Service at Queen’s University Belfast has reduced our impact on the environment whilst enabling staff to work smarter. It provides a new policy position aligned to our net zero plan and saves the university a six-figure sum per annum.

Gillian Mayhew,
Assistant Director of Finance , Queen’s University, Belfast.

Case Study | Queen’s University, Belfast

The print service at Queen’s went live in 2021, shortly after the pandemic lockdown when the print industry faced severe supply chain issues sourcing devices, components and consumables. Not only was Ricoh able to supply 200 devices in just four months, it also met at critical deadline of having 70 devices operational in time for the start of the September fresher week when first-time students arrived.

One of the advantages of partnering with Ricoh is its commitment to delivering social value to public institutions. As well as its business partner KBS supporting the local community, every year Ricoh is donating a laptop to one of the university’s scholarship students.

Case Study | Queen’s University, Belfast

Better information through features like sustainability dashboards help staff to make behavioural changes like working digitally, only printing when necessary and adopting sustainable print behaviour. For example, using digital teaching and learning material - which students can access from anywhere and any device – instead of printed documents minimises paper use and consumable waste.

Another feature of PaperCut, Find-Me printing, enables printing to any device on the network. It eliminates waste from unwanted printouts and improves security as documents are only printed when the user is at the device.

Case Study | Queen’s University, Belfast

“The new Managed Print Service at Queen’s University Belfast has reduced our impact on the environment whilst enabling staff to work smarter. It provides a new policy position aligned to our net zero plan and saves the university a six-figure sum per annum,” said Gillian Mayhew, Assistant Director of Finance at Queen’s University, Belfast.

Ricoh Solutions/Products

Crown Commercial Service agreement

233 Ricoh Multi-function Printers (MFPs)

PaperCut print management application

Case Study | Queen’s University, Belfast

Benefits

The new Managed Print Service has helped Queen’s reduce its print carbon footprint, improve services for students and staff and save money.

Despite the number of locations increasing, the university has cut its printer fleet by 68 devices from 301 to 233 – a reduction of 22% - as well as removing over 500 redundant desktop printers. Print volumes have been reduced from an annual average of 21 million to seven million, a reduction of 65%. Most printing is now duplex and mono.

The PaperCut application delivers a best-in-class management information system that automates real-time information distribution to departments, staff and even individuals. Staff and students have access to personal-use dashboards which further helps the university achieve KPIs set out in the Sustainable Print policy.

ABOUT RICOH

Ricoh is a leading provider of integrated digital services and print and imaging solutions designed to support digital transformation of workplaces, workspaces and optimise business performance.

Headquartered in Tokyo, Ricoh’s global operation reaches customers in approximately 200 countries and regions, supported by cultivated knowledge, technologies, and organisational capabilities nurtured over its 85-year history. In the financial year ended March 2023, Ricoh Group had worldwide sales of 2,134 billion yen (approx. 16.0 billion USD).

It is Ricoh’s mission and vision to empower individuals to find Fulfillment through Work by understanding and transforming how people work so we can unleash their potential and creativity to realise a sustainable future.

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