Section 1
Service Request Form
Note: See instructions to complete the form
Request Title: High Speed Printing Migration to Printing Services
Requested By:
Department:
Michael Rubesch
Jolene King
(SM)
PFBO
Location:
Remedy # :
HD0000000360345
and /361090
Section 2
Function:
One Purdue Owner:
Desired Implementation
Date:
(day/month/year)
____ / ____ / 2009
Submitted Date:
Break-fix
System Enhancement
Problem/Opportunity definition: Describe the request and explain the need for a Systems solution or service.
Also describe the process or situation as it exists today.
Problem:
ITaP currently prints a significant monthly page count using high-speed Xerox printers located in the Freehafer
(FREH) data center. These Xerox printers in FREH are located on some of the most expensive real estate on
campus: conditioned data center space. As ITaP continues to expand its services to the rest of campus, there is
increasing need to reclaim the space, and to a lesser extent the power and cooling, consumed by these large
printers. If the space can be reclaimed, the FREH facility can be packed more densely with servers, networking,
and storage equipment.
Opportunity:
The primary business goal is to help the university avoid significant expense in constructing and/or configuring
new, conditioned data center space. Additionally, this proposed migration of services offers the added benefit of
lowering the university’s overall business costs through reducing the duplication of efforts and
consolidating/centralizing high-speed printing services to an organization that specializes in this type of printing
operation.
With the advent of OnePurdue, ITaP and Printing Services recognize that the overall technical landscape has
changed. As a result, the technical challenges and cost considerations once faced in earlier attempts of this
service migration have been significantly reduced and provide the ideal opportunity to accomplish this task.
Problem/Opportunity Objectives: Include the desired objectives that need to be met and the requested deliverables.
The primary objective and subsequent deliverables of this project are:
1. The effective migration of high-speed LPR/LPD printing for SAP and OnePurdue from ITaP (FREH) to
Printing Services (PRSV) prior to the Xerox contract expiration in August 2009
- Develop/configure Canon printer drivers as needed
- Certify forms and validate printer output as needed
- Produce procedures for printer spool output removal of specialty check printing
-
Provide secure storage for checks and specialty paper as needed
Modify PRSV Firewalls to assist with securing encrypted network communications between the SAP
system and the PRSV building as needed
Produce a staffing plan based on schedule and volume of printing
Supply a written Business Continuation/Disaster Recovery plan
Provide written approvals of new printing plans from Internal Audit
Scope: Describe the request scope. Include information such as the business process being addressed, the locations that are
within the scope of the above problem/opportunity definition, and the number of employees by location that would be likely to
utilize a software solution. If the desired solution is going to be extended to other locations, employees or other business
processes in the future please describe
As stated the objective of this project is to effectively migrate high-speed LPR/LPD printing for SAP and
OnePurdue from ITaP (FREH) to Printing Services (PRSV) prior to the Xerox contract expiration in August 2009.
This migration of services will impact any consumer currently utilizing ITaP for their high-speed, high-volume
printing. As well, the university departments involved in ensuring the success of this project include, but are not
limited to, the following:
-
ITaP
Printing Services
Physical Facilities Computing Services
OnePurdue Initiatives
Admin Support and Auxiliary Services
Comptroller
Admissions / Enrollment Management
Human Resources
Internal Audit
Benefits: Describe all known qualitative or quantitative benefits that would be achieved by an implemented SSG solution or
service. Consider Net Cost/Benefit via process efficiency, EVA, Increase in market share, external customer benefits, and
legally required
Ultimately, the primary beneficiaries of this project are students and taxpayers who support the university.
Because of the cost of well-conditioned space, it is not unreasonable to suspect that this project will help the
university avoid several hundred thousand dollars of new cost.
Secondary beneficiaries of the project include:
1. Printing Services, who can consolidate more of the high speed printing on campus within their central
operation. This may lead to higher staff utilization, lower unit costs, or increased efficiency.
2. Administrative units on campus who wish to continue to grow their computing resources and are in need
of additional data center space in order to proceed. These units would also benefit by using Printing
Services to process more of their print jobs at a lower total cost.
Ways the transfer of high-speed printing operations will benefit the university include:
1. Providing process efficiency and reducing the duplication of effort
- ITaP currently prints a significant monthly page count using high-speed Xerox printers located in the
Freehafer data center (FREH). The bulk of this output is produced for Business Services. ITaP then
pays Printing Services to pick up the output and deliver it to customers around campus.
- In addition to output delivery, as the department’s name suggests, Printing Services provides a
number of specialized, campus-wide printing services including high-speed, high-volume printing.
2. Reduce the total cost of ownership
- The high-speed Xerox printers in FREH are located on some of the most expensive real estate on
campus: conditioned data center space. As ITaP continues to expand its services to the rest of
campus, there is increasing need to reclaim the space, and to a lesser extent the power and cooling,
consumed by these large printers. If that space can be reclaimed, the FREH facility can be packed
more densely with servers, networking, and storage equipment.
- By centralizing high-speed printing the university also benefits by removing the need for ITaP to
renew costly Xerox maintenance agreements as well as the potential need to replace aging,
redundant printing equipment.