“Capita met the double challenges of our complex multi-site locations and diverse IT systems and provided us with an exceptional web based mobile solution.”
The Bodleian Libraries Reprographics Manager
- Managed print - managed print service
Serving over 30,000 users Oxford University Bodleian Libraries has one of the largest ranges of publications available in the world, frequently utilised by students, visiting academics and the public.
The university’s printing and copying system was cumbersome and fragmented with different charging systems for users depending on whether they wanted to print or copy. Students had to buy credit using a card dispensing terminal next to the multifunction printer (MFP) and the only option available was to copy in black and white. Only two libraries offered colour printing and scanning as an option.
They had a mixed fleet of photocopiers and printers with no standardisation from a number of different suppliers making administration very complex. Oxford University needed a partner that could create a universal solution across all their sites that would be driven by the user, and offered full accountability and cost control.
As Preferred Partner for Managed Print Services to the University of Oxford, Capita carried out a thorough consultative review working with the University’s PCAS team (Print Copy Scan) over a three-month period to fully understand the requirements of all users across all sites and design the optimum solution.
Faced with a complex IT infrastructure we designed a ‘pull- printing’ solution that worked across all 29 libraries, using Sharp MFD’s with Pcounter software and EveryonePrint applications.
Any user (students, visiting academics, staff or the public) can now set up their own account online, add credit through WorldPay and then instantly have full access to all the benefits of the system. By accessing the Pcounter WebPay online account users can
top up using a credit/debit card enabling them to be charged for print, copy and scan jobs - colour or black and white. For further flexibility users can also access a pay terminal that accepts cash.
A user submits their print job through the online application (from any device including mobiles/tablets), they can then collect it from any multifunction printer within any library. The user authenticates themselves, usually via a swipe card, at the chosen device and the print job is released. The same access procedure at the machine also allows them the use of other chargeable services such as copy, scan to email and scan to USB.
Providing a single web based system in this type of environment where users have a single account that can be used to submit and pay for a wide variety of print, copy and scan services was incredibly complex.
The Capita team worked extremely closely with the Oxford PCAS team on this solution which at the time represented a ‘world’s first’ for this type of installation. The final solution reduces the involvement required from the library staff, and has been extremely well received by the users.
- Full access with security
30,000 users now have access to printing, copying and scanning facilities in mono and colour from any device in any of the Bodleian libraries, accessed through a university card or user name.
- Accountability and reporting
Fully secure with management reporting and cost accountability built-in. The comprehensive reporting capabilities allow for print history reports for individual users, usage reports and annual stats so the whole environment is fully controlled.
- Web based system
Access to online account that includes a view of the users print, copy and scan usage history.
- Improved logistics and control
All managed by a single contract with a comprehensive Service Level Agreement (SLA), the solution is continuously monitored remotely, so any issues are resolved speedily and efficiently.
- Improved access to user services
- Printing from mobile devices, tablets, laptops, and off-campus printing
- Scanning as a standard service across all libraries
- Scan to USB and email, print from USB
- Self-service top-up of accounts from any PC/Mac
- Send a print job and collect from any device in any library
- One card system, with credit held in system and not on a card
- Users can view their own account activity
- Significant service level improvements delivered
The service provided to Oxford University was Managed print services.