Feb. 13 event: You're invited!
From the PEP initiative comes a newly formed office within ITS.
Introducing Managed Print Services, a full-service print office.
Tuesday, February 13
8:30 a.m. - 10 a.m.
Skyline
Meet the team, get real-time support, and pick up swag.
Food and beverages are provided as part of Skyline Morning Social.
Important Updates
December 22, 2023
Training and Support
Training materials PEP resources page
Email PEP@trinity.edu
DOCUmation Help Desk 1-855-396-9302
On-site team member Mike Yanas, myanas@trinity.edu, Library 1st floor (former Ricoh print shop)
Peer-to-peer support Luis Forrestier, Wes Gordon, Paul Cruz, Leigh Hill, Linda Ramos, Art de los Santos, Chad Spigel, Christina Castillo
PXL_20231214_162853162.TS.mp4PXL_20231214_165814675.TS.mp4December 14, 2023
HOW TO: Colleague Testimonial
View a video from Christina Castillo, Dean of Students Office illustrating how to print and a testimonial of her experience.
It's faster. It's in color. And, I can get my print from anywhere.
December 6, 2023
Specialty Printing is available
The Tiger Print portal is where all specialty printing requests should be submitted. You can also email directly to docuprint@mation.com. While Trinity will no longer have a brick-and-mortar print center on the Library's 1st floor, we have a dedicated team to help you with Managed Print Services including Specialty Printing.
More about Specialty Printing services.
October 3, 2023
DOCUmation will be on campus October 9 and 10
During this initial visit, the DOCUmation and PEP team will conduct a thorough walkthrough of office spaces and focus on multifunction printers. The second visit in October, not yet scheduled, will focus on talking with faculty and staff about the ideal placement of equipment. If you would like to ensure you’re available to meet with the DOCUmation team, please reach out to pep@trinity.edu. Throughout October, the PEP team will also be proactively reaching out to coordinate with faculty and staff across the various academic departments and offices.
The walkthroughs will produce
A blueprint of where equipment will be placed
An implementation timeline for both the managed services and specialty printing.
Initial walkthroughs are focused on multifunction printers and exclude other types of printing, e.g. desktop and network printers, which will be covered at a later date.
Read the full article about the DOCUmation walkthroughs.
September 6, 2023
After months of discovery and vendor evaluation, the PEP team selected DOCUmation as its full-service print vendor for both Managed Services and Specialty Printing.
DOCUmation is a family-owned technology solutions company, headquartered in San Antonio, that provides IT, print, and software-managed services. This decision comes after a formal RFP review process where 4 vendors were evaluated for Managed Services Printing and another 6 for Specialty Printing. The team prioritized the features and requirements that mattered most to our community. These were: Ease of Use, Convenience, Security, Availability, and Capability.
DOCUmation will be on campus in mid-October to do another walk-through of office spaces, talk with faculty and staff about the ideal placement of equipment, and begin developing an implementation timeline for both the managed services and specialty printing. During the transition from Knight and Ricoh to DOCUmation there will be no gap in printing services.
Summary of the new solution
One vendor for all printing needs.
Dedicated, on-site support to assist with printer issues, training, and maintenance.
Departments/Offices will no longer be charged for standard office printing.
Specialty printing jobs will now be delivered to your office/department location and requests submitted through a web portal. Jobs will be fulfilled at DOCUmation’s local facility. Trinity will no longer have a brick-and-mortar print shop. However, we will maintain an on-site point of contact.
Improved security. Print from anywhere and on demand by using their employee Tiger Card “Follow Me Printing”.
Personalized training on how to fully use the equipment.
Internship availability for students. DOCUmation will now have internships available to offer our students in a variety of areas such as sales, accounting, and marketing.
Standardized campus fleet
Faster printing. You will be able to print 40 pages per minute as opposed to 28 pages per minute.
When and how this may impact you
DOCUmation will be on campus in mid-October to do another walk-through of office spaces, talk with faculty and staff about the ideal placement of equipment, and begin developing an implementation timeline for both the managed services and specialty printing.
The swap out of printing equipment and training will be done as soon as possible to help ensure faculty have access to faster and more secure machines before mid-terms and finals where quizzes and tests are more frequently printed.
You can retain your functioning desktop printer until it quits functioning OR runs out of supplies.
The plan is for the Ricoh Print Shop to remain business as usual through the Fall semester. DOCUmation will fully take over specialty printing in January 2024.
July 17, 2023
The final review of recommended solutions is taking longer than expected. For transparency, this puts us three weeks passed our anticipated decision announcement. While this delays the implementation timeline, we want to make a sound, thoughtful decision rather than rush. Currently, the project timeline is being reworked to factor in this delay and to provide a more realistic implementation timeline. This timeline will take into consideration peak activity times during the school year to mitigate inconveniences.
What this means for you
If your department is relocating to Chapman, the ITS team will coordinate moving your existing equipment.
For multifunction printer toner please continue to order through Rob Salas.
If you need to order ink, paper, or other printing accessories, please do so.
Purchasing of new printers is paused during this project. However, if you need to order or service a printer, please reach out to ITSupport@trinity.edu for approval.
Any decisions will be shared with the campus community along with implementation details and next steps.
Once a decision is made
The selected vendor will work with the PEP team and campus offices to refine an implementation plan.
If you have any questions, please don't hesitate to contact PEP@trinity.edu.
June 21, 2023
The core team has completed their evaluation of the Managed Services Printing and Specialty Printing solutions and the recommended solution will be sent to the project executive team to review/approve.
As a reminder to our community, the feedback that was gathered during focus groups and forums was included in the RFP and used during the evaluation process. Though there may be parts of the solution you are more excited about than others, we are proud of the process that the team has undergone thus far to capture the requirements and priorities of faculty and staff.
April 26, 2023
The PEP team reached another milestone - wrapping up RFP responses at the end of this month.
Here’s what to expect next.
At the end of April, the PEP team will host another faculty and staff forum to share the scoring criteria and results from the RFP responses.
The core team will begin its evaluation process vetting vendors and solutions.
March 27, 2023
The Printing Enhancement Project (PEP) team reached a milestone that I wanted to make sure you are informed about. Since our forum in February, the PEP team developed the request for proposal (RFP) that was submitted to five vendors last Friday. This milestone means that the published project timeline is on track, with RFP responses concluding in April.
Here’s what to expect next.
Vendors (5) will be conducting their walkthroughs beginning Wednesday, March 29 - April 26.
Vendors will be conducting a walkthrough of all buildings and offices beginning Wednesday, March 29 - April 26 to obtain printer usage and data and provide a comprehensive allocation recommendation. This will involve the vendors inspecting various aspects of the buildings and offices, including the printers and other related equipment.
We understand that the walkthrough may cause some inconvenience, and we apologize in advance for any disruption this may cause. The vendor will create as minimal disruption as possible and a member of the core PEP team will be present to help ensure a smooth walkthrough. While vendors will try to walkthrough each area of campus, the vendor will prioritize Northrup Hall, CSI, and the Library because they house the majority of printing/copying equipment.
Please ensure that your printers and related equipment are accessible to the project team members and that any relevant data is available for collection.
At the end of April, the PEP team will host another faculty and staff forum to share the scoring criteria and results from the RFP responses.
February 10, 2023
Discovery/requirements gathering activities are coming to a close as requirements gathering efforts have concluded. The project team will host a second virtual forum on February 13, 2023 to provide updates on the requirements results.
In the next week RFP activities will begin to identify a vendor (s) that can provide a solution based on the requirements provided.
About the project
A project has been chartered to review the faculty and staff printing, copying, and faxing process with the business goals to enhance printing, copying, scanning, and faxing security, optimize current processes where applicable, and rationalize printing, copying, and faxing decisions.
This project will address the Knight Multifunction Copiers, HP Network Printers, and the Ricoh Print Shop.
A solution will integrate these three areas:
1. Specialty printing (Managed by the Ricoh Print Shop)
2. Multifunction copier printing (Managed by Knight + Trinity's Accounts Payable dept.)
3. Network Printing (Managed by individual departments with supplier standards set by ITS):
4. Fax (to a smaller degree)
We appreciate your participation along the way.
If you have questions or feedback, please explore our FAQs.