- Customer Vertical: Higher Education
- Customer Description: Size, Background, etc: Large religious University in Washington DC
- Customer Challenge(s): More than a decade had passed since the University’s last managed print assessment, and the gaps had compounded. Many devices were on leases that had already expired or were set to expire within 24 months, yet neither the incumbent vendor nor the University had ever completed an equipment inventory, so no one knew what was deployed, where it sat, or who was using it. Service had broken down: the vendor was not replacing parts as requested, leaving devices unusable, while toner was over-shipped to the point that the University was losing track of its own stock. Printing was effectively a free-for-all, with no authentication or tracking at the device, and there was little accountability on either side. As a result, the University was paying invoices with no visibility into the status, location, or usage of its fleet.
- UBT Solution:
- Comprehensive print assessment & fleet discovery — UBT performed the University’s first managed print assessment in over a decade, conducting a full physical and network-based inventory of every device across campus and capturing make/model, location, department, meter reads, and lease status to establish a single source of truth.
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- Lease consolidation & fleet right-sizing — We audited all expired and expiring leases, consolidated the fleet onto a single co-terminus agreement, and right-sized the deployment by removing redundant and underutilized devices and standardizing on current-generation Canon imageRUNNER and imageFORCE MFPs.
- Proactive monitoring & automated supplies — UBT deployed its SmartPrint data collection software to automate meter reads and monitor real-time toner levels, so toner now ships just-in-time based on actual consumption, eliminating the overstock and lost inventory.
- Secure print & user authentication — We implemented badge/PIN authentication at the device with uniFLOW, enabling secure pull-printing, rules-based routing, and department-level tracking so every page is accountable to a user.
- SLA-backed service & accountability — All service now routes through UBT’s eAutomate platform with guaranteed response and resolution SLAs, proactive parts replacement, and a dedicated single point of contact, closing the break/fix gaps left by the prior vendor. UBT’s process also includes an automated step that closes out the corresponding ticket in the end user’s internal service ticketing database, keeping both systems in sync and providing consistency and transparency on open calls and resolved issues.
- Consolidated, transparent billing — The University receives a consolidated invoice with per-device cost visibility, so they know exactly what they are paying for, where each device is, and which department is using it. The invoice is customized with specific charge codes, providing the ability to integrate directly into the clients billing system.
- Overall outcome post implementation:
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- Complete visibility and accountability over the entire fleet for the first time in more than ten years.
- Eliminated toner overstock and waste through automated, consumption-based replenishment.
- Improved device uptime and end-user satisfaction via proactive parts replacement and enforced SLAs.
- Reduced overall print spend through fleet right-sizing, lease consolidation, and removal of redundant devices.
- Strengthened document security and compliance with device-level authentication and full print tracking.
- Predictable, transparent budgeting supported by consolidated billing and clear cost-per-device reporting.