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Fermilab Managed Print Services

Frequently Asked Questions

General MPS
What is MPS?
When will MPS occur?
How will this affect me?
Will I be able to keep my printer/scanner/copier?
Will I be left without a printer?
What are the default printer settings?
Will all print and imaging devices be replaced?
How do I install a MPS printer driver on a non-SLF Linux system?
I print using the direct IP address. Will I still be able to do that?
What if I have a big print job? I don't want to monopolize a printer everyone else uses?
How do I filter for specific printer functions or locations?

Secure Printing
What does secure print mean?
How do I set up secure printing from my computer?
How do I print a secure document?
What does the card reader on the secure printers look like?

Scan to Drive Share
How do I know my device supports "Scan to Drive Share"?
How do I request a device that does not currently support "Scan to Drive Share" to be added to support it?
Who will be able to read the files that I have scanned?
What items should I not scan to a network "share-drive"?
My device supports more than one folder to scan to. How do I select the folder I want?
How do I access scanned documents?
How do I request a restricted drive share?

Print supplies (consumables)
I used to order print supplies. What do I do now?
I have old print supplies. What should I do with them?
Do we still need to load paper into the printers?

 

What is MPS?

The Fermilab managed print service (MPS) is an optimized modern print service consistent with industry best practices to reduce cost and meet the needs of the laboratory.

 

When will MPS occur?

The rollout of MPS is completed in Feynman Computing Center, Wilson Hall, TD Industrial Complex and AD behind Wilson Hall.  The rest of the rollout will happen over the next several months.

 

How will this affect me?

This could affect you in a number of ways:

First, depending on your location and device/s.

Instructions on what you need to do, the name of the device you will print to based on your location and instructions on how to use any new device will be placed near the device once it is ready to use.

Second, as we standardize the naming convention, the name of a printer may change. Furthermore, your computer’s access settings to any pre-existing device will change. After the transition, you will have to take action as follows to continue to use an existing printer or to begin using a new printer:

 

Will I be able to keep my printer/scanner/copier?

If you have an individual device in your office (as opposed to a common area for use by multiple people), it will most likely be removed. Many factors were involved in the decision to keep or replace a device, and your division/section/center management has approved the removal of any device. Overall, we are taking this opportunity to reduce our costs across the laboratory.

 

Will I be left without a printer?

No. There will be a shared print device at your disposal, though its location may change. You can see a map of printer locations on the MPS website. Keep in mind that during MPS rollout, your regular printer may be unavailable for a short time during the transition from an old to a new device. Core Computing Division staff, along with Dell Service staff will be on hand during this time to assist you if necessary

 

What are the default printer settings?

The current default settings for all printers (new and already existing device) are: 

 

If you require color, single-sided or highest-quality printing, you can override the defaults for print jobs as necessary through the print driver on your PC by changing the default printer settings. Any settings change made here is only for the current print job. It will change back to default settings for the next print job.

 

If you require permanent changes to the default settings for this printer (outside of those for a particular job) put in a Service Desk Ticket stating such. Include in the ticket 1) the name of the printer in question and 2) the business reason why this change is being requested. The MPS team will work with Fermilab and provide you feedback in the ticket.

 

Will all print and imaging devices be replaced?

No. All devices will not be replaced, and some existing devices will remain in service. However, even if an existing device remains in service, the name of the printer will change as we standardize our naming convention, and the way that you access the device will change. After the transition, you will be required to download either drivers or print queue information (See the “How will this affect me?” section above for operating-system-specific information). This step will be required even for pre-existing devices--so that your computer can continue sending print jobs to that device.

 

How do I install a MPS printer driver on a non-SLF Linux system?

Instructions can be found here.

 

I print using the direct IP address. Will I still be able to do that?

No. After the transition, you will have to take action as follows to use an existing printer or to begin using a new printer:

 

What if I have a big print job? I don’t want to monopolize a printer everyone uses.

Visual Media Services offers a free high-quality black-and-white print service. Color copies can be charged to task codes as well. In addition, VMS offers, binding, folding, etc. Call x3349 or visit the VMS website for more information.

 

How do I filter for specific printer functions or locations?

1. Visit the Managed Print Services web page (http://fermiprint.fnal.gov/).

2. Select “Locate My Nearest Printing Options” and this will bring up the MPS Print Queue Mapping SharePoint.

3. Click on “Imaging Device Information” from options along the left pane to choose from.

4. Click on “All Devices and Areas” from the Managed Printer Service Device Status page. It will take you to “Image Device Status”

5. Hover over the line where the paper clip icon is located. The items there are Device Model, Device Type, Building, Floor/Location, etc. Click on the down arrow to see the list of available options for each category. As you do so the list will be filtered accordingly.

 

What does secure print mean?

Secure print enables any Fermilab ID badge holder to walk up to any on-site printer with secure print capability (select locations), scan your ID badge and print at that printer. This feature allows you to print without having to run to the printer to ensure your document isn’t viewed by others.

You can also use this feature to print at a printer in another area of the laboratory without having to add the new print queue to your computer.

Most staff members at the lab will have access to at least one secure-print-capable printer. All ID badge holders are able to use secure print.

 

How do I set up secure printing from my computer?

1. Visit the Managed Print Services web page (http://fermiprint.fnal.gov/).

2. Click link, “Add a printer queue on your Windows, Mac or Linux computer”.

3. On the add a printer queue page, find the line, “SecurePrint.”

4. Click on the button for your operating system, i.e. Windows, Mac, or Linux.

5. Select Open.

6. Right click and select Open on the file call “FermiPrint-Securpint.exe”.

7. Select Run.

8. Secure Print should be highlighted, Select Add Printer.

9. A box stating SecurePrint on FermiPrint should pop up and you are finished.

 

How do I print a secure document?

1. Send the document to the “SecurePrint” queue, which will look just like any other printer you can use with your computer.

2. Your print job will go into the secure print queue and be held until it is released via your badge.

3. To release the secure print job at your a printer that has an ID badge card reader (Photo example), wave your ID badge over the card reader.

4. The secure print job(s) will print in the order in which it was received in the queue.

5. If the job is not released by you (printed) within 24 hours, it is removed from the print queue, and you will have to resend it.

 

What does the card reader on the secure printer look like?

The card reader will look similar to the one in this photo.

 

How do I know my device supports "Scan to Drive Share"?

All devices that support "Scan to Drive Share" will have a label on them that indicates they have this capability.

 

How do I request a device that does not currently support "Scan to Drive Share" to be added to support it?

Please open a Service Desk request to enable a device to have this functionality. Include the name of the device in the request.  By default, scanned documents are saved in a folder called “general” and can be read by anyone who has a Fermilab Services Account. If you have a business need to restrict read access to a small number of people, we can create a special folder for you. In this case, please submit a Service Desk request and provide the following information: the name of the folder, the group of people who need access to the folder, and the business case for doing so.

 

Who will be able to read the files that I have scanned?

By default, all scanned documents in the “general” folder can be read by anyone who has a Fermilab Services Account. Scanned documents in other folders can only be read by those who were granted read permission when the folder was created.

 

What items should I not scan to the network "drive-share" area?

Scanning any document that contains PII (Personally Identifiable Information) is a serious violation of Fermilab and DOE policy. If you want to scan a document that contains sensitive information (e.g., a performance review that does not contain PII),  then you should only scan this document to a special folder that is specifically created for you.

 

My device supports more than one folder to scan to. How do I select the folder I want?

Specific training and setup will be provided to those who request a special folder for their group.

 

How do I access scanned documents?

Follow these instructions.

 

How do I request a restricted drive share?

If you require a restricted access folder and there is a business reason to do so, please submit a Service Desk request. Provide the following information: the name of the folder, the group of people who need access to the folder and the business case for doing so.

 

I used to order print supplies. What do I do now?

Print supplies, with the exception of paper, are now included in the Managed Print Service. Software will monitor each printer and will provide warning to the MPS support team of low supplies (excluding paper). As the supplies (such as toner) get low, a member of the Dell team will then replace them. If, for some reason, you notice the device requires service, please contact the Service Desk immediately at x2345.

 

I have old print supplies. What should I do with them?

If you have print supplies for your old printer, please provide them to the MPS team during the installation process for your new device. We will use these supplies as appropriate and recycle unused materials in the best manner possible.

 

Do we still need to load paper into the printers?

Yes, loading paper should be handled by the users of the device. Paper supply ordering will not change.

 

Authored by Marcia Teckenbrock
Last modified 4 months ago