Ricoh Print Services Usage Assessment

 

Ricoh Assessment Project

The Ricoh Assessment Project is part of VIU’s broader Managed Print Services initiative that began following the renewal of the Ricoh contract and support agreement and subsequent discussions on fleet optimization and device replacement.

Initial planning and coordination activities took place in 2025, including internal meetings with Ricoh and IT stakeholders to review scope, capacity, and implementation considerations.

The assessment phase is currently underway (June 2026), where Ricoh is conducting evaluations of the existing device fleet to guide future optimization and replacement efforts. 

The project team is targeting completion of the assessment and initial recommendations by the end of Summer 2026, pending review and validation of findings.

1. Overview

The Ricoh Assessment Project is part of VIU’s Managed Print Services initiative to evaluate and optimize the current fleet of Ricoh multifunction devices (MFDs).

The assessment is intended to:

  • Review the type, number, and placement of devices
  • Identify opportunities to right-size the fleet
  • Support cost optimization (e.g., cost-per-copy adjustments)
  • Prepare for device replacement with newer models 

This assessment is conducted remotely by Ricoh and spans multiple months. 

2. Scope of Assessment

In Scope

  • Existing Ricoh MFD fleet across campuses
  • Device utilization and placement
  • Inventory and reporting (including Streamline reporting issues)
  • Replacement planning for older devices

Out of Scope (implicit from sources)

  • Non-Ricoh devices unless part of replacement planning
  • Non-print services infrastructure unrelated to fleet optimization

3. Goals & Objectives

Primary Goals

  • Optimize fleet size and placement
  • Improve operational efficiency
  • Reduce unnecessary devices
  • Align fleet with actual usage patterns
  • Cost efficiency

Secondary Goals

  • Enable transition to newer, more efficient devices 
  • Improve reporting and visibility
  • Support future configuration changes (e.g., scanning workflows, authentication)

4. Key Activities

Assessment Phase

  • Remote analysis by Ricoh of:
    • Device counts
    • Locations
    • Usage patterns 

Internal Preparation

  • Maintain inventory spreadsheets and tracking tools
  • Coordinate with Support Staff in all the departments
  • Review transition action lists and device status 
  • Validate scanning configurations and reporting

Review & Planning

  • IT reviews Ricoh recommendations
  • Identify devices for:
    • Removal
    • Replacement
    • Relocation

Implementation (Future Phase)

  • Replace MFDs with updated models
  • Adjust fleet size
  • Update configurations and drivers

5. Risks & Considerations

  • Capacity constraints within IT teams for implementation 
  • Device replacement may be more complex than vendor expectations 
  • Reporting gaps (e.g., devices not visible in systems like Streamline) 
  • Configuration dependencies (e.g., scanning, authentication)

6. Dependencies

  • Active Ricoh contract and support agreement
  • PaperCut system configuration
  • Network and authentication systems (e.g., Exchange, Azure)
  • Inventory accuracy
  • Complete inventory refresh by end of Aug

7. Current Status 

  • Ricoh assessment activities are ongoing 
  • Internal teams are reviewing outputs and preparing for optimization
  • Focused on completing device updates during the summer period.
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