Appendix_A_Draft_Print_Management_Policy_20170410.docx

DRAFT Treasury Sustainable Print Management Policy Contents

PURPOSE

This purpose of this policy is to implement the new Managed Print Services (MPS) solution for the United States Department of the Treasury’s use of desktop and enterprise printing, copying, scanning, fax print-related purchasing practices, and and ink/toner usage. MPS is a planned Enterprise Initiative to use enhanced technology and managed services to meet Treasury’s printing needs in a more cost-effective, secure, reliable and environmentally-friendly way. It affects the distribution, management and servicing of printers and copiers/printers/scanners/fax (known as multifunction devices or MFDs) throughout Treasury. MPS will improve workforce productivity through reduced printer downtime and expanded print functionality; with provide significant savings in printer operations; better protect sensitive and private information; reduce paper waste; and comply with Government-wide and Treasury-wide “Green” guidance. An objective of MPS is to remove personal desktop printers in offices and workstations to the greatest extent practicable. MPS will enable the workforce to:

· Print, copy, fax and scan to e-mail using fast, high-volume, networked devices conveniently located to users

· Reduce demand on IT staff by transitioning maintenance and upkeep to a Managed Service provider

· Print securely through the implementation of PIN printing and utilizing secure pull printing technology, granting users the same security as a personal printer and helping to reduce burdon on employees and IT staff to set up print drivers

· Standardize duplex (two-sided) printing for all Treasury printers and MFDs to comply with Government-wide policy and to reduce paper usage

· Standardize black and white printing as the MPS default

MPS provides a single Department-wide contract vehicle to maximize efficiencies, manage spend, reduce risk and maximize productivity beginning in FY17. This contract is a multi-year contract that has the capability of addressing all mission critical requirements for every bureau, thereby replacing the many and diverse contract vehicles across Treasury and eliminating the multiple types of equipment and service contracts. This will result in significantly less administrative costs and will maximize savings across Treasury as well as optimize federal and contract labor requirements by eliminating excessive and duplicative contractual requirements

BACKGROUND

The United States Department of the Treasury is comprised of approximately 100,000 employees spanning eight different bureaus, Departmental Offices, and three Inspectors General, with an annual budget of over $14B. Treasury’s bureaus, with their varied and distinct missions, have historically operated independently, with their own management structures, budgets, and procurement organizations. This structure resulted in overall mission success for the individual bureaus, but it did not leverage Treasury’s collective buying power for commonly procured products and services and resulted in significant duplicative work by Contracting Officers (COs) and Contracting Officers’ Representatives (CORs). In today’s budget environment, agencies can no longer afford to operate using Treasury’s historical stove-piped environments requiring development of requirements and purchasing model. Treasury copy/print/fax/scan fleet today contains in excess of 100,000 devices, over 400 different models, high cost of ownership and inefficient management processes.

Currently, there are a variety of contracts for acquiring and maintaining these devices across the Department resulting in varying types of potentially outdated equipment therefore increasing operational costs. Each bureau is separately administering the procurement of MFDs, printers, equipment maintenance and technical support. The presence of multiple systems increases costs and incompatibilities across the agency. By moving to one enterprise wide initiative for MPS, Treasury will be able to utilize economies of scale to drive significant cost savings Executive Order 13589 instructed agencies to maximize opportunities for efficient and effective spending. Multiple Office of Management and Budget memorandums have provided specific direction encouraging strategic sourcing and implementing formal governance bodies over government-wide strategic sourcing initiatives. During FY16, GSA and OMB provided high visibility to FITARA and Category Management which are both motivators for one Treasury-wide MPS contract vehicle. More information about FITARA and Category Management can be found at https://management.cio.gov.

The change to a predominantly network-based printing environment will benefit the Treasury through lower energy, equipment, supply and vendor-related service costs. In addition, the reduction in desktop printers will allow for the propagation of new, more energy efficient print devices that use fewer toxic chemicals and ultimately reducing the Treasury's overall environmental impact. While the costs related to printing and paper use can easily be overlooked, by implementing the measures outlined in this policy, the Department has the potential to reduce both its print-related power consumption and paper costs by more than 20 percent annually.

DEFINITIONS

· Consumable: A product integral to the functioning of imaging equipment with the intent, when depleted or worn, to be replaced or replenished by the user during the normal usage and life span of the imaging equipment. Consumables may include: toner, toner containers, toner bottles, toner cartridges, waste toner cartridges, ink cartridges, ink heads, ink sticks, ribbon ink, thermal paper, copy paper, imaging units, transfer belts, transfer roller, users, drum maintenance units, and other associated items

· Desktop Device: A Government-furnished/funded print output device that is connected directly or wirelessly to a workstation with only one user mapped to the product

· Duplex Printing: Printing or copying on both sides of a piece of paper, double-sided or two-sided printing or copying

· Duplexing Capable: Any imaging equipment that is capable of automatically making double-sided prints or copies

· Imaging Equipment: Includes the following electronic equipment -copiers, digital duplicators, facsimile (fax) machines, mailing machines, multifunction devices, printers, and scanners

· Multifunction Device: A print output device that performs at least two of the following functions: printing; copying; scanning; and faxing

· Network/Group Printer: A Government-furnished/funded print output device that is connected to a wired or wireless network with multiple users mapped to the device

· Single Function Device: An imaging equipment product that performs only one of the core functions of copying, printing, scanning, or faxing. Fax machines that provide convenience copies are considered single function devices

SCOPE AND AUTHORITY

This policy applies to all components of Treasury to include Under Secretaries, Program and Staff Offices, Agencies, and Bureaus. This policy is the authority governing the management of desktop printing, copying, scanning, print-related purchases, and paper use. This policy is not appicable to copy centers or teleworkers.

GOVERNANCE AND ROLES AND RESPONSIBILITIES

The MPS program is managed and governed through a virtual Program Management Office (PMO) structure comprised of the Department of Treasury executive level and each Treasury Bureau or designated organizaton serving as members of the virtual PMO as well as acting as the MPS representatives for their Bureau’s activities. Figure 1 shows the virtual Treasury and Bureau PMO structure.

BUREAUS

Figure 1: Virtual MPS Treasury PMO Structure for Current Bureaus The MPS Treasury PMO is responsible for:

· Overseeing, managing, and coordinating the MPS Supplier contract and work products to ensure overall successful delivery and implementation of the MPS contract and closeout of existing contracts on schedule

· Preparing and approving any interagency agreements with any Federal entities outside of Treasury that want to order goods as part of the MPS solution according to the Economy Act

· Overseeing and coordinating with the MPS Supplier Program Manager on contract progress and status – conducting periodic MPS Supplier Program Management Reviews

· Administering the Waiver Policy for all Treasury Bureaus

· Coordinating and developing all MPS Program-level reporting activities and processes including, program reviews, GAO and OMB reporting, etc.

· Reporting program and project status and risks to external and internal stakeholders and oversight Bureaus such as GAO and OMB

· Retaining an independent benchmarking service provider to conduct an annual program benchmark study that shall enable the Treasury PMO to compare fees and service levels that will ensure the Supplier’s fees and service levels are comparable to current market rates and service levels for such services.

· Aligning all Treasury Bureau MPS PMOs to support transition from the existing environment to the new MPS environment

· Providing tools to Bureau-level MPS PMOs to communicate with stakeholders on MPS capabilities and services to ensure optimum Treasury planning and use

· Developing and setting future MPS Strategy through coordination with Treasury Organizations, MPS stakeholders, and commercial industry

· Ensuring that all organizational interdependencies are clearly addressed and closely monitored and there is regular collaboration among the organizational entities

· Promoting and implementing environmentally friendly printing practices and paper use

· Establishing printing goals and strategies to comply with Government regulations

· Establishing policies and accepted behaviors regarding print, copy, fax, and scan

· Monitoring and managing Bureau implementation results over time to keep the printing environment optimal and to ensure that the benefits of these policies are maintained.

MPS POLICY

Treasury agencies must coordinate with the MPS Contractor to move toward network-based printing as a means of servicing users and take all obsolete and underutilized network and desktop printers offline to be collected by the MPS Contractor. Treasury will benefit through lower energy, equipment, supply, and vendor-related service costs. In addition, replacing obsolete printers will allow the use of new, more environmentally-friendly network printers and MFDs that use fewer toxic chemicals, less energy, and result in a smaller carbon footprint. As part of the MPS program, the MPS Contractor will propose the consolidation of devices based on business need for each floor in each Treasury Organization building and will make recommendations as the business need changes. The MPS Contractor’s process will utilize the baseline information provided by each organization, and will analyze any remaining gaps in the bureau level analysis, devising a recommended future state based on the trending volume information and the intelligence gained by Treasury staff in serving their environment.

The MPS Contractor will implement network-based printing and work with the Treasury MPS PMO and Treasury Bureau level MPS PMOs to proceed as follows:

· Network-based printing must be implemented in all Treasury Under Secretaries, Program and Staff Offices, Agencies, and Bureaus

· Treasury Bureau’ MPS PMOs will work closely with the MPS Contractor to determine the optimum network printer locations. Depending on the number of employees, it may be necessary to stage multiple printers in a single office

· All employees are expected to set a good example in the area of environmental stewardship. Therefore, desktop printers will no longer be allowed except under compelling circumstances as defined in the Waivers Section of this policy including the adherence to the Rehabilitation Act requirements of Section 501 and Section 508 Governing Principles for Utilization/Practices

· All employees must communicate electronically, and print only when necessary

· Limit the publication, printing, and storage of hard copy documents and presume that information should be provided and retained in an electronic form, when permitted by law, and consistent with applicable records retention requirements

· Identify and use, as much as possible, alternatives to printing such as increased use of collaborative software and other cloud computing tools to distribute, store and edit documents online,

· The MPS Contractor will provide Training on the new devices for all employees.

· Employees can print to any device through the secure pull printing technology for printing using their PIV card to retrieve a document

· Maximize the use of the copy centers Governing Principles for Deployment and Configuration

· All print devices must be shared resources and must be on the network

· Print resources must be standardized across the managed fleet

· Duplex printing must be the standard device default setting

· Black and white must be the standard device default setting

· Where multiple input trays are being used for special stocks in current state, this configuration must also be available in the rationalized state and within the distance parameters (more explanation here)

· Special features such as tabloid size trays must be specified only when required Governing Principles for Security and Compliance

· Devices must adhere to Treasury’s security standards and must meet regulatory and governance requirements

· Device configurations must be password protected when available

· All devices shall be smart card (PIV) enabled.

· Secure printing capabilities (Lock Print/ Enhanced Lock Print) must be available when required

· User information must remain confidential Governing Principles for Financial Management

· The MPS Contractor will charge for management, break/fix, and consumable costs on a cost per image basis, and report the costs to the Treasury MPS PMO and the Treasury Organizations PMOs Governing Principles for Connectivity and Driver Deployment

· Print queues must be the standard for connectivity with the managed fleet

· Queues provide/enable:

· Ease of connecting to a device without administrative rights

· Policy enforcement (duplex, color, etc.)

· User utilization tracking

· Print driver management

· The MPS Contractor will be responsible for the setup and maintenance of the MFDs

· The Treasury Organizations will be responsible for network connectivity and drivers Device Placement Principles The following are the general placement principles for an office environment:

· End-users must not have to use stairs, pass into or out of a secure area, or pass through double doors to access their primary mono letter printer

· The primary monochrome device for end users must be placed within a reasonable walking distance. Providing standard capabilities and placement is intended to minimize device moves required in response to individuals’ moves

· Devices shall have Secure Print capability for printing of sensitive content (e.g., tax information, Personal Identifying Information (PII))

· Color must be produced on devices, that are centrally located in each building/work area if there is a business justification for color On-Going Management Procedures

· The MPS Contractor will be the first responder for devices listed in the MPS contract including networked Printer, copiers

· The MPS Contractor must keep an acceptable level of supplies onsite established by the contractor. Exception to onsite stocks will be granted upon MPS supplier guaranteeing just in time replenishment of supplies and consumables. OEM toner must be used for all color toner and remanufactured and/or OEM toner must be used for all black toner. Supplies included are:

· OEM Toner must be provided for ALL Color toner and remanufactured toner must be provided for black toner

· Maintenance Kits

· Fuser Units

Supplies NOT included in the MPS Contract and the responsibility of the Treasury organizations are:

· Any Paper

· Toner for non MPS devices Retirement and Disposal

· The MPS Contractor will evaluate all technology for refreshment based on a lifecycle of 60 months from the date of install. Devices installed must be newly manufactured and not previously used

· The MPS Contractor must be responsible for removal, refresh, and disposal of all assets

· The MPS Contractor will provide recommendations for new or updated devices based on business requirements and provider recommendations to the Treasury MPS PMO and the impacted Treasury Bureau PMO

WAIVERS

Waivers, including sufficient justification, are required for individuals to use desktop printers. Some examples of exceptions include cases where an employee has mobility issues or unique work conditions, such as not being able to leave their desk unattended (e.g., security or reception desk). The Rehabilitation Act requirements of Section 501 means that employees with disabilities may request an accessible desktop printer as a reasonable accommodation, and legitimate requests must be granted. For Section 508, in addition to taking normal business requirements into account, the U.S. Code requires that the most accessible desktop or network printer be provided. Convenience is not a valid reason for issuing a desktop printer to an individual. Employees can submit requests for waivers to their Treasury Organization’s PMO who will then coordinate the request with the Treasury MPS PMO for subsequent approval or rejection.

REFERENCES

The federal policies that authorize this initiative include but are not limited to:

· FITARA – Federal IT Acquisition Reform Act http://oversight.house.gov/release/fitara-included-ndaa-bill/ and https://management.cio.gov

· Federal Acquisitions Regulations (FAR) http://www.acquisition.gov/far/

· Clinger Cohen Act http://www.whitehouse.gov/omb/circulars_a130_a130appendix_iv/

· OMB Circular A-130 Management of Information Resources http://www.whitehouse.gov/omb/circulars_a130_a130trans4/

· OMB Circular M-13-02 Improving Acquisitions through Strategic Sourcing https://www.whitehouse.gov/sites/default/files/omb/memoranda/2013/m-13-02_0.pdf

· Executive Order 13589 Promoting Efficient Spending http://www.whitehouse.gov/the-press-office/2011/11/09/executive-order-promoting-efficient-spending

· Executive Order -- Planning for Federal Sustainability in the Next Decade https://www.whitehouse.gov/the-press-office/2015/03/19/executive-order-planning-federal-sustainability-next-decade

· GSA Bulletins B-37 Federal Print Management Practices http://www.gsa.gov/portal/mediaId/172607/fileName/Bulletin_B-37_Print_Management_Guidance_508

· GSA B-34 Disposal of Federal Electronics Assets https://gsaxcess.gov/htm/SCREEN/FMR_Bulletin_B-34.pdf

· Federal Acquisition Regulations – Part 23, Subchapter B https://www.acquisition.gov/?q=/browse/far/23

· Department of the Treasury’s Strategic Sustainability Performance Plan https://www.treasury.gov/about/organizational-structure/offices/Documents/2015%20Treasury%20Sustainability%20Performance%20Plan.pdf This policy does not supersede existing regulations for government printing and publishing requirements:

· Title 44, Public Printing and Documents https://www.gpo.gov/fdsys/pkg/USCODE-2008-title44/html/USCODE-2008-title44-chap5.htm

· Treasury Directive 78-01 https://www.treasury.gov/about/role-of-treasury/orders-directives/Pages/td78-01.aspx

· Federal Acquisition Regulation Subpart 8.8 https://www.acquisition.gov/?q=/browse/far/8

Department of Treasury Managed Print Service (MPS) – Program Management Office (PMO)

The Alcohol & Tobacco Tax and Trade Bureau (TTB)

The Bureau of Engraving and Printing (BEP)

The Financial Crimes Enforcement Network (FinCEN)

The Inspector General

The Treasury Inspector General for Tax Administration (TIGTA)

The Internal Revenue Service (IRS)

The Office of the Comptroller of the Currency (OCC)

The US Mint

The Bureau of Fiscal Services

The Community Development Financial Institution (CDFI) Fund