United Nations Population Fund

SUCCESS STORY

UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. It supports countries in using population data for policies and programs to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV, and every girl and woman is treated with dignity and respect. Headquartered in New York, UNFPA has 129 offices worldwide, 1,100 employees and recorded 2009 contributions of $783.1 million.

Discover the: Challenge | Solution | Results

United Nations Population Fund

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United Nations Population Fund deploys new Lexmark multifunction products (MFPs) with secure Print Release to reduce costs and support its sustainability goals

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Government

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Printers & Multifunction Devices

Challenge

Its noble mission aside, UNFPA faces the same challenges as any other organization that creates and works with reports, presentations, memos, contracts, correspondence and other business documents. The organization’s New York headquarters had no way to track its physical assets, including more than 100 non-networked USB desktop printers from a variety of manufacturers. Collecting usage metrics for these locally connected devices was not possible. Printed jobs forgotten by their owners piled up, wasting paper and requiring expensive recycling. No method existed for keeping the printing of confidential documents private. Diagnosing hardware anomalies could not be performed remotely, leading to a continual escalation in maintenance costs. Separately, UNFPA’s dozens of non-networked, single-function copiers were operating under increasingly costly leases

With plans already underway to relocate its headquarters to three floors of a nearby New York City high-rise office tower, UNFPA, led by its network manager Sudhir Soman, recognized the time was right to leave its existing output infrastructure behind and at the same time upgrade its approach. Fortunately, UNFPA’s copier leases were set to expire concurrently with the headquarters move, so the timing was ideal.

Initially, Soman’s team developed a set of requirements that could apply to any company updating its existing output devices. These included elimination of non-networked devices and replacement of single-function printers, copiers, faxes and scanners with MFPs wherever possible. The team also wanted to manage the fleet and perform diagnostics remotely and implement tools that could collect performance metrics and generate analytics into usage patterns to ultimately drive down consumption of paper and toner. UNFPA also wanted to automate toner replenishment so that they do not have to stock replacement toner cartridges.

The team didn’t stop with those common requirements. An additional necessity was to hold print jobs in queue until physically released at any printer on the network by the job owner, a strategy that would ensure the security of confidential documents while simultaneously eliminating the problem of forgotten print jobs. Last was a requirement to address printing for UNFPA staffers visiting field operations, often in remote locales. “We wanted to empower our employees so they could use their laptop computers or handheld devices and print documents on UNFPA printers at any of our offices around the world,” said Soman.

Solution

For UNFPA, it was important to seek out an output partner capable of crafting forward-thinking comprehensive solutions, rather than simply furnishing a raft of hardware products. After following its standard purchasing and procurement process and fully considering several vendor options, UNFPA chose Lexmark.Lexmark began by assessing UNFPA’s current environment in order to assess its existing workflows, analyze demand and implement output strategies to save money, reduce waste, enhance security and empower users in new ways. “The response we got from the Lexmark team whenever we had an inquiry or technical issue was fabulous,” said Soman

The way Lexmark handled the whole install—it was like they were part of the UN
Sudhir Soman Network Manager United Nations Population Fund

Following that assessment, Lexmark installed 16 color X736dte series and four monochrome X658dte series networked MFPs at UNFPA’s new headquarters. Doing so slashed device headcount from more than 100 to just 20, each carefully situated to maximize employee access. “The way Lexmark handled the whole install—it was like they were part of the UN,” said Soman, noting Lexmark’s practice of structuring its customer relationships as partnerships beginning before and continuing long after the sale. “Lexmark took responsibility for leading the implementation,” he said. The entire deployment was completed in just eight weeks.

To address its document security and paper waste concerns, UNFPA implemented Lexmark secure Print Release, an enterprise server-based solution that stores print jobs and releases them only when job owners authenticate themselves at selected Lexmark devices connected to the network. Using an employee’s PIN or swipe of their identification card for authentication, print release also enhances security by guaranteeing that confidential jobs do not print without the document owner present. Print release also eliminates the time gap between printing and pickup, ensuring that forgotten print jobs do not pile up, avoiding paper and toner waste. Jobs not printed within a specified timeframe are deleted from the queue automatically

In considering the needs of staffers traveling to remote locations worldwide, UNFPA is implementing Lexmark Mobile Print, an enterprise solution that allows users to send jobs from their mobile devices to selected PostScript® printers on its network, or to any fax machine worldwide. Mobile Print leverages the power of today’s mobile technology, enabling users, for example, to initiate printing without leaving a meeting. To ensure security, all print jobs are encrypted and are authenticated via IPSec, SNMPv3, or TCP Connection Filtering. “No other UN agency has this technology. With Lexmark as our partner, we are leading the way and setting an example for other United Nations agencies,” said Soman.

Results

For UNFPA, it was important to seek out an output partner capable of crafting forward-thinking comprehensive solutions, rather than simply furnishing a raft of hardware products. After following its standard purchasing and procurement process and fully considering several vendor options, UNFPA chose Lexmark

With Lexmark as our partner, we are leading the way and setting an example for other United Nations agencies.
Sudhir Soman Network Manager United Nations Population Fund

Lexmark began by assessing UNFPA’s current environment in order to assess its existing workflows, analyze demand and implement output strategies to save money, reduce waste, enhance security and empower users in new ways. “The response we got from the Lexmark team whenever we had an inquiry or technical issue was fabulous,” said Soman.

Following that assessment, Lexmark installed 16 color X736dte series and four monochrome X658dte series networked MFPs at UNFPA’s new headquarters. Doing so slashed device headcount from more than 100 to just 20, each carefully situated to maximize employee access. “The way Lexmark handled the whole install—it was like they were part of the UN,” said Soman, noting Lexmark’s practice of structuring its customer relationships as partnerships beginning before and continuing long after the sale. “Lexmark took responsibility for leading the implementation,” he said. The entire deployment was completed in just eight weeks