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How can you effectively monitor MPS devices?

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MPS devices, or managed print services devices, are printers, scanners, copiers, and fax machines that are connected to a network and can be remotely managed by a service provider or an internal IT team. Monitoring MPS devices is essential for ensuring their availability, performance, security, and cost-efficiency. In this article, you will learn how to effectively monitor MPS devices using some best practices and tools.

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Alex Danobrega

Account Director | IT Partner | We’re In The Business of Solving Businesses Challenges
Ian Roberts

Demand Generation Manager Public Sector
Laura H.

Project and Escalation Manager

1 Define your monitoring goals and metrics

Before you start monitoring MPS devices, it's important to define what you want to achieve and how you will measure it. Common goals for monitoring these devices include reducing downtime, optimizing device utilization, enhancing security and compliance, and improving user satisfaction and productivity. To track these goals, identify the relevant key performance indicators (KPIs) and metrics, such as device status and availability, performance and throughput, usage and consumables, errors and alerts, and security and configuration.

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Alex Danobrega

Account Director | IT Partner | We’re In The Business of Solving Businesses Challenges
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From experience, businesses managing their fleet of Managed Print Services (MPS) devices is quite a mission. Here's some outcomes of the success unfolded: You have to understand the value of centralised management. They invested in MPS software, offering a unified dashboard for device monitoring. Real-time alerts became essential, notifying of issues like low ink or paper jams, reducing downtime significantly. Security was paramount. They monitored for breaches and ensured data protection. Regular cost analysis unveiled savings opportunities, while user authentication encouraged responsible printing. MPS device monitoring didn't just reduce downtime; it controlled costs and improved overall performance.

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Ian Roberts

Demand Generation Manager Public Sector
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In my experience Managed print service specialists work with the end user to understand the user needs and spec the correct product , to then supply and install and to then manage on an ongoing basis all the devices the company needs! This can be a single machine to a whole fleet. Through software and technology, Managed print services ensure that Mfd’s (multi functional devices)are always running smoothly, identifying issues, before they cause a problem, and providing real-time information as to when to upgrade to newer, faster machines, based on your usage. Linking into usage ; consumables, MPS identifies your ink usage, how it is being used, automatically sending out replacement ink cartridges before they’re needed,so no downtime!

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Swarup Sanyal

Strategic IT Asset Management Advisor, ITIL, ITAM, HAM
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Effectively monitor MPS devices, you can follow these steps: - Identify the metrics you want to monitor. - Choose a monitoring solution. - Configure the monitoring solution. - Start monitoring your MPS devices. - Review the monitoring data. - Use a centralized monitoring solution. - Set up alerts. - Use real-time monitoring. - Use historical data - Use machine learning : Machine learning can be used to predict potential problems with your MPS devices. This can help you to prevent problems before they occur.

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Mayur Zambare

Immediately available for higher role in IT management, IT Infrastructure, System Administration, Data Center, IT Analyst, IT operations, SAP Business one, ERP, Software installation, OS, Network. Contact No.8007898753
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Utilize MPS management software or platforms. These solutions provide a centralized dashboard for monitoring and managing all MPS devices.

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Ahad Shahrooznia

#TeamHuma(ns)
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The metrics can be derived from various sources, such as device logs, monitoring software, or user feedback. Examples of metrics for MPS devices may include: 1. Device uptime: The percentage of time a device is operational and available for use. 2. Print volume: The total number of pages printed by each device over a specific period. 3. Response time: The time it takes for a device to start printing after a print job is initiated. 4. Cost per page: The average cost incurred for each printed page, including supplies and maintenance. 5. Energy consumption: The amount of energy consumed by each device during operation.

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2 Choose your monitoring tools and methods

Once you have determined the monitoring goals and metrics, you must select the tools and methods that will enable you to collect, analyze, and report the data. SNMP (Simple Network Management Protocol) is a standard protocol for collecting and organizing device information over a network; MIB (Management Information Base) is a database of device parameters that can be accessed by SNMP; MPS software is a specialized software that integrates with MPS devices and provides centralized management and reporting features; agent-based monitoring involves installing a software agent on each device to send data to a central server; agentless monitoring does not require any software on the devices, but instead relies on network scanning or polling. Depending on your needs and preferences, you may use one or more of these tools and methods for monitoring MPS devices. You should also take into account the compatibility, scalability, reliability, and security of the tools and methods you select.

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Laura H.

Project and Escalation Manager
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Do your research there are some amazing out of the box monitoring tools and then there are those that you can script. If you have zero tolerance for downtime but you know the symptoms that occur before an outage you may wish to use a tool that allows you to script to look for certain alert codes. It is slightly more resource intensive but very much worth it - LogicMonitor is one such tool

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Prasanna Kulkarni

Pharma IT Leader | MBA | Operational Excellence | Continuous Improvement | Manufacturing Execution Systems (MES) | Leading Technical Transformations + High-Performing Teams
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SNMP traps were deemed reliable source to monitor and measure the heartbeats of MPS devices. This was done in addition to existing established set-ups since the legacy tools had minimal to no possibility of integrating the results received and reconciled to produce a unified data representation. With evolution of monitoring systems several built-in features that can now interact with SNMP world, MPS monitoring has become seamless.

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3 Configure your monitoring settings and policies

Once you have chosen your monitoring tools and methods, you need to configure them according to your monitoring goals and metrics. This involves setting up parameters, thresholds, intervals, and alerts for each device or group of devices. Additionally, you should create policies and procedures for monitoring MPS devices, such as designating who is responsible for monitoring each device or group of devices, when to monitor each device or group of devices, how to handle and escalate alerts and issues, how to document and report the monitoring results, and how to review and improve the monitoring process.

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4 Implement your monitoring plan and test it

Once you have configured your monitoring settings and policies, you need to implement and test them. This involves deploying the monitoring tools and methods to the devices or the network, and verifying that they are working properly and accurately. You should also test the plan under various scenarios and conditions, such as normal operation and peak demand, device failure and recovery, device maintenance and replacement, device configuration and update, as well as device security and compliance.

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5 Analyze and report your monitoring data

The final step of monitoring MPS devices is to analyze and report the data collected. This involves using monitoring tools or other software to generate reports, dashboards, graphs, and charts that illustrate the status, performance, usage, and issues of the MPS devices. Furthermore, it's important to use the data to identify trends, patterns, anomalies, and opportunities for improvement. The insights should be communicated to stakeholders such as the service provider or IT team, device users and managers, device vendors and suppliers, and senior executives and decision-makers. Monitoring MPS devices is essential for ensuring their optimal operation and value; by following these steps you can effectively monitor them and meet your monitoring goals and metrics.

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Muhammad Mobeen Anwar

IT Management | Leadership | Project Management | Canadian PR
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I've seen that analyzing your data is essential to understand the trends and overall usage. When I implemented MPS with a quota for each user, it showed how user mindset had changed after a few years. I extracted the data from Papercut, which was the software to support our printers and analyzed it in Power BI. Apart from all the important insights, it helped us choose our machines and print requirements after our contract ended which in turn drastically reduced our costs.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively monitor MPS devices?

1

2

3

4

5

6

1 Define your monitoring goals and metrics

2 Choose your monitoring tools and methods

3 Configure your monitoring settings and policies

4 Implement your monitoring plan and test it

5 Analyze and report your monitoring data

6 Here’s what else to consider

IT Operations

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How can you effectively monitor MPS devices?

1

2

3

4

5

6

1 Define your monitoring goals and metrics

2 Choose your monitoring tools and methods

3 Configure your monitoring settings and policies

4 Implement your monitoring plan and test it

5 Analyze and report your monitoring data

6 Here’s what else to consider

IT Operations

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