Managed Print Services (MPS) Implementation Playbook for New Zealand Organisations
Managed Print Services Implementation: The 180-Day Deployment Guide
Implementing Managed Print Services (MPS) requires more than replacing printers and multifunction printers (MFPs). A successful deployment combines device assessment, fleet optimisation, network integration, print security, user adoption, cost control and ongoing service governance.
Sharp New Zealand (Sharp NZ) provides Managed Print Services solutions designed to help organisations simplify print management, improve document security, control printing costs and optimise their print environments. A structured implementation approach helps IT teams, facilities managers, procurement leaders and business stakeholders move from fragmented printing infrastructure to a managed, measurable and secure print environment.
This MPS implementation playbook outlines a five-phase deployment methodology aligned with Sharp NZ's 180-Day Managed Print Optimisation Framework. It covers project timelines, technical prerequisites, stakeholder responsibilities, security and privacy considerations, operational governance and practical implementation templates for New Zealand organisations.
The framework can be adapted to single-office deployments, multi-site enterprises, hybrid workplaces and organisations managing complex print environments across multiple regions.
In Short: The Sharp NZ MPS Implementation Framework
Five-phase implementation: Discovery, Design, Deploy, Adopt and Operate, providing a structured approach to managed print deployment and optimisation over 180 days.
Clear implementation milestones: Initial fleet assessment and security planning during Days 1–30, followed by deployment, user adoption and measurable optimisation.
Indicative time to value: Initial operational improvements may be measurable within 30–90 days, depending on the organisation's starting position, deployment scope and agreed performance indicators.
Cross-functional governance: Defined responsibilities for IT, facilities, information security, procurement, finance and the Sharp NZ project team.
Integrated print management: Solutions may incorporate Sharp multifunction printers, PaperCut MF, Microsoft Entra ID, Microsoft 365, Umango and other compatible technologies, subject to configuration and licensing.
Security and privacy: Implementation planning considers secure print release, user authentication, access controls, document workflows, device storage and the New Zealand Privacy Act 2020.
Continuous optimisation: Ongoing monitoring, service reviews, utilisation reporting and sustainability initiatives support long-term print management.
New Zealand delivery: Implementation and service arrangements can be planned for organisations across Auckland, Hamilton, Tauranga, Hawke's Bay, Wellington, Christchurch and other regional locations, subject to the agreed service coverage and SLA.
1. Executive Implementation Roadmap: The 180-Day MPS Lifecycle
A successful Managed Print Services implementation follows a defined sequence, ensuring that operational requirements, infrastructure dependencies and security controls are addressed before the new environment becomes business as usual.
Sharp NZ's 180-Day Managed Print Optimisation Framework provides a structured lifecycle for assessing an organisation's current print environment, designing an appropriate solution, deploying the new infrastructure, supporting user adoption and establishing ongoing governance.
The 180-day period represents an implementation and optimisation framework rather than a fixed deployment duration. Hardware installation and technical cutover may be completed considerably earlier, while larger or more complex environments may require additional time.
The five phases at a glance
| Phase | Indicative timeline | Primary objective | Key deliverable |
| 1. Discovery | Days 1–15 | Assess the current environment | Fleet Assessment and Discovery Report |
| 2. Design | Days 16–30 | Define the target environment and security baseline | Target Operating Model and Security Architecture |
| 3. Deploy | Days 31–60 | Install, configure and validate the solution | Validated Operational Fleet |
| 4. Adopt | Days 61–90 | Enable users and embed print governance | User Adoption Sign-Off and Review Dashboard |
| 5. Operate | Days 91–180+ | Monitor performance and continuously optimise | Governance Model and Transformation Report |
The precise duration of each phase depends on device volumes, site readiness, network complexity, integration requirements, change approval processes and the availability of customer stakeholders.
Understanding time to value
Organisations should measure MPS success through operational and business outcomes, rather than simply counting the number of installed devices.
During the first 30 days, the focus is typically on establishing a reliable baseline, confirming security requirements, identifying unnecessary devices and agreeing the target operating model.
Between Days 30 and 90, organisations can begin evaluating improvements in print costs, device utilisation, secure print adoption, helpdesk demand and document workflow efficiency.
By Day 180, the objective is to establish a repeatable governance model supported by reporting, service reviews and a prioritised improvement roadmap.
Recommended performance indicators include:
Total monthly print volume and cost per page.
Black-and-white versus colour print ratios.
Duplex printing adoption.
Device utilisation and print volume by department.
Secure print release adoption.
Toner availability and service incident trends.
Print-related helpdesk requests.
Paper consumption and relevant energy indicators.
Compliance with agreed print policies.
A baseline should be established before implementation so that subsequent results can be compared against the organisation's original operating environment.
2. The Five MPS Deployment Phases: Timelines, Activities and Deliverables
Phase 1: Discovery and Assessment (Days 1–15)
The discovery phase establishes an evidence-based understanding of the organisation's current print environment. It identifies unnecessary complexity, unmanaged devices, cost inefficiencies, workflow bottlenecks and potential security risks before the solution is designed.
Core activities
Print fleet and workflow assessment
The project team inventories existing A3 and A4 printers, multifunction devices and other print endpoints. It evaluates device age, print volumes, location, functionality, utilisation and business criticality.
Document workflows are also assessed to understand how staff print, copy, scan, distribute and store business information.
Network and infrastructure review
IT stakeholders assess the technical environment required for the new fleet, including:
Network segments, subnets and IP address assignments.
Network port availability and relevant firewall rules.
Print server capacity and dependencies.
Driver deployment and endpoint management requirements.
Identity and authentication infrastructure.
Cloud services and document management destinations.
Existing print management software and integrations.
Required ports and network rules must be confirmed against the specific devices and software being deployed.
Financial and contractual analysis
Procurement and finance teams supply available information on current print expenditure, including device leases, service agreements, toner purchases, consumables, maintenance and departmental chargebacks.
Contract expiry dates and early termination conditions should also be reviewed to help sequence device replacement and avoid unnecessary costs.
Stakeholder consultation
Department managers and end users provide information about peak printing periods, specialist finishing requirements, confidential documents, scanning workflows and operational constraints.
Discovery inputs
A comprehensive assessment should capture:
Existing device inventory and serial numbers.
Historical print volumes and available meter readings.
Current print expenditure and consumables costs.
Device contracts and renewal dates.
Department and site user counts.
Network diagrams and relevant infrastructure dependencies.
Existing security and privacy policies.
Accessibility and physical placement requirements.
Critical workflows and business continuity considerations.
Phase 1 deliverable: Fleet Assessment and Discovery Report
The report documents the current state, identifies risks and establishes the evidence needed for solution design.
Typical findings include underutilised devices, unnecessary desktop printers, duplicated functionality, excessive colour printing, inconsistent access controls and inefficient scanning processes.
The report also establishes baseline metrics against which future cost savings, security improvements and operational changes can be evaluated.
Phase 2: Solution Design and Security Baseline (Days 16–30)
The design phase converts the discovery findings into a practical, secure and supportable target environment.
The objective is to right-size the fleet, define technical architecture, document security controls and agree the operational model before deployment begins.
Core activities
Fleet design and device allocation
The project team determines the appropriate mix of A3 and A4 multifunction printers based on print volumes, departmental requirements, location, finishing needs and expected growth.
The design should balance device accessibility with utilisation, supportability and total cost of ownership.
Identity and access management
Where supported by the selected architecture, print management workflows can integrate with Microsoft Entra ID, Microsoft 365 and existing identity services.
The design should document how users are authenticated, how permissions are assigned, how accounts are maintained and how access is removed when staff leave.
Secure print architecture
PaperCut MF can support centrally managed print policies, user authentication, reporting and secure print release when configured for the relevant environment.
Follow-Me printing allows users to send documents to an approved print queue and release them at a compatible device after authentication. This can reduce the risk of confidential documents being left unattended in output trays.
The solution design should specify:
Authentication methods, such as PINs or compatible access cards.
Print queue configuration and user permissions.
Rules for colour, duplex and other printing preferences.
Retention periods and automatic deletion of unclaimed jobs.
Audit logging and reporting requirements.
Exception handling and support procedures.
The treatment of queued print data, including encryption and retention, must be verified against the selected software configuration and architecture.
Scanning and document workflow integration
Scanning workflows can be designed to route documents to approved destinations such as SharePoint, OneDrive or other compatible document management platforms.
Where appropriate, Umango or other supported document capture technologies may be used to support OCR, document classification and workflow automation.
Destinations, user permissions, retention requirements and access controls should be tested before sensitive information is processed.
Device security
Security requirements should be documented for each device model and software component. Depending on supported functionality, these may include administrator authentication, firmware management, secure protocols, storage encryption, network restrictions and secure erasure settings.
Bitdefender antimalware or other compatible security controls may be considered where supported and appropriate to the selected device and deployment architecture. Product availability, licensing and compatibility must be confirmed during solution design.
Phase 2 deliverable: Target Operating Model and Security Architecture Sign-Off
The approved design should document the device configuration, network requirements, identity integrations, print policies, support responsibilities, security controls, testing criteria and deployment sequence.
No production cutover should proceed until critical dependencies, security requirements and site readiness have been reviewed and approved by the relevant stakeholders.
Phase 3: Deployment and Infrastructure Cutover (Days 31–60)
The deployment phase brings the approved design into operation. A staged approach helps identify configuration issues early and reduces the risk of disruption across business-critical workflows.
Core activities
Site readiness and hardware installation
Before devices are delivered, the project team confirms physical placement, electrical requirements, network connectivity, access arrangements and any mounting or floor-loading constraints.
Devices are then installed, connected and configured in accordance with the approved design.
Driver and print queue deployment
Print drivers and queues are distributed using the organisation's approved endpoint management approach, which may include Microsoft Intune, Microsoft Configuration Manager or other compatible tools.
Driver selection and deployment should be tested against the organisation's operating systems, endpoint policies and application requirements.
Print management configuration
The team configures the required PaperCut MF components, print queues, authentication methods, permissions, reporting and device integrations.
The exact server architecture depends on the environment, including whether the solution uses centralised, distributed or hybrid components.
Pilot and acceptance testing
A pilot site or representative user group should be used to validate the solution before wider deployment.
Testing should cover:
Standard black-and-white and colour printing.
Duplex printing and finishing functions.
User authentication and secure print release.
Scan-to-email and approved document destinations.
Access permissions and user group assignments.
Print accounting and reporting.
Network resilience and service recovery.
Support escalation and incident handling.
Cutover and rollback planning
Multi-site deployments should be sequenced according to business priorities and site readiness. A pilot may be followed by staged regional deployments across Auckland, Wellington, Christchurch and other locations.
Each cutover plan should identify the change window, accountable decision-makers, communications, acceptance criteria, rollback triggers and contingency arrangements.
A zero-interruption outcome should not be assumed for every environment. Instead, the project should plan to minimise disruption and ensure that any potential service interruption is understood, managed and communicated.
Phase 3 deliverable: Validated Operational Fleet
The deployment team confirms that devices are operational, required integrations function correctly, agreed security settings are applied and support processes are in place.
A deployment record should capture installed assets, configuration status, unresolved issues, test results and formal acceptance.
Phase 4: User Adoption and Change Management (Days 61–90)
Technical deployment alone does not guarantee successful adoption. Staff must understand how to use the new environment, release confidential documents securely and follow the organisation's updated print policies.
The adoption phase focuses on reducing user friction, establishing new behaviours and ensuring the solution delivers the intended operational benefits.
Core activities
Staff communications
A planned communications campaign should explain why the organisation is changing its print environment, what staff need to do and where to get assistance.
Communications should be distributed before cutover and reinforced during the first weeks of operation.
User onboarding and authentication
Staff receive instructions for using the new devices, releasing secure print jobs and accessing scanning workflows.
Where supported, users can associate a compatible access card with their account at an MFP terminal or use another approved authentication method.
Training and support
Department champions and local support teams receive practical guidance on common workflows, troubleshooting and escalation procedures.
Quick-start guides should be accessible near devices and through internal support channels.
Print governance activation
Once validated, agreed print rules can be applied through the selected print management software. These may include:
Duplex printing as the default.
Restrictions on colour printing for selected user groups.
Rules for high-volume or specialist print jobs.
Secure print release for confidential documents.
Reporting by user, department or cost centre.
Defined retention periods for unclaimed jobs.
Policy exceptions should be documented and approved through the organisation's governance process.
Phase 4 deliverable: User Adoption Sign-Off and Review Dashboard
The review should evaluate adoption, operational incidents, staff feedback, print volumes, policy compliance and early financial outcomes.
Where performance targets are not being achieved, corrective actions should be assigned to named owners with clear due dates.
Phase 5: Operate, Govern and Continuously Optimise (Days 91–180+)
The operate phase transitions the implementation project into an ongoing managed service and improvement programme.
The goal is to ensure the print environment remains secure, available, cost-effective and aligned with changing business needs.
Core activities
Proactive service management
Where supported by the contracted service and monitoring architecture, device telemetry can inform consumables planning, fault detection and maintenance scheduling.
Service processes should define incident severity, escalation paths, response commitments, maintenance responsibilities and customer reporting.
Print cost and utilisation reporting
Regular reports provide visibility into device usage, departmental print volumes, colour consumption, cost per page and opportunities to consolidate or reconfigure the fleet.
These insights support evidence-based decisions about device placement, print policies and future replacement requirements.
Quarterly Business Reviews
Formal Quarterly Business Reviews (QBRs) provide a structured opportunity for Sharp NZ and the customer to review performance, risks, service trends and improvement priorities.
A QBR should consider:
Service performance against the agreed SLA.
Device utilisation and fleet efficiency.
Print expenditure and cost trends.
Secure print adoption and policy compliance.
Open incidents and recurring problems.
User feedback and support demand.
Sustainability measures and paper consumption.
Upcoming contract, technology and refresh requirements.
Sustainability and lifecycle planning
Organisations can assess opportunities to reduce unnecessary printing, encourage duplex usage, improve device utilisation and manage equipment through appropriate lifecycle and end-of-life processes.
ISO 14001 provides a framework for environmental management systems. Any claim that a particular service or organisation is ISO 14001 certified should be supported by the relevant certification evidence.
Phase 5 deliverable: Steady-State Governance Model and 180-Day Transformation Report
The final report compares actual performance with the discovery baseline and agreed targets.
It should identify realised benefits, unresolved risks, ongoing service responsibilities and recommended improvements for the next optimisation cycle.
The result is a repeatable operating model that supports continuous improvement rather than a one-off printer replacement project.
3. MPS Stakeholder RACI Matrix: Roles and Responsibilities
Clear accountability is essential for successful Managed Print Services implementation. A RACI matrix defines who performs the work, who approves decisions, who provides advice and who needs to be informed.
The following matrix is a suggested starting point. It should be adapted to the customer's governance structure, delegated authorities and project scope before implementation.
| Implementation role | Primary stakeholder | Discovery | Design | Deploy | Adopt | Operate |
| IT Management | Head of IT / Systems Administrator | A | A | R | C | C |
| Facilities and Operations | Facilities Manager | C | R | R | I | I |
| Information Security and Privacy | CISO / Privacy Officer | C | A | C | I | A |
| Procurement and Finance | Procurement Lead / CFO | R | A | I | I | A |
| Sharp NZ Project Team | Account and Delivery Lead | R | R | R | R | R |
RACI definitions
R – Responsible: Performs or coordinates the work.
A – Accountable: Owns the decision or formal approval.
C – Consulted: Provides input or specialist advice.
I – Informed: Receives relevant updates.
For practical use, each project activity should have a clearly identified accountable owner. Where a decision requires several approvals, the project charter should define the approval process rather than relying on the RACI matrix alone.
Recommended governance meetings
| Meeting | Suggested cadence | Purpose |
| Project status meeting | Weekly during implementation | Track milestones, risks, dependencies and actions |
| Technical design review | At design approval and when material changes arise | Validate architecture, integrations and security |
| Site readiness review | Before each site cutover | Confirm physical and technical readiness |
| Adoption review | During the first 30–60 days after deployment | Monitor staff adoption and support issues |
| Service performance review | Monthly or as agreed | Review incidents, utilisation and service performance |
| Quarterly Business Review | Quarterly or as contracted | Review outcomes, risks and optimisation priorities |
4. Core MPS Implementation Artifacts and Templates
Standardised documentation makes an MPS project easier to audit, maintain and hand over. It also reduces the risk of critical information being lost when project teams change or new sites are added.
The following templates can be provided as downloadable resources or adapted into an organisation's existing project documentation.
Artifact 1: Enterprise Device Register and Audit Template
Purpose: Maintain a consistent inventory of printers, multifunction devices and other managed print endpoints.
Recommended fields include:
| Field | Description |
| Asset ID | Unique organisational asset reference |
| Manufacturer and model | Device identification |
| Serial number | Manufacturer's unique device identifier |
| Device class | A3 MFP, A4 MFP or printer |
| IP address and subnet | Network addressing details |
| MAC address | Network interface identifier, where applicable |
| Physical location | Site, floor, room or department |
| Cost centre | Department or business unit responsible for costs |
| Monthly page volume | Agreed usage band or measured volume |
| Contract details | Service agreement and expiry information |
| Security status | Relevant configuration and verification status |
| Lifecycle status | Active, replacement planned or decommissioned |
| Support details | Relevant service and escalation information |
Access to the register should be controlled because it contains operational and network information. Sensitive configuration details should not be published publicly.
Artifact 2: Enterprise Print Governance Policy Template
Purpose: Define the rules that govern printing, copying, scanning, secure release and document handling across the organisation.
A print governance policy should be approved by the relevant IT, security, privacy and business stakeholders.
Recommended policy rules
1. Duplex printing by default
Configure supported print queues to use two-sided printing as the default, unless the document or business process requires otherwise.
2. Controlled colour printing
Define which users, departments or job types may print in colour. Where supported, establish reporting or rules for non-essential colour jobs.
3. Secure print release
Require authentication before releasing confidential or sensitive documents where appropriate to the organisation's risk assessment. PaperCut MF or another compatible solution may be used to implement the agreed workflow.
4. Unclaimed print job retention
Set a defined retention period for unclaimed jobs and configure automatic deletion where supported. A four-hour timeout is one possible policy setting, but the appropriate period should be determined by operational needs, security requirements and software capabilities.
5. Scanning and document distribution
Specify approved destinations, access permissions and handling requirements for documents scanned to email, cloud storage or business applications.
6. Access and administration
Restrict device administration, user permissions and configuration changes to authorised personnel.
7. Monitoring and review
Review print usage, exceptions, access controls and policy effectiveness at agreed intervals.
8. Decommissioning and data sanitisation
Require documented handling of stored data before devices are transferred, returned, resold or recycled.
Privacy and regulatory considerations
The New Zealand Privacy Act 2020 establishes obligations for agencies that collect, hold, use and disclose personal information.
Information Privacy Principle 5 addresses the security of personal information. For print environments, relevant controls may include restricting access to printed documents, securing scanned information, managing stored data and ensuring appropriate disposal.
The implementation should also consider the organisation's wider legal obligations, contractual requirements, internal security policies and any applicable sector-specific rules.
An MPS deployment can support an organisation's privacy and security controls, but the use of particular devices or software does not, by itself, guarantee compliance with the Privacy Act 2020.
Artifact 3: Staff Change Communications and Onboarding Pack
Purpose: Help staff understand the new print environment, reduce avoidable support requests and encourage adoption of secure workflows.
A practical communications pack may include:
Email 1: Announcement, approximately 14 days before deployment
Explain why the print environment is changing, the expected benefits, the planned rollout date and where staff can find further information.
Email 2: Preparation, approximately three days before deployment
Provide instructions for accessing print queues, installing required software and preparing to use secure print release.
On-device quick-start guide
Display a concise guide near each device covering the normal print-release process, authentication steps and support contact details.
Manager briefing
Provide department leaders with information about changes to workflows, policy exceptions, escalation procedures and staff training.
Post-deployment reminder
Reinforce secure release, approved scanning destinations and the correct process for reporting issues.
Communications should be adapted to the actual authentication method, device interface and print management configuration being deployed.
Artifact 4: Site Readiness and Cutover Checklist
Purpose: Confirm that each location is physically and technically ready before device installation.
Physical readiness
Confirm device location and user access.
Verify floor loading, mounting and clearance requirements where applicable.
Confirm suitable power outlet availability.
Check delivery access, lift dimensions and installation constraints.
Confirm accessibility and ergonomic requirements.
Network readiness
Confirm network port availability.
Reserve IP addresses or confirm the approved addressing method.
Validate relevant firewall rules and network routing.
Confirm DNS, authentication and server dependencies where required.
Validate access to approved scanning and document destinations.
Print management readiness
Confirm print queue and driver deployment.
Test user permissions and authentication.
Validate secure release and reporting.
Test required scanning workflows.
Confirm the support and escalation process.
Security and change control
Verify approved security configuration.
Confirm access card compatibility where cards are used.
Record testing results and unresolved risks.
Approve the cutover window and rollback criteria.
Notify affected users and local support teams.
The checklist should be completed and signed off for every site, with exceptions documented and assigned to an accountable owner.
5. MPS Deployment FAQs and Technical Runbook for IT Teams
How long does a typical MPS rollout take for a mid-sized or multi-site New Zealand organisation?
A structured Managed Print Services lifecycle may span 180 days, covering discovery, design, deployment, adoption and ongoing optimisation.
The physical installation and cutover portion can be considerably shorter. A rollout involving straightforward infrastructure and a limited number of sites may be completed over several weeks, while complex multi-site environments may require a longer schedule.
A two-to-four-week deployment window may be a useful planning estimate for suitable projects, but it should not be treated as a universal commitment. The final timeline depends on device quantities, network readiness, integrations, change windows and customer approvals.
How does an MPS implementation accommodate remote workers and hybrid offices?
Hybrid organisations can use supported remote-printing options such as PaperCut Mobility Print or other compatible print management and cloud-printing architectures.
The appropriate solution depends on the organisation's identity platform, endpoint environment, network design, security requirements and software licensing.
Where secure release is supported, print jobs can be held until users authenticate at an authorised device. The project team should verify how print data is transmitted, where jobs are stored, how authentication works and what retention controls apply.
How is customer data sanitised when legacy print devices are decommissioned?
Printers and multifunction devices may retain information on internal storage, depending on the model, configuration and functionality used.
Before decommissioning, the organisation should identify relevant storage components and determine the appropriate sanitisation method. This may involve a supported secure erase function, an approved overwrite process, cryptographic erasure or physical destruction, depending on the hardware and applicable requirements.
NIST guidance, including the Guidelines for Media Sanitization, SP 800-88, can help inform an appropriate sanitisation process. The specific method should be selected according to the storage technology, risk profile and applicable guidance.
Where included in the agreed service, the responsible provider should document the device, sanitisation method, completion status and any certificate or other evidence supplied.
Do not assume that every legacy device supports a particular overwrite standard or that every deployment includes certified on-site sanitisation. The method, evidence and responsibilities should be confirmed before equipment is removed.
What security controls should be considered when deploying Sharp multifunction printers?
Security controls should be selected according to the device model, firmware, print management software and the organisation's risk assessment.
Depending on supported capabilities, relevant controls may include:
Administrator authentication and restricted configuration access.
Network segmentation and approved communication protocols.
Secure print release and user access controls.
Storage encryption and appropriate data sanitisation.
Firmware maintenance and configuration management.
Controlled scan destinations and document permissions.
Logging, monitoring and incident response procedures.
Integration with approved identity and endpoint management systems.
The implementation team should verify the availability and configuration of each control rather than assuming every feature is supported by every device.
Can PaperCut MF integrate with Microsoft Entra ID and Microsoft 365?
PaperCut MF can support identity and workflow integrations in suitable environments, but the specific integration method depends on the deployed PaperCut version, identity configuration and Microsoft services involved.
During design, IT teams should validate user synchronisation, authentication, group membership, print permissions, cloud connectivity and any required licensing.
Microsoft 365 document destinations, including SharePoint and OneDrive, should be tested separately as part of the approved scanning workflow.
How can organisations reduce print costs through MPS?
Managed Print Services can help organisations identify cost-reduction opportunities by consolidating unnecessary devices, matching device capacity to actual demand, applying print policies and improving visibility of usage.
Potential initiatives include duplex defaults, appropriate colour controls, secure print release, reduced desktop printer dependency and improved consumables management.
Actual savings depend on the starting environment, user behaviour, contract terms, print volumes and the cost of implementation. Results should be measured against a documented baseline rather than assumed in advance.
What should an organisation look for in an MPS provider in New Zealand?
A suitable provider should demonstrate the ability to assess the existing fleet, design an appropriate solution, manage implementation, support users and report on service performance.
Organisations should evaluate:
Relevant technical and deployment experience.
Device, software and identity integration capabilities.
Security and privacy processes.
Geographic service coverage.
Contract terms and SLA commitments.
Incident escalation and business continuity procedures.
Reporting, cost transparency and governance.
Consumables management and device lifecycle support.
The ability to adapt the solution as business requirements change.
Sharp NZ works with organisations to assess their print environments and develop managed print solutions aligned with their operational, security and service requirements. Specific service coverage, implementation scope and contractual commitments should be confirmed during consultation.
6. How Sharp NZ Supports Managed Print Services Implementation
Sharp New Zealand combines print technology, implementation expertise and ongoing service support to help organisations manage their print environments as part of their wider workplace technology infrastructure.
The implementation process begins with understanding how an organisation works. This includes its document workflows, device requirements, network environment, security expectations and operational priorities.
From there, Sharp NZ can help define a suitable device fleet, establish print management workflows, coordinate deployment and support the transition to an ongoing service model.
Depending on the agreed solution, the technology ecosystem may include:
Sharp multifunction printers: A3 and A4 printing, copying and scanning capabilities selected for the organisation's requirements.
PaperCut MF: Print management, reporting, access controls and supported secure release workflows.
Microsoft Entra ID and Microsoft 365: Identity and productivity platform integrations where supported by the selected architecture.
Umango: Document capture and OCR workflow capabilities where appropriate.
Compatible security technologies: Additional security controls selected according to device support, licensing and organisational requirements.
Managed service processes: Agreed maintenance, support, consumables management and performance reporting.
For organisations with multiple sites, the implementation plan should account for regional logistics, local readiness, service requirements and consistent governance across locations.
Sharp NZ can work with customers to establish the right balance between fleet efficiency, document security, user experience and long-term operating costs.
7. Measuring MPS Success: Recommended Performance Indicators
A structured measurement framework helps demonstrate whether the new print environment is delivering the intended results.
The following indicators can be used to establish a baseline and track performance throughout the 180-day lifecycle.
| Performance indicator | What it measures | When to review |
| Cost per page | Average print cost using an agreed cost methodology | Monthly |
| Total print volume | Number of pages printed across the fleet | Monthly |
| Device utilisation | Usage relative to device capacity and placement | Monthly |
| Duplex adoption | Proportion of eligible jobs printed double-sided | Monthly |
| Colour print ratio | Share of pages produced in colour | Monthly |
| Secure release adoption | Use of the agreed secure print workflow | Monthly |
| Service incidents | Frequency, type and recurrence of device faults | Monthly |
| SLA performance | Performance against contracted service targets | As agreed |
| User support demand | Print-related helpdesk requests and recurring issues | Monthly |
| Sustainability indicators | Paper consumption and relevant energy measures | Quarterly or as agreed |
Each indicator should have a defined calculation method, data source, reporting owner and target where appropriate.
For example, cost per page should specify which costs are included, such as service charges, consumables, rental and relevant overheads. This ensures that comparisons remain consistent before and after implementation.
Targets should reflect the organisation's actual baseline and business objectives. There is no single savings percentage or adoption rate that can be guaranteed across all MPS environments.
8. MPS Governance, Privacy and Security in New Zealand
Print environments are part of an organisation's broader information and technology ecosystem. They can process personal information, commercially sensitive documents and confidential business records.
A robust MPS implementation should therefore consider security and privacy throughout the device lifecycle, from procurement and configuration to operation and decommissioning.
New Zealand Privacy Act 2020
The Privacy Act 2020 establishes the framework for protecting personal information in New Zealand. Information Privacy Principle 5 addresses the security safeguards agencies must apply to protect personal information against loss and unauthorised access, use, modification or disclosure.
For print and scanning environments, relevant implementation considerations include:
Preventing unauthorised access to confidential output.
Restricting access to scanning destinations and stored documents.
Managing user permissions and administrator access.
Defining appropriate retention and deletion settings.
Maintaining relevant logs and evidence for investigations.
Sanitising storage before devices are redeployed or decommissioned.
Documenting responsibilities between the organisation and its service providers.
The organisation remains responsible for determining how its privacy obligations apply to its circumstances. An MPS provider can help implement supporting controls, but implementation alone does not guarantee compliance.
Security throughout the device lifecycle
Security should be considered at each implementation stage:
Discovery: Identify existing risks, unmanaged devices, data flows and current controls.
Design: Specify authentication, network access, storage protection, software integrations and retention policies.
Deployment: Apply and verify approved settings, test workflows and document exceptions.
Adoption: Train users on secure release, scanning and document handling.
Operation: Review incidents, maintain configurations, monitor agreed indicators and reassess controls as requirements change.
Sustainable print management
Reducing unnecessary printing and improving device utilisation can contribute to sustainability objectives.
Organisations can monitor paper consumption, encourage duplex printing, reduce idle or redundant devices and consider energy-management settings supported by their equipment.
Environmental performance should be assessed using consistent measures and actual operating data. ISO 14001 may provide a relevant environmental management framework where it applies to the organisation's programme.
9. Implementation Evidence, Documentation and Continuous Improvement
A mature MPS programme should maintain an auditable record of key implementation decisions and operational outcomes.
Recommended evidence includes:
Fleet assessment and baseline cost report.
Approved target operating model.
Security architecture and configuration records.
Site readiness and cutover checklists.
User acceptance and technical test results.
Device inventory and asset register.
Print governance policy and approved exceptions.
Staff communications and training materials.
Data sanitisation records for decommissioned equipment.
Service performance reports and QBR actions.
Final transformation report and optimisation roadmap.
These documents support operational handover, incident investigation, procurement reviews and future fleet planning.
They also help organisations distinguish between controls that have been specified, controls that have been implemented and controls that have been independently verified.
Conclusion: A Structured Approach to Managed Print Services
A successful Managed Print Service implementation combines the right devices with secure workflows, clear accountability, user adoption and ongoing performance management.
Sharp NZ's 180-Day Managed Print Optimisation Framework provides a practical structure for moving from discovery and solution design to deployment, adoption and continuous improvement.
By establishing a reliable baseline, defining responsibilities, validating security controls and measuring agreed outcomes, New Zealand organisations can build a print environment that is easier to manage, more transparent and better aligned with business requirements.
To discuss an MPS implementation, fleet assessment or print optimisation programme, contact Sharp New Zealand to review your organisation's current environment and develop an implementation approach suited to your sites, users and operational priorities.
Kimberley Holden is Brand & Communications Manager at Sharp New Zealand, where she leads strategic marketing, brand development, and customer communications across Sharp’s portfolio of consumer products and workplace technology solutions, including print, visual solutions, visitor management, voice and data, and software. She brings a strong focus on clear messaging, customer engagement, and delivering consistent brand experiences across complex technology environments.