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Print Audit's Facilities Manager is a hosted device management program that provides automated collection of meters and other valuable device information, status alerts, supplies management, device costing, and report generation. The application requires a software client, called the Information Collection Engine, to be installed on a single computer at each end-user location for the purpose of collecting information from printing devices. The primary user interface for Facilities Manager is a secure, password-protected website.
Print Audit's latest Facilities Manager is a complete re-write of its predecessor, with a variety of improvements including automated updates, additional data collection items, projected toner depletion dates, a more flexible costing component with support for multiple currencies, additional and customizable reports, and more.
Print Audit offers Silver, Gold and Platinum levels for Facilities Manager, and licensing is a monthly fee per device monitored. The Silver package does not include the alerting system, supplies management, actual cost per page calculations or service history tracking. The Gold package adds in the alerting system and supplies management, with the exception of online toner ordering. The Platinum package includes all system features. Print Audit does not offer a self hosted version of Facilities Manager.
One unique advantage of Print Audit is the availability of device fleet management software (Facilities Manager), job tracking and end-user behavior modification software (Print Audit 6), and rapid assessment software (Rapid Assessment Key), all under one roof. |
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As a hosted solution, Facilities Manager requires no hardware installation. Each end-user client requires the Information Collection Engine software application to be installed on a single computer at their location to collect information from networked printers. This computer does not need to be dedicated, but it must be operating 24 hours a day, 7 days a week for consistent data collection. The host computer can be a server, but it is not required to be.
The Information Collection Engine uses an installation wizard for quick setup, and after installation, it will perform an initial network scan using automated settings. The application can be further configured, for example, to scan multiple subnets, scan for devices over a WAN, or enable local printer tracking. Configuration of the Information Collection Engine can be performed either directly from its user interface at the end-user site, or remotely through the Facilities Manager web application.
The Information Collection Engine uses SNMP to scan networked printers at the end-user site, and collects the following information: meter reads (life count, color count, monochrome count, copy/print/scan/fax counts, counts by paper size, staples count, duplex count), manufacturer, model, serial number, firmware version, IP address, date device was added, date purchased, MAC address, location, device status and toner levels. Local devices can be tracked if the client is also using Print Audit 6 at their location.
The Facilities Manager web application allows you to view and use the data collected from your end-user client sites and administer the Facilities Manager solution. The interface is brandable with a customizable logo and colors. The web application uses HTTPS for 128-bit SSL encryption, and each user accesses the system using a username and password. As an administrator, you can create additional users and specify their access level. The Facilities Manager web interface is sectioned by tabs: Dashboard, Reporting, Device Management, Administration, and Server Settings. The Dashboard area is customizable per user. In addition to fully customizable screen views, you can sort, hide, and rearrange columns in an existing view. The Facilities Manager web interface, displaying a Device Details screen, is shown below.
Print Audit Facilities Manager: Device Details Screen
Facilities Manager allows you to automate your cost per page program. It automates your meter collection process, and allows you to easily export the data into third-party accounting systems. In addition to raw meter collection, Facilities Manager contains many costing features, including the ability to assign an actual cost per page and an assigned cost per page to each end-user customer, which allows you to calculate profits and losses for your program. The actual cost per page can include toner cost, paper cost, device lease cost, and service history cost. Facilities Manager also has the ability to calculate overages charges if a customer prints more than their monthly allowance. Many major world currencies are supported, including U.S. dollars, Japanese yen, euros, British pounds, South African rand and more. Different currencies can be specified for the dealer and their customers. Facilities Manager also supports different time zones, to help increase billing accuracy for customers in different time zones.
Facilities Manager's Smart Alert system provides device status, service, toner, and newly-installed device alerts. Alert profiles are automatically assigned to new devices that are detected. The alert system is customizable, allowing you to specify what notifications you need. The new alerting system is condition-based, meaning if you don't want an alert every time a particular device status is detected, you can set it to notify you if a specific condition is detected 10 times, or if it occurs continuously for an entire day, for example. Additional supplies management features include online toner ordering, projected toner depletion dates, toner coverage, and automatic detection of newly installed toner. Together, the Smart Alert and supplies management features allow you to reduce downtime and offer just-in-time supplies delivery. An example of a view including supplies levels is shown below.
Print Audit Facilities Manager: Supplies Levels
The Facilities Manager reporting system includes both graphical and text reports to provide easy analysis of customer data. In addition to a variety of reports that are included in the system, customizable text reports can be generated to include only the columns of data you want to see. Reports included in the system include volume by job type (color vs. monochrome) reports, volume by device function (print, copy, scan, fax) reports, customer billing statements, device information reports, device inventory reports, toner level reports, coverage reports, projection toner depletion date reports, assigned cost reports, actual cost reports, and total cost of ownership reports. Reports can be scheduled and sent via e-mail. Data exports can be integrated with third-party accounting and proposal systems. Below is an example of a graphical report generated by Facilities Manager.
Print Audit Facilities Manager: Device Breakdown by
Manufacturer Report
An addition to the latest version of Facilities Manager is the ability to allow automated download and installation of updates for the system without any manual intervention, which will ensure you are always running the latest version. |
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Since Print Audit Facilities Manager is a hosted application, it requires no hardware installation during setup. A new dealer is assigned a username and password to the Facilities Manager web application, which provides the dealer access to their own customers' data.
The Information Collection Engine software application must be installed on a single computer at each end-user site to be monitored. The computer must run 24 hours a day, 7 days a week to ensure consistent data collection. Prior to installing the Information Collection Engine, a customer record must be created in the Facilities Manager web application. This creates a license code which will associate the customer's Information Collection Engine installation with their company during activation of the software. Multiple sites can be created for each company if needed, and multiple license codes will be generated.
After the Information Collection Engine is installed and activated, it will perform an initial scan of the network. If needed, the Information Collection Engine's configuration settings can be changed, for example, to include multiple subnets in the scan or to scan remote networks over a WAN. After the appropriate devices have been scanned for the first time, they will appear in the administration area of the Faciities Manager web application, where you must set tracking levels for each device. After devices have tracking levels set, the customer is ready to be monitored.
The Information Collection Engine is easily accessible as a download from the Print Audit website. |
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The Information Collection Engine uses unicast transmission to communicate to each IP address in the configured scan range; no broadcast packets are sent. SNMP scanning is done within the internal network only. A community string can be specified in the Information Collection Engine if desired.
Print Audit's server that runs the Facilities Manager application is located in a physically secure environment, and server administration logins are restricted to a limited number of authorized personnel who perform routine maintenance and backups. Facilities Manager is the only application running on the server, and the server is located behind a dedicated hardware firewall. The server is kept up to date with operating system patches, security patches, and anti-virus updates. The facility that the server is stored in includes a sufficient bandwidth capacity guarantee, redundant power supply, an HVAC system, a 99.9 percent uptime guarantee, a fire suppression system, 24 x 7 video monitoring, and man trap security doors.
No personal or user data is collected with the Information Collection Engine. Only machine-related information is collected. Once data is collected, the data can never be changed or edited by anyone.
HTTPS (128-bit SSL encryption) is the default send method for the Information Collection Engine, but it can use HTTP if HTTPS is not available. The server sends an acknowledgement to the Information College Engine that the transmission was received; this acknowledgement is encrypted in the same manner as the initial transmission.
External access to the web interface is via username and password, and the web application itself uses 128-bit SSL encryption using HTTPS. Individual logins can have restricted permissions; for example, a user can be restricted to viewing information for a specific set of customers (a "dealer level" account) or a single customer (a "customer level" account). Advanced privileges can also be assigned. |
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Print Audit provides installation and support services, technical training services, and sales coaching services. Technical training teaches administrators how to implement the software for a client, install and configure the solution, and troubleshoot issues. Sales coaching covers how to identify hidden opportunities, how to design a unique offering, tools to help overcome the competition, and strategies to increase revenue opportunities. Print Audit's professional services team conducts both online and onsite training sessions. Technical support is unlimited and free. A North American toll-free technical support line is available during business hours, 8:00am to 5:00pm MST. Although international customers can call their head office, support is also available from Print Audit's international locations.
The Print Audit website contains a variety of support tools that are easily accessible for clients. This includes video tutorials, a knowledge base, a support discussion forum, and thorough documentation including a quick-start guide and security guide.
Dedicated sales representatives from Print Audit are available to help clients plan their goals for the system, and to help market and sell to end-users, including participating in presentations to end-users. |