Overview of CentreWare Page 1 of 6 CentreWare Overview A Software Portfolio for Managing Documents, Network Printers, and Peripheral Devices Across Diverse Client/Server Network Environments April 1997 Introduction As organizations strive for improved operating effectiveness and shorter product development cycles, they increasingly rely on enterprise-wide, client/server networks to facilitate the exchange of time-critical information and data. Electronic document distribution and distributed printing have become critical routes along this new communications pathway, driving increased utilization of network printers that offer powerful features, such as collation and stapling. While the client-server model of network computing increasingly is the dominant architectural plank for information processing systems, the environments in which this model is being implemented are not universal. Continuous evolution of network platforms and operating systems, as well as desktop environments, has spawned heterogeneous systems in many enterprises and uncertain technology migration plans in others. The same can be said for the distributed printing environment. Today's networks are populated by a wide array of printers and output devices, from personal and workgroup desktop printers to larger office and production printers. The continued growth in the number of network printers within most organizations is placing increased emphasis on the need to deploy effective printer management software tools. Traditionally, there have been very limited tools and information to manage printing and other document-related tasks across networks. This weakness has inhibited organizational productivity and caused frustration for end users and system administrators alike. This paper will explore the key considerations that must be addressed in developing effective office printer management solutions. It also will provide an overview of the various solutions that Xerox will offer for existing network printing environments, as well as for those network environments that are migrating toward a deployment model using Internet technology. Considerations in Deploying Print Service Solutions There are three major considerations that organizations and manufacturers must take into account in developing effective network printer management tools. The first issue is the evolution of printing systems, driven by changing work patterns in a world where networks have become the nerve center of the office. Within many organizations, the installed base of network printers is in a state of continuous transition driven by the need for higher speed devices that support the growing
Overview of CentreWare Page 2 of 6 demand for distributed printing. With networks nearly ubiquitous, workers increasingly view these systems as the primary means of producing and distributing documents. They are insisting on more powerful printers, offering broader features, including faster output speeds, higher volume capabilities and finishing accessories, such as collation and stapling. In addition, the rising popularity of the Internet and business presentation software has sparked demand for color printers. To print documents like Internet home pages and presentation graphics, organizations are purchasing more color-capable units, and manufacturers are developing a wider range of printers (speeds, formats, color, resolution) and network devices (printers, multi-function devices) that address users' application requirements. Further, organizations are beginning to view the network as a means to combine printing capabilities with other document processing tasks, such as fax and scanning, in seamless, automated work processes. The emerging trend, which promises to significantly increase organizational productivity by reducing the manual steps associated with these tasks, is spawning a new generation of digital systems that deliver broader document processing functionality, adding fax and walk-up copying capabilities to network printing and finishing. These services will be available to users through a common software interface. The second major consideration that must be evaluated in deploying a print service solution is systems topology. Existing networks, generally mixed environments, are evolving as new alternatives emerge, and web technologies and corporate intranets become more widespread. While NetWare, Windows NT and UNIX currently are the most commonly deployed network operating systems, corporate intranets are driving the demand for web-based applications. All organizations must assess their needs and develop migration strategies that effectively navigate these shifting waters. A third consideration that will influence the selection of a print management solution is procurement style and methodology. Many organizations want to retain the flexibility of buying network printers from several preferred vendors. They will be attracted to print service solutions that reduce complexity, and enable them to manage printers from multiple manufacturers. On the other hand, organizations choosing to standardize their printing resources on one or two preferred vendors may opt to use a print management solution provided by each of its approved suppliers. Confronted with a growing and increasingly diverse installed base of network printers and evolving network environments, organizations need printer management solutions that minimize the administrative burden associated with printing. While a single, crossplatform printer management tool that supports a wide range of printers from multiple vendors is clearly the most appealing solution, this type of software does not exist today. Efforts are underway at Xerox that will result in increased standardization of network printing technologies, and lead to more universal printer management solutions in the near future. The deployment of an effective printer management strategy should take each of the following key considerations into account: 1. Size and composition of the installed base of network printers. 2. Diversity and future direction of existing network environments. 3. Purchasing behavior within the organization.
Overview of CentreWare Page 3 of 6 Xerox Network Printer Services Strategy Xerox' print services management strategy is driven largely by a recognition that a single solution is not likely to satisfy the diversity of customer needs. Solutions must be provided that serve organizations ranging from those with highly heterogeneous environments (i.e., wide range of printers and networks) to those with a more homogeneous environment. Xerox will develop print services tools that overcome current limitations, in terms of supporting diverse network printers and delivering transparent systems interoperability. Each print service offering must deliver functionality that is highly intuitive and easy to use, while increasing productivity in the management of printers. Coherency, which is defined as the provision of a common set of features with a common user interface (i.e., look and feel, and navigation), also will be preserved in delivering Xerox print solutions that span the enterprise. In response to the needs described earlier, and to the marketplace's desire for more universal tools, Xerox is developing four print service offerings that support Xerox' network printers and digital systems -- CentreWare DP, CentreWare Internet Services, CentreWare Network Services for the Document Centre family of digital office systems, and Novell Distributed Print Services (NDPS). A brief overview of each print service and its capabilities is provided in the remaining sections of this paper. CentreWare DP is a new generation of network print management software that allows network administrators to remotely install in a Novell IPX environment, configure and manage Xerox printers across multiple network environments. CentreWare Internet Print Services utilizes intranets and the World Wide Web as a common platform to deliver printer management functionality that extends beyond existing tools. Using a standard web browser, administrators can connect, configure, determine status and troubleshoot printers. CentreWare Internet Services also provides web access to product information, software drivers and upgrades, customer service and support via hot links. CentreWare Network Services for Document Centre Systems enables users to manage and monitor network printing traffic, as well as the status of the devices, from their desktops. It provides a single point of administration for the Document Centre Systems and printers from other manufacturers. This software differs from CentreWare DP in that it is designed to support the broader document processing functionality of the digital systems. Network fax capabilities, for example, is one of the document services that are delivered through a common interface. NDPS is a new distributed printing service co-developed by Novell, Xerox and Hewlett-Packard. NDPS will simplify and streamline the administration of network printing, and provide greater control of network printing within those organizations that are deploying Novell's latest network operating systems. NDPS will be included as part of Novell's next release of IntranetWare, and will incorporate CentreWare DP functionality that enables comprehensive management and use of Xerox printers. CentreWare DP
Overview of CentreWare Page 4 of 6 CentreWare DP is an easy-to-use printer management software that will allow network administrators to install and manage Xerox network printers in various network environments. The initial release of CentreWare DP supports Windows 3.1, 95, 98 and NT clients on NetWare 3.x and 4.x networks, along with Windows 95 and NT clients on Windows NT 3.51 and 4.0 networks. Follow-on releases will extend CentreWare DP to the UNIX, OS/2 LAN Server, and Macintosh environments. CentreWare DP provides a single point of administration for all Xerox desktop printers, as well as any console printers that are sold through Xerox' reseller channel. Key CentreWare DP Features Setup Wizard - Among CentreWare DP's most valued capabilities is the simplicity that the setup wizard provides when installing and connecting a printer to a network. Six selections, followed by a confirmation of the chosen selections, are all the steps required to connect a printer to a NetWare server. The intuitive, step-bystep setup wizard ensures quick and easy connection of Xerox printers to a network, even when an administrator is performing this operation for the first time. Remote Configuration and Management - CentreWare DP allows system administrators to remotely configure, monitor and manage all printers on local and wide area networks. Each configuration can be password protected. Detailed drawings display the actual configuration of all supported printers on the network and include installed features like paper trays and mailbox options. At the click of a mouse, administrators have access to such information as printer memory and installed fonts. Printer and Consumable Status - CentreWare DP allows system administrators to perform up-to-the-minute status checks to keep Xerox network printers fully operational. The status of paper, toner and other consumables can be monitored on Xerox printers. When such supplies have been depleted, printer mimics show which consumables need replacement and where they are located. Printer Firmware Upgrade -- Administrators can save time and effort by downloading new and updated printer firmware from client workstation. Diagnostics and Troubleshooting - The accessibility of printer and network information provides the means to quickly and accurately detect network printing problems. CentreWare Internet Services Xerox is extending its CentreWare offerings for organizations that are deploying corporate intranets and web-based applications. Capabilities similar to those seen in CentreWare DP and CentreWare Network Services for the Document Centre Systems are being developed using intranets and the Web as the network infrastructure. CentreWare Internet Services contains powerful features for managing documents, printers and peripheral devices via the Internet and intranets, all accessible through familiar clientresident software interfaces, such as the Netscape Navigator or Microsoft Internet
Overview of CentreWare Page 5 of 6 Explorer browsers. Using a web browser, devices can be configured for web-based printing and made available transparently through the print services menus within desktop applications such as word processing and spreadsheet programs. Through a browser, users will print HTML-based documents and control jobs by easily monitoring document and device status. System administrators will configure and control devices and manage printing activities. For system administrators, CentreWare Internet Services provides a faster and more productive way to install and upgrade software on network client PCs. Using the Webbased model of distribution, administrators simply alert users to new software and upgrades, and direct them to the appropriate Web site for downloading the appropriate files. Or, they can download the files to their workstation, and then seamlessly administer the printers as needed to take full advantage of any software enhancements that support Xerox network printers. CentreWare Internet Services software will support Document Centre Systems, Xerox DocuPrint network desktop laser printers and the Xerox XPrint Plus family of color laser printers, as well as Hewlett Packard LaserJet products. Future offerings will extend CentreWare Internet Services to include document services via home pages, web servers, and embedded web servers for Document Centre Systems and other networked devices. In addition, the Internet offers the opportunity to deliver functionality that extends far beyond the traditional administration of network printers, which can enhance the productivity of network administrators and users. To reap this potential, Xerox has established a dynamic, CentreWare-specific Home Page, which enables customers to gain immediate access to the latest CentreWare highlights and offerings and, in some cases, test advanced versions. It also provides ready access to a wide range of supporting information from Xerox. CentreWare Network Services for Document Centre Systems In its current offering, CentreWare offers a host of printer management tools from network client PCs. It enables users to check print queues for the real-time status of jobs on Document Centre Systems or other devices, while bringing wide-ranging control to system administrators over all documents sent to networked devices. CentreWare also contains simple installation wizards that make connecting Document Centre Systems to networks a quick and easy, five-step process. The latest version includes a unique "Document Monitor" feature that provides an intuitive and ubiquitous way to track documents across the network. A small icon appears automatically on the desktop when a document processing task, such as printing or faxing, is initiated. The icon remains visible throughout the process and alerts users to any interruptions, as well as job completion. By clicking on the icon at any time, real-time information on job status can be obtained in graphical form. CentreWare also enables users to configure Document Centre systems and check information on the operational status of devices, including Document Centres and HP Jet
Overview of CentreWare Page 6 of 6 information on the operational status of devices, including Document Centres and HP Jet Direct-connected printers, without leaving their desks. For example, users can verify that a Document Centre System contains paper by clicking an on-screen representation of the device's paper drawer, which graphically "opens" to show whether it is stocked. As it evolves, CentreWare for Document Centre Systems will expand the sphere of document services accessible through the common interface to encompass the entire document life-cycle -- from capture, through management, to output. Novell Distributed Print Services (NDPS) NDPS is a new distributed print service developed by Novell, Xerox and Hewlett-Packard that provides a more universal and multi-vendor print management solution for Novell's IntranetWare environment. NDPS will offer a single point of administration for a range of printers from multiple vendors, which will simplify and streamline the administration of network printers. For the network user, NDPS will provide greater control when needed through bidirectional feedback of the status of a print job, and increased flexibility in moving jobs between printers. Xerox DocuPrint desktop printers will be fully compatible with Novell's initial release of NDPS. NDPS is integrated with NetWare Administrator, and will incorporate CentreWare DP functionality. This enables the management of any NDPS-enabled Xerox printer via this single graphical administration utility. NDPS works with Novell Directory Services to provide comprehensive management and control of an organization's installed base of printers. With Novell, Xerox and HP as early contributors, Novell intends to make NDPS a new standard for ease-of-use, manageability and productivity in printing for IntranetWare environments. Summary As printing and network technologies continue to evolve, Xerox is pursuing a development strategy that will provide organizations with flexible tools to manage their network printing resources productively and cost-effectively. The company's offerings will support the most commonly accepted network deployment models, as well as a diverse population of printers and peripheral devices through a common interface. Beyond printing, Xerox will play a leading role in developing tools and technologies that provide seamless integration of multiple document services -- such as scanning, copying, printing and fax -- across networks. In this effort, it will help organizations develop new work processes that require less manual interaction and spawn significant gains in productivity.