HP JetAdvantage Insights Deployment Guide This guide details the deployment and initial configuration necessary to maximize the value of JetAdvantage Insights. 1. Overview HP JetAdvantage Insights provides multi-vendor print analytics that give you a complete view of your organization s print fleet, usage and cost. It reveals the true cost of printing and provides decision support to identify usage patterns, reduce cost and optimize your fleet. JetAdvantage Insights is a cloud solution that employs two locally-deployed Scouts that collect fleet, print and user information. All data is transmitted to HP s cloud using secure, encrypted channels. The Device Scout sends printer fleet information to the HP JetAdvantage Insights cloud and require access to the internet. The Device Scout scans the accessible network on given address ranges to discover printers. Typically you will only need one device scout running on your network. The Print Scout collects print analytic information (e.g. Username, Department, Application used). This scout should be deployed to all Windows and Mac workstations that generate print activity. If your print architecture employs a Windows Print Server then the Print Scout should be deployed on each Print Server. HP JetAdvantage Insights 1 February 16, 2017
2. Deployment Requirements This section contains a checklist for the successful deployment of JetAdvantage Insights. All information listed should be collected and configuration steps performed prior to deployment. Device Scout The device scout runs on any of the following Windows versions. Windows 7 SP1 or later Windows Server 2008 R2 or later (does not need to be a dedicated server) Microsoft.Net Framework 4.6.1 or higher Machine sizing (minimums based on physical hardware) # Printers CPU RAM Disk NIC 1-500 2 x 1.2 GHz 2 GB 20 GB 100 MB 500 1,000 2 x 1.2 GHz 4 GB 20 GB 100 MB 1,000 5,000 2 x 1.2 GHz 4 GB 40 GB 1 Gb 5,000+ Consult HP Device Scout Network Requirements Access to Active Directory and joined to the same domain as print users Proxy server name and credentials if required to access the internet Access to http:80, https:443, SNMP UDP:161 Firewall egress to o https://devicescout.insights.hpondemand.com Network IP address ranges for all subnets with printers to be discovered SNMP community strings for printers Administrator access to the Windows server where the Device Scout will be deployed Print Scout Deployment Requirements Windows 7 SP1 or later HP JetAdvantage Insights 2 February 16, 2017
Microsoft.Net Framework 4.6.1 or higher Print Scout Network Requirements Administrator access to user workstations to deploy the Print Scout Proxy server name and credentials if required for workstations Access to http:80, https:443 Firewall egress to o https://printscout.insights.hpondemand.com Supported Browsers for Dashboard Access Browser Minimum version Google Chrome 10.0 Firefox 37.0 Safari 5.06 Internet Explorer 10.0 3. Device Scout Deployment NOTE: Insights deployments prior to Nov 14, 2016 are required to uninstall existing Device and Print Scouts and deploy current Scouts. The Device Scout is typically deployed to a Windows server that has network access to the subnets containing printers. 1. Login to JetAdvantage On Demand with an active Admin account https://www.hpondemand.com/ 2. Click Launch App on the HP JetAdvantage Insights tile HP JetAdvantage Insights 3 February 16, 2017
3. From your browser, click the Discover tab, then Device Scout 4. Click Create, and give the scout a name 5. Select the scout you just created and click Configure 6. Configure the scout for your environment using the General, Discover and Advanced tabs 7. Click Save 8. Highlight the 16-digit registration code and copy it to the clipboard HP JetAdvantage Insights 4 February 16, 2017
9. Select the scout and click Download 10. Copy the downloaded HP_Setup.zip to your server (Windows Server 2008 R2 or later) 11. On your server, unzip or Extract all HP_Setup.zip files to a temporary folder 12. Launch setup.exe and follow the install prompts. After the install completes, the Device Scout Configuration opens 13. On the Registration tab, paste the registration code copied earlier 14. Click Register 15. If you receive a connection error a. Click the Configuration tab and enter your Proxy Server if required b. Click Test HP JetAdvantage Insights 5 February 16, 2017
16. You will be prompted for a Site Password 17. The Site Password is used to enable encryption. Record your password; you will need it later when registering the Print Scout. 18. Click Ok a. Site Passwords must be at least 8 characters b. Must contain at least 1 character from 3 of the following groups: Uppercase, Lowercase, Number, Special character 19. Click Yes if you are prompted to restart the HP Device Scout service 20. Click Yes to start the automatic scan of your network for printers 21. After the scan completes, the results will be uploaded to the JetAdvantage cloud 22. Close the Device Scout Discovery 4. Print Scout Deployment The Print Scout collects user and print job information. It is deployed to Windows Print Servers, Windows desktops and Mac desktops. Best Practices: Print Scout Configuration must be performed on a desktop version of Windows Do not perform this step on a Server OS Do not deploy the Print Scout on the same machine as the Device Scout HP JetAdvantage Insights 6 February 16, 2017
The Print Scout may be deployed to a Windows Print Server (later in this guide), but the configuration step must be done on a desktop OS. 1. From the Insights console, click the Discover tab, then Print Scout 2. Click Configure, and make any necessary changes for data collection and click Save 3. Click Download, click Print Scout (Windows) or Print Scout (Mac) 4. Highlight the registration code and copy it to the clipboard 5. On your workstation, unzip or Extract all PrintScoutInstaller.zip files to a temporary folder 6. Launch PrintScoutInstaller.exe and follow the install prompts. After the install completes, the Print Scout Configuration opens HP JetAdvantage Insights 7 February 16, 2017
7. Click Registration and paste the registration code 8. If you receive a connection error, click the Configuration tab and enter your Proxy Server 9. Click Save and close the Print Scout Configuration 10. Deploying the Print Scout (Windows) a. Open the folder C:\ProgramData\HP\PrintScout\Deployment b. Copy PrintScoutInstaller.exe and InstallConfig.ini to other Windows desktops and print servers. You can also use an automated tool for mass deployment. c. To deploy without user interaction run PrintScoutInstaller.exe /silent 5. Best practices A. Create an additional HP On Demand and Insights administrator Perform this step immediately after deployment From the HP On Demand home page (www.hpondemand.com) Click the Go To Dashboard button Click the Manage Users menu Click the Add Users button Select Single User Complete the Add User form, and check the Company Admin checkbox HP JetAdvantage Insights 8 February 16, 2017
Click Save Click the App Management menu Select HP JetAdvantage Insights from the dropdown Click the Manage Users button Click the checkbox in the Allow Access column next to the administrator you just created Click Save Click Confirm Click Close B. Select a default currency Perform this step immediately after deployment C. Set dashboard print targets Perform this step immediately after deployment The Print dashboard widgets give a snapshot of your print cost and usage based on targets that you set. Widgets will be green if data is within target, yellow if data is over target by less than 20%, and red once the actual data exceeds your target by 20%. 1. From the Insights console, click the Print tab, then the Configure Targets button HP JetAdvantage Insights 9 February 16, 2017
2. Employee monthly cost: drag the slider to set the allowable average employee monthly cost from all sources of print. 3. Employee color percentage: set your organization s target percentage of print that is allowed in color. 4. Single-sided percentage: set the maximum percentage of print that is allowed to be single-sided. Most organizations encourage duplex printing to save paper cost. For example, setting the single-sided percentage to 50% will alert you when more than half of print jobs are single-sided. 5. Employee to device ratio: industry standards suggest 8-12 users per printer. By setting this value you will notice when the ratio of users to printers (includes network and local) exceeds the standard. 6. Employee to local device ratio: set the desired ratio of users per local printer. Typically this ratio is much lower than the overall employee to device ratio. 7. Click Save D. Import your actual cost per page (CPP) Perform this step as soon as possible after deployment 1. From the Insights console, click the Discover tab, then Device Cost 2. Click the CSV Export button (this will create the file and download it to your default downloads folder) 3. Open the.csv file in Excel or similar tool. The file name is: yourcompany_cost_mmddyyyy.csv, where mmddyyyy is the date of the export. 4. Edit the cost per page values in columns Existing CPP Mono and Existing CPP Color to match your actual cost. It may be useful to sort the exported file in Excel on Serial Number or MAC Address so that you can more easily match each printer to your source of actual costs. 5. Save your edits in.csv format 6. From the Insights console (still on the Discover, Device Cost tab), click the Import button 7. Click in the Select A File text box, and select your.csv file HP JetAdvantage Insights 10 February 16, 2017
8. Drag the Serial Number, MAC Address, Existing CPP Mon and Existing CPP Color column titles from the CSV Columns to the corresponding Data Columns 9. Click OK. Your cost per page values will be imported and used in Insights HP JetAdvantage Insights 11 February 16, 2017