NBS Work Instructions

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DOC: NBS1001PAGE: 2 of 6ISSUE: 2.3DATE: Feb 2014AUTH: M. Stevenson

M. Rolfe

TITLE: Nationwide Printer Installations

Dos & Don’ts

DO:

Be time conscious – be punctual

Be polite, helpful and professional at all times

Introduce yourself as attending site on behalf of Ricoh.

Remember you are also representing echo/Bybox, don’t get over familiar with the customer(it may be mis-interpreted)

Ensure you carry Photo ID with you ie. Passport/drivers licence

Every branch has a number of documents that must be completed and faxed to the projectdesk before leaving site. (You will be required to call the Project Desk to confirm the faxhas been received, at which time you will be given the green light to leave). Eachdevice requires a config page, a windows test print. There will also be the branch paperwork,sign off sheet, collection manifest and any HDD removal forms.

Every 2 man lift printer and additional return is logged with the Project Desk on arrival at site

Keep in contact with the project desk throughout the day, we need to keep Ricoh updatedthroughout the day on your progress.

DO NOT:

Eat or drink on the floor, ask to be directed to the canteen or rest area.

No bad language, even mild expletives!

1. Introduction

The purpose of this document is to detail the complete range of actions required to be carriedout to refresh the printer solution at a branch for Nationwide (NBS).

There are different tasks required to complete this action including replacing legacy printerequipment with either a Ricoh Afico MPC301, SP3500SF or SP3500DN printer, upgrade thefirmware on the new equipment. The actions will be a swap for a legacy device, removal only ofa legacy device, exchange the current fax unit with a Ricoh device and configure each device forits intended purpose. Removal of any HDD’s contained in the machines and hand over to the

branch manager.

2. Engineer Pre - requisites

Engineers are required to have the following to enable them to complete the upgradesuccessfully.

Print out of the following:

o This Document

o Introduction Letter

o

Engineer Scripto Collection Manifest for each site

o Sign off document for each site

o Hard disk removal form




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You MUST have the following with you at ALL sites you attend (the following will be provided)

Laptop

USB Cable (A-B Type)

CAT 5 Patch cable

You MUST also have the following with you at ALL sites you attend (not provided)

A set of screwdrivers (for HDD removal)

A set of Torx Drivers

Memory stick with all documents from dropbox downloaded as a backup.

PPE – Hi-Viz and Safety boots are required for pick-up of stock from DC. NB You will not

be allowed to enter the DC unless you wear the correct level of PPE.

In addition a Print out of the attached Engineers Health and Safety Document (section 5)

must be signed and kept to hand in case it is requested (can be kept in your vehicle but must

be available upon requested)

Also please refer to the Engineer Guidelines document entitled: The Engineer Handbook – Consumer visits - Doc WI 1001. This document contains information and acceptable dress

standards which must be adhered to.However, for this task the client requires ALL engineers to be dressed in polo shirt, trousers andprotective footwear.

You must also download all of the associated files, software and settings from the CEVANationwide Dropbox. The link will be provided to you by the project desk when you are allocatedyour jobs and on the regular engineer updates.

3. Echo Engineer Actions

The Primary role of the Engineer is to complete a swap of legacy devices, upgrade the firmwareon any SP3500, remove any redundant printers from site, remove and hand over any hard discs

to the branch manager.

NB: If the site has any 2 man lifts, (these should have been identified in advance but pleaseensure the project desk is informed as a separate collection needs booking for these andthe hard disk will need removing and handing to the branch manager).

The stock is to be delivered to your allocated DC, so will require collecting on the morning of thevisit, once the job(s) are completed there is no need to return the legacy kit back to the DC thatnight, it can be done the following morning when the new stock is picked up.

You will receive an email in advance of the job, detailing the devices to be removed, a plan of thesite and a branch information sheet containing all the required details for the installation. If anyof these are missing, contact the project desk IMMEDIATELY as these documents are

ESSENTIAL to the successful completion of the branch.

Overview of actions:




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Notify echo project desk on readiness for work and on route to DC. Text: 07525 905709 statingyou are in and working and also an ETA for your arrival at the DC. NB: If you do not contact usby 7am you will be contacted by a member of the project team, continued failure to notify us willresult in your removal from the project.

The stock is to be delivered to your allocated DC on the morning of the expected delivery date

Once your stock has been collected text the project desk: 07525 905709 and notify us of yourETA to site. It is important you follow the route order given as we provide Nationwide ETA’s foryour day based on the route we have planned. If you are delayed for any reason on your journeyso will not meet your ETA to site, contact the project desk as soon as this is apparent so we canmanage the expectation of Nationwide.

Plan to arrive on site 15 mins before start time (08:45) and notify echo’s Project desk on 07525905709 immediately of your arrival. Text Name, site and arrived. Continue to complete thissection of the process for each site you visit during your working day.

Ensure you introduce yourself to the Branch manager or branch contact as echo/Byboxrepresenting Ricoh, you are attending site to replace/update their printers and perform a walkaround the site to agree a suitable order of installs. Ensure you ask to be made aware of anylocal site Health and Safety policies & procedures. Please ensure that you have read andunderstood appendix 5 before attending site.

Work is commenced by replacing each printer in turn with a Afico MPC301, Ricoh SP3500SF or3500DN, following the engineer script, completing a firmware upgrade on any SP3500 as they

are installed (from March 2014 onwards). Use the supplied Branch Information Sheet to helpwith all the IP address, naming and fax queue settings. Any legacy redundant printers will alsoneed returning to the DC. Wherever possible re-use the existing packaging. In some cases asingle printer will replace a legacy printer and also the fax machine (if they are located in thesame area).

All printers require an asset label and printer name label affixing to the front of the unit in aprominent position, front top left of the device is recommended. The MPC 301device behind thecounter should always be labeled “{branch no.}-PR01”, this should always be the last to beinstalled (unless instructed otherwise by the branch manager).

All additional devices will require the label name as instructed in the Site Config Sheet.

NB: The Branch Site Plan will identify where the different models of devices are located but any

model of the specified printer can go in that location regardless of the name label.

Once the device is installed the user will need to log off and back on their machine for the printerqueues to become visible, if this fails contact the Bybox project desk for further instruction. Thequeues are identified by the name label on the front of the device, which the user will have to setthe one closest to their machine as the default printer.

You will need to print out a config page and a Windows Test print for each installed device (ashighlighted in the engineer script). These pages need to be faxed to the Project Desk along withthe rest of the closure paperwork.

NB: If there are more units to remove than install each additional item to be removed will need tobe logged with the project desk. At arrival at the DC these additional printers will need to be

bubble wrapped and the yellow return label label attached to the side of the device.

The engineer must also ensure with the branch contact all items they require are removed andreturned or a 2 man lift is booked with the project desk (as described above in section 3).




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Each site may require an additional printer to replace the legacy fax machine (if it’s not in thesame location as another printer), each van will be provided with 3 contingency printers to use inthese occasions, if one of these is required the project desk needs notifying so a replacementprinter can be dispatched for pick-up the following morning.

All legacy printers will need packaging in the old box, wherever possible, if this is not possibleplease carefully transport back to the DC and bubble wrap the unit ready for return.

EVERY SINGLE DEVICE BEING RETURNED TO YOUR DC WILL NEED A YELLOWRETURN LABEL ATTACHING TO THE BOX.

If you are returning an additional device, or the device will not fix into the box, peel thecorner off a yellow return label and stick directly on the device.

Once the site is completed all the paperwork will need completing, a collection manifest for eachsite, a sign off document for each site and a hard-disk removal form for each HDD. The sign offform, config pages, windows test prints, hard drive removal and Collection Manifest forms willneed faxing to the project desk before you leave site.




M. Rolfe


4. Attachments

o Printer Installation Guide

o Branch Sign off Document

o Collection Manifest for each site

o Hard disk removal form

5. Health And safety

Site Safety.pdf

Slips, Trips and Falls

You must be aware of others around you and the possibility of them entering your work area.Both staff and customers are at risk if you do not maintain a clean and tidy work area.

Guidance Notes -Slips, Trips and Falls.

DOCUMENT HISTORY

Issue Date Remarks

ISSUE 1 26/11/2013 1st DraftISSUE 2 20/01/2014 Release V2ISSUE 2.1 02/02/2014 Release V2.1ISSUE 2.2 17/02/2014 Additions after pilots completedISSUE 2.3 18/02/2014 Minor changes

NBS Work Instructions

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