MFD USB Connected Device Meter Collection Follow

1. Purpose

To ensure accurate and timely collection of meter readings for Konica Minolta Multi-Function Devices (MFDs) connected via USB (non-networked), as contractually required by Konica Minolta.

2. Scope

This SOP applies only to devices connected directly to a shipboard computer via USB cable. It does not apply to networked devices that report automatically through ViCare.

3. Timing of Collection

• Meter readings must be collected within the first two (2) days of each calendar month.
• If the first of the month falls on the last day of a cruise, collection must be completed on the second day of the new cruise.

4. Roles and Responsibilities

• Printer Specialist is responsible for identifying USB-connected machines, coordinating access, retrieving meter readings, and submitting data.
• Machine Owner (department head) must be contacted in advance to coordinate access.

5. Procedure

Step 1: Identify Devices

• Confirm the machine is connected via USB and not reporting to VCare.
• These are typically isolated workstations in departments such as Finance, Inventory, or HR.

Step 2: Coordinate Access

• Contact the machine owner via email, call, text, or direct visit to schedule access.
• Complete the collection within the designated timeframe.

Step 3: Collect Meter Readings

• Access the device physically and retrieve the meter count from the device’s display menu.
• Record both black-and-white and color meter counts if applicable.

Step 4: Submit Meter Data

• Submit the readings by reverting back the excel file to DG3 Technical officer with complete input
• Required form fields:
  • Ship Name
  • Serial Number of the Device
  • Meter Readings (Color and Black & White)
  • Department Name/Location
  • Connection Type/Device IP Address

6. Exceptions

• If the device becomes visible on VCare later in the month, no manual submission is needed.
• If the machine cannot be accessed within the timeframe, escalate immediately to your DG3 Technical officer.

7. Compliance and Accountability

• Monthly submission of USB-connected device meters is mandatory.
• Repeated failure to comply may be escalated and will be noted in monthly performance evaluations.
• This SOP supports DG3's audit obligations and vendor compliance with Konica Minolta.