Océ Government City of HoustonOcé Business Services

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1 Océ Government City of Houston Océ Business Services and Océ Digital Document Systems Private Expertise, Public Service City turns to Océ to improve document services

2 Océ was able to give us the most cost-effective, compelling roadmap for the services and capabilities we needed. Océ had the right equipment, the right experience, the right clients and a willingness to share risk. Gary Gray, Assistant Director of Finance, City of Houston

3 Aligning With Océ To improve government document services The City of Houston, Texas is a diverse, dynamic, and growing metropolitan area with a commitment to achieving a better quality of life for all its citizens. Spanning a 6,300 square mile area with a population of more than 4.4 million, the six-county area is the fourth largest in the United States. Though long recognized as a world energy center, Houston has diversified into international business and trade, information systems, aerospace technology, medical science and other service industries. Effectively serving this thriving municipality and all of its constituents is a demanding challenge for the City of Houston government one that requires the generation, production, distribution, and management of masses of documents. Like other governments, the City of Houston struggled to produce the volumes of documents required to serve its fifteen departments and its 20,000 employees. 1

4 The Challenge Upgrading an archaic, inefficient document production operation In 2003, Bill White became mayor. His vision is to make Houston the leader in efficient delivery of services to taxpayers, in saving taxpayer dollars, and improving the level of service provided to constituents and city contractors. In an effort to upgrade its document production system and improve customer service, Assistant Director of Finance Gary Gray was tasked with overhauling and consolidating the City of Houston Print Shop and Quick Copy Shop. The outdated in-house shops, which had served the municipality for more than 30 years, were equipped with aging, unreliable equipment that constantly jammed and malfunctioned. Gray commented, The maintenance technician was literally at the center several times a week. We had a $25,000 service contract on just one machine. We had jams, breakdowns and downtime all the time. Gray recalls, When the print operation was given to me it was losing between $500,000 and $750,000 a year. I was given the option to either shut down or revamp the print center to make it more efficient. In the end we did both. We shut down the internal system and revamped the entire operation. I knew when I toured the center that we d have to outsource. Gray and his team began by conducting an extensive analysis to determine the best way to improve document production and distribution. They weighed the advantages of upgrading the existing operation vs. bringing in an expert to manage the document services for the city. Gray recalls, To understand what was required, we issued a Request For Information. I looked at the companies with the most promising proposals, including the Houston Independent School 2

5 City of Houston document print and mail workflow Intranet / Internet Job Orders City Departments Vendors City of Houston Image Solution Print & Mail Shop Print Copy Scan Distribute Competitive Document Services Customer Service Prof. Doc. Prod. & Distributuion Marketing of Services Affirmative Action Aviation Building Services Finance & Administration Fire Dept. Legal Contractors Suppliers Professionals Itemized, transparent monthly billing & collection Professional print management Department of Finance Variable cost Cost allocation detail Competitive sourcing District print shop, Océ and a few others. We were looking for new equipment, management by professionals, revenue-sharing, company oversight and risk-sharing. Océ recommended a networked environment which allowed employees to submit jobs electronically plus a website to enable city contractors, auditors, reviewers, and others to use the center for print or copy jobs. The city needed new equipment, but wanted to fund it with revenues generated by the print shop. Gray continues: Of all the proposals submitted, Océ Business Services won hands down. Océ was able to give us the most costeffective, compelling roadmap for the services and capabilities we needed. They also were the only company willing to go the extra mile and take a risk with the City. Océ had the right equipment, the right experience, the right clients and a willingness to share risk. What s more, Océ has experience serving government and Fortune 500 companies, managing copy centers and enjoys a reputation for top-notch, affordable equipment. The Océ Business Services team worked closely with a team of Océ North America Digital Document Systems experts to propose a technology-driven solution that would accomplish the city s objectives, transforming the cost center into a self-sustaining operation. 3

6 The Solution Designing and managing a printing and imaging solution center Océ developed a city-wide networked solution that would enable employees in all fifteen departments to submit jobs any time from either inside the city network or from outside via the Internet. Gary Gray Assistant Director of Finance, City of Houston Océ designed a solution for the new centralized Image Solution Center for Houston City Hall. It would provide complete print, copy, scanning and mail services for wide-ranging black-and-white, color, and large format document requirements, both simple and complex. To solve the city s document production issues, Océ developed a city-wide networked solution enabling employees in all fifteen departments to submit jobs anytime from either inside the city network - or from outside via the Internet. The solution combined state-of-the-art technology, first-class service and quality and value pricing. It provided a centralized imaging center with: Convenient, web-based job submission powered by Océ DocWorks Pro TM document output management software An Océ CPS700 color production system that combines Océ Color Copy Press and direct imaging technology substrate, with no user calibration required Powerful multifunctional capacity for high-volume, high-quality printing, scanning and copying with the award-winning Océ VarioPrint 2110 and Océ VarioPrint 2065 MFPs Professional staffing including an on-site manager to run the center and just in-time employees to provide document and courier services The City of Houston Today Today, the City of Houston Image Solutions Center is equipped with an Océ VarioPrint 2110 MFP, an Océ VarioPrint 2065 MFP and an Océ CPS700 color production system. They have been implemented in concert with Océ Doc Works TM output management software, networking over five hundred users working in fifteen locations. The networking of the print shop with all of the City Departments is being rolled out in a phased implementation. Image Solutions Center handles a wide range of documents from tax bills, invoices for city services and forms to pamphlets, booklets and monthly reports, many of which call for sophisticated binding capabilities. Today, complex applications that would have been virtually impossible before are completed and distributed in record time. 4

7 The City of Houston Print Shop Before and After BEFORE AFTER Outdated print, copy, equipment and software Up-to-date, efficient print production equipment and document workflow Disorganized print and reproduction processes 15 departments were sourcing printing services independently Low customer satisfaction with print shop services Centralized, organized, one-stop shop for all printing needs with web-based job ordering and submission. High customer satisfaction with print shop services Print shop losing money and tying up capital Print shop expected to break even in the first year and generate surplus thereafter. City finance department burdened with multiple purchase orders from many vendors, with different pricing. City departments do not spend time dealing with multiple vendors. The finance department gets one detailed invoice per month. Gray states: In the old days, we struggled to break $500,000 in revenues. This year, the print shop could easily do between $800,000 and $1,000,000. Customer satisfaction is also at an all-time high. "Business is up since opening the doors in March People love the site manager, who is hands-on and the staff, who never say no. Océ Doc Works TM is up and running, we ve created a template for city employees to complete business cards online and plans are underway to develop a digital document library." With the new levels of customer service, quality and web-based job submission, Gray expects the year-over-year volume to increase five percent per year over the next ten years, transforming the print shop from a cost center into a self-sustaining operation. Business Benefits The City of Houston anticipates the new Image Center will deliver $250,000 annually in direct cost savings and greatly improve efficiency among its departments and its 20,000 employees. In the past, when departments wanted to send a print job to a local printer they had to cut a purchase order a process that cost $25 each time. Now all requests are processed under the Océ umbrella. The process of replacing multiple P.O.s with one saves thousands of dollars alone. In addition to the savings and the successful transformation from a cost center that was losing money to a modern print shop that pays for itself, the Océ Business Services Image Solution Print Shop is generating rave reviews. Convenient digital job submission and management, rapid turnaround, increased quality and improved efficiency are making everyone at City Hall and across the City more productive.

8 About Océ Business Services Océ Business Services is one of the world's leading providers of document process management services. The company seamlessly integrates advanced technology, processes and people to manage business document assets throughout their lifespan of value. Océ outsourcing solutions span copy and print management, fleet management, mail distribution and fulfillment, imaging and records management, business performance management, office services and document need assessments. A workforce of more than 6,000 professionals serves its clients in North America. Océ solutions help organizations reduce and control costs, increase productivity, manage document risk, and enhance business performance. About Océ Océ is a leading provider of digital document management technology and services. The company s solutions are based on Océ s advanced software applications that deliver documents and data over internal networks and the Internet to printing devices and archives locally and around the world. Supporting the workflow solutions are Océ digital printers and scanners, considered the most reliable and productive in the world. Océ also offers a wide range of display graphics, consulting and outsourcing solutions. Netherlands-based Océ N.V. (NASDAQ: OCENY), with a workforce of around 24,000 people and pro forma annualized revenues of nearly $3.7 billion, active in approximately eighty countries, maintains research and manufacturing centers in the Netherlands, the United States, Canada, Germany, France, Belgium, the Czech Republic, and Romania. Océ s North American headquarters is located in Chicago with major business units in Trumbull, CT; Chicago; New York City; Boca Raton, FL; Salt Lake City; Coventry, RI; and Vancouver, BC. North American revenues were $1.7 billion for fiscal 2005, and employment is currently 11,000. For more information about Océ, visit Outside the U.S., consult Océ Business Services 855 Avenue of the Americas, New York, New York us.obsinfo@oce.com 1-(888)-OCE-CONTACT ( ) Océ North America, Inc. Digital Document Systems 5600 Broken Sound Boulevard, Boca Raton, FL Document Process Management Create I Distribute I Print I Access I Archive 2006 Océ Business Services, All Rights Reserved