WHITE PAPER Control Costs and Increase User Productivity with MANAGED PRINT SERVICES

Transcription

1 WHITE PAPER Cntrl Csts and Increase User Prductivity with MANAGED PRINT SERVICES Hw Managed Print Services can cut expenses, imprve user prductivity and reduce IT and Administrative verhead 1

2 Managed Print Services - White Paper 1) The Case fr Managed Print Services Table f Cntents: By the year 2020 ver 70% f rganizatins with mre than 250 emplyees will adpt a Managed Print Prgram (Gartner). 2) Defining Managed Print Objectives and Benefits Reduce and Cntrl the Ttal Cst f Office Printing Autmate and streamline business prcesses Maximize the useful life f yur print devices Build a cst-effective print/cpy envirnment Pr-active, real-time mnitring f devices and expenses Enhance user prductivity Minimize IT invlvement in supprting print devices Reduce Administrative csts (A/P, Purchasing) Raise user awareness f printing csts 3) Best Practices Secure senir-level management apprval and cmmitment Develp a Print Strategy Establish a baseline Treat Printers as Assets Centralize Cntrl Mnitr, Measure, Manage 4) Implementing MPS Discvery Analysis Develping and Apprving the Managed Print plan Implementing the Managed Print plan Change management Dcument Assessment Enhancing User Prductivity Device Cnslidatin Cntinuus mnitring, management and review 2

3 Managed Print Services - White Paper Table f Cntents: 5) Selecting a Managed Print prvider Experience in yur business & industry Flexibility - SLA Optins Cst-per-Print Cst-per-Cartridge Cnsumables Installatin Annual Maintenance Preventive maintenance Per-Call Service Cmmitment Vendr neutral Single surce References 6) Next Step A Managed Print Assessment 3

4 1) The Case fr Managed Print Services (MPS) Tday, rganizatins are fcusing n decreasing peratinal csts and maximizing prductivity like never befre. Independent studies by Gartner, IDC, and CAP Ventures have cncluded that rganizatins that actively manage their printing infrastructures stand t reduce their verall cst f printing by up t 30 percent. An average mid-size rganizatin stands t save upwards f $100,000 ver a 5-year perid by implementing a Managed Print prgram. Mre and mre rganizatins are analyzing their Ttal Cst f Office Printing t identify pprtunities t save mney and increase prductivity. It s n wnder that Gartner predicts that by 2020, ver 70% f businesses with 250 r mre emplyees will adpt a Managed Print prgram. The Ttal Cst f Office Printing is typically a majr, unmanaged expense spread ver multiple departments and cst centers with n single pint f cntrl r respnsibility. IT Csts EXPENSE Printer acquisitin csts Printer service, repairs, maintenance agreements IT Supprt (Help Desk, Installatins, Upgrades, Dispsals) Purchasing and/r Facilities Csts Printer cnsumables (tner) Cpier acquisitin csts (leases) Lease minimums (cst-per-print) Lease exclusins (drums, etc.) Cpier service, repairs, maintenance agreements Cpier cnsumables (tner) Fax phne lines Administrative verhead (Purchasing) Electricity 4

5 Individual Departmental Csts It is nt uncmmn fr individual departments t purchase their wn printers Finance Csts and cnsumables with little cncern fr crprate standards, cst-f-printing r cmpany-wide purchasing agreements. Administrative verhead (Invice apprval, Accunts Payable) N-Man s Land Excessive clr printing Printing t high-print cst devices Excessive r bslete cnsumables inventries Under-utilized devices (lw print vlumes, unused functinality, etc.) Optimizing a printing and imaging netwrk fr maximum efficiency, manageability and cst effectiveness requires a balanced mix f imaging and printing equipment alng with an integrated print infrastructure and efficient netwrk cntrl. 5

6 2) Defining Managed Print Services Managed Print is simply what the name implies a service that manages all yur print devices (printers, cpiers, fax machines) and all related direct and indirect csts. In a single wrd, Managed Print is Cntrl. Managed Print is a cntinuus, nging prcess t Assess, Manage and Reduce yur ffice print/cpy/fax csts and increase user prductivity Printer, cpier, fax machine supprt csts Printer, cpier, fax machine acquisitin csts Tner and cnsumables csts Fax telephne line csts IT supprt csts Purchasing and administrative csts Managed Print is NOT: A ne-time exercise Simply taking page cunts Just quting a price fr service and cnsumables Cst-per-print (cst-per-print is just ne way t pay fr Managed Print) Using industry average csts factrs Objectives & Benefits f Managed Print Financial Benefits Reduce and cntrl yur ttal cst f printing Prvide a single pint f financial cntrl fr all print related csts Prvide a cmplete audit trail f all expenses Cst center and purchase histry reprting Reduce IT, Purchasing and Finance administrative verhead Determine yur current print/cpy/fax ttal cst f printing Prvide a predictable annual budget fr all print csts Implement cntrls t raise user awareness f the cst f printing 6

7 Administrative Benefits Autmate just-in-time tner and supplies replenishment. Decrease csts, increase prductivity Eliminate excessive r bslete tner and supplies inventries Eliminate Tner-Out situatins especially beneficial with shared print devices Manage tner usage and eliminate waste Prvide instant access t yur current and histrical print/cpy cst and perfrmance data Implement and manage a Sustainability/Recycle Prgram, G Green Cnsumables & Devices Reduce administrative csts assciated with purchasing and paying fr cnsumables IT Benefits Reduce time spent supprting print devices Print devices are cntinuusly mnitred fr device faults, errr cdes & cnsumables levels Identify prblem print devices and nn-cst-effective print devices Right size a balanced deplyment f yur print devices Identify under-utilized and ver-utilized print devices Maximize the useful life f yur print devices Identify devices appraching end-f-life Establish a cst-effective device refresh plan Prvide the apprpriate level f functinality fr users (print, cpy, scan, fax) Service histry and device inventry reprting Ensure printing security cmpliance (HIPPA, Sarbanes-Oxley, etc.) 7

8 3) Managed Print - Best Practices Develp a Print Strategy Fr any rganizatin t reduce printing csts, they must have a clear set f business gals that Managed Print will address. Best practices als cnclude that fleet assessment and management shuld be device manufacturer independent in rder t achieve the highest degree f bjectivity. Withut this device independence, the fcus will likely be n hardware technlgy, nt the business needs. Establish a Baseline The baseline assessment is the beginning pint fr develping the dcument and print strategy. The baseline assessment must include all print-related csts. The baseline shuld als cnsider printing behavir and device utilizatin ver a reasnable perid f time at least days. Treat Printers as an Asset Best practices recgnizes that the print fleet (printers, cpiers, fax machines) are a crprate asset and shuld be managed like any ther IT asset. Asset management lks at a print device thru its lifecycle encmpassing purchase, maintenance, supplies and functinality. Management f the entire print fleet is frm an enterprise perspective encmpassing crprate standards and metrics. The print strategy shuld include a device retirement strategy that incrprates bth the crprate standards, the changing business needs and cmpliance with regulatry (security) requirements. Manage Desktp Printers Best practices d nt recmmend using direct-attached (lcal) desktp printers. They are usually the mst expensive devices t perate. They tend t be under-utilized, and they are difficult t track and manage. If the print strategy permits desktp printers they shuld be netwrk-attached s they can be managed. Reduce, Reduce, Reduce Best practices fcuses n ptimizing (reducing) the number f manufacturers, number f mdels, number f suppliers, number f service prviders and number f devices. Managed Print will imprve efficiency thrugh wrking with a single vendr, having ne mnthly cst and invice fr service, tner and allw fr real-time reprting n usage and cst-management f yur print fleet Autmate Managing print services in a cst-effective manner requires autmatin f many f the prcesses invlved device discvery, page cunts (clr and black), tner fulfillment, tner yield reprting, service requests, preventive maintenance reminders and s frth. 8

9 Managed Print - Best Practices Centralize Cntrl Best practices fcuses n centralizing all related print cst management and reprting int ne single fcal pint. Sustain Savings thru Cntinuus Imprvement Once the print fleet strategy is deplyed, best practices requires cntinual practive mnitring and review f devices, supplies, service and user printing behavir in rder achieve cntinuus imprvements and cst management. Secure Senir Management Apprval and Spnsrship Crprate-wide changes will nt be effective withut senir management s apprval and spnsrship. Change Management Crprate-wide changes will nt be effective withut a prgram in place t address the cncerns and needs f thse affected by the changes. MPS Assessment and Statement f Wrk Shuld include measurable milestnes. Raise User Awareness f the cst f ffice printing The cst f clr printing, less print in wrkflw, rules based printing, print t mst cst-effective devices, least-cst ruting, duplex printing, etc. Device Cnslidatin and Cntrl Cnslidating individual print devices int shared multi-functin devices will lwer ttal perating csts and increase user functinality.. User Prductivity Cmpanies can nw leverage these multifunctin devices and sftware-based tls t integrate paper-based dcuments int smther, mre efficient and mre cst-effective wrkflws. A gd example is the scanning f paper dcuments directly t alternative media, such as digital strage r , fr mre efficient and flexible handling. 9

10 Managed Print - Best Practices Data Security T satisfy the requirements f regulatins like HIPAA and Sarbanes Oxley (fr data security, audit trails, etc.), these integrated wrkflws leverage a new level f encryptin and authenticatin. Prper security prcedures als address the cncerns f secure destructin f data stred n these multifunctin devices. Supplies Management Autmating the management and delivery f supplies (tner, develpers, drums, user maintenance kits, etc.) helps cmpanies mre precisely manage their supplies csts and reduce administrative verhead. Supplies are autmatically rdered and shipped just-in-time befre they are actually needed. Obslete and excessive inventries are eliminated.. Flexible resurce cntrl Centralized device management capabilities give cmpany administratrs a mre precise ability t cntrl which emplyees have access t specialized resurces (e.g., clr printing) as well as usage density (i.e., the number f users per device). Timely usage reprting prvides cmpanies with the infrmatin they need t ptimize the mix and lcatin f devices acrss the enterprise. Enhanced Device Supprt These same remte mnitring capabilities enable yur IT supprt staff t respnd mre quickly even practively t device-related issues, imprving uptime, maximizing the prductivity f end users, and reducing help desk csts. Sustainability Cmpanies enacting a Managed Print prgram will als realize benefits frm a sustainability perspective. A well-designed and implemented Managed Print prgram will significantly cut energy cnsumptin, paper usage, and carbn ftprint while simplifying recycling and end-f-use dispsal f hardware and cartridges 10

11 4) Implementing Managed Print Services Discvery and Analysis Agree n Managed Print plan bjectives and time lines Secure senir management spnsrship and apprval t prceed Device Discvery - electrnic and physical inventry f all netwrked and lcal print devices Print vlume analysis by device Identify high-cst devices Identify under-utilized and ver-utilized devices Identify end-f-life devices Determine tner utilizatin Update flr plans with print device lcatins Determine current number f vendrs devices, service, cnsumables Review current service, cnsumables & rdering prcedures Analyze Current Ttal Cst f Office Printing Hard csts tner, cnsumables, service, maintenance, electricity Sft csts IT supprt, Administrative Overhead (A/P, Purchasing) Identify specific area f cst savings shwing anticipated annual savings Make recmmendatins n device cnslidatin and user prductivity 11

12 Implementing Managed Print Services Develp and Apprve the Managed Print plan Review plan bjectives Identify areas f cst savings shwing anticipated savings Identify devices eligible fr cnslidatin Decide n implementatin plan (pilt?) State plan implementatin milestnes dates/events Present the Managed Print Plan t senir management fr apprval Mdify plan as needed Implementatin Advise users f MPS Plan nting senir management spnsrship Schedule the next review meeting, make plan adjustments as needed Dcument Assessment Identify WHO is printing WHAT t WHICH printer Cntrl clr printing Identify majr print users Identify large print jbs Identify regulatry cmpliance (security) HIPPA, Sarbanes-Oxley, etc. Implement rules-based printing duplex printing, least-cst ruting, clr Suggest wrkflw changes t reduce print csts and enhance user prductivity 12

13 Device Cnslidatin Identify devices fr cnslidatin Understand user print/cpy/scan/fax requirements Develp a cst-effective technlgy refresh plan Finalize cnslidatin plan and schedule implementatin Schedule user training n new devices as needed Review cnslidatin plan, make adjustments as needed Cntinuus Mnitring, Management and Review Peridic review meeting t review perfrmance, gal attainment Analysis f emerging technlgy that can either reduce csts, enhance user prductivity r ensure regulatry cmpliance (security). 13

14 5) Selecting a Managed Print prvider Industry experience Every industry has different demands and unique requirements. Yur Managed Print prvider shuld demnstrate successful experience in supprting print devices in yur industry Lk fr industry references and testimnials. Device experience Yur Managed Print prvider shuld ffer service and supprt fr ALL yur devices with their wn technical staff withut the use f sub-cntractrs. Vendr neutral Yur Managed Print prvider shuld supprt the best device fr the applicatin and budget, regardless f the device manufacturer. Service Level Flexibility Different devices may require different levels f supprt and csts. Yur Managed Print prvider shuld ffer a variety f Service Level Agreements (cst-per-print, cst-per-tner, annual maintenance, per-call service) t maximize yur supprt budget Cmmitment Yur Managed Print prvider must be ttally cmmitted t reducing yur cst f printing and ptimizing yur present and future print infrastructure. Guaranteed cst reductin Guaranteed service and supprt respnse times Cmmitment t nging perfrmance analysis and review 14

15 6) The Next Step the Managed Print Assessment Printer Supprt Crp. has been servicing and supprting all majr brands f print devices fr ver 37 years. Our cmmitment is t help ur clients reduce and cntrl their Ttal Cst f Office Printing nt sell equipment. Our cmmitment t custmer service is unparalleled. With a strategic partner like Printer Supprt Crp. t help design and implement a cst-effective Managed Print plan yu can reduce and cntrl yur Ttal Cst f Office Printing. Cntact us tday fr a free, n-bligatin preliminary assessment f yur current print envirnment. inf@printersupprt.net Phne: