How To Manage A Print Fleet

Transcription

1 Managed Print Services Print that changes as you do MANAGED PRINT SERVICES

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3 MANAGED PRINT SERVICES Managed Print Services As industry strives to return a greater level of profit to its employees and shareholders, more businesses are recognising that focusing on what they do best gives them the best chance of success. Catering, company car fleet management, even IT infrastructure all have been outsourced, as companies seek to reduce costs and release resources to focus on other important tasks more directly connected to the organisation s main goals. Today, though, there is one service still run in-house by most businesses that will benefit significantly from a review of its role in the organisation. The service which Gartner calls the last great area of uncontrolled costs. Print, and in particular print management. 1-3% of annual revenue is spent on print activities Source Gartner

4 The true cost of print The value of print speaks for itself. Even today, printed information drives the business forward. It allows people to share knowledge. It supports the brand and helps to create sales opportunities. And it s an essential part of workflow and processes. Throughout the organisation, however, print frequently costs more than it need do because of the following factors. Revenue 97% Printing Cost Print Cost 3% Saving Potential 30% + Increasing productivity Print costs can be as much as 3% of revenue but you can save up to 30% of these costs with effectively managed print services. 1. Print is uncontrolled a. There may be no purchasing policy b. Most companies have little idea of the true cost of print c. It s classed as a lower-level administrative function, meaning that it s not on the agenda of senior management or within their control 2. Inefficient print infrastructure a. In many companies, printers aren t replaced until they stop working, so the organisation isn t taking advantage of improved TCO and ad hoc purchasing can be expensive b. The latest devices such as multi-functional printers are ignored, with an impact on costs and productivity c. The diversity of the print fleet increases learning curves, increases the cost of consumables and makes support unnecessarily complex d. Printers are placed where they used to be of value or where there is space, instead of taking account of current and future needs e. Colour printers are used for black & white output, laser printers for simple word documents

5 MANAGED PRINT SERVICES Print costs can be as much as 3% of revenue but you can save up to 30% of these costs with effectively managed print services Source Gartner

6 Document output costs are rising at around 30% per annum Source Gartner

7 MANAGED PRINT SERVICES 3. High indirect/hidden cost a. End-user costs i. Inefficient working practices or processes such as single sided printing instead of duplex printing ii. Downtime reduces productivity b. Administrative and purchasing costs with numerous devices from multiple brands requiring too many different types of consumable affect profitability c. Energy costs the latest printers are not only green, they offer reduced power consumption d. Maintaining a disparate fleet across numerous locations has a knock-on effect on IT operational costs 4. Fleet is not actively managed a. Print Management fails to optimise output or control volumes b. There is little or no in house expertise or time available for optimising the fleet/output From the point of view of a business decision-maker, then, print management should be high on the agenda. The same is true from an IT perspective. An inadequately managed print fleet is inflexible, affecting the company s ability to adapt to change without continual input from the IT department. In addition, constant management and maintenance requirements take IT staff away from the places where they can really add value: servers, desktops, networks, applications and above all, in creating, planning, implementing and running an IT strategy for the future. And it increases costs. For example, up to 23% of the calls handled by a Help Desk are print-related, according to IDC.

8 MANAGED PRINT SERVICES How Canon can help you What s the solution? Printing is our core business. We understand your printing needs and we can combine the right people, the right technology and the right processes in a flexible way that helps you to be more productive and profitable. By entering into partnership with Canon you have one less thing to worry about the optimal way to print. You can pass over all the responsibility of printing (or part of it) to Canon, and let us provide all your printing, copying and faxing facilities to you as a service. Canon Managed Print Services proactively ensures that your printer fleet is managed the way it should be profitably and flexibly. From one end of your fleet to the other. So you keep on reducing costs and improving productivity even when your business changes. 40% reduction in IT support costs for print/copy/fax/scan user issues 52% reduction in print-related Help Desk calls down from 23% to 11% 25% reduction in costs for consumables 20% reduction in costs for print/copy/fax/scan repairs 10% reduction in costs to install/upgrade print/copy/fax/ scan devices 5% reduction in print/copy/fax/scan equipment costs Cost Saving Opportunity An effective print strategy and a well managed print fleet can save up to 30% of companies printing cost. Cost Potential savings Current budget for printing Cost Target budget for printing with MPS Time -> Canon provides support for your print strategy and policies, as well as an optimised print environment, print management, volume and cost control all of which enable you to make immediate savings and then monitor and control your budget. Printing is one of the few remaining areas of IT spending where substantial savings can be realised with little risk Source IDC

9 MANAGED PRINT SERVICES How Canon can help you What s the solution? Printing is our core business. We understand your printing needs and we can combine the right people, the right technology and the right processes in a flexible way that helps you to be more productive and profitable. By entering into partnership with Canon you have one less thing to worry about the optimal way to print. You can pass over all the responsibility of printing (or part of it) to Canon, and let us provide all your printing, copying and faxing facilities to you as a service. Canon Managed Print Services proactively ensures that your printer fleet is managed the way it should be profitably and flexibly. From one end of your fleet to the other. So you keep on reducing costs and improving productivity even when your business changes. 40% reduction in IT support costs for print/copy/fax/scan user issues 52% reduction in print-related Help Desk calls down from 23% to 11% 25% reduction in costs for consumables 20% reduction in costs for print/copy/fax/scan repairs 10% reduction in costs to install/upgrade print/copy/fax/ scan devices 5% reduction in print/copy/fax/scan equipment costs Cost Saving Opportunity An effective print strategy and a well managed print fleet can save up to 30% of companies printing cost. Cost Potential savings Current budget for printing Cost Target budget for printing with MPS Time -> Canon provides support for your print strategy and policies, as well as an optimised print environment, print management, volume and cost control all of which enable you to make immediate savings and then monitor and control your budget. Printing is one of the few remaining areas of IT spending where substantial savings can be realised with little risk Source IDC

10 Firms that actively manage their printer fleets can save up to 30% of their printing costs Source Gartner

11 What s the Managed Print Services programme about? MANAGED PRINT SERVICES Good question. It consists of three simple stages that work in a continuous cycle. Manage Resources TCO Technology Optimise Processes Assess 1. Assess During this part of the process, we work with you to review your business and IT needs, match them against your current printer fleet, and make recommendations on how things can be improved. The outcome will be based on what we uncover and on how you would like to progress. You may wish to continue managing the fleet, to hand it all over to us to manage, or a mix of the two. 2. Optimise This part of the process is about making sure the right mix of printers is in the right place for the right people. We also help you implement your print policies and provide training where it s appropriate. 3. Manage This is the heart of the service, where we partner you to ensure that your print receives ongoing management in the way that s right for you. In addition to making sure that your printers are well-maintained, we ll also make sure your users have full support. The partnership doesn t end there. We will continue to work with you into the future to make sure that your fleet is always optimally located, optimally running and optimally managed as well as ensuring that the technologies you use are the right choice. To make this happen, we ll carry out regular strategy reviews, deliver consultancy and have regular meetings to ensure that the services you receive meet any SLAs. So whenever your business changes, your print fleet can change with you, as it adapts to deliver against your new demands.

12 Modular Service offering Our approach and offering is totally flexible. Depending on your needs, you can simply select the specific services you require, or fully outsource your whole printing fleet and responsibilities to us. The complete and modular portfolio contains the following services: 1. Consultancy & Implementation services Our consultants can help you to identify how much you spend on document output and what your savings potential is. Once the analysis is complete, a detailed report is compiled covering our key findings and this could also include recommendations and next steps. This will enable you to implement a print strategy to ensure long-term cost reductions and a return on investment. Our experts will ensure a successful implementation of your optimised and cost effective printing environment. 2. Management service We can manage the fleet on your behalf according to the service level agreements that you demand from us. In this scenario, we provide you with full asset lifecycle and fleet management services, a dedicated person to look after your printing needs and fleet, and regular review meetings. Depending on your precise requirements, many of the management tasks can be performed by Canon s own automated solutions, ensuring that your print is permanently optimised. 3. End-user services Our service portfolio covers all the services end-users need. End-user training and education mean that users can utilise the technology in a way that increases their productivity and maximises your investment. Canon can provide ongoing on-site support and a rapid-reaction Help Desk for users needing assistance or support. If you want to use your own IT as a first line contact point, we can provide you with full training and tools as well as second line support personnel and services. 4. Maintenance & Support services Of course, there may be times when your printers need attention. That s when Canon can help you with maintenance of your hardware and associated applications; we can even support 3rd party products. We provide extended on-site services ensuring that you never run out of toner, paper and other consumables. All it takes is for us to position someone on-site, whose responsibilities also include making sure that all devices are working properly. 5. Print Room services Where our customers have either a regular requirement to generate high volumes of print or special finishing needs, we can help. If you already run an in-house print room, we can operate it for you. On the other hand, we can help you with 3rd party print room services.

13 MANAGED PRINT SERVICES 1. Consultancy & Implementation Services Audit & Assessment Print Strategy Development Printing & Asset Optimisation Deployment Planning Project Management Installation (IMAC) & Integration 2. Management Services Fleet Management Asset Management 3rd Party Service Management Consumables Management 3. End-User Services Helpdesk On-Site Support Training Service & Change Management Review Meetings KPI\SLA Measurement Reporting Contract Management Billing 4. Maintenance & Support Services Multi-brand Support Extended On-Site Services Remote Support Consumable Supply 5. Print Room Services CRD In/Out-house Operating Personnel Pricing/Financing How it works As you would expect with services so flexible, our pricing is flexible as well. Depending on what suits you best, you can arrange to pay a flat monthly fee plus a cost per page; or you can choose between a monthly fee, rental and a reduced cost per page, or All-in-Click, a pricing model in which all pricing is based on the amount you print. We also offer a buyback facility so that you can receive even more return on your investment.

14 Why should I consider Managed Print Services? Major benefits for the business Reduced, more predictable day-to-day print costs More reliable and usable printing environment Up-to date printing environment with easy development as business needs change Specific benefits of MFPs, including greater security, smaller physical and carbon footprints Potential for enhanced green operations Improved company image through higher-quality printed material Flexible financing/payment options Major benefits for IT Better fleet management and control, monitoring, reporting, regular reviews Less in-house resource required Increased capabilities to deliver more core services to the organisation Significantly improved service quality and consistency A single partner for the whole print/output, delivering on a single print strategy Why choose Canon? We re expert Printing is our core competency and where we are truly excellent but we understand the needs of business as well. With our people to help, you can take advantage of our knowledge, expertise and solutions to ensure your print environment is the best one for your business needs, cutting costs and administration while improving efficiency. We constantly innovate In 2006, Canon filed nearly 2366 requests to the US Patents list, making it the 3rd most innovative company on the list. We deliver what we promise We re a trusted adviser and partner, accustomed to long lasting customer relationships We have an outstanding reputation for quality of service 96% of customers would recommend our service to others * *Canon Customer satisfaction survey

15 Thanks to Canon, Fortum achieved a very good operating rate right from the beginning and saved 36% when compared to the previous operations model Fortum Oyj Finland Nordic energy company

16 Since the beginning of the project we knew that Canon was the good partner for our new project. They knew how to find solutions to our problems and proposed benefits which corresponded to our expectations Merk Serono International SA-Switzerland Biotechnology company Canon Inc. Canon Europa N.V. Canon Europa N.V., 2008