Finance and Procurement Managers

Transcription

1 White Paper Finance and Procurement Managers Table of Contents Point of View for Finance and procurement managers 3 Key Trends and Challenges 3 Document Requirements 6 Samsung s Value Proposition 8 Print Cost Reduction 8 Productivity Enhancement 8 Customer and Employee Satisfaction 9 Information Security 9 Commitment to Green 9 Samsung s Offerings 10 Cost Optimization 10 Productivity and Satisfaction Improvement 11 Security and Privacy Protection 14 Ecological Foot-Print Reduction 14

2 Point of View for Finance and Procurement Managers Key Trends and Challenges Consumers shrinking confidence in their job security and future income potential is severely impacting corporate profitability. Amidst gloomy economic projections, finance and procurement managers must contemplate appropriate measures to counter recessionary economic pressures, generate further cost savings, and improve customer satisfaction. One of the critical considerations of finance and procurement managers is how to minimize operating costs while simultaneously streamlining capital spending. One option is to allocate resources to reinforce well-performing programs. Another is to reform non-performing activities via accurate monitoring and performance-evaluation programs. Adopting an integrated approach to technology is a vital, strategic step in managing workplace costs. For instance, optimizing device layouts helps businesses to reduce costs by maximizing the use of office space and better using existing capacity. An increasing number of firms are considering ways to use digitized, integrated document workflow to reduce long lead times where inefficient business workflows run riot. 2 The healthcare industry, for example, has witnessed heightening competition that has arisen from profit constraints, inefficient internal processes and staff shortages despite increasing demand for a broader range of services. As a result, healthcare institutions are seeking new methods to contain costs, such as costeffective automation solutions to help manage sensitive medical information. Today s competitive business climate is making it imperative for finance and procurement managers to improve productivity and daily operations. To introduce timely, precise decision-making, many institutions and companies are introducing integrated document-management systems for data governance. These systems include centralized repositories that properly organize unstructured, pools of data scattered among employee desktops, enterprise servers, file systems and databases. Healthcare institutions, for example, are turning to digitization to deal with the problem of data deluge. A number of health records, medical images and other paper-based documents are converted into electronic formats, reducing the time healthcare workers must spend to create, file and retrieve documents. In university and college environments, reduced donations and endowments that have been negatively impacted by investment losses have forced administrators to seek innovative ways to manage operations more effectively. As a part of productivity-boosting initiatives, many higher education institutions using electronic document systems to simplify the development and production of learning materials. Finance professionals, too, are seeking to enhance workflow and documentation productivity by standardizing and streamlining business processes. Process innovation and restructuring of IT architectures have begun, so that siloed work processes can be eliminated, information sharing promoted, and processes among banks and insurance companies standardized. Retailers have the challenge of diversifying their channels because of the increasing use of online and mobile technology by consumers. While extending channel support into various alternatives, retailers must simultaneously deliver consistent maintenance with offline operations. In government, more finance professionals are looking into adopting new channels to better communicate with citizens and collaborate with related parties around standardized administrative processes. Consumers are demanding better service in retail environments where they tend to exhibit less brand loyalty. That is why companies and major institutions alike are investing in improving customer satisfaction. More and more organizations are attempting to create memorable customer experiences with highly customized offerings, which can in turn, improve competitiveness at the point of sale. By identifying and incorporating business enablers, such as appropriate IT infrastructure, organizations can deliver business value and customer satisfaction. Organizations also need to update marketing and public relations materials more frequently, especially given the

3 pressure of hyper-competitive markets. They must fully disclose certain information to stakeholders, promoting transparency and building a strong reputation that enables them to retain current customers and attract new investors. In the financial industry, fierce competition is forcing institutions to build sales team capability to produce accurate and professionally appealing customer offerings on-the-fly. Such highly customized, professional materials can help promote sales and retain existing customers. To enhance post-sales loyalty, financial institutions must present a single unified point of contact for customers across all product lines. At education institutions, schools face growing pressure from parents for more direct communication about their children s academic performance. In response, schools need to send relevant behavioral and academic indicators to parents in a timely and effective manner. To successfully build parent-teacher relationships, schools are seeking innovative communications channels, such as electronic report cards sent via . Governments meanwhile are at the forefront of incorporating more technologically innovative support into existing public facilities and workplaces so that the disabled have appropriate facilities access. In the wake of the recent financial crisis, firms understand the need to improve visibility and transparency around finances and performance management. Security is vital, which is why businesses must focus on managing financial risk effectively with the right management practices that allow them to better identify, measure and assess aggregate risk. To strike a healthy balance between risk and return and to achieve a solid riskmanagement platform firms must identify areas that require improvement, areas such as information aggregation and collection. Banks must constantly spend monies to extensively re-engineer business processes and IT systems to meet precise compliance requirements. Similarly, insurance companies also must meet security requirements rendering information management critical to business survival. As e-government expands among local governments, enabling access to confidential information, adequate mechanisms to identify people, prevent fraud and secure information will emerge as the key issues. Against a backdrop of emerging environmental legislation and mounting pressure to reduce energy consumption and exercise social responsibility, finance and procurement managers need to take advantage of green IT. Beyond offsetting carbon emissions, organizations should take steps to reduce their overall environmental footprint as new legislation and public opinion influences organizations to run systems more efficiently. For lasting results from environmentally friendly business practices, companies are now turning to measures such as capacity utilization to share residual surplus IT resources, introduce recycling programs and new energy-saving technology applications. Higher education institutions now understand that green efficiency equals monetary prudence, with ecological measures and programs acting as tools that drive business efficiency and help to make greener campuses. 3 Central governments are also monitoring the ecological impact of business practices and offer tax rebates and other incentives to companies that meet new green requirements. Government policies and guidelines encourage businesses to adopt green practices that reduce reliance on carbon-based energy sources.

4 4 Finance and Procurement Managers Document Requirements Low Total Cost of Ownership To achieve cost reduction successfully, organizations need be able to minimize total cost of ownership (TCO) related to documentation. Electronic document management allows your company to generate significant TCO savings by replacing resource- and costintensive paper-based processes. High-yield supplies and low-cost hardware and maintenance service can reduce initial investment. In developing the optimum document device, organizations should consider office space savings. An optimal spatial layout of document devices combined with effective document storage can have positive effect on employee productivity. Integrated financial systems are needed to provide finance professionals and other executives with insightful financial analysis that assists with decision-making. Procurement decision-making requires a certain set of actionable activities: firms need to ensure a constant information loop of supply-base assessments and service ratings, planned purchasing activities, monitoring and reviewing supplier relationships, coordinating market scouting. To support the above activities, businesses require a constant supply of accurate information as well as an active, open system of communication with third-party contacts. Integrated Document Management To improve productivity, having a solid platform for information sharing is essential. This is particularly true in the case of certain industries, such as finance, government and education. With effective implementation, documents can be indexed and consolidated easily to provide convenient, faster searching and sharing among diverse coworkers and users. The development and production of documents can be greatly simplified, and the time needed to develop them can be reduced by moving from paper-based materials to digitized documents, which significantly improves the accuracy of information and the efficiency of documentation workflow. Various industries have started to experience the benefits of successfully digitizing and integrating documents into workflow. Providing convenience to users requires both digitization and well-structured integration. By converting from complicated paper-based, manual processes to electronic approaches, simplifying processes, making documents easy to search for and to share greatly boosts convenience. Assured Compliance and Business Information Security To assure security, most industries must adapt in order to prevent unauthorized access to confidential information. The security of the key records and data should be ensured via monitoring and tracking document access through fully-implemented security measures, including user authentication. Security for those working for banks or local governments entails proactive prevention measures against accidental data loss and data distortion. By properly securing confidentiality of citizens privacy and personal identification information, the information leakage or data distortion would be averted in advance. Banks and local governments are dealing with the ongoing challenge to secure confidential information, and to prevent accidental data loss or clear theft. That is why their document-management solution would require contain built-in encryption capabilities to successfully foil any security-theft or hacking attempt. This could also help to establish corporate policies and tools for securing Internet Protocol-based communications. Another key security requirement is to set up a preventive mechanism against security breaches and privacy violations. The continuing trend towards all Internet Protocol (IP) environments where one core IP network transports all communications and media services (voice, data, video), raises yet another agenda for today s finance professionals, serving as a significant factor in creating corporate policies and tools that support authentication and encryption capabilities, and secure IP communications. Data distortion can arise across all industry sectors. Strengthening security capabilities within documentation devices or USB devices is one defensive security measure that holds great promise. Going Green

5 To demonstrate social responsibility around growing environmental concerns, organizations must address the growing societal consciousness for environmental responsibility. To secure an eco-friendly fleet of document devices, procurement professionals should consider whether the device in question incorporates eco-friendly materials and packaging, recyclable supplies, low energy consumption, emission rates and noise levels. Samsung s Value Proposition Print Cost Reduction Samsung can help your organization optimize printing environments cost-effectively. Cost savings can be achieved through our economic hardware and optimized fleet management (MPS) that enhances device layout, remote monitoring of print use, as well as print accountability via pay-per-print solutions. By digitizing paper-based documents, your organization can trim mailing, handling, copying, storage and filing costs. Healthcare organizations, educational institutions and retailers can reduce costs by decreasing purchasing, creation and distribution of pre-printed forms. They can also save copyright fees using our print-on-demand (POD) capabilities. Efficient system architecture and machine layout helps organizations to maximize the benefit of document solutions. With our centrally managed printing solution, for example, institutions can reduce costs by monitoring print use in public areas like library and computing laboratory. Productivity Enhancement Our solutions deliver fast and accurate processing while minimizing the time-consuming manual work through document capture and routing. We deliver easy access to relevant information by indexing and tracking documents with metadata via integrated document management. Samsung promotes effective communications within institutions and with third parties through supporting various communication channels such as direct-scan-to-fax or . Our forms-management solution also benefits educational and healthcare institutions by allowing them to create and maintain specific forms, such as testing forms and patient identification. By allowing healthcare workers to easily create, process and share documents ranging from purchase orders to medical records, our solution promotes effective communication across healthcare functions, including administration, purchasing, pharmacies and thirdparty agencies. Simultaneously, educators can create, process, and share documents ranging from tests to student records. We add value to educational institutions by allowing school administrators and teachers to store, share and reuse valuable intellectual knowledge. By accessing and contributing to a consolidated store of learning materials, teachers can now share knowledge, and find and reuse existing teaching materials, more efficiently. Financial institutions and retailers can experience greater productivity and efficiency as we help to design flexible, ondemand marketing materials with improved back-end legacy system integration with document-management solutions. 5

6 Governmental and educational organizations can process print jobs faster in large volumes, using automated sorting and bundling options. Our cutting-edge laser technology and our commitment to reliability provides confidence, elevates productivity and efficiency across wide-ranging industry sectors and enterprises. Customer and Employee Satisfaction Samsung document-management solutions improve customer and employee satisfaction by reducing tedious and repetitive manual document tasks. We offer custom-made offerings that address the needs of companies and public institutions to attract more end-customers by providing customized marketing collaterals quickly. Samsung s document-management solutions create a better customer experience by diminishing processing time and minimizing human errors. Organizations can also minimize time and work effort through easy device installation. Responsive service frees internal staff to concentrate on higher-priority responsibilities. By providing faster response times, minimizing human error and improving overall back-office processes, we have aligned our IT investments with the ability to deliver improved operational efficiency, quality assurance and, most importantly, customer satisfaction. Information Security Samsung products can help you safeguard valuable information in several ways. With Samsung, organizations can minimize potential leaks of key information by implementing central access privileges to prevent accidental data corruption and improper manipulation. By recording assessed log information, implementing secured data transmission, real-time fraud alerts, and other surveillance and detection measures, any hint of deficiency in security and performance can be readily identified and contained. Possibilities of information loss can be further prevented by storing data on large-enough data storage infrastructure and by retaining data assets at the desired security levels for the right length of time. For financial and healthcare institutions, this also means reduced potential risk in breaching security requirements that would otherwise result in punitive penalties. The prospective scope of obtaining government grants and funds for educational institutions will widen as Samsung helps to satisfy the information-security and improve data management. Commitment to Green Samsung is committed to raising environmental awareness with environmentally-friendly materials and production methods. We are committed to helping organizations demonstrate social responsibility and address growing environmental concerns. Through our economical, energy-efficient printing devices and our supplies-recycling program companies and public institutions can now realize green IT, reducing their energy footprint with low-draw devices and a sophisticated toner-cartridge recycling program. With certified energy-saving products, Samsung encourages manufacturers to proactively undertake greater responsibility to go green with clean and safe workplaces. Samsung pledges its commitment to environmental excellence and citizenship in the world community. Samsung s Offerings Cost Optimization In a comparative study performed by Buyers Laboratory Inc. (BLI), the leading source for unbiased and reliable intelligence for the imaging industry, Samsung copiers and supplies outperformed others in reliability, multi-tasking capability, and productivity and efficiency. BLI confirmed Samsung as provider-of-choice for lowest-cost management options [Figure 1]. [Figure 1] Lowest Cost of Ownership: Both Samsung color and mono A4 copier proved lowest total cost of ownership vs. industry leading vendor s copier in BLI Test 6

7 Samsung s Managed Print Service (MPS) consolidates on-site printers, MFPs, copiers and fax fleet management with a variety of flexible options, from basic cost-per-page contracts to comprehensive service engagements. A convenient, metrics dashboard provides complete visibility into all network device usage so that printer, fax, scanning and copying can be monitored and measured from anywhere. Using Samsung s Managed Print Service (MPS) programs, companies typically save 10 to 30 percent in total cost of ownership. In addition, real-time monitoring of toner outage or printer malfunctions enables device maintenance management, while Samsung s CounThru 2 Enterprise analysis report shows usage and billing information by print type, paper size and color selection [Figure 2]. [Figure 2] CounThru 2 Enterprise: Offer total visibility of printer and copier devices Related Solutions with Software : CounThru 2 Enterprise Managed Print Solution Productivity and Satisfaction Improvement Innovative, Durable Hardware For years, Samsung s multifunction printers have led the way in innovation and cost reduction. They have received reviews that place them time and time in the Best Quality in terms of Performance and Innovation for reliability, multi-tasking capabilities and productivity and efficiency improvements. Samsung has been continuously awarded Pick of the Year by BLI, and is consistently a Better Buys for Business Editor s Choice. 7

8 Responsive Service Plans The Samsung implementation team offers hardware and software customization and system design as well as legacy system integration services. We minimize the costs of ongoing maintenance services by setting a fixed fee for each, so you can phase in the service you require and plan costs in advance. Typical options include servicelevel agreement changes, parts-only warranties, extended warranties, onsite or call center service; local provider service, equipment pick-up and delivery, in-house escalation and next-business-day service [Figure 3]. [Figure 3] Responsive Service: Rapid, flexible, and customized service to satisfy customer s specific demand in each vertical market Convenience and Ease of Use Samsung helps companies to enhance productivity by managing large volumes of paper documents in digitized form. A hardcopy scan can be transformed into various formats, including.tif,.jpg,.pdf and delivered to any destination, using fax, printer, OCR, or any enterprise application. Samsung s Scan to USB enables you to transmit scanned documents and receive directly to any USB device. You can register an address, scan a document, and then share hard copy reports by ing them to multiple recipients. Employees can conveniently index, search, and categorize documents, and collaborate across diverse information technology and communications platforms. The system allows administration, accounting, and any other departments to securely access, update, share and store any document [Figure 4]. [Figure 4] SmarThru Workflow 2: Simplify document workflows: Capture paper and electronic documents and distribute them to predefined destinations and processes 8 To preserve your current investment in print and communications infrastructure, Samsung s Universal Print Driver

9 recognizes and works with any PDL printer or multi-function device. In addition, our solution allows you to remotely control, monitor and troubleshoot multiple devices from a single interface [Figure 5]. [Figure 5] Samsung Universal Print Driver: One simple install supports multiple printers Samsung s Anyweb print provides convenient and cost-effective printing option by enabling selective web printing in an optimized layout. This solution is ideal for users who work at home or in multiple locations, because it eliminates the need to install individual drivers for each printer. Simply download a single universal print driver and print through virtually any device, even those made by other manufacturers [Figure 6]. [Figure 6] Samsung Anyweb Print: Select contents from multiple web pages and print on one page 9 For economic multiple-document printing, Samsung provides competitively high-speed duplex printing. Samsung devices include finishing options for convenient print operations. For example, you can use finishers that automate, staple or collate jobs for large volume printing. For companies seeking printing cost optimization, Samsung provides convenient functions for self-operation. One way to illustrate this is to show that Samsung copiers have numerous user-friendly functions (for example, easy-toinstall drum/toner cartridges; a simple pull in/pull out finisher; and a fax module). Compatibility and Flexibility Samsung engineers compatibility with printing features using Citrix and SAP, as well as with IPv6 / IPSEC. Our inter- changeable toner cartridges and other supplies let you manage printers easily and effectively from single vendor. Samsung s powerful and flexible platform, partnered with relevant third-party expertise, is able to satisfy various business requirements through streamlining administrative process, secure device/network/applications access, and tracking prints/copies/scans/faxes. Related Solutions with Software : Document Capture and Routing - SmarThru Office, SmarThru Workflow2

10 / SyncThru Admin 5 Device Management Solution / Samsung Universal Print Driver, Samsung Anyweb Print Security and Privacy Protection Samsung s diverse product lines are engineered with privacy and security as a paramount consideration. Security Features Samsung s unique security features eliminate, detect and eradicate malicious attacks to protect confidential information of your company. Compliance features include user authentication and authorization for document access; security logs for audit; and enhanced network security for record transmission. Common Criteria Certification for MFPs Common Criteria (CC) certification makes it easier for your employees to identify the products that meet their security requirements. Samsung s CC-certified MultiXpress features include image overwrite, user authentication, security management, security audit log and data-flow management. Image Overwrite Feature as follows; User information created during copying, printing, network scanning, scanning to , or scanning to server processes is immediately recorded on the MFP s hard drive. To secure this information, the MFP software implements an image overwrite function to erase image data. The MFP software performs three overwrite passes of the data. Related Solutions with software : SyncThru Web Service UI (Device Management) Ecological Foot-Print Reduction Ecological Credentials Samsung received the 2009 Energy Star Excellence Award from the U.S. Environmental Protection Agency, and became a SmartWay Partner to help reduce greenhouse gases generated during freight transport. Samsung printers have garnered numerous Blue Angel Certifications and every Samsung printer and MFP built since 2007 has been granted a Star Mark. Samsung is committed to helping consumers lead a greener digital lifestyle, and has developed innovative toner units and printer functions to minimize material use and energy consumption. STAR (Samsung Take-back and Recycling) Program Samsung's S.T.A.R. Program is a free service to encourage companies to take responsibility for keeping the environment clean. Since 2005, it has set a new industry benchmark for cartridge return plans. Under the program, Samsung collects empty print cartridges, safely recycles them, converting them into useful materials and thereby ensuring they are not incinerated or sent to landfills [Figure 7] [Figure 7] Samsung Green Practice and Recycling Program 10

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