The Last Frontier. A Managed Print Services Perspective. Get Control Over One Of The Largest Remaining IT Expenses

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1 A Managed Print Services Perspective The Last Frontier Get Control Over One Of The Largest Remaining IT Expenses Centralized Management Costs and Utilization Multiple Models and Brands Rogue and non-networked Devices Security and Compliance Device Refresh Mobile Worker Support Environmental Impact Independent Baseline and Assessment

2 Information is at the core of every organization and its structure and format is changing in the digital age. Yet most information still lives in documents. But how often are these documents printed, copied, faxed and stored during this cycle? And at what cost and environmental impact? Print management is one of the last significant technology costs that can be easily transformed into a strategic business advantage. Modernized print management processes can redirect employees time and efforts toward more critical needs, save money, reduce capital expense and build Green IT pride. It starts with Managed Print Services (MPS). An MPS implementation can reduce print-related expenses by 30%. It provides the infrastructure, applications, workflow and support expertise to proactively manage a secure fleet. An MPS solution is always on, backed by specialists, operates on your network and protects data and privacy in often overlooked ways. For Green IT, MPS will significantly boost sustainability and energy reduction efforts: baseline it, measure it, report it, and take action. A reliable service provider can bring certified sustainability processes and strategies for recycling, disposal, refresh and even trading renewable energy certificates and keep you ahead of the regulatory curve. How many different brand-name printers, copiers, fax machines and multi-function devices are imbedded in your organization? An MPS provider will effectively manage mixed fleets, under your watchful eye, to get the best mix, the best price and the best device for your users needs. Keep your intact supply chain or take advantage of a provider s partner relationships. Our View Managed Print Services (MPS) streamlines, consolidates and lowers the cost of managing devices, components and processes associated with printing, copying, sending and storing documents. It includes: Mixed fleet devices: printers, copiers, fax and MFDs Consumable supplies Support: break/fix; help desk; training Security and privacy: SOX, HIPPA Sustainability and compliance Business process improvement and end-user satisfaction Management oversight: actionable data, billing/chargeback, dashboards and peer metrics

3 Benefits Technology leaders are always looking for new ways to stretch budgets, do more with fewer resources, reduce total cost of ownership (TCO), keep abreast of innovation and better align their efforts to exceed business goals. Cost Reduction MPS lowers print fleet TCO. According to Gartner, print fleets cost between 3% and 5% of overall revenue. An MPS strategy will save 10% to 30%. Discover, measure and reduce hidden costs like consumable supplies, help desk, support and maintenance, while improving productivity. Capital Expenditures A brand neutral MPS provider will reduce or eliminate capital expenditures by embracing mixed fleets and avoid up-front brand name device replacement. Flexible options for asset ownership can also reduce future capital costs. Hardware MPS providers typically encourage the purchase and installation of their products including proprietary parts and supplies. They may offer volume discounts, however, the result is a dependence on their product and future vision. Freeing IT To Focus On Core Initiatives About 30 40% of help desk and technician requests are print-device related according to Gartner research. An end-to-end MPS provider can assume the break/fix, service, support, training and supplies replenishment burden thus freeing IT staff to focus on mission critical needs. Environment Monitor and reduce energy consumption, get a Green ITAD recycling program, refresh the fleet with Green devices, adopt ISO standards and trade renewable energy certificates. The Mixed Fleet Reality Regardless of their size or industry our clients say mixed fleets are a reality. Many MPS providers do not effectively manage mixed fleets because of a hardware product focus or reseller agreements. Their clients may not receive the full range of MPS benefits due to brand bias. We are an independent, managed services provider. Our clients get the best of both worlds; our independent point of view, our services commitment, our tools and data as well as the opportunity to deploy the device type and brand that best meets their needs. We work closely with our clients to ensure they receive the full suite of benefits regardless of their fleet s makeup. MPS is our sole focus. We don t adhere to one vendor s product vision over another. We have assembled a powerful Preferred Partner Network. Whether a particular feature is theirs, or ours, and we constantly collaborate with them, our client s reality is our business.

4 Typical MPS Features MPS is a technology-based solution that operates on a client s network and combines infrastructure, applications, security standards, operations, management information and business processes. Typical end-to-end features include: Multiple operating system (OS) and hardware environments. Printers, copy machines, fax machines and multi-function devices (MFDs). Device refresh strategy. Integrated billing, chargeback and invoicing. Authoritative, actionable analytics and predictive modeling. Role-based management dashboards. Full redundancy and no single point of failure. Security and data privacy. Help desk support. External peer metrics. Transparent accountability. Compliance with ISO 9001 quality improvement standards. Onsite or offsite break/fix technicians. Sustainability processes: ISO 14001, ITAD recycling, disposal and renewable energy certificates. Just-in-time supplies replenishment or onsite inventory. Virtual problem resolution support. Technician and end-user training. End-user satisfaction surveys. Installation and upgrade with little or no down time. A scalable solution that can grow on demand without interruption. Clients may choose to begin an MPS implementation strategy with a core set of device management features and build upon it to increase value over time. A managed services approach provides the right blend at the right time.

5 Sourcing Options Many vendors offer a mix of MPS solutions from standalone individual functions like break/fix or supplies replenishment to best of breed or fully integrated systems. An MPS sourcing decision should include: Time, cost and available resources Alignment with needs Ease of use and training. Project management complexity. Upgrades, technology innovations, evolution and disruptions. The value of differentiation versus commodity products and integrated stacks. Best of Breed A best of breed system provides the highest performance level and is the best product of its type. Tradeoffs occur where the high costs of integrating several systems offset the benefits of having the best one in each individual area. Fully Integrated System A fully integrated system provides a seamless catalog of features and functionality; however, each individual feature or function may not be best of breed. Which is Best? Best of breed generally wins on needs alignment and provides focused upgrades whereas a fully integrated system wins on cost, time, resources, simplicity and project management. A single vendor can provide its fully integrated system or it can provide a mixed best of breed solution and act as the project manager and middleware integrator. In either case the client gets the benefits of a fully integrated system. A client can also act as the project manager and integrator and select a best of breed suite of vendors. Choosing a single vendor is often the most cost effective and less time consuming approach. Building a relationship with one vendor is easier than multiple vendors and avoids overlapping issues regarding support, service and training. We re Different PrinTree MPS is both a fully integrated system and best of breed. We assemble a unique, seamless best total solution for every client and take responsibility for every aspect. We will deploy an integrated core MPS solution that easily combines with solutions from our industryleading Preferred Partner Network. We collaborate upfront. That way, our clients get exactly what they need, when they need it.

6 Pricing MPS pricing incorporates hardware, infrastructure, labor and differentiated value and it is powerfully influenced by either a product or service philosophy. A product stack often has a fixed price per unit of consumption or ranges based on volume. Clients often do not know what they re paying for in a bundled product and may buy features that are not important to them. MPS-as-a-Service best meets client requirements and budget realities. A services provider constructs a needs-based unique value proposition that is based on a core price-per-page model. It can optionally include break/fix, device refresh, supplies replenishment, help desk, disposal, recycling, sustainability and others. Individual features can be added or deducted to the price-per-page model or be acquired on a standalone basis using different pricing algorithms. Who Owns What Asset ownership is another key pricing consideration; either client owned or vendor owned. Service providers will have a neutral stance; their goal is to provide the right ownership mix while eliminating or significantly reducing capital expenditures. A product or manufacturer provider may place greater emphasis on asset ownership as it factors into their units shipped goals. And that goal will significantly impact their pricing strategy. Change Begets Change No organization is locked in time and MPS needs will evolve. A bundled product can be difficult to scale and unbundle. As new innovations and features come online the pricing structure may move upwards as well. An MPS service provider isn t locked into a stacked environment and can provide a flexible solution and pricing structure that you control over time. One Size Does Not Fit All We believe pricing, differentiated value and satisfaction are tightly linked. That s why we construct a unique value proposition, solution and long-term strategy for every client. Our value is measured by performance standards and service level agreements (SLAs). Those standards, plus the powerful combination of analytics, role-based dashboards, continuous quality improvement data, end-user satisfaction scores, and peer metrics means you will always know where we stand and the value we deliver. We take the time upfront to understand your environment. Many clients like to start with an initial baseline assessment that provides both of us the data to create the right solution, roadmap and price structure.

7 Independent MPS Assessment and Baseline MPS has as many definitions as the number of vendors who sell solutions. That creates an issue for IT Leaders during the upfront project definition, procurement and goal-setting phase through implementation and measurement. To further complicate matters many organizations have a diverse installed base such as various brands, age, features, performance measures and Energy Star ratings. Plus, chances are there are many rogue devices that are not networkenabled. Therefore, we believe that a successful MPS project must begin with a thorough, rigorous and independent baseline assessment. That guarantees a fact-based, datadriven foundation to build upon and provides a more reliable data set for MPS implementations and value-added services such as technology refresh. An independent, unbiased fact-based upfront baseline and assessment is recommended by Forrester Research prior to an MPS implementation. It establishes the upfront criteria to measure ongoing MPS success such as energy consumption reduction and cost improvement. Find all connected devices from all locations - a thorough inventory. Get current performance and operations analysis. Set a baseline for device level and aggregate energy consumption. Discover device level utilization and create a redeployment strategy. Create models for supplies consumption. Determine the best blend of devices going forward. Ideally the vendor will use a combination of baseline and assessment automated software and manual processes, such as facilities walk-throughs, to: Catalog the entire eet. Compile and aggregate all the data sources that impact eet operations and strategy. Provide eet optimization and right-sizing strategies. Create gap analysis studies to get your from where you are to where you want to be.

8 Environment & Sustainability Not all MPS providers have environmental and sustainability practices. MPS buyers should verify that a provider meets these minimum standards. Information Technology Asset Disposal (ITAD) ITAD standards minimize environmental impact. Drives and memory cards are wiped using audited processes to protect data security. A destruction certificate lists serial numbers, how the data was removed and what happened to the device: disposed, recycled, reused or sold. Recycling A recycled device and supplies are broken down into individual pieces and re-purposed, refurbished or recycled. Options include donations and resale opportunities. Recycling includes a useful life evaluation, costs of logistics and packaging, de-manufacturing to harvest harmful components and reports. ISO14001 International Organization for Standardization (ISO) is one of 16 voluntary ISO environmental impact standards. The framework helps organizations develop and continually improve their environmental management system. EPEAT Electronic Product Environmental Assessment Tool (EPEAT) is a ranking system, developed by the U.S. Environmental Protection Agency and the Green Electronics Council, that helps purchasers evaluate and compare devices based on their environmental attributes. BAN The Basel Action Network (BAN) is a global charitable organization that confronts the global environmental injustice and economic inefficiency of toxic trade such as dumping toxic waste and pollution on poorer nations. BAN also promotes the sustainable consumption and design of electronic products. Renewable Energy Certificates (REC) RECs are non-tangible U.S. energy commodities that represent proof that 1 megawatt-hour (MWh) of electricity was generated from an eligible renewable energy resource. They can be sold, traded or bartered. The REC owner can claim a renewable energy purchase. Being green is more than a compliance prerogative. Organizations that adopt sustainability programs have bragging rights. Proven measured success, backed by real data, can be promoted to stakeholders and constituents.

9 U.S. Federal Government Print Management Environment Goal On October 5, 2009, U.S. President Barak Obama signed an executive order that set sustainability, environmental and energy consumption, and performance goals for federal agencies. Executive Order requires agencies to set a 2020 greenhouse gas (GHG) emissions reduction target and provide ongoing updates regarding their strategies and outcomes. Accordingly, the U.S. General Services Administration s (GSA) new IT procurement policies and vendor evaluations include the tracking and reporting of GHG emissions, sustainability and environmental goals. The GSA initiatives pertaining to print devices include: 95% of all new IT awards meet energy, sustainability and recycling targets. A preference for EPEAT products. Reduce paper volume and use at least 30% postconsumer fiber paper. Adopt environmentally sound recycling. Procure Energy Star and FEMP-designated equipment. Public sector organizations and companies that do business with the U.S. Federal Government need to adopt these same practices. And, eventually what happens in the government arena trickles down to all industries. Your MPS partner needs to not only meet rigorous environmental and sustainability standards but also keep you ahead of the regulatory curve. Why Does This Matter? The U.S. Federal Government is the largest single buyer of IT products and services, and exerts enormous influence over the direction of vendors solutions and innovation. Eventually other public sector organizations at the state and local level will adopt and leverage federal standards. The commercial sector generally follows suit as well. PrinTree MPS meets all GSA print management environmental protocols for our public sector and commercial clients and has been approved by the GSA to provide U.S. Government print management solutions.

10 We Dream Green Manufacturers sell Energy Star products and claim to reduce your carbon footprint but that doesn t provide the full picture. We dream green. From the beginning we designed our solutions to help us become a leader in Green IT. Our monitoring software captures the energy use of every connected device. From carbon offset and energy consumption to waste management programs, our clients know exactly how much power each device consumes. We then use this data to deliver unique green solutions, such as: Eco-Based Technology Refresh We incorporate power consumption data into refresh strategies and ROI calculations. We can increase this metric s value in dashboards to more quickly retire less energy efficient devices. Renewable Energy Certificates (REC) This is a voluntary program that helps replace fossil fuel-based electricity consumption with clean energy. In 2008, about $705 million of carbon offsets were purchased in the voluntary market, representing about million metric tons of CO2e reductions. We can expand REC benefits to an entire infrastructure. ITAD Displaced or obsolete devices are recycled, reused or disposed of in an environmentally friendly way. And, if data storage is involved, we ll fully remove it from any drives or memory cards. We also adopt ISO standards and will work to meet any sustainability goal.

11 ecological economical About PrinTree We are an independent MPS provider. Our cost effective, industry-leading solution moves the burden of fleet management and technology refresh from your shoulders to ours. Our core value is built upon: Vendor Neutrality: The best mixed fleet solution. Economy: No upfront capital required and immediate cost savings. Ecology: Energy reduction potential and Green IT pride. PrinTree dashboards and metrics provide actionable information, not just reports, that put you in control. Clients can instantly see performance indicators that reveal problem areas before they become show stoppers. You ll have detailed device performance metrics across a wide spectrum, from paper and power consumption to end-user incidents and satisfaction. We move you beyond simple print management to an optimized holistic perspective - operations, costs, best practices and environmental impact. Our three MPS offerings: Core MPS Mixed fleet management Automatic supplies replenishment Proactive service Consolidated invoices & chargeback Onsite & remote service U.S.-based help desk Advisory Optimal solution definition Requirements Assessment Environmental impact Device, department, and organizational baselining Vendor SLA monitoring Procurement strategies End user satisfaction Eco Based Green metrics & dashboard Energy monitoring Energy reduction strategies ITAD recycling programs RECs Green technology refresh

12 Technology Stands Still For No One While we are proud of our innovative, patentpending core technology, we know that technology stands still for no one. The consumerization of IT has pioneered Webbased applications and mobile devices such as notebooks, smart phones, handheld devices and ipads. Employees bring their favorites to the workplace and expect seamless connectivity to work processes. Cloud-based services are also gamechangers. But it s not as simple as plug-and-play within the enterprise. Data protection and privacy and security and compliance are just a few of the issues technology leaders struggle to assimilate with these new technologies - not to mention legacy infrastructure and systems. We are not standing still either; our drawing board is busy: mobile apps, cloud-based imaging, storage and mobile print-on-demand, an expanded Preferred Partner Network these and many other innovations will define our future, and yours. Contact us to learn more about an MPS solution for your organization. PrinTree, LLC Wilshire Blvd., Suite 480 Los Angeles, CA sales@printreemps.com September 2011