document solution service center “an integrated approach to document processing” copy, print...

Document Solution Service Center

“An Integrated Approach to Document Processing”

Copy, Print & Mail

Agenda

• Sourcing Objective• Action Steps• Overview of Business Model• Introduction of Service Provider• Vendor Services• DSSC Website• IKON TRAC • Reports• Questions

Sourcing Objective:

• Convert the current Rapid Copy service concept to a modernized, creative, interactive, on-line document management infrastructure that leverages current and future technological capabilities.

• Provide a network of copy and print services statewide • Combine copy, print and postal services on Capitol Hill at a

cost savings.

Two solicitations were developed to achieve service objectives for Capitol Hill and Statewide.

Business Requirements:

Information was gathered from:

• Customer focus groups• Customer surveys • Spend Analysis• Market analysis• Benchmarking among other states

The Business Landscape:

Providing a Valuable

Service to the Capitol Area

LOB

2 PeachtreeFloyd Building

The recent Rapid Copy business model offered:

• Copy and Print Services at:

• Legislative Office Building

• 2 Peachtree

• Floyd Building

• Postal Services at:

• Legislative Office Building

• Floyd Building

Atlanta Metro

Atlanta MetroAtlanta Metro

At 2 Peachtree location

• Postal Kiosk* (credit card

acceptance)

• Photo Kiosk*

• Commercial Mail Boxes*

• Reduced rates for agency print/copy services

• Commercial rates for personal print/copy services

At Floyd location• USPS Automated Postal

Center (APC) (credit card acceptance)

• Photo Kiosk*

• USPS Post Office Boxes

• Money Orders available at LOB Post Office



At LOB location

• USPS Post Office

• USPS Post Office Boxes

• Money Orders



New Document Solution Service Centers (DSSC)

“An Integrated Approach to Document Processing”

Additional Services provided by IKON includes electronic file conversion, variable printing, offset printing, enhanced electronic document submission, on-line bill preview, document design, and real time job tracking…. **Services will be available after November 30, 2007.

New Service Model

Statewide Document Solution Service Centers (DSSC)

Copy, Print and Postal Services at:

Legislative Office Building2 PeachtreeFloyd Building

Copy & Print Intake Service Centers Statewide

Statewide Coverage

On Line Submission

On Line Submission

Region 3

Region 5

Region 6

Region 7

On Line Submission

On Line Submission

Region 10

Region 11

Region 4

Region 2

Revenues of approximately $150 million

900 plus Employees

IKON Management Services Georgia $19,000,000 business in 2006

99% Client Retention Rate 2006

61 Facilities Management Clients

12 new clients in 2006, 10 in 2007

300+ Team Members

IKON Today – Georgia

IKON Office Solutions provides managed services to a number of Federal, State and local governments. The knowledge and processes and learned from these accounts increase IKON’s ability to provide unmatched customer service to all IKON government accounts. Here are a few of the organizations IKON services:

City of Charlotte, NC FAA NW Region, WA

City of Rock Hill, SC Federal Reserve Bank

Mecklenburg County, NC Dade County, FL

City of Winston Salem, NC City of Nashville, TN

State of Missouri, House or Reps Nueces County, TX

IKON Service to Government Accounts

IKON’s Vision

Document Creation and Distribution

Process Improvements and

Improved Accountability

Mail and Copy Pick-up and Delivery Service

Coordination of On-Site copy and print

Work

IKON’s Document Solution Service Center Improvements

IKON Offers to:• Improved flexibility and simplicity for end users• Intuitive Electronic Job Submission w/ job cost estimator• Enhanced billing system back to departments with additional budget tracking • Faster turnaround times• More cost effective pricing model• Dedicated marketing to end users• Ability to utilize offsite production facilities to offer total solution to end users (Legal Document Services, Special Finishing, Press work, etc) • Better Reporting Tools• Commitment to higher customer service levels

Accessibility

Store Fronts Strategically located for ease of use2 Peachtree StSloppy Floyd TowersLegislative Office BuildingState Wide Drop Intake Service Centers

VirtualWeb submission toolJob History QueList of Services offeredBill jobs back to departments

On Line Reporting

IKON’s Document Solution Service Centers: Services

Facilities Floyd Twin Towers* 2 Peachtree Legislative Office Building*

Print on Demand: Full Spectrum of Products 995 images per minute of black and white printing 250 images per minute of full color printing Wide Format: Banners up to 20ft long and 4ft wide Envelopes, Letterhead, Calendars, Note pads

Finishing Press Work Staple 6 color plus Coater Saddle Stitch 5 Color Plus Coater Coil 2 Color Perfecting GBC Digital On Demand Tape Catalogs

Magazines* Multiple Shift Capabilities

IKON’s Document Solution Service Centers: Services

Additional Services

• Wide Format Printing Color/Black and White• Business Cards• Letterhead/ Preprinted Envelopes• Legal Document Services

– Bates Labeling

– Document Imaging

– OCR & Coding

– E-Discovery

• Variable Data Printing ?• Invoice Printing ?• Envelope Printing, Folding, Insertion ?• On Site Scanning, Document Archival and Retrieval?• What else would you like?

• Desktop (landing page)

• Directory (Employee directory, location, phone numbers)

• Copy

• TRAC also offers a robust Help feature that is included

• Trend

• Reporting

• Analysis

• Communication

Website Linked From www.ikon-dssc.com

• Available Services

• User Guides

• Pricing

• Request Training

IKON’s Document Solution Service Center: Web Based Copy/Print Job Submission & Tracking

IKON TRAC: Web Based Copy/Print Job Submission & Tracking

It is a flexible and scalable modular system, which provides easy access anytime from multiple locations, which is easily customizable to your changing needs

Can seamlessly integrate into your existing environment

Data offered in up to the moment real time

Real time measurement of key performance indicators with a variety of reports at any time

TRAC ensures service levels will be tracked and measured in the following areas:

The IKON TRAC Solution is one of the most complete enterprise management solutions available today. It helps manage resources and optimize operating efficiencies.

Shipping Receiving Copy

This section is reserved for broadcasting vital or critical information.


This section is reserved for contact informationThis section is reserved for contact information

List of Available ServicesList of Available Services

Launches TRAC systemLaunches TRAC system


WWW.IKON-DSSC.COM

Lists Available ServicesLists Available Services


WWW.IKON-DSSC.COM

Lists Pricing for Available Services.If you don’t see the price here, Call Us!

Lists Pricing for Available Services.If you don’t see the price here, Call Us!

Pricing TabPricing Tab


WWW.IKON-DSSC.COM

Request an IKON representative to visit your location to review what IKON’sDSSC can do for you and yourDepartment

Request an IKON representative to visit your location to review what IKON’sDSSC can do for you and yourDepartment


WWW.IKON-DSSC.COM

Hyperlink that Launches TRAC!Hyperlink that Launches TRAC!

Instructions on how to submit a Document Job to the DSSC!

Instructions on how to submit a Document Job to the DSSC!


WWW.IKON-DSSC.COM

THE TRAC SOLUTION HOMEPAGE

These areas are where information about the site hours of operation and services are displayed. This information is customizable.

These areas are where information about the site hours of operation and services are displayed. This information is customizable.

These areas are where information about the site hours of operation and services are displayed.

These areas are where information about the site hours of operation and services are displayed.



Additional Contact information is specific to your company and location.

Additional Contact information is specific to your company and location.


THE TRAC SOLUTION HOMEPAGE

Log in using your Username and Unique Password

Log in using your Username and Unique Password

Don’t have a Username and Password? Use Hyperlink to register for access to the site. In most instances, you will have access to the site within a few hours

Don’t have a Username and Password? Use Hyperlink to register for access to the site. In most instances, you will have access to the site within a few hours


THE TRAC User Registration


To register for access to the site, Fill out the requested information including a password that is unique to you.

To register for access to the site, Fill out the requested information including a password that is unique to you.

MOST IMPORTANT: We need your contact information, department or agency as well as your location.

MOST IMPORTANT: We need your contact information, department or agency as well as your location.

Bill Back Information used to invoice you, your organization, department or agency. No work can be produced without this information

Bill Back Information used to invoice you, your organization, department or agency. No work can be produced without this information

The Help option is a standard feature.The Help option is a standard feature.

The Site Map is basically an outline of the contents available to you – so if a user needs to access something they can click on the link and go right to the function. This view also allows access to the various modules from the Tabs across the top.

The Site Map is basically an outline of the contents available to you – so if a user needs to access something they can click on the link and go right to the function. This view also allows access to the various modules from the Tabs across the top.

THE TRAC DESKTOP


HELP & TRAINING

Using the Help option will give you access to services and contact information as well as training features.

Using the Help option will give you access to services and contact information as well as training features.

The blue “?” can be found on several TRAC screens. Click this to access quick hints.The blue “?” can be found on several TRAC screens. Click this to access quick hints.

Select an Online Tutorial for help.Select an Online Tutorial for help.


COPY MODULE

Administrator can view all jobs; end user can see just their jobs. View jobs based on access rights.

Administrator can view all jobs; end user can see just their jobs. View jobs based on access rights.

Access the Job Ticket for electronic job submission.

Access the Job Ticket for electronic job submission.

Job History allows end-users quick access to recent jobs for re-submission.

Job History allows end-users quick access to recent jobs for re-submission.


COPY MODULE

Allows for managing job costs within budgets.Allows for managing job costs within budgets.

Use the Job Preview to ensure accuracy in your job request.Use the Job Preview to ensure accuracy in your job request.

Browse and attach files to a job request.Browse and attach files to a job request.


COPY MODULE

Enter your preferred search criteria.Enter your preferred search criteria.

Quickly view or edit your job details.Quickly view or edit your job details.


COPY MODULE

Expand entries to view detailed informationExpand entries to view detailed information

Administrate the job through the “Prod View” link.Administrate the job through the “Prod View” link.

The Site Manager can update and control the workflow of a documentThe Site Manager can update and control the workflow of a document


COPY MODULE

Allows you to obtain metrics reports real-time. Metrics can be easily tailored to your needs.

Allows you to obtain metrics reports real-time. Metrics can be easily tailored to your needs.

Run standard and custom reports. Run chargeback reports with overlay.

Run standard and custom reports. Run chargeback reports with overlay.


SLA

Service Level Monitoring & Reporting

Service Level Agreement

Actual Performance


Service Level Agreement

Actual Performance

Detail allows for “drill-down” of individual items for root cause analysis

Questions & Answers

AAQQ&

Next Steps ….

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