print management don boudreau print management specialist transco business technologies melanie...
TRANSCRIPT
PRINT PRINT MANAGEMENTMANAGEMENT
DON BOUDREAUPrint Management SpecialistTransco Business Technologies
MELANIE LECLAIRPrint Management SpecialistBEU
CARL TOURIGNYDirector of Business DevelopmentBEU and Transco Business Technologies
TODAY’S TODAY’S AGENDAAGENDA
A Brief History of document output costs An Industry Evolution
What is Print Management & Why Document output costs generally Potential for savings & improved cost management Printer-related costs Managed Print Services v. Printer Fleet
Management Over-view of typical program benefits
What to look for . . . Panel Discussion (Questions & Answers)
Case studies / examples
A BRIEF HISTORYA BRIEF HISTORY
An industry evolution Copiers – purchase/leasing & service agreements
Total emphasis on reducing operating costs Printers and rabbits
Network printers, “local” printers, ink-jets, 30% or printers often “undocumented”*
The “Black Hole” The spread of responsibility and departmental
budgets (resulting in ad hoc decisions & “creep”) Our “paperless” schools and offices
Copying v. printing today – where does all that paper come from? How have your work habits changed?
* Your Employee-to-Printer Ratio, Curt Harler, Processor.com
WHY PRINT MANAGEMENT?WHY PRINT MANAGEMENT?
“Printers are the Largest Unaudited Cost in Corporate America” USA TODAY
The cost of general office printing can run 1% to 3% of annual Revenues or Budget funding*
Total document output costs, from desktop to outsourced printing, average 6% of annual revenues or budget funding **
Doing more with less -- budgets are being stretched --constant need for School Districts to contain and reduce costs, yet variable printer-related costs continue to rise
Reduce reliance on (and associated cost of) utilizing professional IT support for more basic, printer-relatedservices
*Rightsizing Output Fleets – The Hidden Gold Mine, J. Lundy, Gartner Group** Moving Toward More Effective Print Management, InfoTrends.com
WHY PRINT MANAGEMENT? WHY PRINT MANAGEMENT? (CONTINUED)(CONTINUED)
“TCO” – Total Cost of Operation. Why not shed more light on where all the $$$ is going . . . ?
Need for transparency and accurate costs analysis has never been greater
Take advantage of the opportunity to accurately measure, monitor, and manage ongoing document workflow requirements and costs
Align goals of all constituents, Business Managers, IT, Facilities, etc.
Reduce costs and increase efficiencies Enhance user productivity and experience Improve document workflow Optimize mix/balance of personnel to equipment Improve (or reduce) environmental impact
WHY PRINT MANAGEMENT? WHY PRINT MANAGEMENT? (CONTINUED)(CONTINUED)
Questions to consider . . . Do you know how much you are spending on printing? Do you have too many copiers and printers (or not
enough), and are they utilized effectively? How much are you spending on toner supplies and ink
cartridges? Do people have access to color ink-jet printers? What is the effective life of the printers on your fleet? Do you have the “right” printers (commercial v. “retail”
printers for home use)? Do you have “out-dated” or inefficient document workflow
(for certain applications)? Is copier & printer procurement aligned? Is copier
procurement aligned with District IT / technology initiatives?
TYPICAL PRINTER COSTS TYPICAL PRINTER COSTS
Consumables Toner, Maintenance Kits and Fuser Kits (and Inventory
requirements) Parts
Feed-Rollers, Trays, NIC cards, etc. Service & Support
Hourly Labor Costs when required Daily professional IT staff support
Inkjets / Desktop printers (very high operational costs) High Cost of Supplies, Ink, Cables and Accessories
Replacement & new printer purchases Throw away mentality (Laser Printers & Inkjets)
Outsource Printing (Office Max, Staples, etc.)
WHAT IS PRINT WHAT IS PRINT MANAGEMENT?MANAGEMENT?
Print Management v. Managed Print Services
Managed Print Services – a “holistic” approach to document workflow and document output Focus on workflow applications Total mix of hardware and software – balancing
productivity, redundancy, costs Goal to increase total document workflow efficiency
& reduce costs Office culture challenges – an “emotional”
connection Print Management – shedding light into the “Black
Hole” A “good place to start” – managing your printer fleets The all-inclusive service and supply program Enabling School Districts to manage, contain &
reduce printing costs.
TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS
What to look for in Managed Print Services Program: A complete inventory of current fleet of hardware (copiers,
MFP’s, printers, fax machines, scanners), with audit of current document output costs
An analysis of current workflow challenges (application specific), including an understanding of current IT staff initiatives (software, archiving, etc.)
Recommendations on application or process specific improvements
Output fleet management strategy, including demonstrated reduction in total operating costs and fleet hardware optimization
On-site systems analysts/engineering support
TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS
What to look for in a typical Printer Fleet Management Program:
A complete inventory of all printer assets, with a thorough audit of current printer fleet costs (total operational costs)
All operational costs included in fixed cpp On-site service included (same day service) Loaners available Fixed cost per page Single invoice, reconciled based on actual volume Detailed quarterly volume and costs review provided Consulting and expertise on future printing needs and
equipment optimization
TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS(CONTINUED)(CONTINUED)
Important to both Managed Print Services and Printer Fleet Management programs: Auditing software -- remote or “on site” capability to
capture printer volume and equipment inventory
Local technical support and equipment/parts/supplies inventory
Program flexibility – to accommodate the impact of changing dynamics (technology initiatives, growth, workflow changes, etc.)
Pro-active & timely program reviews (i.e., report cards – are objectives realized and maintained over time?)
PANEL DISCUSSIONPANEL DISCUSSION
Case Studies / Examples
Questions?
THANK YOU!