HP Managed Print Services. Topic of Influence: Workflow

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1 HP Managed Print Services Topic of Influence: Workflow February 2019

2 Introduction Organizations are looking for more than just somebody to take care of their office printing needs. They want a partner who can look at their environment and processes more holistically and support the onsite and offsite printing needs of all their departments, from legal and accounting to marketing and engineering. Essentially, companies are shifting from a product-based to an outcome-based approach. The Topics of Influence series covers the significant factors driving the agenda. In this brochure, discover how HP works collaboratively with you to drive process efficiencies in document capture and digitization. Other topics of influence include the following (for details, click the name to open the brochure for that topic): Diversity. Helping your organization realize the benefits of diversity and inclusion as a business value. Doing good in communities. Discover how HP employees contribute to communities around the world to create a brighter future for all. Financial strength. Investing our healthy profits in highquality, innovative products and solutions to improve your business. Global. Harnessing technology internationally and optimizing its use to reduce operational costs. Mobility. Implementing a strategy that works for your organization as it adjusts to changing processes around paper, devices, and the workplace. Security. Providing the latest security technologies and processes for the advanced management of devices, data, and documents. Service and Delivery. Ensuring quality, predictability, and reliability with a seamless transition. Sustainability. Providing the services, products, and solutions to help you optimize resource use and recycling. Vision. Continually reinventing our company and our technologies so that industries, communities, and individuals can keep creating what matters most to them. Workplace. Transforming your organization to deliver an efficient work environment for the future. HP has the most flexible, comprehensive, and scalable offering in the industry. We can tailor our offering from the very basic to the most sophisticated services, depending on client interests. HP Managed Print Services (MPS) is a comprehensive suite of hardware, software, and services delivered in a consultative engagement. With global expertise, we leverage our experience and reach to provide scalable imaging and printing solutions. Read how HP, as your global, innovative, and strategic partner, is ready to work with you to create solutions that meet your unique needs and help position you at the forefront of your industry. 8 OF THE Pharmaceutical companies are HP MPS clients 1 8 OF THE Banks are HP MPS clients 1 7 OF THE Automotive Manufacturers are HP MPS clients 1 6 OF THE Technology Hardware and Equipment companies are HP MPS clients 1 6 OF THE Conglomerates are HP MPS clients 1 4 OF THE Telecommunications Services companies are HP MPS clients 2 6 OF THE Insurance companies are HP MPS clients 1 6 OF THE Utilities are HP MPS clients Claims based on Forbes 2018 Global 2000 World s Leading Companies, published June 6, 2018; HP Internal Data. 2 Claims based on Fortune 2018 Global 500, published July 19, 2018; HP Internal Data.

3 Workflow 68% of organizations believe business-at-thespeed-of-paper will be unacceptable in the near future.3 But just 35% of organizations have initiated a paper reduction plan.3 And only 17% are converting processes to paperfree at a rate of five or more a year.3 40% are converting more than one process to paper-free each year.3 03

4 Current situation The workplace continues to evolve. We re in a unique place and time in the printing industry. The IT landscape is rapidly changing and driving the need for organizations to adapt to a new way of working in and outside the office. That means that every part of the office ecosystem must deliver the services needed for employees to work in the most effective and secure way possible. The amount of information stored by a typical organization continues to skyrocket (the digital universe is expected to continue growing 40% each year into the 2020s). 4 At the same time, too much of this information is stored either in paper form, or in poorly controlled digital landfills like inboxes and archives, removable flash drives, and networked file shares. This results in serious issues with finding needed information, ensuring it is complete and correct, and making it available securely to authorized users where and when they need it. In addition, the excessive cost to ensure compliance with industry regulations adds to the issue. Taking control of your enterprise data (and capitalizing on it) typically involves a managed print service journey, including: Optimizing your infrastructure: a balance between your total cost of printing and your needs for user convenience and productivity. Managing your environment: maintaining your optimized infrastructure while improving business efficiency and tightening security. Improving your workflow: by streamlining your document-intensive processes, you gain a more efficient environment for capturing, managing, and sharing information. When adopting a data management approach, the biggest cost reduction comes from the third part of the journey. Those using MPS are more likely to be ahead of the curve when it comes to managing paper and digital workflows 77% reported that they were effective in integrating paper and digital workflows compared to 56% of those not using MPS AIIM 2014, Paper Wars (Note: This figure and the previous one (17%) are independent of the 35% of companies that have initiated a paper reduction plan. These are the results of a survey by AIIM. The 17% and 40% refer to the actual paper-free conversions while the 35% refers to companies that have a plan. A company can have a plan to reduce paper without converting to paper-free processes and vice versa.) 4 IDC, The Digital Universe of Opportunities: Rich Data and the Increasing Value of the Internet of Things, April Quocirca, Digital transformation: Bridging the paper and digital gap, April 2017.

5 Challenges facing clients The consequences of paper-based workflows and inefficient paper-based information management impacts an organization through: Cost increase Productivity loss Turnaround time delays Security threats Risk of non-compliance Energy and paper waste Clients are typically not removing paper completely from the chain, because in many cases, the paper is still needed along the document lifecycle. They are, however, transforming their approach to paper, by increasing process efficiency using digital workflows. 05

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7 Vision The average document moves from analog to digital nine times over its lifecycle. Improving workflows is one of the most effective ways to reduce waste and cost, and it can also increase productivity, reduce compliance risks, and accelerate revenue all good reasons why it plays a large role in the HP MPS solutioning methodology. 65% of knowledge workers told us that automating and optimizing collaboration, routing, and approvals saved time, increased productivity, and reduced errors. 6 The response to and requirement for digitization can vary. In moving towards productivity improvement and costs savings, your organization does not need to think complex content management applications or business process automation right from the start. Even some initial digitization helps companies along the way, especially in the context of a well-managed fleet that offers scanning, capture, and workflow capabilities. Distributed scanning using MFPs as part of your workflow fully leverages the investment in MPS: designing your fleet appropriately from the outset helps ensure you achieve immediate efficiencies in your processes. First, let s define capture and workflow. Capture: The set of technologies and services required to capture documents and information from documents paper, microfilm, fax, and electronic in order to process the content of the documents in a form that meets the need of the repository or business application being served. Workflow: Progression of steps (tasks, events, interactions) that comprise a work process, involve two or more persons, and create or add value to the organization s activities. 7 There are different approaches that all have benefits and bring significant savings and improvements to your organization: Some processes are still completely paper-centric, other processes are already digitized. But document capture is a centralized function that can lead to issues around business process inefficiencies, cost of operation, customer satisfaction, etc. Using the imaging and printing infrastructure that is distributed at the edges of the organization, clients can negate these issues by scanning/digitizing as early in the process as possible. If you have a managed print service, you are already half way there! Eliminating the risk of document loss or data theft will be another significant benefit to your organization. If your organization needs to manage this data for further processing, collaborating, and sharing, in addition to storing and tracking information for audit or compliance reasons, you might want to make the move to document management. And if you are looking at transforming your business processes, then process automation and process improvement should be your strategy. All this builds your workflow strategy step by step. There s no need to transform your processes entirely; you can move away from paper-based information, while keeping the current mode of operation, but realizing the benefits of speed and accuracy of the information and data transmitted. 6 IDC, Digital Transformation for the connected office, March businessdictionary.com/definition/workflow.html#ixzz3a9mtgtxp) 07

8 HP MPS capabilities HP capture and workflow solutions are designed to cover the entire spectrum of our clients needs. HP solutions start with embedded capture on the device, offering industry templates. For more complex needs, we offer big data, document, and content management solutions. HP has the hardware and software technology to support current and evolving client needs, combined with advisory, integration, and implementation services. HP Secure MPS can also help your organization comply with industry legal and regulatory requirements. Leaders in banking, FSI, telecom, managed healthcare and health services, commercial banking, consumer durables, drugs, and biotech Vertical competencies Industry solutions consultants with >25 years of vertical expertise per person (on average) Sales, solutions, partners, and PMO resources focused by vertical GTM flexibility and coverage (enterprise, P-MPS, and partners) Global scale and reach (170+ countries, 5,900+ MPS clients, 2.5B pages under contract) Innovation Open Extensibility Platform (OXP): expanding third-party solutions compatibility with HP Broadest portfolio of HP-branded and partner-branded capabilities 35 industry-focused workflow solutions On-board advanced capture and route capabilities (HPAC/HPCR) in the MFP Flow and MFP Flow CM Product quality and reliability Fastest color, lowest cost-per-page in the market with HP OfficeJet Pro X and HP MPS capabilities 40 years of advanced planning, designing, and integrating advanced network infrastructures 08

9 Case study: DreamWorks Animation From an end-to-end perspective, we ve cut about a third of our back-end processes for contract approval out of the equation. Derek Chan, Head of Technology Global Operations, DreamWorks Animation SKG, Glendale, Calif. DreamWorks Animation creates high-quality entertainment, including CG animated feature films, television, and live entertainment properties. The company has world-class creative talent, a strong and experienced management team, and advanced filmmaking technology and techniques. When DreamWorks Animation SKG implemented a digital content management solution along with HP Managed Print Services, the world-renowned studio enhanced business growth by delivering the right information to the right people at the right time. Objective HP solution Results Transform document workflow processes to ensure access to the right information at the right time Leveraged HP MFPs as capture mechanism and onramp to digital workflow Automated version support ensures contract version control Automated notifications and status change flagging Impact decision-making process with powerful information search and retrieval capabilities Speed contract approval processes approximately one-third end-toend with digitized workflow Improved visibility into both the broad and granular view of contract development Fingertip retrieval throughout the organization for digitized contracts and associated process history, annotations, and status 09

10 Why HP? HP is recognized as the global leader in imaging and printing solutions for large organizations, offering a comprehensive, end-to-end approach to bridging paper and digital processes. Our unique capabilities, especially for global clients, provide application integration services across the information management lifecycle: content creation and capture, the routing of the content, the secure management and retention of content, and multi-channel options for delivering content in paper or digital form (or both). Robust infrastructure management capabilities ensure the right controls are in place to authorize, authenticate, track, and audit the flow of documents, content, and information. Did you know? In one study, line-of-business executives and managers estimated that fully automating their documentdriven business processes would yield a 36% increase in revenue, 30% reduction in cost, and 23% reduction in risk. 8 8 IDC, Defining Content-Centric Workflow Transformation, April Importantly, HP recognizes that different organizations have different needs, depending on their industry and the business optimization processes involved. Our consultative approach and experience in working with all industries uniquely enables HP to provide solutions that hit the mark. HP offers technical expertise and reliable products and solution sets that allow clients to benefit from: Complete solutions. With end-to-end solutions and services, HP works with you to identify and address your specific needs today and into the future to optimize your environment, improve the bottom line, and help the planet. Unsurpassed expertise. HP has more than 25 years of experience with imaging and printing in enterprise environments. Our consulting services, including procurement, installation, management, and support can be customized to enhance your organization s effectiveness. Global reach. With IT professionals in 170 countries, HP has the resources to address your organization s needs around the world. Industry leadership. HP is recognized as a global leader in imaging and printing, an industry leader in network and infrastructure management, and an organization with a strong commitment to environmental sustainability. 10

11 Our commitment Information technology is changing, and it is imperative that organizations work collaboratively to address key areas of printing impact, such as security, mobility, document capture, and workflow. HP s strategies and solutions will help you with this process and help you to drive efficiencies in these core areas of impact. 9 AIIM Big data Evolving workflows 70% Businesses agree that workflow solutions improve productivity by 3x or more 9 We will assess, deploy, and manage an imaging and printing environment tailored to meet your business needs, while helping you reduce costs, conserve resources, and simplify document-intensive processes: Optimize infrastructure. HP can help you achieve a balance between your total cost of printing and your needs for user convenience and productivity. Manage environment. Working together, HP can help you maintain your optimized infrastructure while improving business efficiency and tightening security. Improve workflow. By streamlining your document-intensive processes, HP can help you deliver a more efficient environment for capturing, managing, and sharing information. 11

12 KeyPoint HP serves TSIA Star Award 11 Intelligence awards 10 6,600 enterprise clients 37 billion annual pages under an HP MPS contract HP remains an MPS leader - Quocirca 12 #1 Net Promoter Score in MPS for customer satisfaction 13 HP manages 1 million solution-enabled devices (laser and ink) HP is an MPS market leader - IDC HP has received awards in the healthcare, education, retail, financial services, security and mobility categories, as well as numerous product awards. 11 HP won the TSIA Star Award in two categories for 2017 Innovation in Enabling Customer Outcomes Professional Services and Innovation in a Managed XaaS Solution. Learn more at hp.com/go/analystscorner. 12 Quocirca, Managed Print Services Landscape, 2018; October Data source ORC International, May Conducted 1172 interviews in AMS, EMEA, APJ across 12 dimensions of satisfaction. 14 IDC MarketScape: Contractual Print and Document Services Hardcopy Vendor Assessment (#US ), December Copyright HP Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. 4AA7-0329ENW, February 2019, Rev. 3