Introduction to Managed Print System. 5 Step Process. Benefits

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2 Introduction to Managed Print System Cutting costs and eliminating inefficiencies has never been a bigger priority in business and no matter what size your company fully optimising your document output process provides a vast untapped source of cost-saving. At first glance, it s difficult to see where these savings can be made, they re hidden in inefficient hardware, wasteful use of resources, and thousands of staff hours lost through inefficient processes and workflows. With a move towards a fully Managed Print Service, we can combine the right technology and the right processes to deliver the services that allow you to operate with an efficient, flexible and cost effective printing environment. 5 Step Process Benefits Reduced costs - With our Managed Print Service, we work with you to understand exactly what you are spending on print and where you are spending it. This information can be used to cut costs and reduce inefficiencies we have helped customers to reduce costs by up to 50%. Increased productivity - Allowing your print to be managed as a service frees up valuable staff time, helping them focus on business-critical activities. MPS also ensures print devices are used at their optimum level and can deliver business process improvements thus ensuring productivity gains which can be felt throughout your organisation. Heightened security - An MPS audit can reveal potential improvements to endpoint print security in your infrastructure. Enhancements can then be implemented to ensure you can keep information away from those not authorised to see it. Improved sustainability - MPS can help cut device energy and paper consumption, helping you reduce your carbon footprint. As well as regular reviews to assess your environmental footprint, specific activities can directly reduce toner consumption and paper wastage.

3 ASSESS Assessing the efficiency of your current print environment Using a combination of our print audit software, on site visits and consultations with staff we can provide an accurate snapshot of your current print volumes, expenditure, usage and requirements We will analyse your entire document environment from how consumables are ordered, to processes, workflows and energy consumption pinpointing exactly where problems exist and how efficiency can be improved. 1. Overall monthly print volumes? 2. Cost of running existing printers? 3. Who are the biggest users in the environment? 4. Which printers are getting the most use? 5. How much could you save with a change in your company s print strat- Finances: The costs associated with running & maintaining your current devices & where savings can be made Hardware: Assessment of the efficiency, suitability and functionality of you current hardware Workflow: Your overall workflow efficiency and whether productivity can be improved through software Document Management: How efficiently and securely they are being printed, stored, managed and distributed Environmental impact : Where you can save energy and reduce your carbon footprint

4 DESIGN Design of a more efficient, cost effective print environment The Design of your new print environment will be focused on finding a solution that is tailored to your business needs: your size, your budget and your performance requirements. Our solution will be the ideal combination of hardware, software and process development to generate the maximum return on investment and increase productivity Fleet design: Everything from the most efficient devices to how many and where they should go Solution design: Improving control, efficiency and document security, as well as the capture, storage, retrieval and output of hard and soft copies Through Utax Uk we can offer a comprehensive portfolio of resources, from their award winning MFP range to custom and financial services. This will all come together to optimise your new print environment.

5 IMPLEMENT Managing the transition to a fully managed service The process of switching to a fully managed print service can vary depending on the size and scope of your print fleet and the number of sites involved but our priority will always be to minimise disruption of your day to day business. From hardware and software installation to logistics and staff training, our experience ensures turnkey solutions with a seamless transition. The change management service helps you to simplify the solution utilisation to increase end user productivity and satisfaction with up to date methodologies techniques to ensure the benefits Hardware Installation: By qualified KYOCERA engineers and technicians Software Installation: Network installation drivers and advance function features such as scan to , private print and job-storage User Training: Staff and helpdesk support to eliminate frustration and downtime Flexible logistics planning: We can implement at a specific time, out of hours or over the weekend to suit your business

6 MANAGE Maintenance, support and service of the new system With your new system up and running you ll start to experience the benefits as we continue to manage your entire document environment, ensuring performance stays at peak levels and managing time consuming everyday issues. Our remote monitoring system will allow us to monitor toner levels and service requirements To help you get the most from your new infrastructure, and to maximise productivity we provide onsite service and online remote support. Remote monitoring: Delivers proactive support Onsite fleet maintenance: Comprehensive service packages for maximum uptime Online support : Remote or on-site IT teams to maximise performance and reliability Automatic consumables: Saves hassle and downtime Regular performance reviews : With face-to-face meetings and Accurate Management Information (MI) reports to ensure your full satisfaction

7 OPTIMISE Monitor and review performance Your business will never stand still, and neither will its print and document needs. So we continue to monitor your fleets and workflows for ways to save money and improve performance. Our continual assessments from fleet audits to volumetric and financial data give you ongoing visibility and control. You can also see that we re meeting agreed targets and generating a clear return on your investment. Data analysis : Through fleet uptime and optimisation analysis, we can quantify the financial value of our Services Fleet design: Making sure your equipment keeps pace with your requirements Environmental impact : Analysing carbon footprint and ensuring targets Met Regular reviews and satisfaction surveys