IPMA Forum Managed Print Services Do It Or Not? Steve Young Chief Information Officer & Carolyn Barber Xerox Client Manager

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2 IPMA Forum 2016 Managed Print Services Do It Or Not? Steve Young Chief Information Officer & Carolyn Barber Xerox Client Manager

3 Agenda - The law - Why managed print - Approach to managed print - Results - Lessons learned - Future opportunities

4 What the law says RCW (3) all state agencies with a total annual average FTE > 1000 shall use print management services

5 Typical printer layout Is this what your printer layout looks like? This was pretty close to what DNR s looked like

6 Why Managed Print? Cost & Expenses Supplies Inventory Multivendor invoice processing & management Sustainability Environmental impact associated with printing Security Managing security issues associated with printing Resource Mgt Coordinating multiple vendors Multiple processes for ordering supplies and svc Minimal understanding of print volume on a per-device basis

7 Decision Point - DNR decides to move to managed print service. - RFP process initiated in 2012.

8 Decision Point (con t) DNR with DES assistance selects Xerox Managed Print Services Agency A under the guise of LEAN buys color InkJets for an entire division

9 A Proven Approach to Managed Print Services Assess Design Implement Manage Professional audit of current output services infrastructure Provide an assessment of Total Cost of Ownership (TCO) Identify opportunities to improve performance, streamline operations and reduce costs Design a print infrastructure based on your needs Implement the agreed-to design Change Management - Support your staff through the transition process, enabling user adoption and results Provide remote monitoring and full service desk facilities Proactive incident management and supplies replenishment Cover all aspects of the service level agreement including consumables, service desk, consolidated invoicing, and standardized reporting

10 So what happened?

11 Comparative Data Summary Category June 2013 May 2015 Devices Makes 16 1 Models Annual Volume 7,428,252 6,388,524 Color % of Volume 17% 25% Device Average Age 10 years 18 months Annual Cost Blended (Color and B/W) $370,176 $189,059 Device Description June 2013 May 2015 Printer Number Monthly Volume 274,351 83,198 MFD Number Monthly Volume 344, ,179

12 Pre- and Post- Comparative Dashboard

13 Environmental Savings

14 What Did DNR Learn? Cost & Expenses Single vendor invoice processing & management Sustainability Environmental impact associated with printing Security Secure print deployed throughout agency (sort of) Resource Mgt Single vendor Only order paper, no printing supplies Easy reporting of print volume on a perdevice basis, as needed IT Help Desk will still be involved No cost for break fixes Pay by the impression, not machine lease

15 What Did DNR Learn? (con t) Executive Sponsorship Should not be IT Change Management Hard People will be losing their personal printer Communicate early and often (2-1-1) F2F meetings with key contacts and interested staff prior to deployment Help Desk procedures Project Planning Use vendor supplied transition plan and adjust Ensure a communications plan is developed Meet with vendor transition team frequently (weekly) Hold vendor and agency accountable to deliverables Report Develop reports that work for you

16 Next Generation Managed Print Services Print for Less and Print Less While Increasing Efficiency What We Do Client Value Xerox Capabilities Xerox Workflow Assessment Services Automate and Simplify Productivity Insight Xerox Document Analytics Service Xerox Workflow Automation Solutions Xerox Content Management Services Xerox Digital Alternatives Xerox DocuShare Private Cloud Service Secure and Integrate Security Mobility Xerox Secure Print Manager Suite Xerox Print Security Audit Service Xerox Mobile Print Solutions Xerox Print Server Management Services Assess and Optimize Savings Sustainability Xerox CompleteView Pro Xerox Production Assessment Services Xerox ConnectKey Technology Xerox Print Awareness Tool

17 Thank you! Questions? Steve Young Chief Information Officer Carolyn Barber Xerox Client Manager

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