Fleet Assessment Checklist

Size: px

Start display at page:

Download "Fleet Assessment Checklist"

Eugenia Stewart
5 years ago
Views:

1 Fleet Assessment Checklist 1. Executive Engagement Letter of Intent 2. First Device Discovery 3. Walkthrough Facilities 4. Data Collection 5. Second Device Discovery / Upload Data into CompleteQuote 6. Confirm Current State Estimate 7. Executive Engagement Summary Proposal 1. Engage Customer Engage customer at executive management level, or financial decision maker (Owner, CFO, CIO, etc). Get commitment and set expectations (Letter Of Intent). Determine sponsorship (who will help you get the data needed). Define the scope of the analysis (departments, buildings, floors, etc). Define where cost data will come from (procurement, IT, operations, etc). Obtain facility floor maps (fire-escape floor plan, Visio.vsd document, etc). 2. First Device Discovery Run your Device Discovery Key (FMAudit, PrintAudit, etc) to collect a snapshot of your customers environment. Print off the device list from the Device Discovery Key. Walk through the facility with the floor map(s) to identify where each device is located. Locate the device s serial number and match that to the device list. Mark the device s floor Map ID on the device list print-off.

2 3. Facilities Walkthrough Non-Networked Devices Print a configuration page from each non-networked device. This page should have the device s make, model number, serial number, and page counts (meter reads). Mark the device s floor Map ID on the configuration page. Ensure that each configuration page has a meter value. If it does not, try to find one through the devices on-screen menu. For color devices there will usually be a black, color, and total meter, so be sure to write down all three. Indicate basic information about the device on the configuration page (network capable, multifunction, color / mono, finisher, etc). Configuration Page

3 4. Data Collection Partner Info Company: Contact: Address: Address2: City, State: Zip: Phone: ( ) _ - Potential New Device Opportunity (if known): Reseller customized PagePack pricing sheet Will new hardware be leased? If so, provide the following: Monthly Lease Factor: Contract term (months): Customer Info Company: Contact: Address: Address2: City, State: Zip: Phone: ( ) - Number of employees: Device specific or facility wide monthly maintenance / service costs - Use invoices to estimate. Device specific or facility wide consumables costs - Use invoices to estimate. Device specific equipment purchase price (if available). Lease term, cost, and expiration for devices currently under contract if including in print assessment (Attach to device s configuration sheet). End User interviews can be helpful in uncovering objectives and challenges. End-User Objectives More copy functionality Fax capability Scan capability 11 x 17 (Tabloid) desired Color desired IT Objectives Meet end-user functional needs Outsource printer maintenance Define refresh schedule Balance print volume Financial & IT Challenges Visibility of print activity Managing total cost of printing High cost of outsourced printing Cost of supplies inventory High cost of color IT resources overloaded with break / fix Managing multiple vendors / contracts

Recommendations from customer to address

Use this space to note any specific requests

Use the Toner Coverage Toolkit to estimate your

Circle the corresponding graphic below for Black

4 Recommendations from customer to address challenges (3 or more). Use this space to note any specific requests from the customer. Use the Toner Coverage Toolkit to estimate your customer s average Toner Coverage. Circle the corresponding graphic below for Black only and Black & Color based on the customer s selections. Basic News Article Brochure PowerPoint Slide 5% Mono 8% Mono 12% Mono 21% Mono Spreadsheet Web Page Brochure PowerPoint Slide 10% CMYK 20% CMYK 39% CMYK 55% CMYK

5 5. Second Device Discovery / Upload Data into CompleteQuote 2-4 weeks later run your Device Discovery Key again. This will allow us to calculate your customer s Average Monthly Page Volume (AMPV). Be sure to complete the following during your second discovery: Collect a second set of configuration pages for any non-networked devices. If any new devices have been added to the environment, be sure to identify them on the floor map. Once you have completed your second Device Discovery, use the information you ve collected with this checklist to create a new Proposal request in the Xerox Assessment Automation Portal (CompleteQuote). Enter all of your customer s current-state data into the CompleteQuote. Use the CompleteQuote-generated excel export file to confirm current-state findings and XOPA Industry Standard data with your customer. Data that you have entered will be displayed in standard black font, while industry average data will be displayed in italic blue font. 6. Confirm Current-State Estimate Next steps: Once you have finished entering data into CompleteQuote, confirmed the current-state findings with your customer, and submitted the Proposal request Xerox will extract the data from CompleteQuote and begin calculating Current State Estimate. Xerox will calculate your customer s current TCO, and create a brief overview document detailing the customer s fleet and an estimation of their current costs. (1 2 days) You will present the Current Cost Estimate to your customer and verify that all of the data is as accurate as possible before designing a proposed solution for their environment. 7. Build Proposed State Partner provides any preliminary hardware recommendations to Xerox. Xerox and Partner work together to create proposed environment. Xerox creates partner-branded Proposal document that includes digitized floor maps of the customer s environment, cost comparison summary, and detailed review of current and proposed state environments. (turn-around time depends on size of assessment) Partner reviews and (if necessary) modifies Proposal to ensure accuracy before they present to their customer. MPSFL-05UA

PagePack 3.0. Managed Print Services Sales Tool Guide. The managed print solution where pages lead to profit.

PagePack 3.0. Managed Print Services Sales Tool Guide. The managed print solution where pages lead to profit. PagePack 3.0 Managed Print Services Sales Tool Guide PagePack 3.0 The managed print solution where pages lead to profit. PagePack 3.0 Sales Tool Guide Use this guide to choose the PagePack Sales Tools