Enterprise Document Assessment Services EDAM : Enterprise Document Assessment Methodology

Transcription

1 Enterprise Document Assessment Services EDAM : Enterprise Document Assessment Methodology Document Trends & Issues Getting the Right Numbers Planning an Assessment Levels of Assessment Solutions & Services to Fit Your Needs United States 97 Libbey Industrial Parkway Suite 300 Weymouth, Massachusetts info@capv.com Europe Sceptre House, 7-9 Castle Street Luton, Bedfordshire, United Kingdom LU1 3AJ euro.info@capv.com Asia Hiroo Offi ce Building Hiroo Shibuya-ku Tokyo Japan info@gsm.to

2 Are you asking yourself How much are we spending on desktop, workgroup, production, and commercial printing services? How does our total document expense compare to that of our key competitors? What factors contribute to these costs? Is there a way to assess these costs and can you do it for free? How much money could we save and how? How much of an investment in time and money is needed to properly assess our document costs? Does this require a detailed on-site audit? Document Trends & Issues A recent InfoTrends/CAP Ventures study indicated that on average, organizations perceived that they were spending about 3% of their revenues on copying, printing, and fax-related costs. Sometimes perception is not reality. The total urdened document costs vary widely by type of industry and size of establishment. Typically, only 10% of the offi ce document burdened costs relate to equipment, supplies, and service expenses. For every $1 spent on the hard output costs, another $9 is spent on other burdened costs including IT support and infrastructure, procurement and facility costs, end-user interaction time, and document management expense. These fragmented costs are in budgets and processes across the organization. Typically only about 10% of the real document costs are ever exposed by assessments, which means that 90% of the actual costs are being ignored. Total Cost of Ownership or TCO is typically not even close to the total. Organizations are often faced with confl icting requirements to cut costs, increase productivity, and improve client and employee relationships. One area that has been increasingly scrutinized is the unmanaged cost of documents in the offi ce, production printing, and outside spending with commercial printers. The majority of organizations today acknowledge that substantial cost savings and effi ciency can come from better management of the offi ce equipment and the output that they produce. Nevertheless, many overlook or still have diffi culty realizing the degree of costs (direct and indirect) within a document lifecycle, which involves activities such as creating, sharing, processing, and storing documents. When considering a document lifecycle, the scope can include costs outside the offi ce, such as In-plants/ Central Reproduction Departments (CRDs), Data Centers, or Commercial Printers. The Document LifeCycle InfoTrends/CAP Ventures can provide your organization with highly personalized and accurate numbers, in conjunction with ALL Associates Group s EDAM (Enterprise Document Assessment Methodology). The EDAM Expert System can deliver an almost instant view of your organization s document costs, with minimal time and effort on your part.

3 Planning an Assessment Your company needs an enterprise-wide document strategy and you need to understand your current situation related to document spending. A clear process needs to be in place when setting out to conduct an assessment. Some assessments fail because the organization goes into the exercise without a clear-cut roadmap for success and without fully understanding the steps necessary to get there. In many cases, organizations do not understand all of the options available to them prior to initiating an assessment project. With many technology vendors and services organizations also offering assessments, it can be diffi cult to determine the differences. The fi rst issue to address is agreement on a common economic framework. What is being included in the defi nition and makeup of document costs? Whether assessments are being conducted internally or with vendor partners, there is often confusion about the economic frame of reference and important costs are ignored. InfoTrends/CAP Ventures processes and ALL Associates Groups EDAM Expert System have been designed to specifi cally address the basic fundamental steps required for successful assessments. The Solution: EDAM InfoTrends/CAP Ventures assessment services offer organizations choices and the ability to approach enterprise document assessment through a range of models and services that are designed to meet their specifi c requirements. Our approach is based on blending our own extensive databases, research, and knowledge sets with the statistical and modeling capabilities of ALL Associates Group s EDAM (Enterprise Document Assessment Methodology) Expert System. EDAM uses a range of economic frameworks, depending on the requirements of the individual client. It can extend over offi ce, production, and commercial document environments and cover basic costs, such as equipment supplies and maintenance, as well as all of the fully-burdened costs associated with the entire document lifecycle. These costs are compiled to generate reports that are based on profi les of 390 industry types, over 700 job defi nitions, country-by-country economic data, and over 1,000 interrelated document cost chains. This is matched to your own company s data, such as total number of employees, industry classifi cations, and key fi nancials (e.g. gross revenues or total expenses). EDAM is the result of 9 years of work on document-centric statistical analysis and modeling and is rapidly becoming the de facto standard in predictive modeling for document systems. Levels of Assessments There are several levels of assessment with varying complexities, details, and costs of services offered. Initial assessments do not always require on-site activities, which can be costly, time consuming, and diffi cult to push through the organization to gain executive approval. There are varying levels of document costs within an organization and some assessments will not provide the same level of detail or scope of coverage.

4 Document Assessment Services EDAM Predictive Model The EDAM Predictive Model provides you with an almost instant reasoned estimate of your company s enterprise-wide document expenditure and where the major costs occur. This model is proven to be accurate within 2% to 4% of your companies actual document costs. The model also provides metrics and insight to the potential size and scale of savings that may be available. This fee-based service ranges from $4,000 to $6,000 depending on the size and complexity of the company. Customer requirements are minimal to none. All we need is confi rmation of total number of full-time equivalent employees, key fi nancial fi gures such as gross revenues and total expenses, and specifi cation of business operations defi ned by SIC or NAICS classifi cations. The output of the EDAM Predictive Model is an executive-level summary containing: An indicative view of the direct and indirect costs of electronic and printed documents in the Offi ce Document environments across your Enterprise An indicative view of the volume (pages) of hard-copy output across offi ce output devices within your enterprise or selected establishments An indicative view of size, scale, and location of potential bottom line savings and improved business effi ciencies An environmental impact report Delivery time: Typically one week, following the initial customer input. Advantages: Quantifi es the opportunity for improvement and enables you to realize savings in a shorter period of time. EDAM Collaborative Model The Collaborative Model is carried out with the same statistical methodology as the Predictive Model. The difference is the inclusion of actual detailed information from the clients themselves or at least as much as they can provide without incurring excessive time and expense. This fee-based service ranges from $20,000 to $25,000 depending on the size and complexity of the company. InfoTrends/CAP Ventures analysts will assist in the specifi cation of the data types required, which normally include: In-depth fi nancial details, business reporting metrics, and fi xed asset register fi les High-level HR data by job types, business unit, and location Procurement records IS architecture and deployment Organizational structure and operational establishments Existing supplier-provided data This collection of disparate data is then analyzed by our staff members, using the EDAM databases and algorithms as a base measurement guide. Missing or erroneous data sets are corrected by using EDAM s industry standard metrics. The resulting Collaborative Model report is typically based on 35% - 45% actual data, with the remainder being statistically modeled to derive a reasoned view of the overall burdened costs. Delivery time: Typically two to three weeks, following completion of customer input. Advantages: A more refi ned view of existing costs that provides an additional confi dence level for your organization to prioritize next steps, without the need for excessive internal resources.

5 EDAM On-Site Assessments & Custom Projects InfoTrends/CAP Ventures recognizes that organizations have different needs when it comes to assessing document processes and costs. Our Corporate Consulting Group has a proven methodology and the ability to structure engagements that fi t our clients needs. On-Site Assessments contain all of the components of the EDAM Collaborative Model, but adds an on-site review process by an InfoTrends/CAP Ventures engagement team. The rationale for the on-site portion is to conduct a rapid physical assessment (typically one or two weeks) in selected parts of the enterprise. The on site work is typically used to establish: End-user attitudes and cultural/organizational dynamics, often including rapidly deployed quantitative end user surveys Additional physical device data collection through hardware manufacturer s assessment tools or page auditing software Detailed IS Enterprise Application Integration issues Detailed end-user support issues Robust mapping of key business processes and their associated document fl ows A clear understanding of the critical business objectives and measurement metrics used within the Company against which any EDAM proposals need to be directed The fi nal deliverable in an on-site assessment or custom project can vary based on the size and scope of project. Typical deliverables can include a very detailed enterprise-wide report, supplemented by fi nely tuned insights into the areas of the organization in which the physical audits took place. Results of these assessments often include an on-site presentation by an InfoTrends/CAP Ventures analyst. Delivery time: Typically three or four weeks following completion of an on-site assessment process. This can vary based on project size and scope. Advantages: Organizations start realizing signifi cant savings in a shorter period of time. With the right plan, approach, and technologies, we have seen customers saving up to 30% of existing costs over a period of 18 months.

6 Contact Us Today to Get Started If you are interested in learning more about our enterprise document assessment capabilities or would like to have an open discussion with one of our consultants, please contact Scott Phinney at About InfoTrends/CAP Ventures InfoTrends/CAP Ventures is the leading worldwide market research and strategic consulting fi rm for the digital imaging and document solutions industry. InfoTrends/CAP Ventures provides research, analysis, forecasts, and re-engineering initiatives that have resulted in signifi cant effi ciencies and savings through organizational redesign, streamlined operations, and the use of appropriate technology resources. InfoTrends also offers advice to help clients understand market trends, identify opportunities, and develop strategies to grow their businesses. Additional information about InfoTrends/CAP Ventures is available on the Web at. About ALL Associates Group, Inc. ALL Associates Group is a document-centric analyst fi rm that develops and maintains robust statistical modeling tools and techniques for the document solutions industry. ALL Associates Group created EDAM (Enterprise Document Assessment Methodology) Expert System using extensive data sets, systems thinking techniques, statistical science, experience, and case histories. EDAM help clients rapidly understand the true costs of documents and enhance their decision-making processes. By statistically determining the volumes, costs, and environmental impacts associated with offi ce, production, and commercial documents, ALL Associates Group provides data by individual companies, industry sectors, or geographic areas. ALL Associates approach is to collaborate with clients and partners to augment their own processes, helping them to release untapped value and increase profi t. Additional information about ALL Associates Group is available on the Web at EDAM is a registered trademark of ALL Associates Group.