Ensuring Your Document System Works Optimally for You. managed print services

Transcription

1 Ensuring Your Document System Works Optimally for You. managed print services

2 Optimize. Managed Print Services (MPS) branded as Optimized Print Services (OPS) by Konica Minolta provides you with complete fleet management. The program is designed to reduce costs, increase your staff s productivity and unburden IT resources. Because your business is not one-size-fits-all, neither are our services and solutions. It s just another way Konica Minolta brings shapes to your ideas and helps move your business forward. Our Managed Print Services is Based on Four (4) A-La-Carte Modules: OPS Tools, Monitoring and Management Services Assessment Services Technology and Solutions Professional Services Konica Minolta Managed Print Services (OPS) Methodology In order to meet your defined objectives we use a methodology that combines consultancy, implementation and management services. We align your business outcomes to develop executable strategies and improvement plans. Desired business outcome planning is based on business operation, workflow processes, precise statistics, integration requirements and current to future state cost reduction opportunity. This concept rests on three core activities Consult Implement Manage each of them composed of three components. 2

3 Managed Print Services. A smart way to manage your business. 3

4 activities Consult. All improvements resulting from MPS assessments are based on proven procedures and powerful analysis tools so every step of the way, you will understand the power of your customized, cost-effective MPS solution. Capture Device data is captured through an automated method. The data collection agent captures output devices within your network environment. OPS tools precisely discover your current utilization patterns and printing volumes. MPS professionals may also conduct interviews to understand document workflow. Analyze To design a customized solution for your business, our consultants perform precise TCO calculations benchmarked against current costs. A customized print services program is recommended to meet your specific document and workflow demands. Optimize Our experts take the captured information from the analysis to design optimized device placement and document production environment. The optimization will be based on TCO improvement. 4

5 Implement. MPS program delivery includes Manage. After implementing your new project development and deployment incorporating print infrastructure, we offer a portfolio of services Project Management concepts such as change and to run and manage your fleet. These can be tailored communication management. to your individual needs and business requirements, Project complementing your existing IT infrastructure or Beyond installation, the MPS program provides dedicated assuming complete operational responsibility. project management resources organizing and controlling the process from start to finish, providing full plans, regular reports and access to all current project documents. Change You have technical consulting and remote support for all devices being implemented. Konica Minolta devices can be pre-configured prior to delivery to ensure seamless integration with your existing network, infrastructure and workflow. Inform + Train The development of a clear communication plan and informational documentation for end-users and IT administrators is important for program success. Communication planning incorporates informational material and training concepts to achieve program adoption. Operate Our operational services are remote device monitoring, delivery of consumables, replacement of parts and maintenance kits. We also offer IMAC/R (Install, Move, Add, Change, Remove) services for installing, moving, adding, changing or removing devices from your fleet; these are provided in an addendum to the agreement. Monitor MPS provides continuous supervision of both networked and local devices to monitor utilization, status and alerts. You will have online access to actual status information, performance indicators and reports on device, fleet and service history. Improve MPS includes provisions for regular management reports, review meetings and active search for further improvements. The MPS program can also provide billing customized to meet your requirements, including single invoice or invoice subtotals for accounts, devices, departments or locations. Three Essential Activities. One Powerful Solution. Improve workflow and reduce costs. 5

6 consult Consult Methodology In order to proceed with the assessment, it is important to identify the methodology and resource requirements for the project. This ensures a clear understanding of requirements needed to meet the project objectives. The methodology is based on the following activities that will be performed in each phase: 1. Preparation 2. Discovery/Data Gathering 3. Confirmation/Clarification of Findings 4. Documentation 5. Final Deliverable Each phase will be outlined and have a detailed road map for the project. A separate Scope of Work will be developed based on the specific project(s) once the scope has been defined. 6

7 OPS Consult: Fleet Inventory Assessment level 1 The Equipment Inventory is the first level of service provided by Konica Minolta. This service is provided based on automated device discovery of network print devices at no cost. Data acquisition is based on IP ranges provided for discovery within your enterprise. The deliverable is a spreadsheet style document containing an inventory of business equipment (based on IP ranges) within your environment. Equipment will be identified based on: Location Site (IP schema to be provided by you) Device Name and Model IP Address Serial Number Model Number Functionality (MFP/Printer/Fax/Scanner) One Time Volume Count This document will be provided to you with a current state of fleet inventory. It is the first step to identifying your company s business equipment assets. The time frame for the final deliverable is approximately two (2) business days from completion of data retrieval process (data retrieval process should span 10 to 30 days). 7

8 OPS Consult: Fleet Optimization Assessment level 2 8

9 From what your fleet looks like today to what your needs may be tomorrow, we ll provide an in-depth analysis and recommendation for optimization. Before 1 Color LasterJet Pro CP1525n m:0/c:0 3 Color LasterJet Pro CP1525n m:0/c:0 4 Color LasterJet Pro CP1525n m:0/c:0 3 Color LasterJet Pro CP1525n m:0/c:0 After AFTER Fleet Optimization is the second level which provides the stated inventory of equipment and the following information: Fleet visualization Asset management data acquisition (Location: Department-Floor Area, Staff Utilization and Business Purpose) Detail of connected versus non-connected products Current and future state analysis Optimization and cost savings opportunity and baseline Financial impact of equipment acquisition methodology and strategy Most cost effective refresh cycles for the organization The cost associated with this service will be based on the size of the site. The pricing structure is based on a project initiation fee and estimated number of devices per site. The data gathering time frame is determined by site size and the number of devices and staff per site. A detailed Scope of Work document will be developed for the project. The time frame to complete most Level 2 projects and provide a deliverable is fifteen (15) business days from final data acquisition stage. 1 bizhub C35P m:0/c:0 2 bizhub C35P m:0/c:0 9

10 OPS Consult: Business Process Optimization Assessment level 3 The Business Process Optimization Assessment is the third level of the survey and is designed to provide a complete detail of business processes and office equipment utilization trends within the enterprise. This information is analyzed and utilized to make recommendations for business process optimization. The Level 3 Assessment targets potential areas of automation and improvement in efficiencies within business functions and processes. A Scope of Work document is developed for the Level 3 Assessment with specific data acquisition targets. Level 1 and 2 Assessment data elements are included in Level 3. Areas of survey concentration include: End-user utilization trends (Where applicable/capable) End-user requirements based on business processes and client requirements Best practices and comparison of data to industry standards Cost savings recommendations and metrics for achievement Documentation of current workflow processes and recommendations for efficiencies and productivity improvements Review requirements to deliver cost savings and provide efficiencies Document production environment sustainability report (Green environment initiatives) Detail of Business Process and Office Equipment Data Server Data Server Form Copy 1 Form Copy 2 Form Copy 3 Form Copy 4 Delivery Driver Distribution Company Accounting Filed at Warehouse Statistics will be delivered based on the findings. Recommendations will be made on equipment optimization, improvement of efficiencies and cost reduction measures. This information can then be used for budgeting purposes and print strategy policy development within your enterprise. The cost of this engagement is based on project scope. The time frame required to perform data acquisition is based on the size of each site and areas of focus. The delivery of the final report, analysis and all supporting documentation is estimated within fifteen (15) to twenty (20) business days after data acquisition is complete based on engagement complexity. 10

11 consult summary Konica Minolta Assessment Services Overview Level 1 Level 2 Level 3 Automated Fleet Inventory Location site (IP schema to be provided by customer), device name and model, IP address, serial number, model number, functionality (MFP/Printer/Fax/Scanner) and one time volume count Included Included Included Fleet Optimization Not Included Included Included Not Included Not Included Included Fleet visualization A sset management data acquisition (Location: Department-Floor Area, Staff Utilization and Business Purpose) D etail of connected versus non-connected products C urrent and future state O ptimization F inancial M ost and cost savings opportunity and baseline impact of equipment acquisition methodology and strategy cost effective refresh cycles for the organization Business Process Optimization End-user utilization trends (Where applicable/capable) End-user requirements based on business processes and client requirements Best practices and comparison of data to industry standards Cost savings recommendations and metrics for achievement D ocumentation of current workflow processes and recommendations for efficiencies and productivity improvements Review requirements to deliver costs savings and provide efficiencies Document production environment sustainability report (Green environment initiatives) 11

12 implement and manage OPS Tools and Services The Konica Minolta OPS program delivers fleet management tools and services to support your Managed Print Services solution. The modular design of the state of the art OPS Toolset enables a comprehensive approach to assess and analyze your current print environment. Through the statistical data acquired by the OPS Toolset and best practices methodology we design a future state environment that is based on cost reductions, efficiencies and management metrics. Once the future design recommendations are accepted and approved for implementation the OPS Toolset is initiated to support program monitoring and management activities. The tools are utilized by the Konica Minolta Print Centric Service Organization to deliver OPS Monitor and Management Services. OPS Monitor and Management Services are offered to provide continuous monitoring of the health of your fleet. OPS Manage Services expand the level of service providing complete oversight of your print environment during the engagement. These services ensure the sustainability of your Managed Print Services program goals and objectives. See charts on opposite page. The first phase of our engagement begins with an assessment of your current environment. This process establishes the baseline for program measurement during the Managed Print Services Optimized Print Services (OPS) engagement. The information gathered during our assessment process will be used to establish your organization s print strategy. The strategy will be designed to meet the following objectives: Define most efficient print devices and solutions within your facilities Right size the print devices to user ratio to align with industry recommendations Reduce the cost of print production within the organization Make recommendations on workflow efficiencies and productivity improvement within each facility In order to meet the objective to reduce the cost of operations, we are positioned to assist your enterprise with the data acquisition and statistical analysis processes required to determine the current state. Our program is designed to meet your organization s specific needs at three levels. These levels determine the amount of detail provided for your current business equipment inventory and production levels. Gathered data based on assessment level may include: inventory of document output production equipment, volume of pages produced on each device and costs associated with the existing method of production. The time frame and information provided with each level is based on a variety of data acquisition methods and final deliverable. The description of each level is provided in the following sections. 12

13 tools Data Collection Agent Description The DCA provides: Automated tool Provides a complete overview of current fleet inventory Collects printer data and statistics Utilizes extensive database for cost of ownership calculation Allows for data rationalization and analysis of current state Benefit Delivers statistically based reports for most accurate current state. OPS vcare OPS PageScope Net Care Device Manager services Konica Minolta utilizes the vcare software system to manage the health of your fleet. Our expert Helpdesk staff monitors Konica Minolta devices, collects all MFP counter and status information. The OPS PageScope Net Care Device Manager software provides your designated staff access to fleet information. The tool displays a centralized dashboard of your print environment. Helps ensure that your Konica Minolta devices are performing at their peak condition and at the highest level of efficiency. OPS PageScope Net Care allows you to: Remotely configure multi-settings Enable device status notification for toner, service calls and paper jams Reset administrative passwords on multiple devices simultaneously and apply reminders at desired intervals Schedule firmware updates Obtain and schedule detailed electronic meters OPS Monitor OPS Manage Description The OPS Monitor service is Konica Minolta s entry level MPS program that requires a low startup effort. Phone support for print related issues On-site break and fix services CPP based billing plans for networked devices and flat rate billing plans for non-networked devices Automated meter reads for networked devices Clean Planet for cartridge recycling Toner delivery by request phone, or web Standard account management and fleet change reviews The OPS Manage service offering includes the OPS Monitor and the added benefit of auto-toner and active account management. Customer benefits include: Advanced account management with periodic account reviews and custom reports Active account management internal device management Automatic Toner Proactive contract management Other management services based on specific customer needs Benefit Enables us to automatically capture and inventory your current network print fleet The first stage to creating a baseline of your current print environment and developing a design for your optimized future state with improved efficiencies Sets the stage for cost savings opportunities Gathers statistics and provides the details that support our fleet design recommendations 24/7 device status information gathering, performance indicators, and reports on device, fleet and service calls Automated fleet management processes including: remote monitoring, automatic dispatch of technicians, and delivery of consumables, replacement parts and maintenance kits 13

14 automatic toner replenishment Automate. The Konica Minolta Managed Print Services (MPS) program, branded as OPS, includes an automatic toner replenishment option. This service utilizes our remote data collection agent (DCA) and monitoring software to report current device supply status levels. Contracted devices are monitored and managed through a central database maintained by Konica Minolta. Our advanced software algorithms monitor current toner levels and historical supply consumption patterns to deliver increased device uptime and contribute to staff productivity. 14

15 Automatic Toner Replenishment streamlines supply management. Keeping your business moving in one direction forward. Automatic Toner Delivery Process AUTOMATIC TONER DELIVERY PROCESS Yes KM Data Base ATR Algorithm Sent for Verification to Supply Contact Approved Order Ships Delivery in 3-5 Business Days Device Reporting on KM Evolve DCA No No Auto Request Generated Manual Order Required Rejected 15

16 solutions Strategy. By engaging Konica Minolta as your strategic partner, we can help you find solutions to drive down costs, while maintaining quality standards. Our team of experts is poised to: Assist in re-engineering your document management roadmap Share industry best practices from similar customer engagements Systematically deploying the right document solutions across your global footprint Lower operating costs Improve reliability/redundancy P rovide measurable activity and cost metrics which become the benchmark for future document workflow improvements 16 Implement mobile strategies powering your workforce on the go

17 Flexible Workplace BYOD Cloud SaaS/PaaS ECM ECM Mobile Applications Applications are designed to run on smartphones, tablet computers and other mobile devices. Security Systems Being assured that documents are safely stored and not accessible by unauthorized individuals at all times is crucial for almost all businesses. Our solutions meet those requirements while maintaining necessary end-user convenience. Secure Systems applications protect and encrypt your print jobs all the way from your application to the controlled delivery on paper. Document Capture and Distribution These applications help establish well-structured electronic and paper document workflows and archives; functionalities include document scanning, indexing, processing, delivery, routing, archiving, search and retrieve. Fax Solutions Enterprise-based automated solutions that integrate and automate fax and document distribution with a company s existing applications. Content Management Content management is the digital capture, filing, storage and retrieval of electronic documents. Big Data Connectivity Seamless integration into existing network environments is the key to success for printing in a care-free manner. The provided solutions ensure that costly adjustment to customer networks is not required. Connectivity software allows direct connection for mainframe and AS400 environments with MFP and laser printers. These solutions provide conversion from AFP/IPDS and SCS. DCA to laser printers. Cost Accounting and Output Management Cost accounting and output management solutions help companies gain control and management of print, copy, scan and fax activities based on device and/or individual users to reduce costs, increase productivity and increase document security. Device Management Centralized management of output devices reduces the effort to handle an enterprise print fleet. The time saved can be used to keep the service quality of the internal IT department at a high level. We provide solutions for all your document, information management and IT needs. Partnership. Konica Minolta can help give shape to your ideas and partner with you to achieve your corporate objectives. Contact us to realize opportunities in: Information Management Enterprise Content Management (ECM) Document Management Automated Workflow Solutions Business Process Automation Security and Compliance Mobility IT Services Application Services Cloud Services IT Security Managed IT Services IT Consulting & Projects Technology Office Multifunction Business Solutions Commercial and Production Printers 3D Printers Wide Format Printers Laptops, Desktops and Computer Hardware Servers and Networking Equipment Managed Print Services (MPS) Managed Enterprise Services 17

18 professional services Konica Minolta provides a complete portfolio of Professional Services to support our Managed Print Services program Consult Professional Services Assessment Level 1 Automated Assessment (Option A for U.S. Only Based Customers) Level 1 Automated Assessment (Option B for Global Customers) Level 2 Assessment (Base Cost) Level 2 Device Mapping (Per Device Cost) Level 3 Assessment (Base Cost) Level 3 Workflow Interviews (Per Person/ Department) Description Installation of MPS DCA SaaS Model (up to 60 day audit) Installation of MPS SiteAudit Tool within Customer IT Infrastructure. Cost is calculated per device (up to 60 day automated audit) Includes: *Level 1 Option A, Equipment & Cost Analysis, Current Fleet Base line, Optimization and Future State Recommendations (Per Location Base Cost). Costs are calculated based on Level 2 Assessment Base Cost, + Per Device Cost. Global customers will need to include per device amount identified in Level 1 Option B Site Walk Through and Device Mapping (per device) Includes: Level 1 Option A & 2, Workflow Current Baseline, Cost of Operation and Future State Recommendations (Base Cost per SOW). Costs are calculated based on Level 2 Assessment Base Cost, + Per Device Cost + Level 3 Base Cost + Per Department Interviews. Global customers will need to include per device amount identified in Level 1 Option B Department staff interview related to workflow processes. Perpetration of analysis documentation and recommendation for process improvement (per hour) Professional Services Solution Solutions Consultant Business Analyst/Solutions Architect Solutions Engineer Description Discovery and requirements gathering of business and technical processes and workflows (per hour) Solutions Development: Design, configuration and cost development (per hour) Function testing, documentation and SOW development (per hour) 18

19 Implement Project Management Services Global Project Manager Regional Project Manager Local Project Manager Project Coordinator General Project Manager Description Global Scope Project Management (per man day based on 7.5 hr workday) Regional Scope Project Management (per man day based on 7.5 hr workday) Local Scope Project Management (per man day based on 7.5 hr workday) Regional/Local Project Coordination (per man day based on 7.5 hr workday) Project Management Services (per hour) POC/Pilot Consulting Components* Solution Business & Technical Consultation Description Business & Technical Proof of Concept Consultation Solution Pilot-Scope, Design and Implementation Kick-Off Workshop Solution, Service & Support Scope of Work and Project Plan Development 1st and 2nd Review Workshop Scope of Work and Project Plan Pilot Implementation, Testing, Review Meetings, Change-Revisions and Documentation Preparation Pilot Project Close Out *Pricing is based on Scope of Project and required man days. Training Services End-User Training IT Administrator Training Training for Client Service Desk (1st Level Support) on Hardware and Software (1st Trouble Shooting Knowledge) End-User itraining Customization One Time Charge Description Local On-site End-User Training (per hour) Technical IT Administrator Training for Solution Systems Administrators (per day) Customized on-site introduction/training to hardware and software products incl. trainer and trainer travel, formal training about any component of our solution to customer s IT administrators /support staff, full analysis of customer IT admin staff s education and training needs, design, development, implementation and management of an integrated and comprehensive personnel development program (users and IT admin staff), 5 units Cost to cover languages not available for existing model groups translation with subtitles. 5 languages max 19

20 Manage Global Service Center Services Fleet Management Level 1 Fleet Management Level 2 Fleet Management Level 3 Global Service Desk Level 1 Global Service Desk Level 2 Global Service Desk Level 3 Accounting & Output Services Level 1 Accounting & Output Services Level 2 Accounting & Output Services Level 3 Print Queue Management Remote Installation ITSM Integration Description Implementation of MPS Tools, fleet monitoring, license management, remote device monitoring (per device cost) Level 1 services and assets implementation and scheduled reporting (per device cost) Level 1 and 2 services and assets validation and change and on-demand reporting services (per device cost) 2nd Level Support Software and Hardware, *Incident management, *SLA reporting, License management per device per month (per device cost) *Requires Fleet Management Level 1 Level 1 services and managed deployment, IMAC-D and on-demand reporting services Level 1 and 2 services and CMDB modeling, data collection and validation Implementation of MPS Monitoring Tools license management, remote device monitoring (per device cost) *Requires Fleet Management Level 1 Level 1 services and secure queue, user account and permissions management Level 1 and 2 services and print, scan, card and cost center management On-demand print queue management, per queue per request Embedded Client Installation, per request Development costs to setup an interface to connect with suppliers tool (One time set-up fee) Service Delivery Manager Services Service Delivery Manager (U.S.) Service Delivery Manager (EUR) Service Delivery Manager (APAC) Service Delivery Manager (Local U.S.) Description Service Delivery Manager s primary responsibility is to ensure delivery of services outlined in the scope of the customer agreement during the contract period. Responsibilities include: ongoing management of P&L, SLA s and KPI s, ensure customer delivery on a global basis, maintain contract governance and provide constant project reporting standards Operations Services On-site Service Technician Service Operator Dispatcher HDD On-site Data Erasure p. Device HDD Erasure and Return p. Device IMACD Services Change Management Description On-site Dedicated Service Technician (estimated) Dedicated Service Operator (estimated) Dedicated Service Dispatcher (estimated) Field engineer executes overwriting of the HDD and issue certificate Field engineer executes overwriting of the HDD and issue certificate. Then physically hand over the HDD too Move, remove devices from the current location. Prices vary depending on the size, distance and requirement Change management services such as provision of posters, templates and internal communication plans using ADKAR methodology. (Hourly charge plus material fee) For complete information on Managed Print Services products and solutions, please visit: CountOnKonicaMinolta.com 2016 KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC. All rights reserved. Reproduction in whole or in part without written permission is prohibited. KONICA MINOLTA, the KONICA MINOLTA logo, bizhub and Giving Shape to Ideas are registered trademarks or trademarks of KONICA MINOLTA, INC. All other product and brand names are trademarks or registered trademarks of their respective companies or organizations. All features and functions described here may not be available on some products. Design & specifications are subject to change without notice. KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC. 100 Williams Drive, Ramsey, New Jersey CountOnKonicaMinolta.com Item #: MPSBRO 7/2016-C