Have desktop printing costs left you smoldering?

Transcription

1 TDSIT Managed Services: PRINT Have desktop printing costs left you smoldering? TDSMPS

2 Document Efficiency Checklist Take a walk around your office and use this list to determine if your document costs are out of control. No comprehensive plan for document management Multiple vendors for document devices Presence of ink jet printers Too many devices Presence of analog copiers Any printer over two years old Presence of printers and copiers in the same general location Fax machines that are still connected to phone lines Lack of any document monitoring method Is your storage space consumed by wrapped documents or outdated documents, brochures, forms or advertising material GOAL: Never lose a customer To schedule a preliminary meeting to discuss a comprehensive document analysis, contact us:

3 Want to stop this...and save money? $ $ $ $ $ $ $ $ $ Managing the broad variety of required supply items to have them in the right place at the right time is difficult and expensive. $ $ $ $ $59.00 $59.00 $59.00 $59.00 $ $59.00 $ APATHY ADMINISTRATIVE NIGHTMARE LACK OF CONTROL ABUSE FRUSTRATION

4 Costs of Enterprise Printing Every $1 spent printing involves another $9 to manage it Cost of Printing 10% Costs of managing document lifecycle 90% Document management End-user interaction IT support and infrastructure Administration and procurement Facilities Workflow 47%

5 Fragmented Burdened Office Costs Document Management Document storage and archival Document retrieval Document distribution Document capturing and indexing 10% Infrastructure Visible Hard Costs (5-7 ) Hardware, Consumables, Maintenance, Paper and power. 5% Management IS Support End user, Device management, Output management, Network management 5% 5% IS Infrastructure Network, Application, Programming and maintenance, Software and licensing 28% Administration, Purchasing and Facilities Facilities Costs, product/service acquisition processes, Contract and billing processes Internal service delivery End User Time Computer Interaction, Output Equipment Interaction, Preparation, Collection and finishing, Problems and errors

6 The Common Office Document As the volume of office printing increases the use of color increases. Take a look at the coverage on these examples. B & W Letter 5% Coverage B & W Spreadsheet 15% Coverage Newsletter 20% Coverage Marketing Flyer 32% Coverage PowerPoint Slide 28% Coverage Business Report 25% Coverage Marketing Flyer 49% Coverage Magazine Layout 11x17 72% Coverage

7 What Does Printing Cost You? Find out the TRUTH about what your desktop printing is really costing you with these industry averages. The PROBLEM Example Industry Average Black Cost Per Print Fill Percentage Cost Per Page 5% Toner Coverage 1.85 Cents 10% Toner Coverage 3.20 Cents 15% Toner Coverage 4.54 Cents 25% Toner Coverage 7.22 Cents 35% Toner Coverage 9.94 Cents Example Industry Average COLOR Cost Per Print Fill Percentage Cost Per Page 5% Toner Coverage 14.6 Cents 10% Toner Coverage 20.3 Cents 15% Toner Coverage 25.1 Cents 25% Toner Coverage 31.3 Cents 35% Toner Coverage 37.4 Cents 50% Toner Coverage 44.7 Cents 70% Toner Coverage 52.9 Cents NOTE: Examples are for illustrative purposes only. Actual costs may vary. Print costs were calculated using averages from common printer models using Compass TCO Analyzer and web cost for toner at &

8 Cost Per Page Detail Example HP Color LaserJet 3700 Series Producing 1,000 Color and 500 Black Pages Per Month Toner Coverage Estimated at 30% Color and 5% Black Consumable Type Cost 5% Effective Yield Cost Per Page Monthly Cost Black Toner Cartridge $ $ $22.17 Cyan Toner Cartridge $ $ $56.67 Majenta Toner Cartridge $ $ $56.67 Yellow Toner Cartridge $ $ $56.67 Color Drum $ $ $13.05 Transfer Kit $ $ $1.68 Maintenance Kit $ $ $2.00 Purchase Price $ $27.78 Average Parts & Labor $118.00/year $9.83 Total Cost to Produce 1000 Color and 500 Black Pages Per Month Cents $246.50

9 How big is your IT staff? Are you paying your IT staff or contract IT to repair your printers? CIO Insight s Top 10 IT Priorities The PROBLEM 1. Virtualization 2. Cloud computing 3. Networking 4. Legacy application modernization / renovation 5. Identity and access management 6. Document/Content/Records/ management 7. Security enhancement tools 8. Business Intelligence and analytics applications 9. Enterprise Resource Planning 10. Social media and networking Are you paying your IT staff to divert their attention from these vital tasks to do a job for which they are not trained? Where are the desktop printers?

10 What is your core business? Wouldn t you rather be doing that than managing your print fleet? How much capital is sitting in your supply cabinet? $ $ $ $ How is all that delivered? $ $ $ Kits Maint. Downtime $ $ $ $ $ $59.00 $59.00 $59.00 $59.00 $59.00 $ $ $ Who does your service? Who pays POs? Who orders your toner?

11 How We Help Managed print is a customized combination of hardware, software and services created to maximize the efficiency of your printing fleet regardless of brand. Strategic Deployment of your printing assets putting the right equipment in the right place Specialized software to control print output so you only print what NEEDS to be printed Supplies brought under control and fixed 24/7 Service and support monitoring ensures maximum uptime and 100% customer satisfaction.

12 The Benefits Our Fleet Assessment will quickly identify your printing assets. It will allow you to see a host of real-time information about your print fleet, including: Serial number Asset number Device description Equipment status Critical warnings Toner and ink levels Both color and black and white page counts. With this we will be able to identify issues and recommend solutions for: Effective use Under-utilized equipment Outdated /inefficient devices Color printing options vs. black & white

13 The PROBLEM SOLVER Enjoying the Views Managed Print Services allow us to view real-time statistics on the equipment we service. Are you low on toner? Is a service component reaching end-of-life? Proactive service with less downtime is our result.

14 The Components Print Management Software Provides monitoring and control of print output Tracks usage by function (copy, print, scan, fax), device, department or employee Allows end-user restrictions for allocated budgets, departments or individual employees Optimal Equipment Utilization and Performance Minimized waste from ink/toner supplies Duplex printing - up to %50 reduction in paper costs Scan to as an alternative to faxing Service for Machine Repairs Have on-call support for repair issues on printers by professionally trained and certified technicians Keep your highly skilled IT Staff on task with IT issues rather than dealing with printer repair issues

15 The PROBLEM SOLVER 2008 Gartner Research: Magic Quadrant Managed Print Services Worldwide The Gartner Magic Quadrant is a proprietary research tool developed by Gartner Inc., a US based research and advisory firm. It is designed to provide an unbiased and qualitative analysis of a market s direction, maturity and participants. Challengers score higher on the ability to execute and lower on the completeness of vision. Typically larger, settled businesses with minimal future plans for the industry. Niche Players score lower on both criteria; the ability to execute and completeness of vision. Typically market fledgelings. Visionaries score lower on the ability to execute and higher on the completeness of vision. Typically smaller companies that are unloading their planned potential. Leaders score higher on both criteria; The ability to execute and completeness of vision. Typically larger industry developed businesses with vision and potential for expansion. This Magic Quadrant graphic was published by Gartner, Inc. as part of a larger research note and should be evaluated in the context of the entire report. The Gartner report is available upon request from Xerox.The Magic Quadrant is copyrighted September 2008 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner s analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the Leaders quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

16 Where We Stand Standards of Managed Print Services Service Capabilities Support Print Service MUST include Basic Print Service MUST include Managed Print Service MUST include A one or multi-year contract for a fleet of printers and/or MFPs with a third-party provider. X X Hardware, supplies and break-fix service bundle, or supplies and service bundle X X Combined billing and reporting for all devices Remote monitoring of the hardcopy device fleet for the purpose of reducing costs or improving efficiencies for supplies, break/fix and technical support Pro-active monitoring and management of the hardcopy fleet to deliver break-fix services and supplies replenishment to maintain device availability per contract commitments X X Help desk support, education and end user training Assessment, solution design and right-sizing of the fleet On-going optimization to support changing business needs Lifecycle asset management of devices (install, move, add, change, dispose) Formalized reporting on operations and contract management (device utilization, fleet performance and SLA/KPI metrics).

17 Reciprocal Non-Disclosure Agreement Total Document Solutions, Inc. promises to hold any and all information discovered throughout the assessment phase and ongoing business relationship with you, our customer, in the strictest of confidence. The report contained here-in is the intellectual property of Total Document Solutions, Inc. and shall remain so throughout the project and after its completion. Under the terms of the project agreement Total Document Solutions, Inc. agrees to license you, the customer to use this report to assist in the making of decisions related to your document technology environment. You, the customer, shall not reproduce or redistribute any portion of this report without the express written consent of Total Document Solutions, Inc.. Further, the customer agrees to hold the contents of Total Document Solutions, Inc. proprietary report in the strictest of confidence and not to share the information with any other party. This authorizes TDS representatives to gather document technology related information including invoices through data collection software and employee interviews. Company Name Customer Signature and Title Date Total Document Solutions, Inc. Representative Date

18 outline o discovery Initital Appointment Key Steps Install DCS First Sweep Fleet Assessment Gather Discovery Info Second Sweep Cost Modeling Week In day Understand needs, goals, and expectations. Discuss timeline. Gain championship Install Data Collection Service software on customer network. Verify location and DCS capture of every print device Interview managers and purchasing/ac Ensure any changes to pr Compile all

19 f 6 week timeline Current Cost Consensus Meeting Proposal Contract and Implementation 5 days later 6 6 to 8 over process to conduct thorough and meaningful assessment.. Collect manual meter reads for non-networked devices. counting personnel to gather and compile all print-related costs. int fleet are captured and included in the process. cost data and prepare presentation materials. Meet to discuss findings, address necessary revisions, achieve consensus on costs. Present proposal for changes to print fleet and service/supplies delivery. Authorize Agreement, develop installation and implementation timeline.

20 David Customer Care Representative Scott Customer Care Representative Frank Operations / Service Manager Phyllis Executive Administrator Stephen Dispatch Matt Technician/ Analyst Tony Service Technician Hai Production Facililty Coordinator Christina Agent Production Specialist Jon Lead Analyst/ Agent Office Specialist Tim Stanley President/ Owner Joy Xerox Production Specialist Tina Stanley Owner/ Better Half Art Field Analyst Your LOCAL TDS Team Aaron Customer Care Representative