Print Audit 6 Sales Guide i. About Print Audit 6... 2 ii. Market Analysis... 2 Market drivers... 2 Key Selling Features... 3 Value Proposition... 5 iii. Contact the Customer... 6 Identifying prospects... 6 Vertical Markets... 7 Sample email Message... 8 Sample phone script... 8 Mail Piece... 10 Review of ROI Value... 10 Implement the solution... 13 Overcoming IT obstacles... 15 Professional Services... 15 Sales Tools... 16 iv. Summary of the Sales Process... 17
i. About Print Audit 6 Print Audit 6 is a print management application that is used to help organizations significantly lower the cost and environmental impact of printing. The suite is comprised of three components called Analysis, Rules and Recovery. These components can be purchased in a variety of configurations depending on the needs of your organization. ii. Market Analysis Market drivers Many organizations across a wide variety of industries are beginning to seriously evaluate issues surrounding document production in the workplace. Printing and copying are undeniably a basic requirement for running a successful business, but the ease and convenience of creating documents has produced a new generation of management issues. Color The average user has no awareness of the cost to produce a page in color. But when executives and managers are evaluating their supply costs and realize how much a colorenabled device costs to operate, they will be hesitant to acquire more color devices or purchase more color supplies for their equipment. Inkjet printers Inkjet printers continue to plummet in price, and become faster to use, and easy to obtain. However, the average ink cartridge yield for these devices is undeniably low, which contributes to an extremely high cost per page for these devices. These printers are prone to be used beyond their original purpose, and more organizations are looking for ways to reduce the number of these printers and be assured that their users are operating these devices responsibly. Email Many organizations are encouraging their users to print emails in duplex, and not at their locally-connected convenience printer. But the realization is that users continue to print documents in the way that is most convenient for them, with fiscal responsibility being an afterthought. Environmental sustainability Organizations are moving towards sustainability programs at a growing pace. Green policies are no longer just a trend, but a strategic decision being made in companies in every industry. As more organizations move to reduce their carbon footprint, they are scrutinizing their paper waste, toner disposal, and equipment usage. Regulatory compliance For companies concerned with compliance of government regulations, it would seem overwhelming to obtain a thorough print audit of all document output activity. Having an audit trail with time and date stamps on every single print job, linked to user IDs and workstation IDs, is an invaluable record of document activity in the event of a regulatory audit. 2
Key Selling Features Print Audit 6 is licensed in three modules which are designed to address specific customer needs. The Analysis, Rules, and Recovery modules can be purchased individually, together, or as a suite. All modules are purchased on a per seat basis. Analysis Silent Tracking Print Audit 6 offers the ability to silently track all printing that occurs from every workstation. Tracking jobs at the workstation level ensures that the data captured is thorough and accurate. Print Audit 6 tracks detailed print job information such as date, time, document name, number of pages, duplex, color, finishing attributes, workstation ID and username for every single job. Rules Analysis Reporting The data collected from every print job allows you to better understand who is printing, what they are printing, when they are printing, and which devices are being selected by users. The ability to continuously track usage will allow the administrator to better understand the use of the fleet and make cost-cutting changes and improvements to workflow as the organization grows and changes over time. Rules-based printing Print Audit 6 s Rules module allows the configuration of rules that will control how print jobs are printed. The flexibility of the rules engine allows administrators to restrict the printing of email in color, force the duplexing of large jobs, deny multiple page jobs from being sent to convenience inkjet printers, or even send an email to specific personnel when highly sensitive documents are printed. 3
Cost Recovery The Print Audit 6 Recovery module is designed to not only track the costs of every page printed, but also provides tools to recover those costs by charging print costs back to users, departments, or clients. A popup window on the workstation allows the user to search for, or supply billing information for the print job. The job then prints and the billing information is tracked in the database along with the job information Data Exports All billing information can be exported from the database, for easy implementation into your customer s billing system. Exports can be automatically I scheduled, removing any need for manual collection of print billing data, or entry of data into the billing system. Embedded in the MFP The Print Audit Embedded integrates directly with the touch screen on compatible MFPs to track walk-up copying, scanning, faxing, and server printing. User activity can be tracked by the authentication they enter to access the device functions. Print Audit Embedded is currently available for Sharp, Ricoh, Kyocera, Lexmark, HP and Xerox multifunction devices. Support for additional OEM s devices will be added in the future. Hardware control terminals are available for those platforms not currently supported or for customers that prefer external control devices that are independent of the MFP platform. 4
Value Proposition Print Audit 6 delivers value across the leading issues faced by today s organizations: Process Improvement: o Redirecting jobs to cost-efficient devices o Controlling where documents are printed o Automating billing processes for document charges o Minimizing manual administration of user management and cost recovery o Reducing Help Desk calls by enabling IT staff to configure Rules that automatically alert users when a device is out of service. Environmental Sustainability: o Minimizing paper waste by o Reducing toner waste o Reducing energy consumption Security: o Track all document creation o Require users to enter authentication credentials before using a device o Implement secure PINs for user authentication o Receive complete audit trails of every printed document o Identify detailed job attributes including the user, date, time, job name, device used, and much more Compliance: o Require users to provide authentication credentials before printing a document o Establish verifiable audit trails for all of document creation o Enables customers to print out a record of which user created which document at what time at a specific device o Includes certain federal regulations parameters, such as user, date, time, and document name TCO: o Reduce paper waste by forcing duplex printing for certain jobs o Reduce toner waste by directing jobs to better suited devices o Manage access to color to reduce waste of premium toner supplies o Reduce energy consumption by forcing the use of more efficient devices o Allocate printing costs to users, departments or clients. 5
iii. Contact the Customer Identifying prospects Print Audit 6 provides you more potential with both new opportunities and your existing customer base. In new opportunities, Print Audit 6 provides you with a competitive differentiator that provides a clear ROI and ongoing savings to your customer. In your existing customer base, Print Audit 6 can also provide cost savings to your customer, but also has the potential to substantially increase the volumes on the devices you manage, by redirecting volumes towards the devices you manage, instead of printing to devices which you are competing with for volume. Leading Questions: Do you know what the cost of printing is within your organization, and how it contributes to your total operating costs? Would you like to prevent your users from printing disposable documents, like emails, in color? Is your organization looking for ways to take more green initiatives? Would it be helpful to allocate equipment costs to a specific user, department, client or cost center? Are you able to prevent users from printing large documents (5+ pages) to their personal inkjet printers? Do you know how much your inkjet printers contribute to your total output costs? Does your company have any compliance regulations to observe? To identify the best target accounts for Print Audit 6, begin by looking at current accounts for whose fleets you manage. Select those accounts which may already be struggling with internal costs, have corporate environmental goals, or are approaching the end of their lease. If your first contact with your target s organization is in procurement or finance, emphasize the substantial cost savings that can be attained with Print Audit 6 and propose to walk the prospect through the Print Audit 6 ROI Value Calculator. Use the presentation materials and ROI Value Calculator to steer this discussion If your first contact with your target s organization is in IT, highlight the IT, environmental, and cost benefits, and ask your prospect to coordinate a discussion with a senior finance executive within the organization, so you can demonstrate the cost savings through a Print Audit 6 ROI analysis. 6
Vertical Markets There are particular vertical markets that Print Audit 6 is ideally suited for. If you have accounts within specific vertical markets, Print Audit 6 can provide very specific benefits to their unique requirements. Legal Print Audit 6 provides a simple method to track every document produced in a law office and provides the ability to force the entry of a billing code, client, case, or matter number centrally track all document costs automate billing exports for import into the firm s billing system Architectural/Engineering These types of firms are very familiar with the costs of creating large plots and printouts for their clients. Print Audit 6 will allow them to: Track the use of plotters and printers Bill plotting by linear foot and per square inch force the entry of a client or project code automate billing exports for import into the firm s billing system Real Estate Small real estate offices are home base to agents who rely on the office equipment to print out pages of color listings for their clients. Print Audit 6 will enable the: tracking of printing and copying for each agent billing the printing of listings that are output in color providing of unique PINs for each agent to use to print, copy, scan or fax simple client-based implementation, ideal for small offices with no print server Education Both K12 and higher education institutions are struggling to manage the cost of offering document creation services, but battling the rising cost of managing devices and their output. With Print Audit 6: document creation expenses can be tracked by a user PIN, department ID, or grant code, charges can be automatically billed back to the appropriate user or cost center. declining user balances force students to manage a monthly page allocation discourage printing from certain applications or to certain devices charge different rates during different times of the day encourage students to participate in green initiatives, i.e. conserving paper Government Government offices at the local, state and federal level are all experiencing funding cuts at increasing rates. The opportunity to reduce expenses has never been more critical for the public sector. Print Audit 6 will discourage wasteful output by forcing users to allocate their cost to their own user PIN or departmental budget allocated designated output to specific budgets automatically generate reports provide a detailed audit trail of all documents that are created 7
Sample email Message Subject: Reduce your printing costs by 80% Body: What are you doing to ensure that the lower cost printers in your organization are being used? Print Audit 6 is a solution that is being used by organizations like yours, to help them to save between 50-80% of their printing costs by: Discovering how much you are spending each month on printing Learning what printers are being used the most and who the biggest users are Redirecting large print jobs to low-cost printers Creating cost-conscious users by educating them on the differences in cost-per-page between printers Reducing your company s environmental impact by forcing users to print on both sides of the page Setting a cap on your monthly printing/copying costs It would take very little time for me to provide an ROI projection for a solution to reduce costs in your organization. Let me help you assess your monthly printing costs, and show you how to get them under control. Sample phone script Below is a sample phone script that illustrates how you can get your accounts thinking about their printing costs, and how you can embed yourself as a consultant for reducing costs. Review this script and see how you can modify it for different target customers. * * * Good morning, my name is John Smith and I m calling from ABC Solutions. I am calling to enquire whether you have considered using rules-based printing to reduce your printing costs by up to 80%? Do you have any policies in place to make sure your lowest cost printers are being used? Rules-based printing allows you to: Redirect large print jobs to low-cost printers Encourage users to print emails to non-color-enabled devices Reduce the instances of large documents being printed on inkjet printers Reduce your company s environmental impact by forcing users to print on both sides of the page Set a cap on your monthly printing/copying costs 8
Print Audit 6 is currently being used by organizations like yours to reduce printing costs anywhere between 50 and 80%. I have a presentation that I would like to share with you, along with a quick ROI analysis tool that we can review together, to see what your actual costs are now, and what potential there is to reduce those costs. Would you have some time to go through a quick analysis with me and let me help you start reducing your operating expenses? * * * 9
Mail Piece What you don t know will cost you. Today, organizations of all sizes are beginning to adopt comprehensive print management solutions that are saving them thousands of dollars on document creation. A print management solution can give you control over every print job generated in your organization and help you cut costs by performing three key functions; workflow analysis, rulesbased-printing and cost recovery. The following checklist will help you assess your print management needs and allow you to determine which print management solutions will benefit your organization. Print Audit 6 Analysis Would you like to: Discover how much you are spending each month on printing? Learn what printers are being used the most and who the biggest users are? Inventory all of your printers including non-networked, local devices? Find out what equipment inefficiencies exist and what devices are in need of replacement? Print Audit 6 Rules Would you like to: Redirect large print jobs from high-cost to low-cost printers? Create cost-conscious users by educating them on the differences in cost-per-page between printers? Reduce your company s environmental impact by forcing users to print on both sides of the page? Reduce your printing costs without changing your device infrastructure? Print Audit 6 Recovery Would you like to: Charge your customers or users for printing/photocopying costs? Turn a traditional cost centre into a revenue generator? Set a cap on your monthly printing/copying costs? Automate your charge-back process? Review of ROI Value 10
ROI Tools have been carefully developed to help demonstrate the enormous monetary and environmental value that can be gained through the use of Print Audit 6. Below are descriptions of those tools, which are available to you via the links provided below. Customer Presentation http://www.printaudit.com/downloads/mif/print_audit_mif_review_presentation_v2.pot The Print Audit 6 presentation will help you to simply explain print management and the key selling features and value proposition of Print Audit 6. This presentation will introduce the ROI Value Calculator concept to your customer and help you get to the ROI review process.. Print Audit 6 ROI Value Calculator http://www.printaudit.com/downloads/mif/print_audit_ MIF_Review_v2_Customer.xlt The Print Audit 6 ROI Value Calculator will help you to easily demonstrate the speedy ROI and ongoing cost reductions that your customer will experience through the use of Print Audit 6. Based on current volumes and projections for redirection to lower cost devices, this worksheet shows how your print management solution will help to enforce lower cost printing options, such as duplexing, black & white printing, and decreased use of inkjet printers. Talk to your customer about some of the assumptions you can make about document redirection, and show the estimated fiscal and environmental costs that can be saved. By using information about current customer volumes and costs, the ROI Value Calculator can help you illustrate to your customer a guaranteed ROI, while at the same time, moving volumes to devices that you manage. 11
A closer look at the ROI Calculator 1. Edit the designated areas with customer volume data. If actual numbers are not available, use estimates. The purpose is to create a realistic baseline of the current volumes and costs that your customer is incurring. All the blue text in the spreadsheet is intended to be edited. Discuss the estimates with your customer because these costs must be validated by your customer in order for this analysis to be credible. 2. The spreadsheet then calculates the estimated monthly and yearly savings of implementing Print Audit 6. Default impact percentages are provided but may be modified. Based on information gathered from other Print Audit 6 deployments, these percentages are typical when print rules are in place to encourage duplex printing for large jobs, redirect email away from color printers, and limit the use of inkjet printers. Attrition savings are factored in to represent the typical volume reductions that occur when users are aware that printing is being monitored. 3. Using data provided by the Environment Protection Agency (www.epa.gov) and Hewlett Packard (www.hp.com) the spreadsheet uses the volume and cost data you entered to calculate the environmental impact of implementing Print Audit 6. The calculations are based on the information below: Pounds of paper = 1 piece of paper weighs.011 pounds Trees = 8,333 pieces of paper make up 1 tree Propane = 1 propane cylinder emits 52.9 lbs of CO2 Miles Driven = A car burns.430 kg of CO2 per mile CO2 Reduction = 1 tree consumes 44.8 lbs / yr in CO2 emissions. 1 printed page creates.01838 lbs of CO2 emissions 4. If the customer will be using the Print Audit 6 Recovery module to bill 12
printing costs back to users, clients, or departments, enter the estimated impact here. Enter the average chargeback price and estimated volume to be charged back. If cost recovery is not a priority for your customer, leave this section with a 0% impact. 5. Enter the Print Audit 6 seat quantities and license price here. If it is not known, the spreadsheet will make an estimate of the number of seats required, based on the volume of pages. Review the ROI of implementing Print Audit 6. The spreadsheet will calculate both the monthly and annual savings, based on the volumes and costs and redirection assumptions that were previously entered. Implement the solution During your customer engagement, there are different strategies you can use to demonstrate the effectiveness of the Print Audit 6 solution. For a quick trial that will not impede your sales cycle, the free trial will provide all the functionality with limited scalability and duration. Other customers may require a longer assessment period with unlimited scalability. An Assessor license is available for that purpose. Review the descriptions below to determine which tool is most suitable. Print Audit 6 Free Trial Encourage your customer to sample Print Audit 6 which allows full access to the complete product suite, for a limited time, across several workstations. The trial can be used to demonstrate level of detail that can be tracked, the limitless ways that Rules can be configured, as well as the ease at which the solution can be deployed. The trial period will be an important time to gather more feedback from the customer and close the loop on any unanswered questions they may have. 13
Assessor Print Audit Assessor is available as an assessment tool to begin tracking all printing across the organization for up to 60 days. Print Audit Assessor is a separate purchased license. It can to be installed to track printing silently without any user involvement, and provides all the same print rules and cost recovery tools in the Print Audit 6 licenses. Use the Assessor to gather an accurate baseline of typical user behavior, volumes, and costs. Gather baseline data Implement Assessor to begin tracking all printing across the organization. It can be installed to track printing silently without any user intervention. Use this feature to gather an accurate baseline of typical user behavior, volumes, and costs. Create print rules After a baseline of typical volumes has been established over a few weeks, you will want to setup some print rules to start redirecting print jobs. Work with your customer to create some rules that will meet their objectives. Review the results Use the analysis reporting to illustrate the baseline of data collected before Rules were implemented and compare it with the new results. Show how volumes changed during the time period and how the change impacts printing costs on an ongoing basis. If the Assessment was only implemented across a portion of the organization, emphasize how the savings will increase as more locations or subnets are added. When the assessment period is over, the only change needed to convert the Assessor deployment to a permanent Print Audit 6 deployment will be a simple license change. 14
Overcoming IT obstacles Typically, IT departments will be less interested in the cost and environmental benefits of Print Audit 6, than the other business groups involved in the purchasing decision. Remember that IT departments will be happy with familiar equipment, and will not welcome new solutions that may increase their workload and interfere with printer reliability. The key to securing buy-in from the CIO, or other IT manager will be in demonstrating how Print Audit 6 will: deploy quickly and easily reduce IT workload improve fleet management, and require no ongoing IT support With Print Audit 6 IT professionals can: Use print rules to: o Report unusual device status issues to users the first time they attempt to print to an offline device o Maintain user workflow by suggesting alternative devices with similar features o Provide users with notifications for planned device downtime Use analysis reporting to: o Understand which devices are used the most o Track usage of specific applications o Recognize who is using which devices o Discover any unknown devices such as personal inkjets o Identify devices that are overworked or in need of replacement Professional Services Professional Services are available with Print Audit 6. Consider using Professional Services to help with: Project management 15
Sales Tools Deployment consultation Installation services End user training Technician training Use the following sales tools to support your Print Audit 6 sales cyle. Visit http://www.printaudit.com/salesmaterials.asp to find all these documents and more information about Print Audit 6. Print Audit 6 Brochure Use as a mail-ahead or leave-behind. Print Audit 6-Features Sheet Reference this document to illustrate the benefits of each of the modules, Analysis, Rules, and Recovery. Print Audit 6 Sample Reports Provides examples of the some of the most compelling reports that Print Audit can provide. Print Audit 6 Vertical Market Brochures Highlights the product s value propositions for Real Estate, Architectural & Engineering, Legal, and Education customers. 16
iv. Summary of the Sales Process With the information provided in this document, you will be able to fulfill each of the following 5 steps to lead you through a Print Audit 6 sales process. 1. Establish customer need Conduct a needs analysis Ask leading questions Complete an environmental checklist 2. Provide information Offer solutions that provide fulfillment to the needs that were established. Provide brochures and other documentation 3. Engage auxiliary support Request advanced sales support from Dealers Solutions Group to help with ROI analysis or webinars 4. Offer the free trial Allow the customer to try the application Follow up to provide additional information Close the loop on any unanswered questions 5. Reinforce the value proposition through ROI projections Reinforce long term value Emphasize how the value increases the ROI on the entire equipment sale Delays in closing will only continue to cost the customer as they continue to incur unmanaged printing costs Demonstrate how the Print Audit 6 ROI impacts the offer, in comparison with any competitive offers The ROI itself warrants an immediate purchase of the solution Ask For the Order! 17