Follow-Me / Secure-Release / Pull Printing Offers New Opportunities
-
Upload
adrian-boucek -
Category
Software
-
view
26 -
download
0
Transcript of Follow-Me / Secure-Release / Pull Printing Offers New Opportunities
Follow-Me / Secure-Release / Pull Printing Offers New Opportunities
By: West McDonald
Source: The Imaging Channel
You are proud of your MPS offering. And so you should be! You’ve invested in sophisticated
print-monitoring software. You’ve hired and trained an MPS sales specialist. You’ve perfected
your CPP billing model. You offer an incredible range of options for single-function printers and
multifunction devices. If you’re really rockin’ the MPS world, you have both OEM and
compatible toner options for your customers, and you’re delivering toner “just in time.”
Congratulations! Good for you! Amazing! Now all that’s left is to get a bag big enough to hold
all that money you’re going to bring in!
And then you wake up only to realize that your basic MPS offering has become, in the blink of
an eye, just like a thousand others in the marketplace. Where did all the competition come
from? More importantly, how do you get ahead of it?
There is good news when it comes to solutions that can set you ahead of the regular MPS
crowd. There is an exploding category of MPS solutions that are comparatively easy to get a
handle on while offering a plethora of benefits to the end user: secure-release and follow-
me/pull printing. Not as complicated as building a document-management practice, but full of
benefits that will help you and your customers better control pages. When it comes to
reduction of wasted and abandoned pages, nothing works better.
Follow-me what?
So what is follow-me/pull printing anyway? When trying to visualize this, you need to forget
about printing to any specific device. A user basically prints to a secure “print cloud” within the
office, and output can be retrieved from a selected device. It’s pretty slick, and if combined with
a card-swipe option, it becomes uber-cool. Most secure-release/pull-printing options can also
be used to do audit trails on what users have printed, copied, scanned and faxed. Taken to its
full potential, pull printing allows users to release jobs from any print-enabled device in the
office. So if you arrive to an MFD and discover you are sixth in line, you simply walk over to
another print-enabled device with less foot traffic and release it there. Beyond just being really,
really cool, users will see positive impacts on workflow. And as a dealer, you will bring your MPS
conversation to a whole new level.
For secure-release/pull printing to work, a user must “authenticate.” What is authentication?
Secure-release and pull printing requires a user to check in at a device before any print jobs can
be released. Instead of forgotten jobs cluttering up the output tray, the print job has to get
permission from its user to become a printed page. Most hardware manufacturers offer some
kind of pin-code release option on their devices (though these are not really pushed very hard,
as they actually decrease printing — imagine!), and many are beginning to offer card-swipe
access with existing HID or magnetic-stripe cards. Card-swipe is the simplest, quickest and
coolest way for a user to release print jobs today. Each printer/MFD can be equipped with an
HID or magnetic-stripe reader, and users can simply release print jobs with their existing swipe-
cards. The only downside is cost: A card-reader option runs anywhere from $250 to $350 USD
per device, but this price continues to drop. I suspect it won’t be long before card readers are
available for less than $100 per unit, which will go a long way in increasing their use. Third-party
options offer integration with LDAP servers and Active Directory to make user integration
across multivendor platforms relatively simple.
Who cares?
Why would your customers care about pull printing? What benefits will they actually
experience, and are they large enough to warrant changing how they print pages? Pharos
shared with me a case study on one of its customers — one of the largest IT integration
companies in North America (a white paper study of the company, CA, is on the Pharos
website). In 2009, CA implemented Pharos Blueprint in all 54 of its U.S. offices. The result? For
the period of April through July 2009, the company brought its clicks down from 10 million
pages to 7 million pages. The reduction in page output was so dramatic that CA reduced its
MFD fleet size from more than 300 devices to just under 225. In the words of Brett Prochazka,
CA’s senior principal of facilities services, the program has been so successful for them that
“people in our offices outside the U.S. can’t wait to get Pharos.”
One thing I really like about secure-release/pull printing is that it benefits the “general” office
space. What I mean by that is it is a solution that will have benefits for customers regardless of
what vertical they are in. Whether legal, manufacturing, financial or nonprofit, every customer
has abandoned pages and a desire for better protection of confidential print.
Let’s tackle some of the basic benefits to the customer. When we understand these, it becomes
very clear why this burgeoning area of MPS is so popular.
Savings from waste reduction
When it comes to really saving customers money — a lot of money — we need to look at
reducing waste and abandoned documents. Independent software vendor (ISV) secure-
release/pull-print solutions allow print and copy privilege settings that are extremely granular.
Settings can be defined right down to the individual user as well as by application (such as a
print policy setup that automatically prints e-mails in monochrome and only allows
attachments to be printed in color) or any other combination in between. The level of detail
and control with respect to what, when and how users print is a large contributor to the
dramatic cost reductions gained from these solutions.
Secure-release/pull printing eliminates waste both by reducing abandoned pages and by
enforcing color restrictions and duplex printing. And if an organization can reduce its volumes
by 30 percent, or more, there is a good chance it can reduce its printer-fleet size, which will
result in measurable carbon-footprint shrinkage.
ISVs that produce pull-printing and secure-release solutions claim that such solutions will help
customers reduce total volume outputs by around 25 to 40 percent. That is a huge amount of
potential savings that Pharos seems to back up with its published case study of CA. Let’s look at
an example. For a customer printing 14,000,000 monochrome pages a year at 2 cents per page,
that is a savings of $70,000 to $112,000 every year. That is some serious coin and offers the
customer far more savings than a marginally lower CPP rate ever could.
For those of you with a good base of CPP contracts, I can hear you gasping at the thought of
reducing your bread and butter by 30 percent or more. The easy answer: Mum’s the word on
volume reduction! Seriously, though, this is a good time to suggest that as you build or refine
your MPS revenue model, you be conscious of including possible volume reductions in your
revenue plans. Maintain and gain. If it’s not us, it will be our competitors; of that we can be
sure.
Greening initiatives
Debates will continue to rage over whether the summers are getting hotter or if sea levels are
continuing to rise, but one thing is certain: Your customers are thinking about “greening”
initiatives. Have you seen the number of “green” products offered at Walmart these days? If
they’ve invested in green, then you know it’s mainstream. What your customers care about at
home, they care about at work. True story; go ahead and ask them. And reducing wasted pages
is one way for them to showcase their company’s panache for green. Secure-release/pull
printing eliminates waste both by reducing abandoned pages and by enforcing color restrictions
and duplex printing. And if an organization can reduce its volumes by 30 percent or more, there
is a good chance it can reduce its printer-fleet size, which will result in measurable carbon-
footprint shrinkage. And these are all good things it will want to share with customers to show
off its green thinking and actions.
Confidentiality
I have yet to do a site survey without users telling me not to remove their local printer because
they have confidential print needs. Secure-release printing will give them a more cost-effective
way to ensure that confidentiality is actually increased, as jobs are never released until a user
authenticates it and picks it up. Users will still make a stink about losing their desktop prints,
but what else is new? People like convenience, and companies don’t want to pay for it; it’s
been a cycle we in the managed print space have had to deal with for years now. But the hard
fiscal truth is that if management understands that a desktop printer is eight to 10 times more
expensive than a network laser device and that confidential print is not at risk, then their users
will have to live with losing their hallowed inkjets. And they can do so with the confidence that
document security will be tighter than ever.
Security and compliance
It is a documented fact that most corporate espionage and information leakage happens from
employees within an organization and not from hackers in basements in Russia. Secure-
release/pull-printing options discussed here can help minimize some of this internal espionage.
All of these options have the ability to track users and the jobs they print, scan, fax and copy. If
a security breach ever occurs, these solutions can give management the peace of mind that
they’ll understand the who, what, where and when of such document abuse. Staff, knowing
that management has this capability to see what documents are produced, will think twice
before engaging in any questionable printing behavior.
A user basically prints to a secure "print cloud" within the office, and output can be retrieved
from a selected device. It's pretty slick, and if combined with a card-swipe option, it becomes
uber-cool.
Compliance needs have increased dramatically over the years as well, and secure-release
printing helps with that too. Although not a document-management solution that stores
documents digitally, secure-release can hold onto valuable information such as job names,
formats and times of execution. A document-management solution does a much better and
thorough job of helping companies meet their compliance directives, but secure-release/pull
printing at the very least allows for a gentle introduction to the possibilities. These baby steps
could get people thinking more seriously about document management in the near future, and
this could lead to more revenue for you as their trusted partner.
Making pull print personal: The usual suspects
When discussing secure-release/pull printing with customers, it’s a good idea to understand
some typical office/user scenarios. The following examples are typical in most offices today.
The Jammer
You walk up to the copier only to discover that it is jammed. You don’t want to deal with it
because you know the last person who used it likely was printing a 6,000-page tome that only
got to the third page before jamming. So you go back to your desk and print the document
again, only this time to another MFD. When somebody finally gets around to calling Support,
and another person eventually comes and unjams the MFD, a gazillion pages that nobody needs
anymore make their way out onto the office floor.
Secure-release/pull printing can help avoid situations like these. Users who sees a downed
device can simply walk over to another machine that is in good working order, swipe their
proximity cards and have their jobs release there. They get their jobs faster, and there is no
waste waiting to come out of the abandoned device held captive by The Jammer.
The Hogger
Every office has one. No matter what you’re trying to do, whether it be getting your printed
pages or a cup of coffee, The Hogger has everything tied up. It’s Monday morning, and you’re
getting set for the meeting of the century. All you need to do is pick up the three copies of the
soon-to-be-signed paperwork for your soon-to-be-largest client. As you round the corner to
pick up your printed gold, you notice The Hogger is there ahead of you, busy hogging the
scanner glass for copying Tolstoy’s War and Peace. Three of your co-workers are already
waiting behind him impatiently, and you join the line.
Secure-release/pull printing to the rescue! Seeing that the device is busy, the user simply moves
on to another print device to avoid lines and get the job printed faster. Most devices in an
office are underutilized, and having the ability to move to the first available device will help
distribute jobs more evenly. The user doesn’t have to go back to his or her desk and resend the
print job; it’s much easier to walk over to a new device and simply swipe a card.
The Luddite
There are usually more than a handful of these folks, and they are nice people … as long as they
aren’t allowed within 30 yards of any technology-based device. As soon as they get near one,
you can see the confusion that comes over them at the thought of attempting to accomplish
the simplest technological task. They can make a five-minute scan-to-e-mail take half the day.
The technologically challenged can be helped by secure-release/pull printing as well. Most of
the ISV tools I’ve looked at allow for individual user settings that can follow users to any device
they print or copy from. Macros can also be set up to transform multilevel printing/scanning
tasks into single-step executions. It can also restrict privileges like who gets to print color and
from which applications.
Who are the players?
There is a host of ISVs for you to start talking to — Print Audit, Pharos, PaperCut, JetMobile and
Equitrac, to name a few. However, this article is not an exposé of the providers of secure-
release/pull-print solutions. There are some links at the end for you if you care to learn more
about each of their solutions, though, and I suggest you contact them all. I thought it would be
nice to talk to a couple of the leaders in the MPS software space to get their take on secure-
release/pull printing. I had a chance to speak with both Pharos and PrintAudit to discuss their
views.
Pharos
Pharos Systems International began its software days in Aukland, New Zealand, in 1992. Its
world headquarters are now located in Rochester, New York. Pharos calls its secure-
release/follow-me print solution “Blueprint Enterprise” and markets itself as a premium secure-
release/pull-print solution.
How users interface with the Pharos Blueprint software depends on the device. If the customer
has some of the newer MFDs that allow for embedded applications, Pharos iMFPs (integrated
MFPs) can be installed. This is by far the most economical and feature-rich method of
authentication for the platform. For older devices/single-function printers, users can
authenticate using Omega PS60 or Omega PS200 terminals. I am not a huge fan of external
interface devices, but they are absolutely necessary to capture and control multivendor and
multiaged fleets. This model is typical for solutions like Equitrac and PaperCut as well.
I spent some time speaking with Bill Fullaway at Pharos, and I asked him what set Pharos apart
from other pull-print providers. “Pharos Systems stands out in their unique ability to deploy at
an enterprise level, across thousands of locations in a heterogeneous environment, supporting
hundreds of thousands of users and tens of thousands of devices,” Fullway said.
From what I’ve seen to date, Pharos currently supports the most manufacturers when it comes
to embedded application of their pull-print solution. Fullaway felt this was important to both
the vendor and the end user. “By having the software applications embedded on the device, it
simplifies a dealer’s message to the customer that these capabilities are inherent to the
machine rather than systems outside the box,” Fullaway said. Makes sense: The more
something looks like an “add-on,” the more likely IT will fight it. Embedded solutions, even if
they are third-party, feel and look much more like they came on the box to begin with.
Fullaway also talked with me about the importance of simplifying security and workflow for
customers. “From a customer perspective, the security, single sign-on and workflow
integrations across multiple applications are starting to emerge, which enable a greater level of
productivity and security.”
Pricing a Pharos Blueprint solution (or any pull-print solution so far) requires some practice, but
no need to worry; I’m sure there is a sales rep ready to help. I have worked with Pharos’ pricing
model, and here is my amateur understanding of how it works: You need to understand how
many users there are, how many iMFP-capable devices there are (a full list of compatible
devices can be found on the Pharos website), how many single-function printers there are, how
many legacy MFPs there are (which could require a release terminal), and whether users are
going to use pin-code authentication or card-swipe (the latter requires card readers for all
devices). Oh, and don’t forget configuring and pricing the right-sized server on which to install
the main components.
Print Audit
Print Audit has really been involved in user-based accounting and rules-based printing longer
than anybody else on the list (at least in North America, and as long as I’ve been in managed
print, which is going on nine years). It has done a phenomenal job of becoming a known and
respected leader in this space — in large part due to the customer-centric approach of
President and CEO John MacInnes.
Given Print Audit’s leadership in the MPS software-tools space, I was surprised not to have seen
a secure-release/follow-me offering from Print Audit yet. I had a chance to speak with
MacInnes about this. “Print Audit Secure is in Beta testing right now and will be released at the
end of June,” he told me. “It has been a long time coming just because we decided to do
something different and build a better system.”
What exactly is different and better about Print Audit Secure? “The cool part about Print Audit
Secure is that any Web-enabled device can be a release station. So, a smart phone, a web
tablet, or a computer. This eliminates costly release stations that are required by other systems.
A job can also be released by card. We will have an embedded client for Ricoh MFPs to start
and other OEMs will follow quickly.”
This is a big innovation, as release terminals cost anywhere from $350 to $1,500 for every
printer or MFD that requires one. MacInnes said, “Secure is a hybrid. It will capture the jobs at
the desktop ensuring that everything gets captured and then hold the jobs on the Print Audit
Secure Server (PASS) until they are released. Oh, and finally,” he added, “the cost will be $1.00
per device per month in North America.”
This is by far the most cost-effective and simple pricing model I’ve seen in the pull-printing
space. Other pull-printing solutions I know of cost roughly $350 per printer in year one and 20
percent maintenance in year two, and you have to price each user as well, which runs between
$3 and $9 per user in year one and 20 percent maintenance in year two. You also have to pay
for release terminals on devices not able to support embedded software. So for a 100-device
environment with 1,000 users, a typical pull-print solution would run a customer about $35,000
to $45,000 in year one. Print Audit Secure would only cost $1,200 in year one. I haven’t seen
the product yet, and neither will most of you until sometime in June, but at such a drastic
pricing differential, you can bet your bottom dollar I’ll be kicking the tires.
How do I get started?
In the words of Zig Zigler, “To respond is positive, to react is negative.” Follow-me/secure-
release printing is here to stay; how you approach this reality is entirely up to you. The
technology curve in the print and copy space is growing exponentially, and I’m certain that this
new area of managed print is only the beginning. Now that the manufacturers have all enabled
their devices to support third-party pull-print solutions, it is only a matter of time before other
solutions come along with benefits that are beyond prediction. The MFD has become a
sophisticated computing device, and customers are going to look for ways to capitalize on that
to reduce their printing and associated costs. For the dealers and vendors that take advantage
of secure-release/pull-printing solutions, there is certainly huge potential to capture more
customers than those MPS providers that continue to offer basic CPP programs. It’s your move.