MPSCartridges Software

Pioneering document solutionsGreen Office delivers environmentally-conscious and technology driven document solutions to businesses by taking control of their print environments, reducing waste and adding value.

Managed Print ServicesCartridgesSoftwareCommunity

Index

MANAGED PRINT SERVICES

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“While an unmanaged print environment can waste up to 5% of a company’s turnover, only an estimated 16% of businesses know their true document costs. This unmanaged environment has a significant impact on a business’s economic health, IT workload, staff productivity, technology decisions and environmental footprint.”

Revolutionising the office document environmentManaged Print Services (MPS) encompass a number of different aspects all working together to monitor, manage and streamline a business’s document environment. With a holistic focus on the different aspects that make up a print environment, Green Office helps businesses to work strategically to address wastage, cut costs and reduce their overall carbon footprint as a result.

By implementing and managing custom developed document solutions, businesses can achieve significant cost savings and make informed technological and key management decisions. Also, because we are not linked to hardware manufacturers, we are able to supply the right equipment to each specific environment without limitations.

With our unique MPS solution you are able to effectively outsource your office’s document management to Green Office, eliminating wastage and giving you a clear picture of your print and document environment.

“Managed Print Services (MPS) encompass a number of different aspects all working together to monitor, manage and streamline a business’s document environment.”

Centralised systemsOne contract, one point of contact – with Green Office all of your vendor management sits with us, giving you an holistic view of your complete document environment.Plus, with Green Office managing your reporting, you get a detailed analysis of every aspect of your print output and costs.

Optimised costsWith detailed analysis comes detailed tracking that enables us to recommend and implement cost saving measures to continually keep your environment efficient and free from waste.Cost-savings are also achieved through savings in time as multiple vendor management is consolidated through Green Office.

Digital integrationWhilst managing print output and hardware is a vital component, moving hard-copies to digital soft copies is the future of document management. Our market-leading digital filling and archiving systems allow for easy, safe document storage and clink-of-a-button retrievals.

Bespoke softwareGreen Office has custom developed a suite of software packages that monitor and report on all aspects of user behaviour and print outputs.This focus and insight into the document environment enables us to deliver on the all-important “Three Cs” when we work with a partner: control, cost containment and continuity.

Staff trainingIn order to effectively manage a business’s print environment, people and processes need to work together seamlessly. Part of the MPS process involves training to ensure that processes and environmental impacts are understood and that practical solutions are adopted to maximise effectiveness.

Reduced carbon footprintOur proficiency in all aspects of cartridge technology from supply and collection to remanufacturing and recycling, allows us to supply customers with high quality cartridges and collect spent cartridges for re-purposing and recycling.

Green Office MPS

The benefits of a managed print environmentMoving to a managed print services model has a generous return on investment, even though some of the benefits are hidden from view until a thorough analysis has been done.

While reducing costs is top of mind for almost every organisation, MPS offers many additional benefits outside of cost savings. By removing unnecessary processes and streamlining others, we bring savings in resource allocation by reducing and standardising your hardware fleet, consolidating vendors, reducing print volumes, improving document security and adding control.

Vendor management

• Client has to dedicate staff to manually collate costs across multiple vendors

• Client receives multiple bills from vendors making cost tracking difficult

• Multiple contracts & pricing structures exist across vendors.

• Client has to dedicate staff to collate information from multiple vendors for reporting purposes

• Client has to dedicate staff to manage service levels across multiple vendors

BEFORE: UNMANAGED ENVIRONMENT

Cost tracking & billing

Reporting & service level activity

• Client has to dedicate staff to manage multiple vendors

• Client’s employees have to contact multiple help desks to log calls

• Client is responsible for on-going management of multiple vendors

AFTER: GREEN OFFICE MANAGED ENVIRONMENT

Centralised vendor management

Consolidated cost tracking

Consolidated reporting

Specialised advice

Reduced carbon footprint

• Consolidated cost tracking across all vendors

• Tracking of all rentals• Tracking of all printing costs• Verification of all vendor invoices.

• Consolidated reporting across all vendors• Executive summary• Cost analysis• Volume trends and utilisation• Duplex trends• User detail• Fleet analysis & connectivity status• Service level activity• Environmental impact

• PrS (Print reduction Solutions)• ADS (Advanced Document Solutions)• BPS (Business Process Solutions)

• reduced paper usage• Cartridge and paper recycling

• Consolidated management across all vendors• Centralised call centre helpdesk• One point of contact• Centralised systems• Centralised processes• Improved vendor SLAs

Our unique assessment process enables us to determine:

The total number of devices on-site Device fleet capacity and utilisation remaining life span of device fleet Device paper usage Areas of inefficiency driving costs up A detailed analysis of all existing contract information Full solution cost recommendations

Once we are aligned with our client’s needs, our implementation process enables us to introduce long-term strategic interventions such as:

Management of existing vendors Optimising existing equipment Prevention of unnecessary new equipment Bespoke software and technology Enhancing business processes Staff training

The Green Office MPS assessment and implementation process involves assessing the different factors that influence an office’s document environment and then implementing holistic solutions based on the resulting insights.

Working smart with Green Office

INTRODUCTION TO GREEN OFFICE01

02UNDERSTANDING MANAGED PRINT SERVICES

05A NEw BEGINNING

04MAkING ThE ChANGE 03

UNDERSTANDING yOUR ENVIRONMENT

Major Brands we support and provide management to:

The Green Office MPS assessment & implementation process

CARTRIDGES

Leaders in cartridge solutionsSince our business was founded in 1997, we have been focused on the supply of OEM (original equipment manufacturer) and remanufactured cartridges.

We have developed a series of sophisticated internal processes and software tools that monitor and provide control throughout the entire cartridges procurement process – from purchase, to distribution, through usage and finally disposal.

Our stringent ISO standards also ensure exceptional quality, high yield cartridges with significant environmental benefits and cost savings to businesses.

These systems have been developed to avoid “shrinkage” on this high value item and are included with our MPS product and our collection programme for all cartridge supply customers.

Clients we supply:

“In 2013, Green Office saved 602,761 kgs of plastic and other waste from ending up in landfills through our recycling and remanufacturing efforts.

This is an energy savings equivalent to driving a medium sized petrol car over 3.5 million km (distance equivalent to driving the circumference of the earth 87 times).”

CARTRIDGE COllECTION PROCESS

5. wE REMANUFACTURE

6. WE RECYCLE

4. WE COLLECT

3. GIVE US A CAll

2. yOU FIll ThE BOX

1. wE GIVE yOU A BOX

The box is dropped off at Green Office for sorting and inspection.

Damaged cartridges are sent for recycling and the rest are sent for remanufacturing.

Green Office will collect the box or send the courier to collect it

Once the box is full, call Green Office

Put your empty printer cartridges into the box.

Green Office supplies you with a cartridge collection box.

Cartridge collections for businessSouth African legislation classifies printer cartridge waste as hazardous, so every effort should be made to re-use or recycle units before finally disposing of them in the correct way. With Green Office, this process is easy.

We start by collecting used cartridges from customers and then completely stripping them. After this, we then replace any worn parts before refilling them for further use. redundant cartridges and parts that cannot be used in the remanufacturing process are then responsibly recycled into innovative building materials by Green Able, ensuring that the process is totally sustainable.

To help make the cartridge disposal process easy and seamless, Green Office provides a collection service to any business that would like to get rid of used units responsibly. Most empty cartridges also have a value which, should you request it, Green Office will pay to either a charity of your choice or one of our designated partners.

We believe that recycling should be accessible to everyone, so we do not limit our cartridge-remanufacturing programme to collections from businesses.

Green Office also runs a schools programme, providing free collection at more than 100 institutions nationwide. We are committed to supporting educational programmes for students surrounding environmental awareness, as well as developing and funding educational material for schools through our cartridge collection programme. We have also partnered with the MySchool programme to help schools raise funds through these activities.

For more information on our public cartridge activities, or to find your nearest drop-off point or participating school, please do not hesitate to contact us.

Cartridge collections for everyone

Everyone benefitsOur cartridge solutions are managed based on customer needs – whether they need OEM cartridges (original equipment manufacturer) for laser jet or ink jet printing, or remanufactured cartridges that have been produced by Green Office.

Although we are happy to supply either option, remanufactured cartridges saves around 25% to 40% of the energy needed to make an original cartridge and creating significantly less air and water pollution compared to the production of original cartridges.

Cartridge remanufacturing benefits not only the environment but saves businesses money and effort.

Green Office cartridges solution benefits:

Choice on cartridge type (OEM or remanufactured) Cartridge life cycle is managed High service levels with quick turnaround and delivery Full guarantees on all cartridges Stable pricing on remanufactured cartridges (imported OEM

products prices fluctuate based on foreign exchange) Carbon foot print management

SOFTWARE

“Research has shown that implementing software tools to manage printing can reduce paper usage by up to 20%.”

Experts in document management softwarePrinting makes up a significant part of an organisation’s environmental footprint and one of the key ways a business can improve their sustainability is to prevent unnecessary wastage.

To assist businesses in achieving this, Green Office has produced an in-house software suite ensuring that a business’s document environment is more efficiently managed, cutting both the cost and wastage associated with unmanaged printing.

Our suite of custom developed software

GoSmart is a software tool that tracks, monitors and reports on user print behaviour, including paper usage and document type. This helps reduce paper usage and energy consumption while simultaneously reducing a business’s carbon footprint without compromising productivity. With individual user tracking it also encourages employees to embrace responsible print habits.

GoTech is a monitoring and reporting application for print equipment which provides live reporting on the status of all networked devices, allowing users to quickly identify and remedy issues such as paper jams and low toner levels. This reduces downtime and wastage, increasing productivity in the print environment.

GoStore is a digital archiving system that offers paperless information capture and transfer, eliminating hard copy filing systems. This helps to reduce unnecessary paper and energy consumption and is the ideal solution for centralising files in an electronically accessible environment for multiple users to access.

Welcome to Green Office

MONITOr rEPOrT STOrE

GoTrack is a software tool that enables complete asset control for all print-related costs, including rental charges and third party vendor costs. These costs can be monitored on a monthly basis to facilitate a consolidated billing mechanism, whereby total costs of the device fleet can be analysed and reviewed to improve device utilisation and reduce costs. With GoTrack, third party contract periods can also be monitored to ensure that existing contractual obligations are managed effectively within the print device management process.

GoPrint is an app and software suite that allows smart device users to easily print from the cloud. It also monitors and manages print activities for complete efficiency, allowing for printing activities to be accurately tracked and accounted for.

COMMUNITY

“Green Able employs 28 physically disabled people and has provided over 37 people with disabilities further training and bursaries to date.”

Serving the communityAt Green Office, we don’t just focus on the sustainability of our partners but also the communities in which we operate. Because of this, we extend our services to the public through initiatives such as our school programmes (in partnership with the MySchool programme), where people can safely dispose of printer cartridges for proper recycling and remanufacture.

Small businesses are key to stimulating economic growth within the “green” industry and the South African community at large. Therefore, our CSI initiatives and partnerships focus on micro-enterprises concentrating on people with physical disabilities, traditionally a highly marginalised group, enhancing professional skills and encouraging entrepreneurship.

Empowering people through sustainabilityGreen Office’s CSI programme – Green Able is a non-profit organisation with an 18A certification that creates employment and skills development opportunities for previously unemployed individuals with disabilities. Through its work in the three main areas of recycling, cartridge collection and skills development, it helps to address social, economic and environmental challenges giving beneficiaries the ability to lead financially empowered lives while also making a meaningful contribution the environment.

Cartridge collectionsGreen Able employees act as collection agents with satellite businesses in their own homes. This gives them the ability to develop business skills and earn a sustainable income.

RecyclingThe only initiative of its kind in Africa, Green Able’s recycling initiative sees beneficiaries working to clean and strip collected print cartridges allowing for the units to be completely recycled. Due to the recycling process, over 475 tonnes of waste has been diverted from landfill sites to date.

Skills developmentWith an emphasis on upskilling as a critical aspect for development and empowerment, Green Able works on empowering people with disabilities to reach their full potential within the workplace by providing beneficiaries with education such as ABT training (matric equivalent), internships and bursaries.

Get involvedGreen Able and our other projects are supported and funded in part through the work we do with our customers as part of our CSI programme. We also welcome partnerships with businesses that wish to support Green Able in a more direct way.

This can also be a means for businesses to contribute to their BBBEE rating through activities such as:

Donating to Green Able and recycling projects Sponsoring training or learnership programmes Supporting our agent model through enterprise

development Provide time and expertise to assist Green Able

and its beneficiaries Setting up an empty cartridge collection initiative within

your company and donating the value of the collected units to Green Able

Tel: +27 (0) 86 000 0444 • Email: info@greenoffice.co.za

PO BOX 77, Umgeni Park, 4098, South Africa

www.greenoffice.co.za