Oil industryManaged print servicesNIS

Canon uniFLOW at the helm of one of the largest print management projects in the region

“”We have achieved full cost transparencyand improved employee productivity

Company name NIS

Industry Energetics

Established in 1991

Based in Novi Sad, Serbia

Services Oil and gas production and processing, trading with oil products, energy-related projects

Web page www.nis.eu

Cooperation with Canon 5 years

GoalsIntroduction of outsourced centralized print management system for more than 600 business locations, including replacement of obsolete equipment and introduction of advanced safe printing and scanning functionalities.

Challenges• cost management and

transparency

• service level agreements (SLAs)

• increase in employees’ productivity

ApproachThe company issued a tender, looking for reliable partner that will offer the most complex and cost-effective solution.

Canon solutionCanon uniFLOW Enterprise with MFD devices and laser printers

Results

Optimized and highly productive print environment for 5.000 employees

Improved document security and Follow Me printing

Higher print quality and additional features

Significant cost reduction with payment per printed page

devices,” said Sasha Marjanovic, IT Services Director in NIS.

New solution also had to enable higher level of productivity and satisfaction for end-users in their daily work. For this reason, the partner set optimal distance of printer from employees to not more than 25 meters, and introduced the Follow Me function that enables employees to print anywhere within the system.

NIS is one of the biggest vertically integrated energy companies in South-East Europe. Their main activities are research, production and processing of oil and gas, trading with oil products and implementation of projects in the area of petro-chemistry and energy. Today, NIS is one of the most successful companies in Serbia, and also the largest contributor to the national budget of Serbia.

Russian company “Gazprom Neft” owns 56,15 % of NIS’s share capital, while 29,87 % of NIS shares are owned by Republic of Serbia. NIS’s net profit is 14.6 billion RSD (in 2015).

Pre-implementation status

Before the introduction of Canon print management system, NIS did not use any solution of this kind. Each connected company was purchasing equipment for their own needs, separately for each individual user, which led to having more than 150 different printer models by 10 different manufacturers. More than 4,500 printing devices were in use. Printing costs in the organizations were additionally increased due to separate purchasing of the consumables, which made stock management almost impossible.

For most of the equipment there were no maintenance contracts, and there was no Service Level Agreement (SLA).

In 2009, when Russian Gazprom Neft became majority owner, one of the first tasks for management was to consolidate and centralize IT department on the corporate level. Joining of information services included centralization of print management for more than 600 business locations, replacement of obsolete equipment and introduction of advanced safe printing and scanning functionalities.

Outsourcing, cost management and service quality

NIS issued a tender for print management solution with very precisely defined specification.

Among the three offered solutions, they chose Canon solution offered

by local company Atos IT Solutions and Services.

NIS decided to outsource the entire print system management and sign 5-year contract with the selected provider. Converting CAPEX to OPEX was essential to NIS, because this way service is paid per printed page, and NIS is not the owner of the equipment.

Contract included buy-out of the existing print equipment and strictly determined SLA conditions, which provided unified service quality for NIS, regardless of devices used or solutions applied. It also included special treatment for the so-called VIP users and VIP locations.

“The chosen solution was supposed to provide significant cost reduction and transparency. Our request was to provide control over toner and paper consumption, including consumption reports on levels of individual users, cost centers and

“”It was important for us to outsource the entire print system management, but with defined parameters that will enable NIS to monitor the service quality.

Implemented devices:

Additional devices:

Type 1 Canon imageRUNNER 3225N (with additional SendKit module)

85 devices

Type 2 Canon imageRUNNER C2380i (with ADF); and later, Canon imageRUNNER ADVANCE C2020i was also used

54 devices

Type 2b Canon imageRUNNER ADVANCE C5045i 7 devices

Type 3 Canon imageRUNNER 1024i 21 devices

Type 3c Canon imageRUNNER C1028i 2 devices

Type 4 Canon i-SENSYS LBP6650dn 530 devices

Type 5 Canon i-SENSYS LBP7750cdn 65 devices

Canon imageFORMULA DR-6010C 15 devices

Canon imageFORMULA DR-7090C 2 devices

Canon LiDE 330 devices

Canon imagePROGRAF iPF8400 2 devices

Finally, they were requesting a solution that would enable quick implementation of print monitoring and management system, while being highly customizable and able to keep up with dynamic organizational changes in NIS.

Implementation consisted of several phases: pilot-project started on May 15, 2010, and by August 1, 2010, the implementation was finalized on all major locations. As of October 1, 2010, print management system was fully implemented in line with the defined project parameters.

The selected solution meets all the customer’s demands.

Although the final decision was mainly influenced by the most favorable price, Atos IT Solutions and Services was also selected because they met all the customer’s requirements, both the technical ones and the ones related to the locations. They offered support system that was fully in line with the SLA, and they also set key performance indicators (KPIs) for monitoring service quality. The proposed solution included uniFLOW print management system, as well as around 200 MFDs and around 600 laser printers.

Atos IT Solutions and Services split all the devices into 5 types, based on needs for office printing, and later made additional adjustments based on customer’s requirements.

The implemented Canon uniFLOW Enterprise print and scan management solution features one central server and 16 remote print servers. The solution also includes following modules: Secure Printing, Statistics, Desktop Accounting (for monitoring consumption and calculation of costs) and File Format Conversion (for converting various office files into PDF format).

Canon solution enables 5,000 NIS users to identify themselves on any device using their PIN code. After that, they can securely print, copy or scan documents sent from their PCs. Advanced scanning feature enables them to save documents in their personal folders or to send them via e-mail.

Number of devices reduced by

Print system optimization from more than 4,500 workstations to 900 Canon devices

70%

Canon Europe Ltd 3 The SquareStockley ParkUxbridgeMiddlesexUjedinjeno KraljevstvoUB11 1ETTel: +44 208 588 8000Fax: +44 208 588 8001

www.canon-europe.com

Canon CEE GmBH, Represenative office Belgrade Omladinskih brigada 90v11070 Novi BeogradSerbiaTel: +381 11 3533 480

www.canon.rs

The increasingly popular printing from mobile devices was also enabled. User needs to send the document via e-mail to a specified e-mail address. Then the document can be printed on any location that supports the mobile printing feature.

Various advantages of uniFLOW system are used in NIS, but the one that is most appreciated is integration with Active Directory base. It provides logging-in to devices and secure access to documents, as well as secure access to SAP from which users can print directly. SAP user identification is fully integrated with the print system.

Cost reduction, transparency and mobility

Since this is the first centralized print management system in NIS, benefits for the customer are huge. Modularity of the uniFLOW system enables further improvements for system optimization based on analysis of the current situation or in case of business expansion.

“Quality of the entire system for printing, scanning and copying is on a much higher level, since the advanced devices offer us more features. Possibility to print from mobile devices is also one of

the advantages that is very well accepted among our employees,” said mr. Marjanovic.

“Introduction of printing as a service that is paid per printed page we significantly reduced our costs compared to the situation we had before. By defining monthly quotas for users based on their planned consumption, we can have additional control of the entire print system. This way, our costs are fully transparent,” mr. Marjanovic said at the end.