PRINT PRINT MANAGEMENTMANAGEMENT

DON BOUDREAUPrint Management SpecialistTransco Business Technologies

MELANIE LECLAIRPrint Management SpecialistBEU

CARL TOURIGNYDirector of Business DevelopmentBEU and Transco Business Technologies

TODAY’S TODAY’S AGENDAAGENDA

A Brief History of document output costs An Industry Evolution

What is Print Management & Why Document output costs generally Potential for savings & improved cost management Printer-related costs Managed Print Services v. Printer Fleet

Management Over-view of typical program benefits

What to look for . . . Panel Discussion (Questions & Answers)

Case studies / examples

A BRIEF HISTORYA BRIEF HISTORY

An industry evolution Copiers – purchase/leasing & service agreements

Total emphasis on reducing operating costs Printers and rabbits

Network printers, “local” printers, ink-jets, 30% or printers often “undocumented”*

The “Black Hole” The spread of responsibility and departmental

budgets (resulting in ad hoc decisions & “creep”) Our “paperless” schools and offices

Copying v. printing today – where does all that paper come from? How have your work habits changed?

* Your Employee-to-Printer Ratio, Curt Harler, Processor.com

WHY PRINT MANAGEMENT?WHY PRINT MANAGEMENT?

“Printers are the Largest Unaudited Cost in Corporate America” USA TODAY

The cost of general office printing can run 1% to 3% of annual Revenues or Budget funding*

Total document output costs, from desktop to outsourced printing, average 6% of annual revenues or budget funding **

Doing more with less -- budgets are being stretched --constant need for School Districts to contain and reduce costs, yet variable printer-related costs continue to rise

Reduce reliance on (and associated cost of) utilizing professional IT support for more basic, printer-relatedservices

*Rightsizing Output Fleets – The Hidden Gold Mine, J. Lundy, Gartner Group** Moving Toward More Effective Print Management, InfoTrends.com

WHY PRINT MANAGEMENT? WHY PRINT MANAGEMENT? (CONTINUED)(CONTINUED)

“TCO” – Total Cost of Operation. Why not shed more light on where all the $$$ is going . . . ?

Need for transparency and accurate costs analysis has never been greater

Take advantage of the opportunity to accurately measure, monitor, and manage ongoing document workflow requirements and costs

Align goals of all constituents, Business Managers, IT, Facilities, etc.

Reduce costs and increase efficiencies Enhance user productivity and experience Improve document workflow Optimize mix/balance of personnel to equipment Improve (or reduce) environmental impact

WHY PRINT MANAGEMENT? WHY PRINT MANAGEMENT? (CONTINUED)(CONTINUED)

Questions to consider . . . Do you know how much you are spending on printing? Do you have too many copiers and printers (or not

enough), and are they utilized effectively? How much are you spending on toner supplies and ink

cartridges? Do people have access to color ink-jet printers? What is the effective life of the printers on your fleet? Do you have the “right” printers (commercial v. “retail”

printers for home use)? Do you have “out-dated” or inefficient document workflow

(for certain applications)? Is copier & printer procurement aligned? Is copier

procurement aligned with District IT / technology initiatives?

TYPICAL PRINTER COSTS TYPICAL PRINTER COSTS

Consumables Toner, Maintenance Kits and Fuser Kits (and Inventory

requirements) Parts

Feed-Rollers, Trays, NIC cards, etc. Service & Support

Hourly Labor Costs when required Daily professional IT staff support

Inkjets / Desktop printers (very high operational costs) High Cost of Supplies, Ink, Cables and Accessories

Replacement & new printer purchases Throw away mentality (Laser Printers & Inkjets)

Outsource Printing (Office Max, Staples, etc.)

WHAT IS PRINT WHAT IS PRINT MANAGEMENT?MANAGEMENT?

Print Management v. Managed Print Services

Managed Print Services – a “holistic” approach to document workflow and document output Focus on workflow applications Total mix of hardware and software – balancing

productivity, redundancy, costs Goal to increase total document workflow efficiency

& reduce costs Office culture challenges – an “emotional”

connection Print Management – shedding light into the “Black

Hole” A “good place to start” – managing your printer fleets The all-inclusive service and supply program Enabling School Districts to manage, contain &

reduce printing costs.

TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS

What to look for in Managed Print Services Program: A complete inventory of current fleet of hardware (copiers,

MFP’s, printers, fax machines, scanners), with audit of current document output costs

An analysis of current workflow challenges (application specific), including an understanding of current IT staff initiatives (software, archiving, etc.)

Recommendations on application or process specific improvements

Output fleet management strategy, including demonstrated reduction in total operating costs and fleet hardware optimization

On-site systems analysts/engineering support

TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS

What to look for in a typical Printer Fleet Management Program:

A complete inventory of all printer assets, with a thorough audit of current printer fleet costs (total operational costs)

All operational costs included in fixed cpp On-site service included (same day service) Loaners available Fixed cost per page Single invoice, reconciled based on actual volume Detailed quarterly volume and costs review provided Consulting and expertise on future printing needs and

equipment optimization

TYPICAL PROGRAMS & TYPICAL PROGRAMS & BENEFITSBENEFITS(CONTINUED)(CONTINUED)

Important to both Managed Print Services and Printer Fleet Management programs: Auditing software -- remote or “on site” capability to

capture printer volume and equipment inventory

Local technical support and equipment/parts/supplies inventory

Program flexibility – to accommodate the impact of changing dynamics (technology initiatives, growth, workflow changes, etc.)

Pro-active & timely program reviews (i.e., report cards – are objectives realized and maintained over time?)

PANEL DISCUSSIONPANEL DISCUSSION

Case Studies / Examples

Questions?

THANK YOU!