Understanding Managed Print Services
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MANAGED 101 PRINT SERVICES MPS
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Transcript of Understanding Managed Print Services
MANAGED
101PRINTSERVICES
MPS
Managed Print Services
MPS
Everything but the paper.
$+ + =
Printers Service & Repairs
Supplies Fixed Monthly Fee
Managed Print Services (MPS)
Goals
3 Goals of MPS
Gain Visibility Save Money BoostProductivity
Implementation
Implementation
Total Printing Costs
Unmanaged
• Today’s environment• One of the last unmanaged
costs for businesses• Up to 90% of organizations
do not track the cost of printing documents
Implementation
Total Printing Costs
Unmanaged
Site Assessment
• A thorough site assessment should be conducted before recommending or implementing a MPS program; such as RJ Young’s T.O.P.S. Assessment (Total Organizational Print Study)
• Organization-wide assessment of printing environment
• Map employee and document workflows
Site Assessment
TOPS Analysis
Prepared By:Mike NoffsingerBrad CashChris ClarkTrent WilsonAdam Dausman
Western Kentucky UniversitySeptember 22, 2015
RJYoung.com • 800.347.1955
Summary
Total #of devices
Total # of un-reconciled devices 4
Total #of locally connected devices 186
Total # of network connected devices 68
Total #of manufacturers 16
Total # of device models 134
Total # of MFPs 26
Total # of MFP Resellers 6
Manufacturer Breakdown Count
Brother 1
Canon 65
Dell 4
Epson 20
HP 117
IBM 4
Kodak 1
Konica Minolta 4
Lexmark 6
Oce Imagistics 8
Oki 1
Ricoh 10
Sharp 2
Tally 5
Toshiba 1
Xerox 5
267
Confidential. For RJ Young Company and Buckman International use only. Page 26 of 49
SUMMARY
CURRENT COSTS
Summary
Total #of devices
Total # of un-reconciled devices 4
Total #of locally connected devices 186
Total # of network connected devices 68
Total #of manufacturers 16
Total # of device models 134
Total # of MFPs 26
Total # of MFP Resellers 6
Manufacturer Breakdown Count
Brother 1
Canon 65
Dell 4
Epson 20
HP 117
IBM 4
Kodak 1
Konica Minolta 4
Lexmark 6
Oce Imagistics 8
Oki 1
Ricoh 10
Sharp 2
Tally 5
Toshiba 1
Xerox 5
267
Confidential. For RJ Young Company and Buckman International use only. Page 26 of 49Cases of paper used in 6 months Sheets per case Annual Multiplier
263 5000 2xx
Annual VolumeAverage Annual Device VolumeAverage Monthly Device Volume
2,630,0009,850
82
RJYoung.com • 800.347.1955
SUMMARY
CURRENT SITUATIONCurrent Printer Fleet includes the following equipment: Total Number of Printers: 267Monthly Volume: 220,000
Current price for printer supplies:• Monthly @ 5% $20,635• Monthly @ 10% $41,270
• Of the printers, 186 are locally connected (mostly inkjet) and 68 are network connected devices
• 16 different manufacturers and 134 different models
• 117 of the 267 printers are HP devices
Current Fleet includes the following equipment:Copier Based MFPs* Total Number of MFPs: 12 4 different resellersMonthly Volume: 47,900Current Leases: $2,741.35 Current SMP: $1,096.06 Total: $3,837.41
Too many vendors, too many invoices.Buckman Labs currently receives multiple invoices from different vendors for leases, supplies, maintenance, and Supply/Maintenance programs.
Decentralized decision making.Equipment purchasing decisions are handled within multiple departments.
No overall plan or cost containment.Supply AND equipment purchasing decisions for printers are made on an as needed basis with no planning or cost management program.
No standardization of 3rd party agreements.Sporadic lease end terms create an enormous opportunity for late fees, penalties and accidental renewals.
No plan for levering assets or obsolescence.Aging fleet lends to not utilizing your equipment effectively and offers no obsolescence plan. Also, it makes no sense to use single function devices any longer.
No online monitoring of usage for each device.You’re left with no way to effectively manage your fleet.
Non-networked devices cannot be effectively managed.Leads to higher fleet and output costs.
$19,362.21 Local$1,272.74 Network$20,634.95 Total Monthly
$247,619.40 Annual @ 5% coverage$495,238.80 Annual @ 10% coverage
RJY
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• 800.3
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oung Com
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age 42 of 49
Example
Implementation
Total Printing Costs
Unmanaged
Site Assessment
InstallSoftware • Technology makes it possible for us to
understand, and quantify, how your organization prints documents
• Data collection software may be placed on devices to collect usage data (number of pages, % of coverage, B&W / Color, etc.)
• Data collection critical for a precise MPS program design
Implementation
Total Printing Costs
Unmanaged
Site Assessment
InstallSoftware
Design Custom Recommendation
• MPS program should be designed for YOUR organization, it is NOT a one-size fits all solution as every organization’s workflow is unique
• Include recommendations for device placements, types of devices & cost
Implementation
Total Printing Costs
Unmanaged
Site Assessment
InstallSoftware
Fixed Fee
• Recommendation should include a cost for your organization
• Set # of Prints to include Equipment, Service & Supplies
• Ensure no hidden fees here!
Design Custom Recommendation
Implementation
Total Printing Costs
Unmanaged
Site Assessment
InstallSoftware
Fixed Fee
Ongoing Optimization
and Monitoring
• Your business is not static and your needs will change
• On-going monitoring of printing usage
• Quarterly business reviews to discuss program optimization
Design Custom Recommendation
Benefits of
MPS
FIXEDBUDGETReliable Budgeting
JAN FEB MAR APR
MAY JUN JUL AUG
SEP OCT NOV DEC
MONITOR & ADJUST
Adjust to Business Changes
PRINT VOLUMES
IT TEAM& MANAGERSFOCUS ONOTHERINITIATIVES
INVENTORY
ORDER
AS NEEDED
TOP 10Criteria to look for in MPS Provider
Fixed Cost with Set # of Prints
01
Fixed Cost with Set # of Prints01
MISSING SERVICES Parts, Labor NOT Included
Flexibility to Adjust Contract as Needed
02
Flexibility to Adjust Contract as Needed
INFLEXIBLE, LENGTHY CONTRACT TERMS
02
Provide & Service Multiple Brands
03
Provide & Service Multiple Brands03
ONE BRAND OR ONE-SIZE-FITS-ALL PRODUCT LINE
Retain Ownership of Equipment
04
Retain Ownership of Equipment
RENTED EQUIPMENT OR RELINQUISH OWNERSHIP AT END OF CONTRACT
04
Proven, Dependable, Fast Service & Supply Orders
05
Proven, Dependable, Fast Service & Supply Orders
05SLOW RESPONSE TIMES, DIFFICULTY PLACING SERVICE & SUPPLY CALLS
Experienced MPS Specialists
06
Experienced MPS Specialists
NO PROVEN SYSTEM06
Change Management Processes & Expertise
07
Change Management Processes & Expertise07NO EXPERIENCE WITH SYSTEM-WIDE MPS
Local Presence and/or On-Site Service Technicians
08
Local Presence and/or On-Site Service Technicians
08NO LOCAL SUPPORT
Printer Replacements and/or Loaner Printers Available09
Printer Replacements and/or Loaner Printers Available09
NO BACK-UP INVENTORY
Software & Resources for Effective Fleet Management
10
Software & Resources for Effective Fleet Management10
NO INFRASTRUCTURE
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