Optimize Print Services White Paper - A Guide to Greater Savings


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Optimize Print Services White Paper - A Guide to Greater Savings

  1. 1. Konica Minolta’s Guide to Greater Savings Optimized Print Services White Paper
  2. 2. Konica Minolta’s Guide to Greater Savings “White Paper” is designed to walk you through the process we follow to help clients maximize the print environment. This is the area we see as having the greatest potential for cost savings within most all organizations. Gartner estimates that for every eight traditional printers in an environment there is one MultiFunctional Device (MFD). As a percentage of overall imaging costs, the printer fleet typically accounts for 60%-70% of that cost. Most companies are well aware of the MFD lease price and cost per image; but the same cannot be said about the traditional printer fleet. In order for organizations to see significant cost reductions, they must consider the output to traditional printers when considering a future state. Konica Minolta’s approach is a holistic one. We know that in order for clients to realize true cost savings in their imaging environment, all output devices need to be considered. Our process involves analyzing, monitoring, consolidating, controlling and optimizing the output and imaging infrastructure. Teledyne can benefit from a true document output strategy and realize significant savings. If we assume that Teledyne has an 8 to 1 printer to MFD ratio, that implies that Teledyne has approximately 140 printers. These devices operate at a much higher cost per impression. All while most MFDs are being underutilized in terms of volume. Our solution can level the playing field between MFDs and printers; bringing the entire fleet to a cost per image model. By looking at a global approach to output, Konica Minolta can help Teledyne craft a plan to maximize your MFD investments and drive down costs and administrative requirements. How much is your printer fleet costing Do you know how many print devices you have? Do you have the right # of print devices for your organization?
  3. 3. Optimized Print Services is a staged approach to managing the imaging devices and workflow within an organization. As we move along through the stages of OPS we improve an organizations optimization of their assets and resources. Our first step is to control the fleet. In order to control the fleet we need to know what you have, where it is, what is it used for and how much it is costing you. Once we understand what we have, we work to Optimize the Fleet. This is where we can make right sized recommendations to reduce your environmental footprint, # of devices, resources required to manage those devices and overall cost. Finally, we can work to Enhance Business Processes. This is where we look at overall workflow to identify additional areas of opportunity to reduce costs and improve work processes. In order to navigate effectively through these 3 stages, we have to follow an effective assessment process. This process is detailed below. Konica Minolta’s OPS Assessment Process 1 Analyze & Monitor Konica Minolta Team will: - Complete a thorough assessment of the state of your current document output environment. - Provide a detailed report of your current-state technology, along with associated costs and process workflows
  4. 4. 2 Visualize: By providing an optimized Future State Konica Minolta team recommends a future state focused on: - Total cost of ownership (TCO) - Process Improvement - Security Enhancement - Environmental Impact 3 Implementation and Integration Konica Minolta Team will help you migrate to your future state recommendation. - Coordinate implementation of solution. - Provide administrative and end user training - Implement Change Management materials to ease the transition for end users. 4 Manage, Govern, & Improve Konica Minolta Team provides on-going governance of output and solutions - Work with Teledyne to establish goals and benchmarks for success and cost savings. - Regular Quarterly Business Reviews to ensure savings and other project goals are being met. - Continuous adjustments to recommendation to maximize savings and process improvement goals. - On-going Change Management support for end-users to ensure adoption of new environment. 1. Analyze and Monitor Konica Minolta’s OPS Team will perform a detailed and thorough analysis of your copy & print environment. Through our Managed Print Assessments, our team will document and report upon various unique needs and challenges through multiple departments. Our goal in performing this analysis is to better understand the current make-up of Teledyne’s device population and the day-to-day requirements for future solutions. This is accomplished through a two pronged strategy. Konica Minolta performs a two phased assessment. (1) Managed Print Assessment (2) Strategic Assessment. The typical engagement begins with the Managed Print Assessment and closely follows with the Strategic Assessment. Having a grasp of the current fleet demographics via the Managed Print Assessment provides the Konica Minolta Team with a solid understanding of your print environment. The strategic assessment looks at your departmental workflow, looking for additional opportunities for cost savings. Both of these assessment strategies are outlined below.
  5. 5. Managed Print Assessment The Managed Print Assessment is a standardized assessment of the output fleet. The first phase would be to identify current state, which would include an inventory of all imaging devices including MFDs, faxes, printers, scanners, and any desktop devices. Konica Minolta will document LAN and fax line availability, electrical configurations, workgroup and faculty mapping. Konica Minolta will also run a network audit tool to automatically capture historical usage information on your output fleet. Once we have mapped your current state and looked at historic volumes and device usage, we will then provide a proposed future state for Teledyne’s review. This allows us to exposed costs that are typically hidden within departmental budgets and show a significant cost reduction across your output fleet. Strategic Assessment In addition to the information collected in the Managed Print Assessment, Konica Mniolta can take the assessment process one step further by conducting interviews with department heads and power users within each department. We engage in a process called “Follow the Document”, meaning we follow the document from cradle to grave and analyze the associated workflow. We focus on document creation, who handles each document and why, how the document moves through the organization, and finally how the document is either stored for retention or destroyed. Once we have this information, we can start to assign costs to document workflows and make recommendations to make these processes more efficient, thereby reducing costs. 2. Visualize MDS Design & Improvement Based on an in-depth analysis of the data garnered from our Managed Print and Strategic Assessments, we will custom tailor a solution for Teledyne. The goal of this phase is to present a comprehensive solution that lays out, in detail, specifics for the program such as device configurations, future state mapping, business process improvement benefits, increased security measures, and goals for reductions in environmental impact. In short, this phase provides complete details on Konica Minolta’s enterprise wide solution.
  6. 6. Defining the Future State The map for the “Future State” at Teledyne will have mutually agreed upon benchmarks and metrics. The Future State of the imaging devices at Teledyne will take into account the TCO goal of the organization and involve all stakeholders in the process of device consolidation and lower overall cost of output. The justification of this cost reduction can be measured only through a prescribed site assessment. At this point, the Project Manager will design a detailed Managed Print Assessment process plan. Konica Minolta will work with Teledyne to understand the objectives most important for the future state. Most often, a reduced Total Cost of Ownership (TCO) is top priority. For this reason, Konica Minolta will work to optimize the existing fleet by combining industry standards and assessment findings. Once the existing infrastructure is optimized in the MFD segment, we utilize our OPS methodology, which will drive TCO reduction, efficiency and productivity. Successful TCO reduction starts with an accurate numerical representation that reflects the total cost spent on a given project, including one-time purchases and recurring costs, not just the initial investment in products, service, resource, time, etc. These costs are to be measured across the entire document management project life cycle, ranging from planning, design, and installation, and moving on to integration training, ongoing services and maintenance. Another future state objective that is top priority for many organizations today is reducing the environmental impact of the imaging devices. Konica Minolta’s focus is on working with our customers to reduce emissions from their imaging device fleet. All print devices output carbon emissions which are harmful to our environment. During the assessment phase, Konica Minolta documents all makes and models of the current devices in the fleet. We can then capture the energy consumption and carbon emissions of each of those devices. Once the old devices are upgraded, Konica Minolta can provide Teledyne with a detailed analysis on the reduction of energy consumption and carbon emissions. Most often, we can reduce carbon emissions by over 30% in the first year alone. Konica Minolta will help manage your output while delivering a host of value added services and allow you to concentrate on your core business. Our ongoing analysis sets the scene for mapping future year over year TCO reduction, identifying any bottlenecks or inefficient workflow or device distribution. The data inventory collection tools allow us to provide Konica Minolta with data on how the devices in your environment should be rationalized to achieve required cost savings. This will also help us to identify opportunities for workflow improvements with the ultimate goal of reducing costs. If Teledyne decides to engage Konica Minolta in the Strategic Assessment process which involves our “Follow the Document” methodology, additional value will be added along with device consolidation. This assessment, detailed in Phase I, looks at capture and workflow processes by department and sets the stage for process and workflow efficiencies. Konica Minolta will analyze the workflow in each of your departments in an effort to identify any existing bottlenecks. Konica Minolta will focus on improving document-related workflows and ensuring that your employees can share information effortlessly company-wide, and provide management of documents, output, and assets, as well as targeting goals in the shape of Key Performance Indicators (KPI). Our ability to measure this through consolidated enterprise reporting is one of our unique and compelling services. This
  7. 7. method of managing information will assist you in making well – informed, data driven decisions regarding your input or output state. Sample Before State Our Optimized Print Services Process allows us to identify areas of over-redundancy and make recommendations for rightsizing your fleet Sample After State Fleet consolidation & savings typically runs in the 10-30% range. Environmental Impact Analysis Green is the hot topic in every boardroom in America and large companies are trumpeting ambitious environmental goals. Corporate officers continue to look to IT Departments to develop IT Sustainability Solutions that are truly measurable. The TEC (Total Energy Consumption), ECE (Estimated Carob Emissions) and total kilowatt in Energy Star mode are three components that make up the carbon footprint of any single imaging device. Konica Minolta has a definable process designed to provide IT/Facilities with definitive measures of before and after and on-going progress of their imaging device fleet down to the level of how many trees are necessary to replace the carbon use associated with the imaging device fleet. Konica Mniolta has two methods to perform this service, which is detailed below.
  8. 8. Konica Minolta’s Green Floor Program During the Managed Print Assessment process Konica Minolta documents your current fleet of imaging devices and footprints the TEC, ECE and kilowatt standards provided by each manufacturer’s environmental website. Once the current environmental state is identified and benchmarked, Konica Minolta will total the carbon footprint as a baseline. Next we calculate the new fleet demographics after implementation of the Future State and define your environmental savings. OPS Implementation & Integration In keeping with Konica Minolta’s collaborative approach to any OPS project, our team will work closely with your facilities and IT Departments to ensure a seamless transition to the new Konica Minolta solution. The plan is followed closely for all installations and the new inventory; location and contact information are all then entered into Konica Minolta’s database to ensure immediate customer support. Below is the detail behind the implementation process. Project Plan – Benchmarks and Metrics The planning stage lays the groundwork for defining the implementation of the future state and ongoing management stages of the project. Konica Minolta develops realistic plans by working collaboratively with you to develop these clearly defined roles and responsibilities. This provides the following: Elimination of surprises Pro-active identification and rapid resolution of issues Effective rollouts and a strong program foundation An OPS Project Manager will be responsible for Teledyne’s planning and implementation stage. Konica Minolta’s team of technology specialists includes members who are dedicated to planning and implementing installations. Konica Minolta’s Project Managers are experienced and have been trained in Project Management standards. They make sure the project is planned, managed and completed on schedule. Planning and scheduling are the most critical components of an implementation. The extensive experience of Konica Minolta’s Project Managers is invaluable in proactively addressing and handling all matters involved, resulting in a highly successful installation. These individuals have in depth experience and can customize strategies to best meet the unique change management issues for you that can vary greatly from one location to another. Experience gained while transitioning many accounts to new programs, greatly enhances the Konica Minolta Project Manager’s ability to plan a seamless transition. The Project Manager is responsible for all aspects of your implementation. The Project Manager will become the one source of accountability during the planning and implementation stages and will work closely with you, the Account Manager and the Konica Minolta project team. The Konica Minolta Project Manager will be the primary Konica Minolta representative for Teledyne. The Project Manager’s day-to-day activities include project planning, communicating project status, delegating tasks, coordinating project activities and documenting progress according to the Konica Minolta project management methodology.
  9. 9. Project planning is completed by the collaborative efforts of the Konica Minolta Team. As the team leader, the Project Manager’s overall responsibilities include:          Provide overall project leadership Assist in the formalization of the technical solution Understand and communicate project requirements Locate required personnel resources Develop a transition plan Develop project plans Define project tasks and delegate these tasks to the team Manage internal and external reporting Maintain high level of client satisfaction The Project Manager in conjunction with the System Engineers and Account Manager will design a statement of work. The statement of work will include all services and processes required to initiate, implement and manage your program. Content may include:        Equipment install/move/removal procedures Change management Training/educational services Hardware and software support Project management Tracking and reporting Escalation procedures Lastly, the backbone of this phase is the detailed plan for project implementation and the support staff behind it. The Support Team Based on the philosophy of team account management, your Konica Minolta Team has an average tenure of over 10 years of industry experience and every single member of the Team will play a vital role in the success of this project. The Team’s activities post implementation will follow the Project Plan and Future State detailed at the beginning of this document. Implementation Plan – Project Teams Konica Minolta – Denise Blackwell – Regional Vice President of Corporate Accounts Konica Minolta – Tom Menton – Director of Major Accounts Konica Minolta – Dan Arwine – Corporate Accounts Sales Manager Konica Minolta – David Abrahams – Key Account Manager Konica Minolta – Michael Pond – Solutions Development Manager Konica Minolta – Len Zeilinski – Systems Engineer Konica Minolta – Richard Dablin – Area Service Manager Konica Minolta – Saul Guzman – District Service Supervisor Konica Minolta – Michele Austin – Training Team Lead
  10. 10. Manage, Govern, & Improve The key to a successful Managed Document Services Implementation lies in the effective on-going governance of the output environment. The first step in ensuring that the changes made achieve the cost savings and process improvement goals intended is to make sure the population adopts and adapts to the changes. This is achieved through Change Management. Change Management Konica Minolta understands that true success cannot be gauged in the planning of any project. This is why Konica Minolta’s team of sales professionals is especially dedicated to the adoption of new solutions and the on-going management of their use. What is Change Management? Change Management is the foundation of a solid Document Management Program. A well thought out Change Management plan ensures that new solutions are not only adopted by end users, but maximized for optimum benefits. Konica Minolta utilizes a six step model for Change Management. We follow these steps to ensure ongoing sponsorship of the program long into its implementation. 1. Develop a Change Management Team among the project team 2 . Build Awareness of the upcoming change and the reasons for it: Awareness 3. Create ownership over the change among the end-user commuity: Desire 4. Establish foundational knowledge of how to make the change: Knowledge 5. Hone the skill sets of the end-user community through continuous training: Ability
  11. 11. Konica Minolta’s proven process provides on going assessment and optimization governance to ensure adoption and help you stick to the plan so projected cost savings and productivity gains can be realized on a continuous basis. Our Change Management experts will work with your project team lead to: Identify Key Teledyne Initiatives Develop Training schedules Create User Guides Our experts will also help you to create information to help communicate the new strategies Marketing materials Internal/external communication These materials will be used to explain the benefits of the new Konica Minolta solution. The goal here is to increase the level of user-ship among campus employees and create a sense of ‘sponsorship’ among all end-users. Active Management of Entire Output Fleet With the use of our Opt Monitor software, Konica Minolta is able to manage and monitor your entire output fleet remotely. This software provides the following benefits:     Service Monitoring and Notification on ALL output devices Automated Meter Collection Automated supply replenishment to the desktop Detailed fleet and device reporting Quarterly Business Review Meetings Finally, Konica Mniolta will map your Future State with goals, metrics and benchmarks from the Project Plan and provide a true vision of the future and foundation for our relationship. These benchmarks, along with other KPIs (Key Performance Indicators) can be reviewed in a regularly scheduled open discussion on a quarterly basis. Konica Minolta will work together with you to determine the monthly or quarterly review plan. Additional Konica Minolta specialists are often included in these meetings to discuss various program areas. The agenda typically includes, but is not limited to, the following topics:         Total Spend (Hardware/Meter) Drilldown of spend by product (MFD vs. printer) Service call history (By location and in aggregate) Total service escalations Uptime/Downtime with detail Addressing any fleet-related issues or questions Discussing ideas for ongoing improvements Review of any escalation occurrences, if applicable
  12. 12. Management reports will of course be generated according to Teledyne’s requirements. Program metrics will be tracked through Konica Minolta’s database tracking tool and data will be captured on the opt Monitor, Pagescope and vCare tools. All reports can be posted on MyKMBS for viewing by designated authenticated users. Konica Minolta customizes reports to measure program components, adherence to SLAs and fleet data. In Summary In order for organizations to realize true cost savings and efficiencies in their output environment, they must follow a holistic approach. We need to take into account all output devices and the associated workflow. Konica Minolta has a tested process that can realize real, significant cost savings and efficiencies. According to IDC, an organization that goes through an assessment of this type can realize the following average savings: 40% reduction in IT Help Desk calls 25% or greater reduction in consumables costs 20% reduction in unscheduled maintenance costs Savings for a company taking advantage of the above areas as well as cost reductions in installation/upgrades and acquisition will average 23%. In addition, you will be able to realize an improvement in device up-time, employee satisfaction with the output fleet and a significantly reduced burden on IT. Please let Konica Minolta know if you would like us to perform a sample assessment today.