Optimize Print Services White Paper - A Guide to Greater Savings
Konica Minolta’s Guide to Greater Savings
Optimized Print Services White Paper
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
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
Do you know how
many print devices
Do you have the
right # of print
devices for your
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
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.
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.
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.
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
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
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
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.
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
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.
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
Hardware and software support
Tracking and reporting
Lastly, the backbone of this phase is the detailed plan for project implementation and the support staff
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
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.
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
2 . Build Awareness of the
upcoming change and the
reasons for it: Awareness
3. Create ownership over the
change among the end-user
4. Establish foundational
knowledge of how to make the
5. Hone the skill sets of the
end-user community through
continuous training: Ability
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
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
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
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 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
According to IDC, an organization that goes through an assessment of this type can realize the following
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.