Managed print services | printer consolidation | 4 office automation ltd.


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4 Office Automation is one of the only independent suppliers in Ontario who has been able to Implement managed print services successfully in a number of public sector organizations.

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  • Managed print services | printer consolidation | 4 office automation ltd.

    1. 1. Managed Print Services“The Hidden Goldmine” -Gartner Reasearch Group
    2. 2. Managed Print Services Defined by the Gartner research group as “a service offered by an external provider to optimize or manage acompany’s document output to certain objectives, such as: 1) Driving Down Overhead Costs 2) Improving Efficiencies and Productivity 3) Reducing The Administrative Burden Source:
    3. 3. How is this Possible?Managed Print Services help organizations drive down costs and increase internal efficiencies. Source:
    4. 4. Methodology and ObjectivesGenerally speaking, the objectives are to movehigh cost desktop (printer) prints to low costmultifunctional devices, thereby reducing theratio of users to each machine from 3:1 down to9:1.Most successful Managed Print Initiatives focuson decentralizing multifunctionals whilecentralizing (by removing desktop printers) prints. Source:
    5. 5. How is this Possible?Print Migration is an effective way to divert print traffic to lower cost per print devices, and reduce your overall footprint. Source:
    6. 6. Scope of ServicesAn MPS Program can be as simple as arestructuring of customer owned equipmentwith an objective of reducing the ratio of usersto each machine to effect cost savings – or –as robust as a fully managed vendor ownedfleet that might include a central print shopoperated by the vendor with services, down tothe level of toner and paper replacement onindividual devices. Source:
    7. 7. What is Recommended?Successful MPS programsusually make use of a balancebetween current, customerowned equipment and newvendor supplied equipment. Thisminimizes the disruption to users,while allowing for the gradualphasing out of higher cost printdevices. Source:
    8. 8. Main ComponentsAssessment of current print device infrastructure and costsProposal and Agreement to re-align and/or removeSelection of general replacement hardwareOngoing provision of service, parts, supplies for both new andexisting hardwareTracking and measurement of equipment usage for greaterefficiency and productivity gains throughout the life of thecontract. Recommendations and adjustments are made inorder to improve satisfaction and meet the changing needs ofcustomers. Source:
    9. 9. Realizable Results?A real cost savings of30% to 50% have beenprojected by Gartner andother consulting firms forthe past ten years, alongwith a reduction of thecarbon footprint by 50%. Source:
    10. 10. Sound Too Good To Be True?Although the promises outlined in the original Gartner report are veryattractive, they have proven difficult for many suppliers to implement.4 Office Automation is one of the only independent suppliers in Ontariowho has been able to Implement managed print services successfully in anumber of public sector organizations.The most recent case study involved one of the largest publicly ownedcorporations in Ontario that involved over 600 individual print devices.With buy in from the top of the organization program 4 Office was able tocut print costs by an average of 40% as well as implement strategies thathelped reduce energy consumption by 58%. Source:
    11. 11. Sound Too Good To Be True?In a recent case study, a Major public sector organizations printingcosts were cut by an average of 40%. The total carbon footprint /energy consumption was also reduced by an average of 58%. Source:
    12. 12. How was this accomplished?By re-distributing print volumes from high cost devices to super reliable, low cost perprint MFP’s.Reducing the total number of print devices, without impacting employee productivityin a negative way. Users were willing to give up their personal departmental printingcapability in exchange for improved services.Centralizing the procurement and management of print devices and supplies awayfrom individual departments.4 Office employs some of the leading MFP technology in reliability and low energyconsumption devices.Gradually standardizing the fleet of print devices to make it easier for IT staff tomanage and control.Introducing strategies that enabled them to better use the equipment they had onsite,rather than routing larger print jobs to outside vendors. Source:
    13. 13. Want to know more?To learn in more detail how this wasaccomplished, go to the link belowand request a full copy of the report,which includes the name of theorganization, as well as references.(For confidentiality purposes usersmust use a valid company emailaddress to request the report).