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What You Need to Start a MPS Agreement

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If you are looking to start a new managed print service (MPS) agreement with a new partner or you are looking into your first one, here is a list of information you need to have in order to get the most out of your agreement.

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What You Need to Start a MPS Agreement

  1. 1. What You Need to Start a Managed Print Service (MPS) Agreement Checklist included at the end
  2. 2. Getting started
  3. 3. What you’ll get with this slide deck. If you’re new to MPS or looking to switch providers, this guide can help you along the way. You will get a step by step process to starting with a new MPS partner and what information you’ll need along the way. There is a link to a PDF checklist version of this document at the end.
  4. 4. What is managed print services (MPS)? Printing can be complicated. MPS is a service that partners you with a certified partner that can help you plan, deploy and maintain your printers, copiers, label printers and most all things that put images on paper. There are also a lot of digital processes that a MPS partner can help you with as well. With MPS you normally get: •Supplies •Parts •labor Now that we covered what you get and what MPS is, let’s get to the information you will need to start with or switch to a new MPS provider.
  5. 5. Gather and provide fleet data to new MPS partner 1
  6. 6. Gather and provide fleet data to new MPS partner In order for your new MPS provider to service your business, they will need to know: •Devices you have •Locations of those devices •Who (people or department) prints to them •If you have any running data on them like average monthly page Any good MPS partner should always run a print and workflow assessment when starting out, but it never hurts to have more information and it also works as a check to make sure nothing is left out or lost in the transition.
  7. 7. Provide current terms and conditions to new MPS partner 2
  8. 8. Provide current terms and conditions to new MPS partner If you currently have a MPS agreement in place but are looking to switch providers, it is helpful to share your current terms and conditions with the new partner. This helps to ensure that there is nothing forgotten in the transition process. If there are any time frames to cancel, any leases and their terms and to make sure nothing is overlooked like a digital fax solution with its own agreement. Managed print providers are experienced in looking over this information and will be able to inform you of any contractual agreements that need to be handled before being able to move forward.
  9. 9. Provide current service and supply logistics to new MPS partner 3
  10. 10. Provide current service and supply logistics to new MPS partner There are many different ways that you can get service and supplies from a MPS partner. It is important to review your current logistics with your new MPS partner to make sure you get the same level, or even better if able, service that you have come to expect. This information includes where devices are to make sure that the correct toner goes to the correct location, how fast you should get service or supplies and what is considered a “service response”. This is the main part of managed print, getting supplies and repairs, so it is important to cover and agree on a level of service that is good for both parties.
  11. 11. Review network structure with new MPS partner 4
  12. 12. Review network structure with new MPS partner Copiers these days are incredible. They can not only duplicate a page, but can send that page to a digital folder, email it and do many other digital based processes with it. For all of this to run correctly, your MPS partner will need to know the set up of your network. This can be rather intense at times depending on what solutions you are getting, but the basic information needed is: •Email configuration •Any file storage system •Fax configuration •Remote access to your network (depending on service and solution) •Network configuration
  13. 13. Review any specialized processes with new MPS partner 5
  14. 14. Review any specialized processes with new MPS partner Your MPS partner will need to know what is being printed on your devices. It is important to note if there are any: •Medical records •Marketing material •HR processes •Legal/financial preprinted forms •Special finishing requirements This information can change the MPS proposal and recommended devices. It is important to stay compliant with government and industry regulations, and your MPS partner can help with, and needs to be aware of, this.
  15. 15. Had an assessment done with new MPS partner 6
  16. 16. Had an assessment done with new MPS partner Every MPS provider should preform a print and workflow assessment on your office. This will tell them: •How much your company is printing •Where the heavy print volumes are •Workflows that need to stay in place •and more With an assessment, the MPS provider can give you a proper recommendation and a proposal for helping you manage your printing fleet moving forward.
  17. 17. Had any used or current printers or copiers inspected by new MPS partner 7
  18. 18. Had any used or current printers or copiers inspected by new MPS partner Depending on how your agreement is set up, it is important to let your new provider look over any devices your are planning on keeping and putting under contract. Not all MPS providers are certified on all manufactures of printers and copiers. Sometimes a partner might not be able to service a device or a device is too old and worn down for them to be able to put it in a maintenance agreement. Most times, all your devices will get a green light, it is just nice to give the MPS partner a heads up on the printing fleet, let them know what's out there so there are no surprises.
  19. 19. Signed the contract with new MPS partner 8
  20. 20. Signed the contract with new MPS partner Once the assessment is complete, the data and processes have been reviewed and terms have been agreed upon – all that is left to do is sign the new MPS agreement and start enjoying your benefits of working with a managed print partner. Make sure that you agree on a regular scheduled review process, once a quarter is common, to have your partner meet with you on your printers and copiers – how they’re holding up, if there are any red flags and to review your printing trends.
  21. 21. Download the checklist If it is easier for you, feel free to download the one page PDF checklist that accompanies this slide deck. There are no obligations if you do and we wont ask you for any personal or professional information – just click and receive, no strings attached. Download the checklist here!Download the checklist here!

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