Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

uniFLOW Print Management for Corporate Clients


Published on

  • Be the first to comment

uniFLOW Print Management for Corporate Clients

  1. 1. Modular Output Management Suite SME/Corporate Richard Hall
  2. 2. Printing Intelligence Student identification Pay-for-print/copy Cash depositing Secure printing Print & copy accounting Printer mgt. Job routing Job Ticketing Web submission Job Production Copy shop mgt.
  3. 3. Your Challenges – some facts and figures * Canon measured average
  4. 4. Your Opportunities <ul><li>Companies that actively manage their print fleets can save up to 30% of their overall print costs (Gartner 2004) </li></ul><ul><li>86% print-related help desk calls decreased </li></ul><ul><li>71% device availability increased </li></ul><ul><li>71% better document workflows/smoother business </li></ul><ul><li>(IDC 2004) </li></ul>
  5. 5. Canon Solution: “Printing Intelligence” <ul><li>Canon has the software and expertise to: </li></ul><ul><ul><li>Understand print usage and costs </li></ul></ul><ul><ul><li>Control your printing </li></ul></ul><ul><ul><li>Maximise benefits </li></ul></ul><ul><ul><li>Minimise costs </li></ul></ul>Do more, do it better at lower cost
  6. 6. Canon “Printing Intelligence”
  7. 7. uniFLOW & “Printing Intelligence” Allocation of office overheads to departments/cost centres
  8. 8. Corporate: Situation/Environment <ul><li>Many corporates have their own specialized structure, incl. hierarchy, complex managements lines, etc. </li></ul><ul><li>People working in different departments, business units, workgroups, like Marketing, Logistics, Finance, Sales, etc. </li></ul><ul><li>Many different types of documents printed from different applications: </li></ul><ul><ul><li>Typical Office applications </li></ul></ul><ul><ul><li>Confidential, personal information (HR) </li></ul></ul><ul><ul><li>Offers/price Lists/product information (sales/marketing) </li></ul></ul>
  9. 9. Corporate: Challenges/Needs <ul><li>Charge-back of overhead costs: pressure to improve cost efficiency in every cost centre </li></ul><ul><li>Associating print jobs to users and allocating the costs to groups/departments is currently a MANUAL task = </li></ul><ul><ul><li>Inaccurate </li></ul></ul><ul><ul><li>Time consuming </li></ul></ul><ul><li>Therefore: </li></ul><ul><li>Need to allocate print overheads to users, groups or departments, accurately & automatically </li></ul>
  10. 10. Accounting: Printing on the Network Username : “Lex-Jan Westra” Cost Center : MKT1 Date : 14th June 2004 Time : 10:32 Job Name : “My Doc.doc” Paper size : A4 Number of pages : 15 Duplex : YES Colour : NO Staple : YES Paper source : Paper deck Cost : € 0.45 1. User prints his document to the printer 4. Accounting data is stored in the database 2. uniFLOW analyses the print job and calculates the price 3. The document comes out on the printer without any delay
  11. 11. Accounting: Desktop Printers User name : “Lex-Jan Westra” Cost center : MKT1 Date : 14th June 2004 Time : 10:32 Job Name : “My Doc.doc” Paper size : A4 Number of pages : 15 Duplex : NO Colour : YES Staple : NO Paper source : Auto Cost : € 0.45 uniFLOW Server *Available in a Windows environment only 1. User prints his document to the printer 2. Client Software on the PC analyses the print job 3. The document comes out on the printer without any delay 4. Accounting information is send to the server and stored in the database
  12. 12. Accounting: Remote Locations <ul><li>Print data of external print server is temporarily locally stored </li></ul><ul><li>Regular exchange of the registered print data </li></ul>Accounting data HTML transfer Headquarters Central uniFLOW Server Location A Remote Print Server Location B Remote Print Server
  13. 13. Accounting: Reports for cost analysis <ul><li>Accounting provides customers with reports on who does what with which devices and how much that costs </li></ul><ul><li>Details on the print volume and printing costs by: </li></ul><ul><ul><li>Users </li></ul></ul><ul><ul><li>Devices </li></ul></ul><ul><ul><li>Departments </li></ul></ul><ul><ul><li>Cost Centres </li></ul></ul><ul><ul><li>Projects </li></ul></ul><ul><ul><li>Customers </li></ul></ul><ul><ul><li>Date & time </li></ul></ul>
  14. 14. uniFLOW & “Printing Intelligence” Secure Printing; Effective security mechanisms to control the output of sensitive documents
  15. 15. Corporate/SME: Challenges/needs <ul><li>Security is an issue: </li></ul><ul><li>Leakages of confidential information & theft of industrial secrets </li></ul><ul><li>Loss of goodwill with investors, shareholders, media </li></ul><ul><li>Possible consequences: </li></ul><ul><li>Legal suits </li></ul><ul><li>Managerial loss of control on information </li></ul><ul><li>Need: </li></ul><ul><li>To ensure that documents are released from devices ONLY AFTER the authorised person directly retrieves them AT the machine </li></ul>
  16. 16. Secure Printing <ul><li>Secure Printing </li></ul><ul><li>Enables sensitive information to remain confidential </li></ul><ul><li>No loss of documents at public printers </li></ul><ul><li>Pick up your document exactly at the printer you're at – your document will follow you (My Print Anywhere) </li></ul>
  17. 17. Secure Printing 1. User prints his document to the printer 2. The job is saved in the hold queue 3. The user identifies himself at the printer 4. Print job is released from the server and printed on the device
  18. 18. <ul><li>Identification Method Example </li></ul><ul><li>PIN-code: 19827 </li></ul><ul><li>Cost center MKT1 </li></ul><ul><li>Customer name/project code canon </li></ul><ul><li>Magnetic card </li></ul><ul><li>Contactless card </li></ul><ul><li>Finger print </li></ul>Many ways of Identification
  19. 19. Advanced Secure Printing <ul><li>Now you can select your print job from your own personal print queue using the control panel of the imageRUNNER. </li></ul>
  20. 20. Control the e-mail activity of the Canon imageRUNNER User puts his documents in the feeder And identifies himself to the device using a ….. Proximity card Fingerprint Magnetic card PIN code
  21. 21. Control the e-mail activity of the Canon imageRUNNER uniFLOW Server Scan to Me Scan to my personal folder After using the iSend functionality Email is intercepted by the uniFLOW server first uniFLOW knows who is currently using the device from his login, and, depending on the entered email address, he forwards the information to ….. Company mail server Specific folder on the network uniFLOW printer
  22. 22. Easy (public) printing of general company documents <ul><li>In large organisations and in public environments there is a need for printing out all different kinds of general/internal company documents </li></ul><ul><li>Company newsletters </li></ul><ul><li>Telephone list </li></ul><ul><li>Cafeteria menu </li></ul><ul><li>Internal request/application forms </li></ul><ul><li>General company information </li></ul><ul><li>Trainings material </li></ul><ul><li>Brochures </li></ul>
  23. 23. Public Printing on the imageRUNNER <ul><li>Select the document you want to print from the central uniFLOW OM archive </li></ul>
  24. 24. uniFLOW & “Printing Intelligence” Control on Colour; Introducing and controlling colour in the office (Smart Office Colour)
  25. 25. Colour in the Office: Barriers to Adoption <ul><li>I understand the benefits for my business but … </li></ul>BUT Cost is THE Barrier to Adoption
  26. 26. How can I control Colour in the Office? <ul><li>Analyzing the data: to track and monitor colour usage </li></ul><ul><li>Accounting reports provide information on how much is printed in colour and how much in B&W </li></ul>
  27. 27. How can I control Colour in the Office? <ul><li>Analysis of user behaviour – who is doing what and WHY? </li></ul>
  28. 28. Enforcing restrictions on users Allocating printing & copying quotas for office users On exceeding the print job can only be printed in black & white
  29. 29. uniFLOW & “Printing Intelligence” Automatic Failover; Always available printing to increase office productivity
  30. 30. SME/Corporate: Situation/Environment If you can’t print it will irritate you and it will cost you money!!!!!
  31. 31. Solution: Automatic Failover <ul><li>“ Failover provides the intelligence to ensure staff productivity is unaffected – even when a printer goes down on the network” </li></ul><ul><li>Re-route a print job if the current printer has an error or is offline; Always available printing to increase office productivity </li></ul><ul><li>After re-routing a job, the user can be informed, where his print job has been routed to </li></ul><ul><li>Routing should be done between similar devices, to avoid complications </li></ul>
  32. 32. Automatic Failover: Example User prints his document to the printer In case of unavailability the job is sent to the next device in the group uniFLOW OM checks if the printer is available
  33. 33. uniFLOW & “Printing Intelligence” Fleet Management & Procurement; Intelligent management of all output devices within your company
  34. 34. Corporate: Situation/Environment <ul><li>Challenge: </li></ul><ul><li>Large fleet & infrastructure of printing/copying devices with: </li></ul><ul><ul><li>High capital investment and high operating costs </li></ul></ul><ul><ul><li>10 times more devices than needed </li></ul></ul><ul><ul><li>High cost of support, supplies, electricity </li></ul></ul><ul><ul><li>Asset depreciation </li></ul></ul><ul><li>Procurement chaos </li></ul><ul><li>Need: </li></ul><ul><li>Fleet rightsizing and strategic procurement </li></ul>
  35. 35. <ul><li>Intelligence on: </li></ul><ul><li>User behaviour </li></ul><ul><li>Device usage </li></ul><ul><li>Device capacity </li></ul><ul><li>Device performance </li></ul>means… Intelligence on Fleet Management, The right number of devices <ul><li>Fleet Management: </li></ul><ul><li>Re-active; optimal deployment of current devices (after an analysis you can place the right device on the right spot) </li></ul><ul><li>Pro-active; Strategic procurement of future devices </li></ul>
  36. 36. Intelligence on Fleet Management, The right number of devices Accounts Product Development Technical Support BEFORE
  37. 37. Intelligence on Fleet Management, The right number of devices Accounts Product Development Technical Support AFTER
  38. 38. uniFLOW & “Printing Intelligence” Automatic Job Re-routing; The right job to the right device
  39. 39. SME/Corporate: Situation/environment <ul><li>Only 1 out of 10 jobs printed is a large job… </li></ul>9% 91% Print jobs > 10 page
  40. 40. <ul><li>… but account for over 60% of paper produced </li></ul>SME/Corporate: Situation/environment 61% 39% Total output volume
  41. 41. Automatic Job Re-routing: Rules <ul><li>Automatic job re-routing on basis of rules: </li></ul><ul><ul><li>The number of copies of a print job </li></ul></ul><ul><ul><li>The number of pages of a document </li></ul></ul><ul><ul><li>The total pages in a print job </li></ul></ul><ul><ul><li>The fact whether the job is colour or black & white </li></ul></ul><ul><li>After re-routing a job, the user is informed, where his print job has been routed to </li></ul>Copies Pages Copies x Pages
  42. 42. Solution: Automatic Job Re-routing <ul><li>“ Intelligence on who is printing what on which device allows you to track the size of each print job and the capacity of devices.” </li></ul><ul><li>The right job to the right device </li></ul><ul><li>All large print jobs are now printed at the lowest costs and maximum speed </li></ul><ul><li>Devices in the office are utilised to the max </li></ul>
  43. 43. Automatic Job Re-routing : Example Printed on a workgroup printer, e.g. iR2200 Printed on a local desktop printer User prints his document to the printer 5 – 100 pages <5 pages >100 pages Print job is redirected to the central print room via an electronic job ticket
  44. 44. All about ... Case Study: Austrian Airlines
  45. 45. Austrian Airlines <ul><li>A complete solution for printing, copying and output management for the Austrian Airlines Group </li></ul><ul><li>The Company: </li></ul><ul><li>Austrian Airlines founded in 1957 </li></ul><ul><li>99 aircraft operational fleet, servicing 130 destinations in 66 countries on 5 continents. </li></ul><ul><li>&quot;Airline of the Year 2004 in Europe&quot; </li></ul><ul><li>Business links with Canon since 1990 </li></ul>
  46. 46. Situation: 160 copiers <ul><li>The original requirement was a&quot;tender for copiers“ only </li></ul><ul><li>160 central copiers, between 8-10 years old </li></ul><ul><li>Managed by Purchasing/Facilities department </li></ul><ul><li>One supplier/service partner </li></ul><ul><li>Total costs are known </li></ul><ul><li>Little internal costs </li></ul><ul><li>Cost are roughly estimated and allocated to the internal departments </li></ul>
  47. 47. Project change <ul><li>After the initial analysis Canon informs the customer of a potential for savings: save money on printing costs! </li></ul><ul><ul><li>Comprehensive analysis of costs/survey of printing habits </li></ul></ul><ul><ul><li>Impressive potential for savings by replacing traditional laser printers/scanners & faxes with MFPs </li></ul></ul><ul><ul><li>400 less workstation printers and approximate saving of 2 euro cents per printed page </li></ul></ul>
  48. 48. Situation: printers/scanners/faxes <ul><li>550 printers, 50 scanners, 150 faxes, all decentral placed devices </li></ul><ul><li>Managed by the IT department </li></ul><ul><li>Many different suppliers and service partners </li></ul><ul><li>Total costs of printing are unknown, no cost transparency </li></ul><ul><li>High internal costs for managing all devices (help-desk, toner change, etc.) </li></ul><ul><li>Cost of printing are not allocated to the departments </li></ul>
  49. 49. Tender develops into an IT project <ul><li>Austrian Airlines Group decides to set up a full IT project in place of the original tender for copiers </li></ul><ul><li>Project group set up including: Purchasing, IT and Financial Control staff, co-ordinated by Austrian Airlines' Corporate Project Management Office. </li></ul><ul><li>  </li></ul><ul><li>The team produced: </li></ul><ul><li>a list of the necessary locations for devices </li></ul><ul><li>the required equipment and configuration </li></ul><ul><li>an evaluation of system requirements (plus customisation) </li></ul>
  50. 50. And the winner is… Canon <ul><li>Shortlist of four suppliers selected for the demo </li></ul><ul><li>Canon is the winner after the price/performance ratio evaluation had been considered!!!! </li></ul><ul><li>The complete solution: </li></ul><ul><li>130 iRs installed with copy, fax, print and scan functions, and up to 165 devices planned for the final stage of development </li></ul><ul><li>uniFLOW Output Manager as a Printing Intelligence solution </li></ul><ul><li>E-Maintenance </li></ul>
  51. 51. uniFLOW at Austrian Airlines <ul><li>uniFLOW takes care of: </li></ul><ul><li>Employee data is collected from SAP </li></ul><ul><li>The printings of almost 3,000 system users are measured and monitored by uniFLOW Output Manager </li></ul><ul><li>The pages produced are monitored for each user or cost centre </li></ul><ul><li>The analysis is automatically fed back into the SAP system for storage and retrieval </li></ul><ul><li>Rapid, automatic and easy cost control and transparency: the wish of all Financial Control departments </li></ul>
  52. 52. All about ... uniFLOW Output Manager – Key features
  53. 53. uniFLOW – a modular approach Web Queue Management Job Ticketing Internet Gateway Load Balancing Secure Printing Desktop Accounting Document Archive PDF Workflow Biometric Server Clustering Central print queue for managing all incoming print jobs Electronic job tickets for order specification Sending print jobs over the internet for processing in the central print room Allows splitting of large print jobs across several printers and/or rule based routing of print jobs Holds print jobs on the server and releases them after identification at the printer Monitoring and accounting for print jobs that are printed on desktop printers Print job archive for reprinting jobs later Merging of server into a cluster for Fail-over protection or load balancing behavior (Hot/Hot, Hot/Spare Cluster) Generates PDF previews or allowing for analysis of text and colour information within a PostScript print job Management of all copiers, printers, and PCs in a copy shop Copy Shop MEAP-Device ID License Show your personal print jobs on the display of the Canon imageRUNNER & print on demand from the uniFLOW archive Allows identification using a fingerprint sensor Internet Watchdog PrePrint Easy to use, WYSIWYG tool for setting up finishing for complex documents For monitoring and limiting application usage on PCs
  54. 54. <ul><li>One total solution that targets your complete document workflow , not disparate functions </li></ul><ul><li>Using the MEAP technology uniFLOW can display messages to the end-users using the display of the imageRUNNER </li></ul><ul><li>Modular system featuring both outstanding flexibility and functionality </li></ul><ul><li>Already available identification systems can be easily integrated for secure printing </li></ul><ul><li>The architecture of uniFLOW makes it easy to customize it to the customer needs </li></ul>Key features of uniFLOW as a Printing Intelligence Solution
  55. 55. Modular Output Management Suite Thank You!