Cloud Technology and Your Printing Business

Now is the Time: Cloud Technology
and Your Printing Business
1
Dr. Joe Webb
Moderator
Slava Apel
Industry Technologist
Scott Prince
Sr. Cloud Migration Expert
Roger McClure, Esq.
Attorney
www.CloudProduction.com

The agenda
•The cloud and the printing business
•Applications in the cloud
•Cloud migration requirements
and experiences
•Legal issues
•Summary
•Q&A
2www.CloudProduction.com

Printing & the cloud
•We’ll send you our
cloud benefits summary
after today’s webinar

What is “the Cloud”?
What does it mean for today’s
printing business owners?

What makes cloud work
•Rampant connectivity options, getting faster
and less expensive
•Addresses concerns about on-site data privacy
and security
•Access to data and information anywhere,
any time, any device
•Time shifting of work processes
•Flexibility in work force and business relationships

Strategic and long-term value
•Modernizes IT strategy, shifts business risks to others
•Preserves capital for core business functions
•Changes costs for better margins
•Take advantage of tech improvements sooner
•Increases attractiveness of business to others
• Clients and prospects
• Investors / buyers

Best implementation: choices, not chaos
•Every print business is different
• Many choices of applications and implementation
approaches
• Find the best fit for now and future plans
• Build in flexibility to adapt to unforeseen changes
7
Assess Plan Align Migrate Operate

Cloud applications for
every aspect of your
business, for all devices

Today, all business functions
have cloud opportunities
• HR, benefits, vacations, recruiting,
performance
• File storage, DAM, file transfer
• Telephony
• Shipping/Mailing
• CRM
• Email, messaging, Chat
• Project management, workflow
• Computing
• Backup
• Ordering, uploading, Web2Print,
catalogues
• Collaboration, video, screen
sharing, co designing, co quoting
• Estimating
• Marketing
• Order tracking
• Graphic design
• Business intelligence
• Proofing

Adobe Creative Cloud goes without saying…
are you getting the most out of it?
• Online proofing and
approval management
• Predefined approval
workflow
• online proofing
• real-time collaboration

Very basic: file management and sharing
• Convenience
• Backup
• Searchability
• Sharing
• Version control
• Desktop and mobile integration
• Company verses individual permissions

Secure data: automatic backup
• Online backup automatically and securely protects documents,
photos, and other media
• Prevent data loss from drive crashes, accidental deletes and
overwrites
• PC or Mac client
• Continuous backups
• Full disk backups
• File sharing
• Explorer integration
• Folder syncing
• Version saving

CRM can permeate business beyond sales
• Contact management
• Client history
• Reports and dashboards
• Customizable reports
• Analytics
• Sales force automation
• Sales forecasting
• Sales collaboration
• Email client integration
• Workflow and approvals
• Territory management
• Sales data
• File storage
13
• Sales performance
management
• Partner management
• Marketing automation
• Chat integration
• Call center automation
• Support automation
• Product level quotes
• Role based views
• 3rd party integrations
• ERP integration
• Case management
• Case escalation

Email management can be better,
more effective and more productive
• Data recovery
• E-discovery compliance
• Email archiving
• Email monitoring
• Policy management
• Queue manager
• Response management
• Routing
• Shared inboxes
• Signature management
• Spam blocker
• Whitelisting / blacklisting

Messaging: visibility and collaboration
• Use via web browser or desktop app
• File sharing
• Integrations with 3rd party apps like IFTTT, Google Hangout, Dropbox,
etc.
• iPhone and Android app
• Extra security features to ensure secure communications
• Can switch between multiple teams
• Low resource usage
• Project management tools
• Set away message
• “idle” status (when you are inactive)

Getting things done:
project management made easier, more effective
• Budget management
• Bug tracking
• Collaboration
• Email integration
• File sharing
• Gantt charts
• Idea management
• Issue management
• Milestone tracking
16
• Portfolio management
• Project planning
• Requirements management
• Resource management
• Status tracking
• Task management
• Testing / qa management
• Time & expense tracking
• Percent-complete tracking

Workflow/MIS ties operations together,
even those outside your plant and office
• Customer management
• Quote management
• Accounting
• Workflow
• Reporting
• Inventory management
• Scheduling
• Job floor data collection
• Shipping
• Fulfilment
• Estimating
• Sales orders

E-commerce is your face to the market,
and a catalyst for internal productivity
• ePrintDesigner/Amazing Print Tech*
• DigitalStoreFront/EFI
• MarcomCentral/Ricoh
• Pageflex
• XMPie/Xerox
• Design online
• Estimate online
• Send file online
• Check inventory online
• Build catalogue online
• Ecommerce
• Customize templates
• Brand management
• VDP online
• MIS integration

Benefit of Web2Print: 500% to 2900% faster
Engage
customer
30
Assess
Needs
20
Present
Capabilities
30
Generate
Quote
20
Get
Purchase
Order 20
Make/get
artwork
60
Send
Proofs
15
Artwork
correction
5
Resend
Proofs
15
Open
Files
5
Sale PrePress Digital
Convert
to PDF
2
Join Files
5
Preflight
10
Color
Manage
10
Impose
5
Proof
10
Job Split
5
Load
Balance
5
Print
10
62 minutes preparation
+10 minutes printing
=72 minutes
4x
Input
details in
MIS 10
Send
Billing
info 10
Enter
Payment
Info 10
Find PDF
ready for
print 1
Find Paid
receipt 1
Find
Imposed
file 1
Find
shipping
label 1
Create
shipping
label 5
Print
10
+10 minutes printing
=14 minutes
According to Xerox.
For every $1 spent on printing another $6
is spent on managing the print workflow
According to HP
For every $1 spent printing a page,
another $9 may be spent to manage it
Customer
Phone
Tag 15

Estimating: faster, more relevant and
predictable response to customer
• “Best price" estimating
• Best fit imposition
• Bindery estimating
• Discounts management
• Multiple version calculations
• Pre / post service calculations
• Pre-press estimating
• Press & run style analysis
• Process ink calculation
• Production options evaluation

Marketing automation
• Multi-channel marketing automation
• Content management tools
• Social media tools
• Analytics platform
• eMail/Landing Page integration
• Heat-mapping
• Experience personalisation

Achieving savings, benefits,
through wise implementation

Know what you’re getting into:
Cloud Production Partners Assessment
•Analyzes business needs
•Evaluate current technology inventory and network
•Determine best approach for of each type of solution,
situation, and need
•Review timetable alternatives
•Training and transition requirements
•Understand what’s right for a specific business

Assess
•Review and evaluate current processes
•Technology capability inventory
•Desires and objectives
•Time horizon
•Training and transition needs

Plan
•Match resources and objectives
•Applications and cloud vendors identified and
proposed
•Staging, timetable, milestones
•Migration requirements by process and function
•Training strategy and timetable

Align
•Prepare data, processes, and people for cloud
migration
•Set up cloud applications
•Test planned applications
•Training and coaching
•Create and configure new user accounts

Migrate
• Select migration time (weekends, scheduled downtime)
• Migrate data based on plan
• Document migration and plan transfer
• Validate migration
• Test operation
• Training and coaching

Operate
•Check processes and performance
•Coach as needed
•Monitor use
•Previous computers and servers decommissioned
• Final backup to cloud or other media
• Wipe hard drives and dispose or donate for tax credit

Flexibility: structure plan for implementation and
maintenance in the right way for the business
• Assessment
• One-time up-front fee,
no further obligation
• Training based on needs
• Flat fee
• Event fee
• Hourly fee
• Migration
• Flat fee
• Gigabytes transferred
• Combination
• Cloud applications
• Billed as CPP package
• Directly with providers
• Post-migration support
• New applications
• New employee training
• New/additional users
• Refresher training/coaching
• New job coaching
• Other locations
• Customer onboarding

The Legal Aspects

Duty to protect
•System security is no longer
your primary responsibility
•Focus your responsibilities
where it matters most
• Your customer data
• Customer lists
• Marketing plans
• Processes and procedures
• Financial data

Protect your own financial data
• The cloud is worldwide:
what law applies?
• Country? State? Local?
• Read the EULA for governing
jurisdictions
• Evolving legal standards
• Technological change means that
legal standards have trouble
keeping up with industry practices

The EULA trap
Marketing says one thing, the contract says another?
• End User License Agreements (EULAs)
protect the cloud providers first,
then the customers
• EULAs are not negotiated unless
you are a really, really big customer
• Grin and bear it? Or… use as a means
to differentiate suppliers
• For big name products (QuickBooks)
you have no choice
• For undifferentiated products (file transfer,
backup) you may have many choices
• Industry tends to be “standard”

Now is the time:
10 reasons

10 reasons
1. Data security
2. Automatic data backup
3. Reduce fixed costs of computing
4. Software license and upgrade management
shifted to software providers
5. Scalable computer investments, reduced
integration issues

10 reasons
6. Device independence takes advantage of all types
of computer platforms: desktops, notebooks, tablets,
smartphones
7. Flexible and more responsive communications
and interactions
8. Workforce more flexible and less dependent on
physical location
9. Work with support services, print brokers, agencies,
partners in a better way
10. Modernizes company infrastructure, more attractive
to buyers, partners, clients, prospects, and others

Q&A
Get the book!
www.CloudProduction.com/#book

Discuss your needs
•www.CloudProduction.com
1-416-849-5339 x242
•Scott Prince
• scott@cloudproduction.com
•Slava Apel
• slava@cloudproduction.com

Thank you
for joining us!
39
Dr. Joe Webb
Moderator
Slava Apel
Industry Technologist
Scott Prince
Sr. Cloud Migration Expert
Roger McClure, Esq.
Attorney

Cloud Technology and Your Printing Business

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