The document outlines the managed print services (MPS) offered by RJ Young, emphasizing the importance of visibility, cost savings, and productivity enhancements through comprehensive site assessments and custom recommendations. It details the current printing situation at Buckman Labs, including an inventory of printer devices, costs, and inefficiencies due to decentralized decision-making and multiple vendors. The proposal includes ongoing monitoring and optimization strategies to better manage printing resources and reduce overall costs.

1. MANAGED
101PRINT
SERVICES
MPS

2. Managed Print Services
MPS

3. Everything but the paper.
$+ + =
Printers Service &
Repairs
Supplies Fixed
Monthly Fee
Managed Print Services (MPS)

4. Goals

5. 3 Goals of MPS
Gain Visibility Save Money Boost
Productivity

6. Implementation

7. Implementation
Total Printing
Costs
Unmanaged
• Today’s environment
• One of the last unmanaged
costs for businesses
• Up to 90% of organizations
do not track the cost of
printing documents

8. Implementation
Total Printing
Costs
Unmanaged
Site
Assessment
• A thorough site assessment should be
conducted before recommending or
implementing a MPS program; such as
RJ Young’s T.O.P.S. Assessment (Total
Organizational Print Study)
• Organization-wide assessment of
printing environment
• Map employee and document workflows

9. Site Assessment
TOPS Analysis
Prepared By:
Mike Noffsinger
Brad Cash
Chris Clark
Trent Wilson
Adam Dausman
Western Kentucky University
September 22, 2015
RJYoung.com • 800.347.1955
Summary
Total #of devices
Total # of un-reconciled devices 4
Total #of locally connected devices 186
Total # of network connected devices 68
Total #of manufacturers 16
Total # of device models 134
Total # of MFPs 26
Total # of MFP Resellers 6
Manufacturer Breakdown Count
Brother 1
Canon 65
Dell 4
Epson 20
HP 117
IBM 4
Kodak 1
Konica Minolta 4
Lexmark 6
Oce Imagistics 8
Oki 1
Ricoh 10
Sharp 2
Tally 5
Toshiba 1
Xerox 5
267
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SUMMARY
CURRENT COSTS
Summary
Total #of devices
Total # of un-reconciled devices 4
Total #of locally connected devices 186
Total # of network connected devices 68
Total #of manufacturers 16
Total # of device models 134
Total # of MFPs 26
Total # of MFP Resellers 6
Manufacturer Breakdown Count
Brother 1
Canon 65
Dell 4
Epson 20
HP 117
IBM 4
Kodak 1
Konica Minolta 4
Lexmark 6
Oce Imagistics 8
Oki 1
Ricoh 10
Sharp 2
Tally 5
Toshiba 1
Xerox 5
267
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Cases of paper used in 6 months Sheets per case Annual Multiplier
263 5000 2xx
Annual Volume
Average Annual Device Volume
Average Monthly Device Volume
2,630,000
9,850
82
RJYoung.com • 800.347.1955
SUMMARY
CURRENT SITUATION
Current Printer Fleet includes the
following equipment:
Total Number of Printers: 267
Monthly Volume: 220,000
Current price for printer supplies:
• Monthly @ 5% $20,635
• Monthly @ 10% $41,270
• Of the printers, 186 are locally connected
(mostly inkjet) and 68 are network
connected devices
• 16 different manufacturers and 134
different models
• 117 of the 267 printers are HP devices
Current Fleet includes the following
equipment:
Copier Based MFPs*
Total Number of MFPs: 12 4 different resellers
Monthly Volume: 47,900
Current Leases: $2,741.35
Current SMP: $1,096.06
Total: $3,837.41
Too many vendors, too many invoices.
Buckman Labs currently receives multiple
invoices from different vendors for leases,
supplies, maintenance, and Supply/
Maintenance programs.
Decentralized decision making.
Equipment purchasing decisions are handled
within multiple departments.
No overall plan or cost containment.
Supply AND equipment purchasing decisions
for printers are made on an as needed basis
with no planning or cost management
program.
No standardization of 3rd party
agreements.
Sporadic lease end terms create an enormous
opportunity for late fees, penalties and
accidental renewals.
No plan for levering assets or
obsolescence.
Aging fleet lends to not utilizing your
equipment effectively and offers no
obsolescence plan. Also, it makes no sense
to use single function devices any longer.
No online monitoring of usage for each
device.
You’re left with no way to effectively
manage your fleet.
Non-networked devices cannot be
effectively managed.
Leads to higher fleet and output costs.
$19,362.21 Local
$1,272.74 Network
$20,634.95 Total Monthly
$247,619.40 Annual @ 5% coverage
$495,238.80 Annual @ 10% coverage
RJYoung.com•800.347.1955
Ground Floor
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Example

10. Implementation
Total Printing
Costs
Unmanaged
Site
Assessment
Install
Software
• Technology makes it possible for us to
understand, and quantify, how your
organization prints documents
• Data collection software may be
placed on devices to collect usage data
(number of pages, % of coverage, B&W /
Color, etc.)
• Data collection critical for a precise MPS
program design

11. Implementation
Total Printing
Costs
Unmanaged
Site
Assessment
Install
Software
Design Custom
Recommendation
• MPS program should be designed for
YOUR organization, it is NOT a one-size
fits all solution as every organization’s
workflow is unique
• Include recommendations for device
placements, types of devices & cost

12. Implementation
Total Printing
Costs
Unmanaged
Site
Assessment
Install
Software
Fixed Fee
• Recommendation should include a
cost for your organization
• Set # of Prints to include Equipment,
Service & Supplies
• Ensure no hidden fees here!
Design Custom
Recommendation

13. Implementation
Total Printing
Costs
Unmanaged
Site
Assessment
Install
Software
Fixed Fee
Ongoing
Optimization
and Monitoring
• Your business is not static and your
needs will change
• On-going monitoring of printing
usage
• Quarterly business reviews to
discuss program optimization
Design Custom
Recommendation

14. Benefits of
MPS

15. FIXED
BUDGET
Reliable Budgeting
JAN FEB MAR APR
MAY JUN JUL AUG
SEP OCT NOV DEC

16. MONITOR & ADJUST
Adjust to Business Changes
PRINT VOLUMES

17. IT TEAM
& MANAGERS
FOCUS ON
OTHER
INITIATIVES

18. INVENTORY
ORDER
AS NEEDED

19. TOP 10Criteria to look for
in MPS Provider

20. Fixed Cost with
Set # of Prints
01

21. Fixed Cost
with
Set # of Prints
01MISSING SERVICES
Parts, Labor NOT Included

22. Flexibility
to Adjust
Contract as
Needed
02

23. Flexibility
to Adjust
Contract as
Needed
INFLEXIBLE,
LENGTHY
CONTRACT
TERMS
02

24. Provide & Service
Multiple Brands

25. Provide & Service
Multiple Brands
03
ONE BRAND OR
ONE-SIZE-FITS-ALL
PRODUCT LINE

26. Retain
Ownership of
Equipment
04

27. Retain
Ownership of
Equipment
RENTED EQUIPMENT
OR RELINQUISH
OWNERSHIP AT END
OF CONTRACT
04

28. Proven, Dependable,
Fast Service
& Supply Orders

29. Proven,
Dependable,
Fast Service &
Supply Orders
05SLOW RESPONSE
TIMES,
DIFFICULTY
PLACING SERVICE
& SUPPLY CALLS

30. Experienced
MPS Specialists
06

31. Experienced
MPS Specialists
NO PROVEN
SYSTEM
06

32. Change
Management
Processes &
Expertise
07

33. Change
Management
Processes &
Expertise07
NO EXPERIENCE WITH
SYSTEM-WIDE MPS

34. Local Presence
and/or
On-Site Service
Technicians
08

35. Local Presence
and/or
On-Site Service
Technicians
08 NO LOCAL
SUPPORT

36. Printer
Replacements
and/or Loaner
Printers
Available09

37. Printer
Replacements
and/or Loaner
Printers Available09 NO BACK-UP
INVENTORY

38. Software &
Resources for
Effective Fleet
Management
10

39. Software &
Resources for
Effective Fleet
Management10 NO
INFRASTRUCTURE

40. RJ YOUNG LOCATIONSns
Award winning sales
and service support to
businesses of all sizes and
geographical footprints.
Sales and service locations
across seven states.
Nationwide partnerships.

42. FOR MORE INFORMATION
Contact:
Harris Delchamps
Director of MPS
harris.delchamps@rjyoung.com