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Whats Under Your Bed that will Get You? ... Better Your Business by Knowing Printing Costs
- 1. What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs Presented by Brian Dawson, Print Tracker
- 2. What’s Under Your Bed That Will Get You? … Does your Brain Hurt Yet? “Stop Seeing MPS as a Silver Bullet” by Mitch Filby, First Rock Consulting MPS as a philosophy “Survival of the Fittest: How Tomorrow’s Service Providers Evolve” by Ken Stewart, Photizo Group Evolving MPS Service Providers “The Great Assessment Debate: To Have or Not to Have” by James Duckenfield, NewField IT and Kevin DeYoung, Qualpath “Comparing MPS Solution Sets: The Software Sets That Could Put Your MPS Business Ahead of the Pack” by West McDonald, FocusMPS On the Last day in the Last Hour of Transform Global … What will You Take Home? GREAT MPS topics you may have seen include … 2
- 3. What’s Under Your Bed That Will Get You? … In this Session I Will: • Identify why businesses should embrace MPS • Categorize MPS models • Discuss how to get started • Describe the typical meter collection process • Show what information is gathered • Detail what dealers do with the data • Tuck everything in nice and tight • Identify why businesses should embrace MPS • Categorize MPS models • Discuss how to get started • Describe the typical meter collection process • Show what information is gathered • Detail what dealers do with the data • Tuck everything in nice and tight 3
- 4. What’s Under Your Bed That Will Get You? … So What’s Under the Bed? 3-6%OF CORPORATE REVENUES ARE SPENT ON DOCUMENT OUTPUT. Companies dramatically under-estimate their total print expenses and needs. Many businesses fail to implement measurable cost controls, making this problem worse. * * Source – InfoTrends 4
- 5. What’s Under Your Bed That Will Get You? In the United States 15 MILLION PAGES ARE PRINTED every 5 minutes each and everyday. 5
- 6. What’s Under Your Bed That Will Get You? UP TO 90% OF BUSINESSES EMERGENCYEMERGENCY 6
- 7. What’s Under Your Bed That Will Get You? The typical office worker prints 7 34 PAGES A DAY.
- 8. What’s Under Your Bed That Will Get You? UP TO 20% OF WHICH ARE NEVER USED. 8
- 9. OF WASTE A typical office laser printer createscan create 100 LBS EACH YEAR 9
- 10. What’s Under Your Bed That Will Get You? Printing has been identified as the GREATEST OPPORTUNITY FOR CORPORATE EXPENSE CONTROL. GREATEST OPPORTUNITY 10
- 11. What’s Under Your Bed That Will Get You? Printing is often the 3rd HIGHEST OFFICE EXPENSE after rent and payroll. 11
- 12. What’s Under Your Bed That Will Get You? 3rd HIGHEST OFFICE EXPENSEMost companies can cut printing costs by 10 – 30% … * * Source – Analyst firm Gartner Group 12
- 13. What’s Under Your Bed That Will Get You? … So What can Businesses Do? First and foremost … Learn how your company processes • Chart departments that distribute paper • Include payables, receivables and services • Understand process challenges • Comprehend the print process • Define how paper impacts business costs • Visualize document movement print copy scan fax invoicingscan, fax & invoicing activitiesprint, copy, THEN … Plan to manage the print process 13
- 14. What’s Under Your Bed That Will Get You? … Defining “Managed Print Services” The MPSA < http://yourmpsa.org/ > defines Managed Print Services as: "...the ACTIVE management and optimization of document output devices and related business processes..." The MPSA defines four common MPS Business Components: • Supply Fulfillment only • Supply Fulfillment PLUS Break/Fix Service • Supply Fulfillment, Break/Fix PLUS Equipment Management • Supply Fulfillment, Break/Fix, Equipment, PLUS … 14
- 15. What’s Under Your Bed That Will Get You? … So What’s Under the Bed? --- --- --- “Dust–bunnies”: Monthly page output Imaging device inventory Device placement Machine usage (efficiency) Unnecessary equipment Non-manageable machines Imaging fleet operating costs 15 Monthly page output Imaging device inventory Device placement Machine usage (efficiency) Unnecessary equipment Non-manageable machines Imaging fleet operating costs Where can the answers be found? … So What’s Under the Bed? --- --- --- “Dust–bunnies”:
- 16. What’s Under Your Bed That Will Get You? … Assessment and Evaluation 16 A proper assessment (done over a specified time), allows for a sound print management strategy. Assessment Identifies Challenges Defines average page output per month Shows machine usage Identifies management capability Suggests efficient device placement Gathers a machine inventory … leading to fleet reduction and lower printed output Can help determine operating cost of the fleet An MPS strategy is NOT possible when real-time data cannot be gathered. Assessment Identifies Challenges
- 17. What’s Under Your Bed That Will Get You? … The Assessment Data collection: Collection software is efficient Two primary collection methods 1. “Quick” assessments – NO deployment Calls for two or more capture attempts Some devices may not report during capture Reporting challenges / device status is difficult to determine 2. Software deployment Baseline reporting / device inventories are established Missing devices can be found and noted Offers continuous reporting Continuous reporting spots challenges / gives device status 17 Data collection: 1. “Quick” assessments – NO deployment 2. Software deployment
- 18. What’s Under Your Bed That Will Get You? … A Typical Meter Gathering Process Initiate software deployment from: • Website link • USB thumb drive • An executable link sent via email 18 IP search ranges can be defined during searches Once deployed, the revealed device list can be reviewed • Activate Off-line devices • Add “missing” devices • Research SNMP challenges • Update community strings (as needed) • Find / add locally connected devices Server installations may not be required Devices can have connectivity challenges identified • Note Limited reporting ability (Identify “non-manageable” machines) Initiate software deployment from: IP search ranges can be defined during searches Server installations may not be required Once deployed, the revealed device list can be reviewed Devices can have connectivity challenges identified
- 19. What’s Under Your Bed That Will Get You? … Collected Information Meter collection tools gather a lot of information: For networked devices (gathered via SNMP): Network name MAC address Model Serial number IP addresses Print server Total engine counter Total color counter Total copies Color copies For locally connected devices (monitored through the Windows spooler): Model and a page tally through the spooler Printer driver Serial number Total engine counter Total color counter (some models) Toner level (some models may report black, cyan, magenta, yellow) 19 Total prints Color prints Faxes Scans Toner level (black, cyan, magenta, yellow) Maintenance Kit level (transfer, fuser, drum) Document feeder throughput Custom meters Location of device (if configured) For networked devices (gathered via SNMP): For locally connected devices (monitored through the Windows spooler):
- 20. What’s Under Your Bed That Will Get You? … Meter Reports 20 Collected data is provided in detailed reports Collection software may also gather: Day and time report was updated Name/Network ID IP addresses Machine where software is installedEnding meter Beginning meter Volume within the date range is recorded
- 21. What’s Under Your Bed That Will Get You? … Now, While the Software is Doing “Its Thing”, the assessment Really begins… Assessments gather useful data Determine assessment period … Weeks, a month, quarter or longer Longer assessments yield accurate data (but may have a cost) Plan additional time to analyze data, prepare and present the MPS plan During the assessment, assemble the following Determine document flow (where people are doing their printing) Gather a device inventory Monitor devices for intermittent reporting Inventory on-hand supplies Gather supply sourcing documentation (including cost detail) Tell people “changes are coming” (to reduce surprises) 21 Assessments gather useful data During the assessment, assemble the following:
- 22. What’s Under Your Bed That Will Get You? … During the assessment, devices are reporting status detail: Toner levels Reports in percentage remaining Set at multiple levels May report in days remaining Premature Cartridge Replacement Reports when toner is replaced early Service need Reports when device indicates a service need May report toner condition for devices Volume alerting For devices that do not report accurate status data 22 Toner levels Premature Cartridge Replacement Service need Volume alerting
- 23. What’s Under Your Bed That Will Get You? … Sites are reporting status detail as well: Missed meter reporting For installations that stop reporting Missed installation check-ins For installations that stop checking in Alerting for devices that stop reporting For devices that stop reporting Alerting for devices that stop reporting toner levels When replacement cartridge does not report toner level 23 Missed meter reporting Missed installation check-ins Alerting for devices that stop reporting Alerting for devices that stop reporting toner levels
- 24. What’s Under Your Bed That Will Get You? … Alert Reports / Supply and Service Fulfillment Site Status indicates … Toner need Service need Late reporting / non-reporting devices 24
- 25. What’s Under Your Bed That Will Get You? … reduces need for large quantities of “on-hand” supply inventory … ensures supplies can be delivered “just-in-time” … reduces / eliminates “emergency” service calls … provides “critical” data to keep imaging machines operational … enhances services that providers already offer 25 … reduces need for large quantities of “on-hand” supply inventory … ensures supplies can be delivered “just-in-time” … reduces / eliminates “emergency” service calls … enhances services that providers already offer … provides “critical” data to keep imaging machines operational Begins "... the ACTIVE management of document output devices..." Supply Fulfillment only Supply Fulfillment PLUS Break/Fix Service
- 26. What’s Under Your Bed That Will Get You? … While Device and Meter Data is being Collected … Cost of ownership / cost per page analysis can be prepared Choose the date range for analysis Build the report / Load the TCO tool 26
- 27. What’s Under Your Bed That Will Get You? Total Cost of Ownership … Begin adding Supply and Parts information … 27 0262B001AA 26,000 $89.99 0258B001AA 78,000 $239.99
- 28. What’s Under Your Bed That Will Get You? Total Cost of Ownership … … add information for the next device … 28 0262B001AA 26,000 $89.99 0258B001 78,000 $239.99 Faculty shared printer; room bldg 21, 21-402 Asset #22023
- 29. What’s Under Your Bed That Will Get You? Total Cost of Ownership … … and continue until the list is complete. 29
- 30. What’s Under Your Bed That Will Get You? Total Cost of Ownership … Some estimator tools provide monthly cost averages … 30
- 31. What’s Under Your Bed That Will Get You? Total Cost of Ownership … Others provide the data in spreadsheets … Device Identification … 31 Black / Color Volume and toner detail …Service and maintenance costs …And cost of ownership by device … Including Totals … and for the fleet…
- 32. What’s Under Your Bed That Will Get You? Total Cost of Ownership … Input of cost detail: Manually Imported from sourcing worksheets Cost detail can be: True cost of provider supplied goods True cost of office supply sourced goods Representative costs of alternatives Cost per page detail requires: Page volumes Fill ratios Cartridge yield accuracy Labor / preventative maintenance costs ALL supplies and parts costs Total cost of ownership is represented as a cost to operate the fleet for one month 32 Input of cost detail: Cost detail can be: Cost per page detail requires: Total cost of ownership is represented as a cost to operate the fleet for one month
- 33. What’s Under Your Bed That Will Get You? … While Costs are Established, Potential Problematic Equipment is Identified 33 Devices that stop or are not reporting Devices that are locally connected Devices that do not report toner information Devices that do not report maintenance information Devices that need toner Devices that need maintenance Last Last Update
- 34. What’s Under Your Bed That Will Get You? … Look for Problematic Device Utilization Some devices may have multiple challenges … These machines will need special attention They may be devices that cannot be included for management 34 Last reported 1/10 Last reported 1/3 Last reported 1/17 Last reported 1/3
- 35. What’s Under Your Bed That Will Get You? … Look for Problematic Device Utilization 35 Devices using MORE than 30% of manufacturer’s recommendations … Black Color …. Or UNDER 50% of manufacturer’s recommendations … Black Color
- 36. What’s Under Your Bed That Will Get You? … Look for Problematic Device Utilization 36 Devices with utilization challenges may be candidates for reassignment …
- 37. What’s Under Your Bed That Will Get You? Supply Fulfillment, Break/Fix Service, Equipment, PLUS other Identifies Machines that: Need toner Do not report toner information Need maintenance Do not report maintenance information Require special attention: Problematic Utilization Over / Under manufacturer’s recommendations Devices that may be candidates for reassignment Locally connected Networked devices are more efficient and report with > accuracy Late reporting / non-reporting TCO / CPP analysis Disposition of “non-manageable” machines 37 TCO / CPP analysis Need toner Do not report toner information Need maintenance Supply Fulfillment, Break/Fix Service PLUS EquipmentSupply Fulfillment, Break/Fix Service PLUS Equipment Do not report maintenance information Supply Fulfillment, Break/Fix Service PLUS Equipment Problematic Utilization Locally connected Require special attention: Late reporting / non-reporting Disposition of “non-manageable” machines
- 38. What’s Under Your Bed That Will Get You? … Think … Q Are you getting value from your office machine provider? • Supply Fulfillment only • Supply Fulfillment PLUS Break/Fix Service • Supply Fulfillment, Break/Fix Service PLUS Equipment • Supply Fulfillment, Break/Fix Service, Equipment, PLUS other Are they trying to provide ANY of these services? Are there obstacles in the way? 38 value Are YOU the obstacle?Are YOU the obstacle? Even if you decide to manage the imaging fleet yourself, be sure to address device management questions.
- 39. What’s Under Your Bed That Will Get You? … With a sound print management strategy you will know: The imaging device inventory Machine usage Manageable equipment Unneeded machines Monthly page output Operating cost of the imaging fleet 39 The imaging device inventory Machine usage Manageable equipment Unneeded machines Monthly page output Operating cost of the imaging fleet
- 40. What’s Under Your Bed That Will Get You? A well run managed print and document output strategy can typically drive … 10 – 30% BOTTOM LINE SAVINGS 40
- 41. What’s Under Your Bed That Will Get You? … To wrap up … Managed Print Services … … raises cost awareness; … provides opportunity for a proper device mix; … allows proposals for machines based on actual output volume; … helps make the provider a better business partner. 41 … raises cost awareness; … provides opportunity for a proper device mix; … allows proposals for machines based on actual output volume; … helps make the provider a better business partner.
- 42. What’s Under Your Bed That Will Get You? … and to “Tuck it in” Tight… Solidify the current business model Do not abandon what is working … … implement controlled / manageable change. Have the right people to put MPS into practice … … Is the current provider your MPS advocate? Businesses may need to hire MPS specialists … … to achieve management goals. Solidify print management efforts – 42 Do not abandon what is working … Have the right people to put MPS into practice … Solidify print management efforts – Businesses may need to hire MPS specialists … Prepare and Follow a Plan
- 43. What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs 43 Preparing for print management success is no different than writing a long range business plan. To be effective, MPS plans must be done in writing. Once written, plans can be … … presented to management and staff, … put into action, … monitored and measured, and finally … executed to success. MPS plans are roadmaps to help companies meet goals. And remember: Omitting elements of “ACTIVE management and optimization” limits true Managed Print Services.
- 44. What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs Q & A 44
- 45. 7950 Horseshoe Bend Rd, Suite 107 Boise, ID 83714 Tel: 208.629.3342 Toll free: 866.629.3342 http://PrintTracker.net Contact: for more information.
Editor's Notes
- Let’s get started. I hope everyone has enjoyed Transform Global 2014. I know I have and am benefitting from the new perspectives I’ve gained these past few days. My name is Brian Dawson. A brief background … I am NOT a veteran of the imaging industry. Most of my career has been involved with sales and sales management of one type or another. I consider myself to be a typical business machine user … I walk up to the copier, put in my originals, mash down the print button and carry away my copies (forgetting the originals from time-to-time) … or I send a job to the printer, and will probably pick it up later. That’s GREAT when all goes well. I’m the guy that takes toner cartridges out of machines and shakes them to get a few more prints, (dumping some on the floor) and have replaced cartridges that were not quite empty with new ones so my print jobs will all be brilliant. I am also the guy that has tipped over the copier or printer to get it un-jammed – and left it because it was too big to tip it back upright. I am known as a “User” / the kind of guy business machine dealers “love” to “hate”. A little more than five years ago I joined Print Tracker and began my imaging education … but enough about me … Let’s check out what’s under the “Imaging bed”.
- So … On this last day of Transform … What have you learned? I’ve seen some OUTSTANDING presentations: “Survival of the Fittest: How Tomorrow’s Service Providers Evolve” “Stop Seeing MPS as a Silver Bullet” “Comparing MPS Solution Sets: The Software Sets That Could Put Your MPS Business Ahead of the Pack” And I really enjoyed “The Great Assessment Debate” about the positive and negatives of having imaging fleet assessments.
- As this year’s transform winds down I will be Identifying why businesses should embrace MPS Discussing how to get started Defining MPS and Categorizing the various MPS models Describing the typical meter collection process Showing what information is gathered Detailing what dealers are doing with the data they collect And finally Tuck everything in nice and tight To begin, I would like to remind everyone of a few things by sharing a 120 second video about the high cost of print. … (Sorry no popcorn for this one.)
- … That’s about 170 pages during a 5-day work week … OR … about a ream and a half of paper PER PERSON per month.
- - no commentary –
- … … (… as 100 LBS of waste appears say:) Not to mention the cost of these supplies.
- ... … … … How much money can be put back in the bank by reducing printed output? … … Kind of makes one think doesn’t it? What if measures are taken to reduce the costs and get control over the fleet? Now lets get down on our hands and knees and really look under the bed …
- So … What’s a business manager to do? Managers must: Comprehend the print process Visualize documents moving from creation to the shred pile Identify and chart every area of document flow Involve the payables, receivables and IT services teams Understand the challenges people face with each process Define how paper impacts users and affects business costs Put together a plan to manage the printed output process
- Do I have any MPSA members out there? Here’s a shameless plug … Check out the MPSA. The MPSA is made up of business leaders, imaging dealers, MPS providers, OEMS, and other individuals Within the organization there are lots of groups to help people control printed output The MPSA defines Managed Print Services as: "...the ACTIVE management and optimization of document output devices and related business processes..." The group has identified four basic MPS models: Supply Fulfillment only Supply Fulfillment PLUS Break/Fix Service Supply Fulfillment, Break/Fix PLUS Equipment Management Supply Fulfillment, Break/Fix, Equipment, PLUS … Plus includes Cost analysis, Rules based print direction, long term equipment fulfillment, volume based billing, etc. So … let’s look under the bed …
- How many pages are printed each month? How many imaging devices are in the imaging fleet? Are the devices “located”, inventoried to an IP address or workstation / mapped? Which machines are heavily used? Are there any unneeded machines in the fleet? Are all machines capable of management? What is the cost to operate the fleet? Where can the answers be found?
- The Assessment Assessment Provides the information needed to identify the challenges I just mentioned Provides an opportunity to determine an accurate imaging device inventory Defines the average number of pages printed each month Shows which machines are heavily used & which are not Helps identify which machines are capable of management Categorizes utilization and suggests opportunity fo efficient placement Can be used to determine operating cost of the imaging fleet … and can lead to fleet reduction and lower printed output Without a proper assessment (done over a specified time), putting together a sound print management strategy will be difficult at best … and impossible if real-time information cannot be gathered.
- There are several ways to gather output information: The most effective and efficient methods are going to involve some type of collection software Software can used in a number of ways “Quick” assessments can be done with NO product deployment but has it’s disadvantages Calls for two or more capture attempts to find machine output All devices may not report while data is being gathered It is hard to be certain if all machines are accounted at the time of the assessment Software deployment has advantages A baseline report and device inventory can be established Missing devices can be identified, found added and annotated for future reporting Reports are automatic and can be set for specific receipt dates Continuous reporting identifies challenge areas Continuous reporting offers device status detail
- Since deployment offers comprehensive and continuous reporting I will continue along this line. Software deployment can be initiated from: Website download by a salesperson, technician or the end user USB thumbdrive An executable link sent to the prospect via email IP search ranges can often be defined during a search (That way the search “net” can be defined) Software installations do not necessarily need to be done on a server As long as an installation is done on a workstation that remains “ON” most of the time, the software will work and report just fine Once deployed, the revealed device list can be reviewed Devices that are off-line or turned “OFF” can be activated Missing devices on additional IP segments may be added Devices with SNMP challenges can be updated and noted Device community strings may need to be accounted for Locally connected devices can be found, configuration pages pulled and measures taken to include them in reporting Devices can have connectivity challenges identified Devices with limited reporting ability can be noted (Helps to identify ‘MPS capable’ machines)
- Metering software gathers a lot of information about the devices it finds (but is dependant on the devices reporting capability) Older devices tend to provide less information Connectivity makes a difference Devices on the network usually provide the most information And in some cases … who is doing the printing (Advanced collection software and configuration offers this ability But may be determined to be invasive as it can slow the print process Metering software cannot gather or determine What is being printed Why the the document is being printed
- Meter reporting … Detailed Reports Shown on the slide is a typical meter report … the detail is in small print so I’ve expanded the view to show ( to advance across columns) Volume data is used to calculate Average monthly volume This is why longer assessments yield more accurate results. But it is important to do assessment during the time when most printing is going to be done: In the Spring for tax processing companies In the fall for schools and universities Whenever businesses are doing the most business
- Assessments are only useful after data has been gathered Set a time limit for the assessment Evaluation may be in terms of weeks, a month, quarter or longer Longer assessments yield more accurate data (but may have a cost) Typical assessment are done over 30 to 60 days Plan for additional time to work with the data and prepare the MPS plan While the software is gathering output information, assemble the following: Chart of areas that have document flow (find out where people are doing their printing) Inventory the imaging fleet Monitor reporting to see if any devices report intermittently Gather an inventory the supplies on hand Pull together supply sourcing documentation (including cost detail) Let people know changes are coming (to reduce surprises)
- While the software is working in the background, information about the fleet is being gathered: The software can provide Toner levels on machines The software may be able to tell when cartridges are replaced (if alerts are activated) The software can provide service need information for the machines being monitored Service levels may include generic information like: Service Soon Scheduled preventative maintenance Drum needs replacing Or detail like: Fixer unit bad Replace fuser Waste Toner full The software may also be able to provide volume alerting Useful for devices that: are nearing “end of life Report limited toner or service information
- While data is be gathered on the devices being monitored The software can provide detail on Intermittent meter reporting When or if the installation stops checking in with the service Identifies specific devices that stop reporting The software can let administrators know of devices that may have toner cartridges with bad reporting chips
- All this information can be rolled up into comprehensive reports That show: Toner need Service need Late reporting or non-reporting devices
- Collection software helps users begin to get control of the imaging fleet … … for a Basic MPS program that includes Supply fulfillment and break/fix service Basic MPS can help reduce the need to have large inventories of supplies Provides opportunity for just in time fulfillment Can eliminate the need for last minute emergency service calls In short … Basic MPS begins "... the ACTIVE management of document output devices..."
- Let’s look at more advanced MPS … Advanced MPS includes the elements of basic MPS and adds the ability to enhance device management One of those enhancements is cost of ownership analysis Cost of ownership is usually defined as the amount it costs to operate the fleet (or a device) for one month Cost per page is usually defined as the amount it costs to produce a single page
- There are lots of cost analysis tools and the one I am showing is basic … All tools will have similar attributes and processes The administrator has the ability to enter Part numbers Yield information Cost … for toners Part numbers Yield information Cost … for service parts The administrator can then save the information, and move on to the next device
- … entering the information as needed Administrators can also add Location and Notes information
- And continue for all devices in the list …
- Once all the information is added, the estimator tool will provide a cost estimation based on … the page output volume that was obtained during the assessment … the entered information for toners … the entered information for parts … and any information that was added for labor costs Some tools like the one on the slide, provide a quick view of what is happening … Total Volume is equal to Cost per page volume Cost per page volume multiplied by the calculated cost per page detail equals … The cost to operate the fleet for one month Implementing cost analysis tools can identify machines with high operational costs.
- Other tools provide output in the form of cost analysis worksheets Like meter reporting, cost analysis can be reported in great detail … ( to advance across columns)
- Information can be put into cost analysis tools in a variety of ways including: Manual entry by device as shown; Imported from worksheet; or Of from tables provided by a supplier Regardless of where the information is sourced detail can include: A true representation of what is being paid for supplies A wholesale cost which can be used by dealers to determine profitability And may provide alternative parts and supplies sourcing for comparison To be accurate, the analysis should include Actual page output detail Ink or toner on the page (known as “fill ratio”) Any labor charges that will be required or assessed to service the contract Cartridge yield (and the accuracy as reported by the remanufacturer or OEM) All supplies (a cartridge for every color for every device) All service parts (including all drums, fusers, fixer units, belts, etc.)
- Because the software was installed, it continues to provide device information. This is ideal because problematic machines will begin to appear As the software operates it will show last updates … And identify: Devices that stop reporting or that are not reporting properly Devices that are locally connected … (including those that don’t report as scheduled) Devices that cannot provide toner detail in percentages Devices that do not report maintenance detail for parts Devices that need toner Devices that need service or maintenance parts
- Reporting will also include information on efficient utilization Some of the devices previously identified may appear on multiple exception reports: (as do for devices in this example … all are late reporting) Knowing how devices report will help admi9nistratorsdecide if they can be included for management
- Other devices may be headed for maintenance sooner than expected based on over-utilization Years ago my wife and I enrolled our kids in a small new startup charter school. The school purchased an MFP for copying, scanning, faxing and printing … All the teachers loved it because it was so versatile. In less than two years, that machine was replaced because of high repair costs It was worn out due to overuse. Had the dealer shared details of similar application, (The school could have leased a machine to the school that was more suited for the task.) Still other devices may be under-utilized … Some of these machines may not be needed at all Having devices strategically placed allows for fleet reduction and $$$ savings.
- Reviewing the utilization capability, some devices could be swapped out or reassigned Device disposition is part of Advanced MPS PLUS
- So let’s review: Advanced MPS includes … (the components of BASIC MPS) … Supply fulfillment Covering toner replacement for machines Break/Fix Service Covering machine maintenance Equipment management which: … helps to control over / under utilization … identifies machines that can be reassigned for greater efficiency … identifies device connectivity … identifies reporting challenges MPS PLUS …. Helps create a disposition plan for machines with Over / under utilization Reporting challenges Device efficiency Device operating costs In addition … MPS PLUS includes other software options like Rules based printing, job tracking, invoice generation, and more …
- Now I’ll ask: Is your current business machine provider offering value for what they are being paid? They MAY be if they are providing the elements of MPS If they are not … what are the obstacles that are preventing them from providing MPS? Once users take ownership of the imaging fleet, print management becomes possible.
- Dealers that work with their customers …. AND managers the take ownership of their imaging fleet know: … how many devices they have; … how those machines are being used; … know which machines are marginal and need replacement or are unneeded; … what the typical monthly output is going to be; and … can determine to cost to operate the fleet. This detail allows ownership to determine the kind of MPS strategy that needs to be implemented Allowing print output to be managed and budgeted
- Managed Print Services does many things: MPS raises cost awareness of the printing process MPS helps fleet managers get the right device mix in place for the printing need Long term MPS gathers volume output and allows for efficient equipment replacement And in the end, MPS makes providers become better business partners.
- Now remember … Before embarking on any MPS journey … Do not change what is working now! Make sure the right people are in place to implement the MPS strategy Dealers have MPS specialists … Users may need to consider having someone add the job duty of print output manager To be effective any program should be in writing … … with checks and balances put in place so that … successes can be measured … and failures can be remedied
- In conclusion, and to take advantage of what I’ve shared … Put together an MPS plan … Put the plan in writing … Start with what I’ve discussed: Visualize document movement Chart departments that distribute paper Include payables, receivables and services In short … Define how paper impacts business costs Then decide what you want to accomplish and what areas you want to affect: Supply Fulfillment Supply Fulfillment PLUS Break/Fix Service Supply Fulfillment, Break/Fix PLUS Equipment Management Supply Fulfillment, Break/Fix, Equipment, PLUS … And get everyone involved to clean under the bed and make it up right!