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PRINT MANAGEMENT - Tri-State Association of School Business Officials

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PRINT MANAGEMENT - Tri-State Association of School Business Officials Powered By Docstoc
					   PRINT
   MANAGEMENT
DON BOUDREAU
Print Management Specialist
Transco Business Technologies


MELANIE LECLAIR
Print Management Specialist
BEU


CARL TOURIGNY
Director of Business Development
BEU and Transco Business Technologies
TODAY’S AGENDA

 A Brief History of document output costs
      An Industry Evolution
 What is Print Management & Why
      Document output costs generally
      Potential for savings & improved cost management
      Printer-related costs
      Managed Print Services v. Printer Fleet
       Management
 Over-view of typical program benefits
      What to look for . . .
 Panel Discussion (Questions & Answers)
      Case studies / examples
 A BRIEF HISTORY

   An industry evolution
        Copiers – purchase/leasing & service agreements
            Total emphasis on reducing operating costs
        Printers and rabbits
            Network printers, “local” printers, ink-jets,
            30% or printers often “undocumented”*
        The “Black Hole”
        The spread of responsibility and departmental
         budgets (resulting in ad hoc decisions & “creep”)
 Our “paperless” schools and offices
        Copying v. printing today – where does all that paper
         come from? How have your work habits changed?


* Your Employee-to-Printer Ratio, Curt Harler, Processor.com
                        WHY PRINT
                        MANAGEMENT?

                      “Printers are the Largest Unaudited Cost in Corporate
                       America” USA TODAY
                      The cost of general office printing can run 1% to 3% of annual
                       Revenues or Budget funding*
                      Total document output costs, from desktop to outsourced
                       printing, average 6% of annual revenues or budget funding **
                      Doing more with less -- budgets are being stretched --
                       constant need for School Districts to contain and reduce
                       costs, yet variable printer-related costs continue to rise
                      Reduce reliance on (and associated cost of) utilizing
                       professional IT support for more basic, printer-related
                       services
*Rightsizing Output Fleets – The Hidden Gold Mine, J. Lundy, Gartner Group
** Moving Toward More Effective Print Management, InfoTrends.com
    WHY PRINT MANAGEMENT?
(CONTINUED)

   “TCO” – Total Cost of Operation. Why not shed more
    light on where all the $$$ is going . . . ?
   Need for transparency and accurate costs analysis has
    never been greater
   Take advantage of the opportunity to accurately measure,
    monitor, and manage ongoing document workflow
    requirements and costs
   Align goals of all constituents, Business Managers, IT,
    Facilities, etc.
        Reduce costs and increase efficiencies
        Enhance user productivity and experience
        Improve document workflow
        Optimize mix/balance of personnel to equipment
        Improve (or reduce) environmental impact
        WHY PRINT
        MANAGEMENT?
        (CONTINUED)
   Questions to consider . . .
       Do you know how much you are spending on printing?
       Do you have too many copiers and printers (or not
        enough), and are they utilized effectively?
       How much are you spending on toner supplies and ink
        cartridges?
       Do people have access to color ink-jet printers?
       What is the effective life of the printers on your fleet?
       Do you have the “right” printers (commercial v. “retail”
        printers for home use)?
       Do you have “out-dated” or inefficient document workflow
        (for certain applications)?
       Is copier & printer procurement aligned? Is copier
        procurement aligned with District IT / technology
        initiatives?
TYPICAL PRINTER COSTS

   Consumables
       Toner, Maintenance Kits and Fuser Kits (and Inventory
         requirements)
   Parts
       Feed-Rollers, Trays, NIC cards, etc.
   Service & Support
       Hourly Labor Costs when required
       Daily professional IT staff support
   Inkjets / Desktop printers (very high operational costs)
       High Cost of Supplies, Ink, Cables and Accessories
   Replacement & new printer purchases
       Throw away mentality (Laser Printers & Inkjets)
   Outsource Printing (Office Max, Staples, etc.)
WHAT IS PRINT
MANAGEMENT?
Print Management v. Managed Print Services

   Managed Print Services – a “holistic” approach to
    document workflow and document output
     Focus on workflow applications
     Total mix of hardware and software – balancing
      productivity, redundancy, costs
     Goal to increase total document workflow efficiency
      & reduce costs
     Office culture challenges – an “emotional”
      connection
   Print Management – shedding light into the “Black
    Hole”
      A “good place to start” – managing your printer fleets
     The all-inclusive service and supply program
     Enabling School Districts to manage, contain &
      reduce printing costs.
      TYPICAL PROGRAMS &
      BENEFITS
   What to look for in Managed Print Services Program:
        A complete inventory of current fleet of hardware (copiers,
         MFP’s, printers, fax machines, scanners), with audit of current
         document output costs
        An analysis of current workflow challenges (application
         specific), including an understanding of current IT staff
         initiatives (software, archiving, etc.)
        Recommendations on application or process specific
         improvements
        Output fleet management strategy, including demonstrated
         reduction in total operating costs and fleet hardware
         optimization
        On-site systems analysts/engineering support
TYPICAL PROGRAMS &
BENEFITS
 What to look for in a typical Printer Fleet
  Management Program:
      A complete inventory of all printer assets, with a thorough
       audit of current printer fleet costs (total operational costs)
      All operational costs included in fixed cpp
      On-site service included (same day service)
      Loaners available
      Fixed cost per page
      Single invoice, reconciled based on actual volume
      Detailed quarterly volume and costs review provided
      Consulting and expertise on future printing needs and
       equipment optimization
        TYPICAL PROGRAMS &
        BENEFITS
        (CONTINUED)

   Important to both Managed Print Services and
    Printer Fleet Management programs:
       Auditing software -- remote or “on site” capability to
        capture printer volume and equipment inventory
       Local technical support and equipment/parts/supplies
        inventory
       Program flexibility – to accommodate the impact of
        changing dynamics (technology initiatives, growth,
        workflow changes, etc.)
       Pro-active & timely program reviews (i.e., report
        cards – are objectives realized and maintained over
        time?)
PANEL DISCUSSION



 Case Studies / Examples


 Questions?


 THANK YOU!

				
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posted:7/31/2011
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