Transcript Document
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!