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 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 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? 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) 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? 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 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!