What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs Presented by Brian Dawson, Print Tracker

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 Ed McLaughlin, 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

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

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

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

What’s Under Your Bed That Will Get You? UP TO 90% OF BUSINESSES EMERGENCY 6

What’s Under Your Bed That Will Get You? The typical office worker prints 7 34 PAGES A DAY.

What’s Under Your Bed That Will Get You? UP TO 20% OF WHICH ARE NEVER USED. 8

OF WASTE A typical office laser printer createscan create 100 LBS EACH YEAR 9

What’s Under Your Bed That Will Get You? Printing has been identified as the GREATEST OPPORTUNITY FOR CORPORATE EXPENSE CONTROL. GREATEST OPPORTUNITY FOR CORPORATE EXPENSE CONTROL. GREATEST OPPORTUNITY GREATEST OPPORTUNITY 10

What’s Under Your Bed That Will Get You? Printing is often the 3 rd HIGHEST OFFICE EXPENSE after rent and payroll. 11

What’s Under Your Bed That Will Get You? 3 rd HIGHEST OFFICE EXPENSE Most companies can cut printing costs by 10 – 30 % … * * Source – Analyst firm Gartner Group 12

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 printcopyscanfaxinvoicingscan,fax &invoicing activities print, copy, THEN … Plan to manage the print process 13

What’s Under Your Bed That Will Get You? … Defining “Managed Print Services” The MPSA 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

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? the “Dust–bunnies”:

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

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

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 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

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) :

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 installed Ending meter  Beginning meter  Volume within the date range is recorded

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:

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

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

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

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

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

What’s Under Your Bed That Will Get You? Total Cost of Ownership … Begin adding Supply and Parts information … B001AA 26,000 $ B001AA 78,000 $239.99

What’s Under Your Bed That Will Get You? Total Cost of Ownership … … add information for the next device … B001AA 26,000 $ B001 78,000 $ Faculty shared printer; room bldg 21, Asset #22023        

What’s Under Your Bed That Will Get You? Total Cost of Ownership … … and continue until the list is complete. 29

What’s Under Your Bed That Will Get You? Total Cost of Ownership … Some estimator tools provide monthly cost averages … 30

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…

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

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

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

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

What’s Under Your Bed That Will Get You? … Look for Problematic Device Utilization 36 Devices with utilization challenges may be candidates for reassignment …

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 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

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? Even if you decide to manage the imaging fleet yourself, be sure to address device management questions.

What’s Under Your Bed That Will Get You? … With a sound print management strategy you will know: 39 The imaging device inventory Machine usage Manageable equipment Unneeded machines Monthly page output Operating cost of the imaging fleet

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 10 – 30% BOTTOM LINE SAVINGS 40

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.

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

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.

What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs Q & A 44

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