What’s Under Your Bed That Will Get You?

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? On the Last day in the Last Hour of Transform Global … What will You Take Home? • “Survival of the Fittest: How Tomorrow’s Service Providers Evolve” • by Ken Stewart, Photizo Group Evolving MPS Service Providers GREAT MPS topics you may have seen include … “Stop Seeing MPS as a Silver Bullet” by Mitch Filby, First Rock ConsultingMPS as a philosophy “Comparing MPS Solution Sets: The Software Sets That Could Put Your MPS Business Ahead of the Pack” by West McDonald, FocusMPS • “The Great Assessment Debate: To Have or Not to Have” • by Ed McLaughlin, NewField IT and Kevin DeYoung, Qualpath

3. What’s Under Your Bed That Will Get You? … In this Session I Will: • Identify why businesses should embrace MPS • Identify why businesses should embrace MPS • Discuss how to get started • Discuss how to get started • Categorize MPS models • Categorize MPS models • Describe the typical meter collection process • Describe the typical meter collection process • Show what information is gathered • Show what information is gathered • Detail what dealers do with the data • Detail what dealers do with the data • Tuck everything in nice and tight • Tuck everything in nice and tight

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. What are you spending on print? Companies dramatically under-estimate their total print expenses and needs. Many businesses fail to implement measurable cost controls, making this problem worse. * Source – InfoTrends

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.

6. What’s Under Your Bed That Will Get You? UP TO90% OF BUSINESSES ? don’t know what they spend on print. ? ? ? ? ? ? ? ? EMERGENCY EMERGENCY

7. What’s Under Your Bed That Will Get You? The typical office worker prints 170 pages a week 735 pages a month 34PAGES A DAY.

8. What’s Under Your Bed That Will Get You? UP TO20%OF WHICH ARE NEVER USED.

9. A typical office laser printer creates can create 100 LBS OF WASTE EACH YEAR

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

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

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

13. What’s Under Your Bed That Will Get You? … So What can Businesses Do? First and foremost … Learn how your company processes print, print copy, copy scan scan, fax fax & invoicing invoicing activities • Comprehend the print process • Visualize document movement • Chart departments that distribute paper • Include payables, receivables and services • Understand process challenges • Define how paper impacts business costs THEN … Plan to manage the print process

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..." Know these components to determine your MPS program • 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 …

15. What’s Under Your Bed That Will Get You? … So What’s Under the Bed? --- --- --- the “Dust–bunnies”: … So What’s Under the Bed? --- --- --- “Dust–bunnies”: Monthly page output Monthly page output Imaging device inventory Imaging device inventory Device placement Device placement Machine usage (efficiency) Machine usage (efficiency) Unnecessary equipment Unnecessary equipment Non-manageable machines Non-manageable machines Imaging fleet operating costs Imaging fleet operating costs Where can the answers be found?

16. What’s Under Your Bed That Will Get You? Remember – You get what you pay for! … Assessment and Evaluation Assessment Identifies Challenges Assessment Identifies Challenges • Gathers a machine inventory That helps LOCATE ALL equipment! • Defines average page output per month • Shows machine usage • Identifies management capability • Suggests efficient device placement • Can help determine operating cost of the fleet … leading to fleet reduction and lower printed output • A proper assessment (done over a specified time), • allows for a sound print management strategy. • An MPS strategy is NOT possible • when real-time data cannot be gathered.

17. What’s Under Your Bed That Will Get You? … The Assessment • Data collection: • Collection software is efficient • Two primary collection methods • “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 • 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 Data collection: Good “Quick” assessments – NO deployment Better 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 Initiate software deployment from: IP search ranges can be defined during searches IP search ranges can be defined during searches Server installations may not be required Server installations may not be required • 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 Once deployed, the revealed device list can be reviewed Devices can have connectivity challenges identified • Devices can have connectivity challenges identified • Note Limited reporting ability • (Identify “non-manageable” machines)

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) For networked devices (gathered via SNMP): 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 locally connected devices (monitored through the Windows spooler):

20. What’s Under Your Bed That Will Get You? … Meter Reports 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

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) Assessments gather useful data Typical assessments are done over 30 to 60 days 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 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 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

25. What’s Under Your Bed That Will Get You? Basic MPS • Supply Fulfillment only • Supply Fulfillment PLUS Break/Fix Service … reduces need for large quantities of “on-hand” supply inventory … 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 … 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 Begins "... the ACTIVE management of document output devices..."

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

27. What’s Under Your Bed That Will Get You? Total Cost of Ownership … Begin adding Supply and Parts information … 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 … Faculty shared printer; room bldg 21, 21-402  Asset #22023  0262B001AA  26,000   $89.99 0258B001  78,000  $239.99 

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

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

31. What’s Under Your Bed That Will Get You? Total Cost of Ownership … • Others provide the data in spreadsheets … • Device Identification … And cost of ownership by device … Black / Color Volume and toner detail … Service and maintenance costs … 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 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 Last Last Update 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

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 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 • …. Or UNDER 50% of manufacturer’s recommendations … • Black • Color • Devices using MORE than 30% of manufacturer’s • recommendations … • Black • Color Are these Machines even needed???

36. What’s Under Your Bed That Will Get You? … Look for Problematic Device Utilization • Devices with utilization challenges may be candidates for • reassignment … Could the HP LaserJet P4014 and the Canon iR C4080 be swapped???

37. What’s Under Your Bed That Will Get You? Advanced MPS • 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 Supply Fulfillment, Break/Fix Service PLUS Equipment Supply Fulfillment, Break/Fix Service PLUS Equipment Supply Fulfillment, Break/Fix Service PLUS Equipment Need toner Do not report toner information Need maintenance Do not report maintenance information Require special attention: • Problematic Utilization • Locally connected • Late reporting / non-reporting TCO / CPP analysis 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?  value Are they trying to provide ANY of these services? • 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 there obstacles in the way? Are YOU the obstacle? Even if you decide to manage the imaging fleet yourself, Are YOU the obstacle? 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 The imaging device inventory Machine usage Manageable equipment Unneeded machines Monthly page output Operating cost of the imaging fleet This information allows you to decide the kind of MPS strategy you want Machine usage Manageable equipment Unneeded machines Monthly page output Operating cost of the imaging fleet Remember – Meaningful assessments are NOT free!

40. What’s Under Your Bed That Will Get You? A well run managed print anddocument output strategy can typically drive … 10 – 30% BOTTOM LINE SAVINGS Which should more than cover any assessment cost

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. … 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 – Do not abandon what is working … Have the right people to put MPS into practice … Businesses may need to hire MPS specialists … Solidify print management efforts – • Prepare and Follow a Plan

43. What’s Under Your Bed That Will Get You? … Better Your Business by Knowing Printing Costs • 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

45. Contact: Brian D. Dawson Sales and Marketing Director (866) 629-3342 x 7 bdawson@PrintTracker.net for more information. http://PrintTracker.net 7950 Horseshoe Bend Rd, Suite 107  Boise, ID 83714  Tel: 208.629.3342  Toll free: 866.629.3342  http://PrintTracker.net