Managed services, smarter operationsOptimize manufacturing and distribution processes and business results with printing and workflow solutions from HP

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Business white paper | HP MPS for Manufacturing and Distribution

Table of contents

3 Purpose of this document

3 Overview

3 Key digitalization and printing requirements for manufacturers

4 The transformation opportunity

5 Hit your targets with HP

5 Understanding HP’s Managed Print Services offering

5 HP Managed Print Services at a glance

6 HP Managed Print Services for manufacturers

7 HP Information Workflow Solutions for manufacturing organizations

8 How HP can help

8 Why HP?

8 Get started

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Business white paper | HP MPS for Manufacturing and Distribution

Purpose of this documentThis document has been developed at the request of HP’s manufacturing and distribution clients to provide insight and best practices related to key aspects of the manufacturing environment and the managed print and workflow solutions that best meet the needs of this environment. It is intended to contribute valuable information for executive, line-of-business, and IT managers within the manufacturing and distribution industries to consider when building a strategy to deliver an effective and efficient scanning and printing infrastructure and optimize business processes.

OverviewThe manufacturing industry has always intrinsically harnessed technology in order to improve productivity and deliver greater efficiency, and this trend is set to increase especially as more manufacturers adopt digital transformation and Industry 4.0 gains traction.

In today’s digital information-driven climate, manufacturers require technologies that help speed innovation, make processes work more efficiently, protect confidential information and communicate more effectively with consumers and suppliers. All processes from beginning to end must flow smoothly, and any roadblock along the way can have a profound effect and result in delays and lost revenue. Manual errors or delays in paper-intensive processes can compromise production and lead to dissatisfied customers.

Research and development teams that are spread across time zones need to quickly and easily collaborate on designs for the next wave of innovative products. Transporting finished goods on a tight schedule and budget requires the accompanying forms—invoices, customs declarations, delivery confirmations—ready exactly when and where they’re needed.

In this document, we aim to share key observations and best practices around digital transformation as a result of working with manufacturing and distribution organizations around the world.

Key digitalization and printing requirements for manufacturersThe complex challenges within manufacturing and distribution also extend, unsurprisingly, to their scanning, copying and printing environment. Critical document workflows can include Quality Assurance (QA), Environment, Health and Safety (EHS), invoice processing, expense reporting and distribution and logistics workflows. In our experience, the scanning and printing solutions that serve manufacturers and support these processes are also critical. They can help improve process automation to reduce manual intervention, drive efficiency and increase scalability.

Manufacturing, whether large or small, multinational or global, is a uniquely demanding business and so are its digitization and printing needs. Below are some of the key requirements that manufacturing customers are commonly looking for in providers of Managed Print Services (MPS) and solutions:

Enhanced service capabilitiesIn manufacturing, the Cost of Delay (CoD) is a crucial metric that represents the economic impact of a delay in a product or project delivery—the amount of profit lost if a product is late to market can be a very expensive error. Any delay due to downtime throughout the manufacturing process is not acceptable. Manufacturers need reliable and immediate service for mission-critical systems.

Additionally, because the needs of manufacturers can change over time, it is important to frequently review MPS performance, trending and service-level agreement status in order to maintain optimum effectiveness and minimal downtime.

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Business white paper | HP MPS for Manufacturing and Distribution

Broad range of hardware and software optionsDue to the diverse areas within manufacturing, whether it be purchasing, product development, production, sales and marketing or shipping and receiving, the printing and scanning needs are often just as diverse. Printing in manufacturing can run the gamut, including general office, CAD drawings, clean-room certified printing, marketing materials, specialty product labels, shipping labels and POD documents, to name a few.

This wide range of print needs, along with document scanning and the ability to access documents on a mobile device, creates a unique set of requirements for manufacturers. Because of this, an effective MPS provider must offer a broad range of hardware and software options in order to meet the varied needs of manufacturing and distribution organizations.

Flexible termsManufacturing environments can be complex and expensive to maintain and operate. MPS vendors need to provide flexible terms and contract language so that their unique and changing requirements can be addressed.

Document and workflow solutions for manufacturing and distribution For manufacturers to be productive and profitable, all systems and staff must be running at top efficiency. Specifically, manual errors or delays in paper-intensive processes are a threat to efficient operations, can compromise production, and lead to dissatisfied customers. MPS offerings need to include powerful workflow solutions in order to simplify processes and save resources. Manufacturers continue to require MPS solution providers to deliver solutions that reduce the time, cost and paper for key processes—including invoice processing, Maintenance, Repair and Operations (MRO) requests, QA operations and proof of delivery documentation. The value of these solutions is expressed less often in terms of IT savings and more often in business value. Examples include reductions in process cycle times and data-entry errors, storage cost reductions, operational risk reduction and improved compliance structure.

The transformation opportunity Industry 4.0, also known as the fourth industrial revolution, is now well underway and is changing how manufacturers work, with the enticing potential for “smart factories” that deliver intelligence on demand. Information has become as integral to success in 21st century manufacturing as any physical component within the products themselves. Production and distribution operations must manage data and documents efficiently in order to help control costs and increase profits.

The smart factories of Industry 4.0 are investing in new technologies to transform key processes. Leading manufacturers initiate business process transformation with several goals in mind:

• Increase process automation to reduce manual intervention, drive efficiency and increase scalability—without an increase in cost.

• Improve process transparency—and, with it, the measurability and flexibility of the system. The goal is to optimize workflow performance, improve reliability and properly detect and mitigate operational and compliance risk.

• Decouple transaction workflows from document workflows—freeing information from the limitations of paper, thus enabling greater efficiency and collaboration without adding risk.

• Reduce the manual intervention required of repeatable process tasks as a means of improving operational efficiency and staff productivity.

*Source: ALL Associates Group, July 2019 For Largest 5,000 Global Companies

Workflow 65.2%

Management

24.0%

Infrastructure

10.8%

Enterprise printing (office, production, commercial)

Fulfilment, Delivery and Document Management

Document and Content Creation

Administration & Procurement

IT Support & Infrastructure

Facilities and Labor

Hardware, supplies, maintenance, and power

53.8%

11.4%

3.8%

6.4%

13.8%

10.8%

89.2% ($9) Costs of managing document lifecycle

10.8% ($1) Cost of printing

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Business white paper | HP MPS for Manufacturing and Distribution

Hit your targets with HPLeading manufacturers around the world count on HP to help them achieve production goals, cut operating costs and gain market share. Our workflow solutions reflect extensive firsthand experience with the information-management challenges involved in moving products around the world, from concept to sale. We offer integrated, high-performance technology, devices and services for large multinational corporations, small domestic companies and virtually every type of manufacturing operation in between.

Understanding HP’s Managed Print Services offeringHP MPS can directly reduce the cost of paper-based document handling in manufacturing and distribution by using information assets more productively and streamlining processes to ultimately better serve customers. Results have shown that holistically managing your printing, scanning and copying fleet can save you upward of 30% on your overall printing costs.1 And the savings can increase exponentially when the scope of work includes automating your paper-intensive workflows. Through HP MPS, organizations are able to strengthen their competitive position by increasing productivity, enhancing security, improving environmental stewardship, lowering operational costs and reinvesting for future growth. They are turning their printing assets into a business advantage.

Cost of enterprise printing Every dollar spent printing involves another nine dollars to manage it.

HP Managed Print Services at a glance HP MPS is a comprehensive suite of customizable solutions that span office, production and commercial environments, providing proactive end-to-end management of your scanning and printing needs from a single, globally trusted partner. It offers a range of leading-edge printing and multifunction devices (HP and multivendor), network print management software, supplies (including paper), support, professional services and document workflow solutions.

Through HP MPS, you can achieve a cost-effective, secure and highly flexible environment that manages all the information that makes your business run—whether your employees are in the office, at home or on the go.

Transition andimplementation

Managementand support

Document andworkflow solutions

HP’s comprehensive Managed Print Services offering

HP Managed Services platform

Assessment Financial and procurement

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Business white paper | HP MPS for Manufacturing and Distribution

Industry-leading network infrastructure management and asset management capabilities form the foundation of HP MPS. These powerful capabilities enable remote and secure installation, configuration, maintenance, monitoring and management of your scanning, copying and printing environment.

The overriding philosophy of HP MPS is to offer a scalable suite of services, indicated below, that can be tailored to your needs.

• Assessment services: Help you gain visibility into your current usage and uncover hidden costs as you develop a business case for change.

• Financial and procurement services: Assist you with options as you plan, acquire, retire and replace your assets to help you achieve a low total cost of ownership.

• Transition and implementation services: Help ensure that the right equipment is installed in the appropriate location and that your end users know how to make the most of these capabilities.

• Management and support services: Deliver proactive support to help ensure an ongoing return on investment (ROI) through fleet optimization, maintenance, supplies management and greater visibility into usage trends, capacity and expenditures.

• Document and workflow services: Designed to accelerate business results by automating paper-intensive workflows and managing the underlying infrastructure that supports your processes.

HP Managed Print Services for manufacturersHP MPS offers flexible services and solutions that can specifically address the unique requirements of manufacturing and distribution, such as those outlined above and more: Quality Assurance (QA)

• Ensure customers receive products free from defects.

• Help identify and solve problems before products leave the facility.

Environment, Health and Safety (EHS) and environment management

• Digitize EHS processes and provide the control, centralization and transparency needed to ensure the proper tracking, training and documentation of all aspects within the EHS system.

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Business white paper | HP MPS for Manufacturing and Distribution

Distribution and logistics workflows• Accessible invoices, order instructions, picking/packing slips, bills of lading and proof-

of-delivery documentation during distribution.

• Full visibility into inventory to ensure you don’t run out of stock or, conversely, carry too much stock, thus reducing cash flow or increasing expenses to stock extra materials.

• Digitized workflows to reduce gaps or time delays in the fulfillment, delivery and invoicing processes, which increase customer satisfaction and improve time to revenue.

Compliance and record management• Provide compliant workflows across manufacturing, and ensure record retention

requirements, such as ISO 9000 and GDPR, are adhered to.

HP Information Workflow Solutions for manufacturing organizationsHP Information Workflow Solutions for Manufacturing and Distribution combine hardware, software, consulting and cloud-based services. These tailored, fully integrated solutions can help you:

• Transform your billing, invoicing, product delivery and document-sharing processes to save time and reduce costs.

• Innovate your communications, marketing and production printing to win customers and contain costs amid global competition.

• Control your imaging and printing environment—from document and data security to record keeping, archiving and document retrieval—with greater ease and efficiency.

HP offers an integrated suite of imaging and printing services and workflow solutions designed to help manufacturing organizations digitize and transform paper-based processes, including:

Information capture and workflow

• HP Automated Invoice Processing Solution

• HP Delivery Notification Solution

• HP Time Sheet Collection Accelerator

Secure printing

• HP Access Control Printing Solutions

Information capture and workflow

• HP Mobile Printing Solution2

HP also has unique capabilities to provide manufacturers with application integration services across the information management life cycle: the “on-ramps” of content creation and capture, routing of the content, secure management and retention of content and multi-channel options for delivering content in paper or digital form (or both). HP Digital Workflow Integration Services delivers powerful capabilities for business process optimization. Robust infrastructure management capabilities ensure the right controls are in place to authorize, authenticate, track and audit the flow of documents, content and information. HP understands manufacturers’ need for solutions that integrate with their key applications and platforms, and we’re ready to deliver.

Optimize results

Perform an assessment

Engage in a strategic conversation

• HP imaging and printingstrategy consultation

• Print policy workshop

• Industry workshop

• Managed environmentassessment

• Eco printing assessment

• Security assessment

• Workflow discovery

• Standardize and get control

• Manage efficiencies

• Automate workflow

• Deliver data-driven continuous improvementprograms

Business white paper | HP MPS for Manufacturing and Distribution

How HP can help

Why HP?For more than 50 years, HP has been partnering with leading manufacturing and distributionorganizations, supplying the technical expertise and business savvy required to position thesecompanies at the forefront of innovation. Today, industry analysts rank HP as a leading provider of information technology and services to the manufacturing and distribution industry. In fact, 7 of the top 10 automotive manufacturers and 7 of the top 10 oil and gas companies are HP Managed Print Services clients.3

We take time to understand your specific needs and create a plan to help optimize your fleet, ensure data and document security and manage your evolving workplace.

Get started Contact your local HP representative to:

• Set up a workshop to assess your specific business needs.

• Establish a plan to implement the best solution for today and into the future.

• Identify an environmental approach that can help your organization save money.

Learn more hp.com/go/mps hp.com/go/mdiworkflow

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© Copyright 2019 HP Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

4AA7-6033ENW, September 2019

1 Estimated energy and paper savings based on analysis of select HP MPS clients’ imaging and printing operations using data gathered on devices and paper consumption and comparing with post-MPS actuals or projections.

2 For important information about requirements for HP ePrint mobile printing solution, visit hp.com/go/eprintenterprise.

3 Claims based on Forbes 2018 – Global 2000 World’s Leading Companies, published June 6, 2018; HP Internal Data

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