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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?

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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?. On the Last day in the Last Hour of Transform Global …. - PowerPoint PPT Presentation

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Page 1: What’s Under Your Bed          That Will Get You?

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

Presented by Brian Dawson, Print Tracker

Page 2: What’s Under Your Bed          That Will Get You?

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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 …

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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

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What’s Under Your Bed That Will Get You?… So What’s Under the Bed?

3-6%OF CORPORATE REVENUES ARESPENT 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.

WHAT ARE YOU

SPENDING ON PRINT?

*

* Source – InfoTrends

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What’s Under Your Bed That Will Get You?

In theUnited States

15 MILLIONPAGES ARE PRINTED

every 5 minuteseach andeveryday.

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What’s Under Your Bed That Will Get You?

UP TO 90% OF BUSINESSES

EMERGENCYEMERGENCY

don’t know what theyspend on print.? ?

? ? ?

? ? ? ?

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What’s Under Your Bed That Will Get You?

The typical office worker prints

34 PAGES A DAY.

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What’s Under Your Bed That Will Get You?

UP TO 20% OF WHICH ARE NEVER USED.

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OF WASTE

A typical office laser printer createscan create

100 LBS EACH YEAR9

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What’s Under Your Bed That Will Get You?

Printing has been identified as the

GREATEST OPPORTUNITY FORCORPORATE EXPENSE CONTROL.

GREATEST OPPORTUNITY

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What’s Under Your Bed That Will Get You?

Printing is often the

3rd HIGHEST OFFICE EXPENSE

PAYROLL RENT

after rent and payroll.

PRINT UTILITIES OTHER

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What’s Under Your Bed That Will Get You?

3rd HIGHEST OFFICE EXPENSEMost companies can cut printing costs

by 10 – 30 % … *

* Source – Analyst firm Gartner Group

PRINT

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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

print copy scan fax invoicingscan, fax & invoicing activitiesprint, copy,

THEN … Plan to manage the print process

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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..." 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 …

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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

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”:

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What’s Under Your Bed That Will Get You?… Assessment and Evaluation

A proper assessment (done over a specified time),allows for a sound print management strategy.

Assessment Identifies Challenges

Defines average page output per monthShows machine usageIdentifies management capabilitySuggests 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

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What’s Under Your Bed That Will Get You?… The Assessment

Data collection:Collection software is efficientTwo primary collection methods

1. “Quick” assessments – NO deploymentCalls for two or more capture attemptsSome devices may not report during captureReporting challenges / device status is difficult to determine

2. Software deploymentBaseline reporting / device inventories are establishedMissing devices can be found and notedOffers continuous reportingContinuous reporting spots challenges / gives device status

Data collection:

1. “Quick” assessments – NO deployment

2. Software deployment

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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

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 searchesServer installations may not be required

Once deployed, the revealed device list can be reviewed

Devices can have connectivity challenges identified

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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 nameMAC addressModelSerial numberIP addressesPrint serverTotal engine counterTotal color counterTotal copiesColor copies

 For locally connected devices (monitored through the Windows spooler):

Model and a page tally through the spoolerPrinter driverSerial numberTotal engine counterTotal color counter (some models)Toner level (some models may report black, cyan, magenta, yellow)

Total printsColor printsFaxesScansToner level (black, cyan, magenta, yellow)Maintenance Kit level (transfer, fuser, drum)Document feeder throughputCustom metersLocation of device (if configured)

For networked devices (gathered via SNMP):

For locally connected devices (monitored through the Windows spooler):

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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 updatedName/Network IDIP addressesMachine where software is installedEnding meter

Beginning meter

Volume within the date range

is recorded

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What’s Under Your Bed That Will Get You?… Now, While the Software is Doing “Its Thing”, the assessment Really begins…

Assessments gather useful dataDetermine assessment period

… Weeks, a month, quarter or longerLonger 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

During the assessment, assemble the following:

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What’s Under Your Bed That Will Get You?… During the assessment, devices are reporting status detail:

Toner levelsReports in percentage remainingSet at multiple levelsMay report in days remaining

Premature Cartridge ReplacementReports when toner is replaced early

Service needReports when device indicates a service needMay report toner condition for devices

Volume alertingFor devices that do not report accurate status data

Toner levels

Premature Cartridge Replacement

Service need

Volume alerting

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What’s Under Your Bed That Will Get You?… Sites are reporting status detail as well:

Missed meter reportingFor installations that stop reporting

Missed installation check-insFor installations that stop checking in

Alerting for devices that stop reportingFor devices that stop reporting

Alerting for devices that stop reporting toner levelsWhen 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

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What’s Under Your Bed That Will Get You?… Alert Reports / Supply and Service Fulfillment

Site Status indicates …Toner needService needLate reporting / non-reporting devices

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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

… 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 onlySupply Fulfillment PLUS Break/Fix Service

Basic MPS

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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

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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

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What’s Under Your Bed That Will Get You?Total Cost of Ownership …

… add information for the next device …

0262B001AA

26,000

$89.99

0258B001

78,000

$239.99

Faculty shared printer; room bldg 21, 21-402

Asset #22023

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What’s Under Your Bed That Will Get You?Total Cost of Ownership …

… and continue until the list is complete.

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What’s Under Your Bed That Will Get You?Total Cost of Ownership …

Some estimator tools provide monthly cost averages …

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What’s Under Your Bed That Will Get You?Total Cost of Ownership …

Others provide the data in spreadsheets …Device Identification …Black / Color Volume and toner detail …Service and maintenance costs …And cost of ownership by device …

Including Totals … and for the fleet…

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What’s Under Your Bed That Will Get You?Total Cost of Ownership …

Input of cost detail:ManuallyImported from sourcing worksheets

Cost detail can be:True cost of provider supplied goodsTrue cost of office supply sourced goodsRepresentative costs of alternatives

Cost per page detail requires:Page volumesFill ratiosCartridge yield accuracyLabor / preventative maintenance costsALL supplies and parts costs

Total cost of ownership is represented as a cost tooperate 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 tooperate the fleet for one month

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What’s Under Your Bed That Will Get You?… While Costs are Established, Potential Problematic Equipment is Identified

Devices that stop or are not reporting

Devices that are locally connected

Devices that do not report toner informationDevices that do not report maintenance informationDevices that need toner

Devices that need maintenance

Last Last Update

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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 attentionThey 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

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What’s Under Your Bed That Will Get You?… Look for Problematic Device Utilization

Devices using MORE than 30% of manufacturer’srecommendations …

BlackColor

…. Or UNDER 50% of manufacturer’s recommendations …BlackColor

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What’s Under Your Bed That Will Get You?… Look for Problematic Device Utilization

Devices with utilization challenges may be candidates forreassignment …

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What’s Under Your Bed That Will Get You?

Supply Fulfillment, Break/Fix Service, Equipment, PLUS other

Identifies Machines that:Need tonerDo not report toner informationNeed maintenanceDo not report maintenance informationRequire special attention:

Problematic UtilizationOver / Under manufacturer’s recommendationsDevices that may be candidates for reassignment

Locally connectedNetworked devices are more efficient and report with > accuracy

Late reporting / non-reportingTCO / CPP analysisDisposition of “non-manageable” machines

Advanced MPS

TCO / CPP analysis

Need tonerDo not report toner informationNeed maintenance

Supply Fulfillment, Break/Fix Service PLUS EquipmentSupply 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

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What’s Under Your Bed That Will Get You?… Think …

Q Are you getting valuefrom 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?

value

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

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What’s Under Your Bed That Will Get You?… With a sound print management strategy you will know:

The imaging device inventoryMachine usageManageable equipmentUnneeded machinesMonthly page outputOperating cost of the imaging fleet

This information allows you to decidethe kind of MPS strategy you want

The imaging device inventoryMachine usageManageable equipmentUnneeded machinesMonthly page outputOperating cost of the imaging fleet

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What’s Under Your Bed That Will Get You?A well run managed print and document output strategy can typically drive …

10 – 30%BOTTOM LINESAVINGS

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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.

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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 …

Solidify print management efforts –

Businesses may need to hire MPS specialists …

Prepare and Follow a Plan

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

Preparing for print management successis 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.

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

Q & A

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7950 Horseshoe Bend Rd, Suite 107 Boise, ID 83714 Tel: 208.629.3342 Toll free: 866.629.3342 http://PrintTracker.net

(866) 629-3342 x [email protected]

Contact:

for more information.

Brian D. Dawson

Sales and Marketing Director

http://PrintTracker.net