Managed Print Services in public sector

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Print Happen – Manage it

Lessons from 9+ years with MPS

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selling MPS TO PUBLIC SECTOR

PRINT HAPPENS

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Positioning Norway

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Positioning Norway

Norway

Germany

Spain

Sweeden

United Kingdom

Population (M) Country area

GDP per Capita Unemployment

Procurement as % of GDP

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Why sell to public sector

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Opportunity

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Public Sector procurement Characteristic of public procurement of imaging needs

Subject to strict EU regulations

Typical frame agreement approach

Lack of understanding of cost factors

Centralized contract awards, distributed call-offs

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Restructuring procurement Educating customers

Raise knowledge among senior management

e -Government initiatives

Change the game plan for BID success criteria

Employ a CDM (customer developing manager)

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Objectives of e-government

96 %

86 %

74 %

67 %

0 % 20 % 40 % 60 % 80 % 100 %

Reduce administrative

burden

Cut cost

Spurring innovation

Improving effectiveness

Percentage of 25 responding OECD member countries

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in public sector procurement

SHIFT HAPPENS

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Influencing pre bid

• Include ICT process gains

• Secure senior sponsorship

• Lower spend vs lowest price

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PHOTIZO GROUP, Inc. 2011 ©

x devices 300 each = 2 400

x devices 400 each = 2 000

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think BIG

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Positioning Bergen

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The City of Bergen

Norway's second largest city

Population 260 000

18 000 employees

Europe 2 largest Public Sector centralized purchasing power

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City of Bergen RFP

• Collaborative procurement,17 local governments

• First ever public sector request for MpS in Norway

• Negotiated BID procedure announced

• Largest Equitrac installation in Northern Europe

• Highest number of locations for Xerox managed

contracts in Europe

• “Bulk installation” of 3600 devices over 6 months

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PIG PICTURE BIG PICTURE The

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BID

ASSESS

IMPLEMENT

MANAGE

DESIGN

Phases

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BID phase

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AWARD

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Floorwalks

• Collecting addresses

• Visits and floor walks

• Self assessments

• Data processing

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Design

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Findings

557 locations all over town

Failure of the “no printers strategy” Special needs health care

Building layout

Special needs schools

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Findings

8 %

15 %

39 %

29 %

9 %

Copiers

MFP (networked)

Printer (networked)

Printer (personal)

Faxes

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Optimizing

0

500

1000

1500

Before Today

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PRINT POLICY

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Design criteria's

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Service Delivery Key learnings

• Service Call Activity

• Call transfere process

• ITIL compliance

• KPI and measurements

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Green achievements

• consumables use down 50%

• paper usage down 11% *

• energy consumption down 30%

• Greenhouse gas emission – 170 tons

*estimate, Equitrac just compleeted

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TCO achievements

• Uncontrolled vs controlled output environment

• Free office space from 1670 optimized devices

• Contract management 11 > 1 vendor

• Not printed 28 M pages / paper

• 21 % reduction in direct cost YoY

• Simplification of next bid process

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LESSONS Learned

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PHOTIZO GROUP, Inc. 2011 ©

PHOTIZO GROUP, Inc. 2011 ©

OPTIMIZE, helicopter-view,

spend less, GREEN PRINT, consolidate invoices, save more,

CONTROL, single point of

contact, ITIL, process driven,

reporting, PROACTIVE, pre

empty

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Managed Print Services is

the battle for ownership

of output volume rather

than device sales

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Million dollar question:

How to make a profit from

advising clients to buy fewer

devices, implementing tools

to lower page volume?

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Become a trusted advisor

Interact with decision makers.

Participate in relevant forums,

grow Public Sector knowledge

on MpS benefits over traditional

box decisions.

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Thank you

John Alfred Hustvedt Managed Print Service Evangelist

X-Partner Stavanger AS

john.hustvedt@xpstavanger.no Follow me