What’s Under Your Bed That Will Get You?

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Whats Under Your Bed That Will Get You? Better Your Business by Knowing Printing CostsPresented by Brian Dawson, Print Tracker

Whats Under Your Bed That Will Get You? Does your Brain Hurt Yet?

Stop Seeing MPS as a Silver Bulletby Mitch Filby, First Rock Consulting MPS as a philosophySurvival of the Fittest: How Tomorrows Service Providers Evolveby Ken Stewart, Photizo Group Evolving MPS Service ProvidersThe Great Assessment Debate: To Have or Not to Haveby Ed McLaughlin, NewField IT and Kevin DeYoung, QualpathComparing MPS Solution Sets: The Software Sets That Could Put Your MPS Business Ahead of the Packby 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 2Whats Under Your Bed That Will Get You? In this Session I Will:

Identify why businesses should embrace MPSCategorize MPS modelsDiscuss how to get startedDescribe the typical meter collection processShow what information is gatheredDetail what dealers do with the dataTuck everything in nice and tightIdentify why businesses should embrace MPSCategorize MPS modelsDiscuss how to get startedDescribe the typical meter collection processShow what information is gatheredDetail what dealers do with the dataTuck everything in nice and tight

33Whats Under Your Bed That Will Get You? So Whats 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 44Whats Under Your Bed That Will Get You?In theUnited States

15 MILLION

PAGES ARE PRINTEDevery 5 minuteseach andeveryday.5Whats Under Your Bed That Will Get You?

UP TO 90% OF BUSINESSES

EMERGENCY

EMERGENCY

dont know what theyspend on print.?????????6Whats Under Your Bed That Will Get You?The typical office worker prints

7170 pagesa week735 pagesa month34 PAGES A DAY.7Whats Under Your Bed That Will Get You?

UP TO 20% OF WHICH ARE NEVER USED.88

OF WASTE A typical office laser printer creates

can create

100 LBS

EACH YEAR

9Whats Under Your Bed That Will Get You?Printing has been identified as theGREATEST OPPORTUNITY FORCORPORATE EXPENSE CONTROL.

GREATEST OPPORTUNITY10Whats Under Your Bed That Will Get You?Printing is often the3rd HIGHEST OFFICE EXPENSE

Payroll

Rentafter rent and payroll.

Print

Utilities

Other11Whats Under Your Bed That Will Get You?3rd HIGHEST OFFICE EXPENSEMost companies can cut printing costs by 10 30 %

** Source Analyst firm Gartner Group Print12

Whats Under Your Bed That Will Get You? So What can Businesses Do?

First and foremost Learn how your company processesChart departments that distribute paperInclude payables, receivables and servicesUnderstand process challengesComprehend the print processDefine how paper impacts business costsVisualize document movementprintcopyscanfaxinvoicingscan,fax &invoicing activitiesprint,copy,THEN Plan to manage the print process1313

Whats 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 componentsto determine yourMPS programThe MPSA defines four common MPS Business Components:Supply Fulfillment onlySupply Fulfillment PLUS Break/Fix ServiceSupply Fulfillment, Break/Fix PLUS Equipment ManagementSupply Fulfillment, Break/Fix, Equipment, PLUS 14Whats Under Your Bed That Will Get You? So Whats Under the Bed? --- --- --- Dustbunnies:

Monthly page outputImaging device inventoryDevice placementMachine usage (efficiency) Unnecessary equipmentNon-manageable machinesImaging fleet operating costs15

Monthly page outputImaging device inventoryDevice placementMachine usage (efficiency)Unnecessary equipmentNon-manageable machinesImaging fleet operating costsWhere can the answers be found?

So Whats Under the Bed? --- --- --- the Dustbunnies:

15Whats 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 ChallengesDefines average page output per monthShows machine usageIdentifies management capabilitySuggests efficient device placementGathers a machine inventory leading to fleet reduction and lower printed outputCan help determine operating cost of the fleetAn MPS strategy is NOT possible

when real-time data cannot be gathered.That helps LOCATE ALL equipment!Assessment Identifies ChallengesRemember You get what you pay for!16Whats 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

17Data collection:Quick assessments NO deploymentSoftware deploymentGoodBetter17Whats 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

18IP search ranges can be defined during searchesOnce deployed, the revealed device list can be reviewedActivate Off-line devices

Add missing devices

Research SNMP challenges

Update community strings (as needed)

Find / add locally connected devicesServer installations may not be requiredDevices can have connectivity challenges identifiedNote Limited reporting ability

(Identify non-manageable machines)Initiate software deployment from: IP search ranges can be defined during searchesServer installations may not be requiredOnce deployed, the revealed device list can be reviewedDevices can have connectivity challenges identifiedSoftware deployment initiated from: Website download by a salesperson, technician or customerInstall from USB thumbdriveFrom an executable link sent to the prospect via emailIP search ranges can often be defined during a searchSoftware installations do not necessarily need to bedone on a serverOnce deployed, the revealed device list can be reviewedDevices that are off-line or turned OFF can be activatedMissing devices on additional IP segments may be addedDevices with SNMP challenges can be updated and notedDevice community strings may need to be accounted forLocally connected devices can be found, configuration pagespulled and measures taken to include them in reportingDevices can have connectivity challenges identifiedDevices with limited reporting ability can be noted(Helps to identify MPS capable machines)

18Whats 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 copiesFor locally connected devices (monitored through the Windows spooler):

Model and a page tally through the spooler

Printer driverSerial numberTotal engine counterTotal color counter (some models)Toner level (some models may report black, cyan, magenta, yellow)19Total 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):Whats Under Your Bed That Will Get You? Meter Reports20

Collected data is provided in detailed reports

Collection software may also gather:Day and time report was updatedName/Network IDIP addressesMachine where software is installed

Ending meter Beginning meter Volume within the date range is recordedWhats 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)

21Assessments gather useful dataTypical assessments are done over 30 to 60 daysDuring the assessment, assemble the following:Assessments are only useful after data has been gatheredSet a time limit for the assessmentEvaluation may be in terms of weeks, a month, quarter or longerLonger assessments yield more accurate data (but may have a cost)Typical assessment are done over 30 to 60 daysPlan for additional time to work with the data and prepare the MPS planWhile the software is gathering output information,assemble the following:Chart