Managed Print Services

Companies that actively manage their printer fleets can reduce their current print spend by between 20-40% over the contract period.

Businesses are being pushed to drive aggressive efficiencies, quickly and significantly - protecting the environment and corporate social responsibility is also high on every businesses agenda.

Our clients require business solutions that deliver measurable cost savings and return on investment (ROI) whilst supporting sustainability goals.

By outsourcing business processes companies can reduce costs and release internal resource to be more effective in tasks directly connected to their main business goals. One area still run in-house by many businesses is the service which Gartner calls ‘the last great area of uncontrolled costs’ - print, and in particular the management of print.

Major benefits for a business when implementing an MPS fall into the following categories:

1. Constant visibility, containment and control of all costs
2. Increasing the efficiency and sustainability of printing
3. Facilitating better risk mitigation, governance and compliance
4. Increased user satisfaction
5. Provision of accurate and meaningful management information
6. Consolidated invoicing to streamline billing processes and maximise savings

Major benefits for the IT division of a company that implements an MPS cover the following:

1. Greater fleet management and control, monitoring, reporting, regular reviews
2. Less in-house resource required
3. Increased capabilities to deliver more core services to the organisation
4. Significantly improved service quality and consistency
5. A single partner for the whole print/output, delivering on a single print strategy

It consists of four simple stages that work in a continuous cycle.

1. Assess

Obtain a much greater understanding of your existing document production infrastructure, processes and requirements. This phase requires an agreement to share financial data and engage key users and support staff, it is normally sponsored in the business by a senior executive stakeholder. The objective of this stage is to produce a jointly agreed Total Cost of Ownership (TCO) for the current environment. An assessment typically takes 1-3 months to complete. Confidence for both parties to contract is dependent upon the quality and level of information provided at the assessment stage.

2. Design

Focus on creating a solution around hardware, software and support services that will meet your business and project objectives. This centres on rationalising the existing technology base, streamlining support processes for areas such as consumables and device maintenance. There may also be a need for additional services such as fleet management or helpdesk integration. The output of this phase is the production of a full proposal for the most appropriate solution.

3. Implement

Set up all of the relevant processes, agreements and technologies to meet the contracted requirements. This is driven by two key stages: Transition which focuses on changing the provision of service on an existing device to EBC. Transformation which focuses on changing the process or technology used to provide the service.

MPS will start to deliver service improvements and cost savings from day one, even though the phased implementation may take several months. Furthermore, we will ensure that you do not need to make any significant changes on day one in order to achieve this, mitigating any potential impact on the end users. Working within Prince2 methodology we ensure efficient service deployment for your business and moving you forward into the optimised design.

4. Manage

This is the heart of the service, partnering with you to guarantee that your print receives ongoing management in the way that’s right for your business and ensuring that the service performance levels are maintained over the contract life. This phase consists of three key activities:

• Asset management: ensuring that key information about each device and cost item is tracked and understood.
• Incident management: handling all requests in a professional and timely manner
• Account management: ensuring that new requirements and changes to existing requirements are properly defined, agreed and implemented

The partnership doesn’t end there. We will continue to work with you into the future to make sure that your fleet is always optimally located, optimally running and optimally managed – as well as ensuring that the technologies you use are the right choice. To make this happen, we’ll carry out regular strategy reviews, deliver consultancy and have regular meetings to ensure that the services you receive meet any SLAs. So whenever your business changes, your print fleet can change with you, as it adapts to deliver against your new demands.

EBC will maximize your cost savings and continually fine-tune your output fleet for optimal productivity, using proactive monitoring tools to predict and resolve potential issues. Best of all, we can completely customize service offerings to your unique business needs.

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