Managed Print Solutions Process

An organization planning to streamline output management should target four areas for improvement:

  • Reduce output costs
  • Enhance company/employee productivity
  • Improve resource management/sustainability
  • Better performance reporting for increased control

However, managing all this at a time is a very daunting task. So here an MPS provider can help you out to get your output optimised such a way that a fixed visible saving can be achieved at the end of every month. For this you need to understand what and how a MPS process works.

Below steps are carried out by ElpeeMPS: Assessment, Design, Implementation, optimization, supply management and single point of invoice.

Assessment Process


A MPS contract relies heavily on understanding precise fleet and usage levels. A customer must understand what he is paying for and our analysis of your printing environment so as to get an idea about your print loads. Best way to start is by focusing on the Total Cost of Ownership (TCO) so that we can measure it accurately and calculate savings against that baseline. So, a thorough assessment is required for building an appropriate TCO.

Most of the times managers in the organisation have an exact number of type of output devices, cost related to it or true output volume from those devices (print, copier, MFPs). But still an assessment based on their rough estimate will miss out key points.

Here a proper assessment of environment is required to ensure the effective baseline on which both client and service provider can work.

The provider team will work with IT and finance departments to quantify all costs, including the cost of acquisition, true total costs of consumables, and charges for break-fix and management, including the associated cost burden from the IT department.

This workflow will include mainly 3 things.

  • Device

Every organization has its printers (ownership of the devices) so the ownership devices are assessed by MPS providers. It also consists of Consumables required for the devices, inventory management costs, purchase of consumables. Servicing and maintenance of the devices owned by organisation and also the rental devices and their costs are also assessed.

  • User

Under this each user in organization is mapped and their print volumes are measured and they are categorized under a print volume grid. Users are categorised according to the client job code or department wise, so as to set print policies.

  • Environment

This includes assessing your print environment for carbon Emission and to assess capacity of printers to print volume ratio. To make your organisation more echo-friendly.



To get appropriate savings from All the data which is collected by proper assessment of the Print Environment will be analysed to get efficient device fleet. And accordingly, a system is designed which includes all the ownership devices and new devices if necessary to meet the present print volume needs. It’s important that the service provider responds to the business needs and doesn’t just look upon this as an opportunity to sell new equipment. It is essential to choose a service provider who can also easily manage third-party devices cost-effectively.

A Service provider should include all type of devices i.e., not just printer but also copier fax machines and MFPs. So, a contract should be designed in such a way that it will include entire fleet, not just the networked devices.



This is a vital stage of MPS as in this user will be experiencing a whole new print environment with fewer, and better utilized devices. All the required hardware services and supplies will be installed or redeployed to consolidate devices, reduce printer downtime, maximize productivity and reduced operational cost other than this, implementation of print policies are done in which

  1. Pin Card Authentication is installed for Secure printing.
  2. Print Quota is set on user and print volume basis for particular user or department.

For all this a Managed Print Service Provider team will adopt a systematic and disciplined approach to change the management with proven to deliver robust measurable improvements in business.

Optimization (Remote Monitoring)


After the deployment of the devices, they will be automatically monitored and analysed for consumable usage, devices issues and life cycle management which reduces IT staff time and helps them to focus on more services related critical issues.

Supply Management

As per the report generated by monitoring and analysing regular basis supplies and services are automatically dispatched to the clients. As a result, productivity is not affected and work efficiency increases while decreasing the downtime.

Single Point of Invoice

As per the monthly print volumes a single invoice is generated at the end of every month on the basis of pay per page strategy and you need not to worry about devices and consumables as they are all managed by MPS providers.

To stay competitive in a challenging business environment, organizations must rethink their Print management strategies.  The above strategic approach consisting of 6 steps (Assessment, Design, Implementation, Optimization (Remote Monitoring), Supply Management, Single Point of Invoice) carried by ElpeeMPS will help your organisation grow business and increase productivity at same time, by reducing print related costs and lower carbon emissions.