”Money often costs too much”
Printing is a critical part of your company’s IT services, and almost each and every employee is directly impacted by the efficiency and quality of printing. Paper jams and toner outages are responsible for a frustratingly incalculable loss of productivity. Smudgy, grainy and unclear print outs can confuse recipients and defeat the very purpose of print documentation.
Managed Print Solution Process
Assessment Process:
An 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.
Design
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.
Implementation
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
- Pin Card Authentication is installed for Secure printing.
- 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.
Management
As per the report generated by monitoring and analyzing regular basis supplies and services are automatically dispatched to the clients. As a result, productivity is not affected, and work efficiency increases while decreasing 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.
Total Cost Reduction Using MPS
In simple words Managed Print Solution means a provider is managing the complete print set-up from first assessment to last services & Elpee MPS is in this domain since last 2 decades. Elpee’s main motto is to demonstrate the company’s TCO in regards to their document production system. Total cost of ownership is the estimate of all the cost related to the ownership, usage, support & management of the all components related to the organization’s print set. TCO is based upon the arguments that a company cannot manage its print system if it does not measure it properly.
Below is the simple graphic, you can see how MPS tackles all components of printing to bring down the Total Cost of Ownership:
How ElpeeMPS brings down TCO?
- Elpee MPS provides the printers with the latest technology, where our objective is not just to give right product for given application, but to design MPS keeping in mind on objectives to have print fleet optimization with the latest equipments which will help to optimize print workflow with better productivity. With such advance printing solution, print fleets are set according to individual quotas & validation in printings which automatically helps to save papers & use of energy is efficient to device.
- As Elpee is print partner with Samsung, HP & Xerox by rationalization & consolidation goals keeping in mind it will definitely make sure that the parts provided to our clients are 100% genuine, it is just because of Elpee is proactive in providing preventive maintenance as it has well qualified engineers on duty.
- With advance machineries & expert service will increase the workflow & productivity of organization will increase due to fewer devices which will be saving space in office and breakdown is minimum and also the energy efficient product helps environment to Go Green. Hence therefore burden on management & help desk gets reduced as it minimizes monitoring & commercials issue which save ample of management time.