Managed Print Services (MPS) is a customised print solution encompassing Hardware, Consumables and Service. The solution is designed using devices that meet the requirements of individual departments and the organisation as a whole. The outcome is a single cost per page for mono and colour printing, copying and incoming faxes.
Step 1. Assessment
Most companies are unaware how much money they spend on printing. As such the first Step of our MPS solution is to conduct a site review and assessment.
We have two ways of conducting site assessments and have found that using a combination of both produces the most thorough results. Where possible we do an electronic assessment followed up by a physical onsite assessment.
To complete the electronic assessment we will utilise auditing software. This software searches the network for all attached printing devices through a simple network management protocol (SNMP) application.
The software can be loaded directly onto the network or via a small USB device - USB Assessment Key the size of a thumb drive that is installed into an endpoint on the network. The application runs completely on the USB stick, so nothing is actually running on the network.
The data captured during this audit is sent back to the Kyocera central server via secure protocols or email or if using the USB Assessment Key, filed into a data base on the USB device and the process is repeated again at a later date. This gives us an accurate snapshot of usage on all devices over a set time frame. From this we can ascertain how the devices are currently being utilised and start to build a framework for the new solution.
To further enhance the results of the Electronic assessment we recommend a physical onsite audit. This allows us to clarify workflows and discuss customer/user needs.
Once the assessment is complete we have information on device usage, workflows, costs and potential areas of consolidation, management and savings. All of this information will be supplied via a proposal including our suggested fleet design, service agreements and payment structures.
Step 2. Optimisation
When deploying the solution we are focused on optimising the customers fleet to ensure that devices are deployed in the optimal manner. We ask questions to bring to light the processes in place and future needs of end users. By carrying out this task we can very quickly see where particular solutions may be of benefit and thus identify the appropriate devices for deployment.
The best results come when Kyocera as a solutions provider knows our customers and can provide the most critical piece of the puzzle: the consultation.
For a trusted advisor, it becomes critical to understand the customer's business and point out the best solution to put all of that assessment to work.
An assessment can tell if a device at one location on the network is underutilised compared with other similar printers on the same network. But if this Printer in question is in a secure area and is only used by the confidential executive assistant to the CEO, that's not a printer that could easily be consolidated with one in use by the other departments.
However, if multiple staff within a company has their own desktop with off-network printers nestled away in their cubicles, this could be a prime area for consolidation and savings.
The main objective of this phase is to assist the customer during implementation to understand what machines they have and help them gain control of the fleet.
Step 3. Ongoing Analysis
Kyocera uses software tools and the devices network card built in web interface to facilitate ongoing analysis.
Both of these methods can be used to automatically get a meter reading from each device at a pre-defined time interval. The audit tools are completely vendor agnostic and can get readings from most manufacturers products.
By analysing the usage of devices, we can act in a further consultative way and suggest further cost saving improvements. We like to have quarterly review meetings with the customer to discuss the results and suggested actions.
The audit tools can also have a customer login which allows a customer to login and create various reports including meter reports, so they can do their own analysis of usage.
Step 4. Service and Supplies
The auditing software can also send alerts to Kyocera on toner levels, error messages and others device alerts. These alerts allow us to automate consumable supply management as well as facilitate automated meter reading, billing and service calls.
The alerts can be customised to suit all requirements. If customers are in a remote location or in high volume use areas then the alert threshold can be increased to cater for this. For example at the moment the system default is set to send toner alerts when the toner level reaches 25%, however some customers have opted to increase this to send the alert at 48% thus allowing more time for the toner to be ordered and get to their location before the toner needs replenishing in their machine.
Step 5. Single Source
The final stage of MPS goes beyond optimisation of the customer’s fleet to actually enhancing the capabilities of the fleet by using strategies like document management and document workflow to improve basic business processes.
As with any service offering, customer follow-up is an essential best practice. Here, all of the assessment and consulting tools mentioned continue to monitor and analyse usage allowing us to inform the customer of trends in use, workflow changes and costs associated with each. We are able to use this information to continually tweak the solution and ensure an ever growing optimisation of the solution.
Device consolidation can also be a continuing process, rather than an event, as a business's workforce—or workflow—changes. Regular follow-up is simply essential to stay in touch with a customer's changing needs to ensure they keep getting value from the solution and to make sure a good customer, remains a happy customer.