Our Managed Print Services is based on a methodology that delivers value over five distinct but inter-dependent phases:
Office Technology will conduct an MPS Audit to understand your print / imaging requirements. The audit process will assess your current print fleet, print behavior, capturing project requirements and determining a total cost of ownership for the current state.
We will use print audit tools to capture both network and non-networked devices.
We will walk your floors to familiarise ourselves with your current set up. We will speak with key users and liaise with your IT department, if they have one.
We will identify sensitive areas and areas that require high levels of security. We will discover the areas / departments that have mission critical jobs and departments that have cyclical printing requirements.
Our experienced team will use your Managed Print Services Audit results to design a print and document solution that meets and evolves with your changing needs.
We’ll work with you to define the business case, propose the service solution and clearly state the guaranteed savings.
3: Transition and implement
Our team will implement a program to ensure a seamless transition to your new managed solution, using a defined methodology, training and communications to support both your organisation and end-users.
4: Support and manage
Our Client Service Manager will ensure your print fleet and document workflows maintain optimum performance over the long term, placing the highest importance on achieving agreed Key Performance Indicators(KPIs) and Service Level Agreements(SLAs).
Our Managed Print Services will use captured service and performance information to deliver continual improvements, supporting your evolving organisational needs.
Managed Print Services – The discovery phase
First we carry out an Managed Print Services audit. This is a detailed assessment of your print and document environment, identifying how your organisation manages its print and document workflows today and how you might need it to change in the future.
We have several options to choose from, depending on your organisational needs, the level of analysis you require and the detail required to design the appropriate solution.
A snapshot of your print / imaging environment
A Basic Discovery Assessment provides visibility into the machines you have, your usage levels and costs without installing any software onto your network. Once completed, we will give you an indicative cost of print to your organisation – regardless of whether you own, lease or rent your existing devices.
Then we can talk about improving your print devices and procedures.
A deep insight into your print / imaging environment and document usage
A Discovery Audit & Assessment provides a detailed insight into your print and document workflows.
This audit and assessment option provides you with a complete and transparent view of your document output infrastructure along with an indicative proposal based on initial findings that may include: right sizing of your device fleet, a balanced deployment plan and recommendations regarding document output management solutions to improve availability, simplify workflow processes and reduce total cost of ownership.
This audit option provides a complete and transparent view of your entire printing infrastructure and how it is used on a daily basis.
With a diagrammatic floor plan to show device locations and a full cost assessment, it provides the platform for recommendations on lasting cost savings and productivity enhancements.
Managed Print Services – The design phase
The solution we recommend will incorporate the most appropriate hardware, software and services to deliver measurable benefits over the long term. Importantly, it will be planned to suit your operational needs and desired pace of change.
Depending on your organisational needs our MPS methodology can;
- Ensure a consistent user experience with the same user interface across all devices, so minimal training and support are required
- Provide sophisticated functions that make working life easier, such as scan direct to email, PDF or into existing systems
- Deliver a universal printer driver, which means users can use any device without having to install individual drivers for each device
- Allow My Print Anywhere, meaning users can pick up their pages when and where they want, without worrying that someone else will collect them by mistake
- Draw on our range of world-class printing and imaging devices and a strong suite of software products to optimise your organisations print management
- Define clear policies and governance to determine device types, availability and capacity; as well as ensuring that the right people can output to the right resource, at the right cost
- Extend to the support for and management of 3rd party devices within your existing fleet, proving a single point of contact for print related services by managing consumables and maintenance arrangements on your behalf. In this case we will work with you to remove excess costs by consolidating your print fleet over an agreed timeframe
We will discuss and design the contract Service Level Agreements(SLAs) with you prior to commencing implementation, to ensure expectations are clear and that we can measure your solution’s success against defined objectives.
Our project management methodology ensures the deployment of the MPS solution in accordance with agreed parameters, such as time, quality and cost control, to ensure a smooth transition.
Using assigned Project Managers and / or management teams, we co-ordinate all deliverables in order to minimise disruption to your organisation and to maximise the speed, ease and simplicity with which the new solution is adopted. This will include key milestones and User Acceptance Testing.
Managed Print Services – The Transition and implementation phase
Program Management Communication & Education
While implementing a new printing and workflow system can be unsettling, a proactive approach to engage staff, create understanding and build loyalty can minimise the impact.
Our MPS team will work closely with people in your organisation who could be sensitive to change. Face-to-face communications as well as intranet and email promotions can be used to convey and develop understanding.
Only through effective and consistent communication of the change itself; of the requirements and benefits of that change; and the impact on the end user, can resistance to change be removed and the future state achieved.
End User Training
When it comes to getting the most from your MPS solution, end user training is critical. Our comprehensive training program will be tailored to meet your organisational and end user needs.
Training can be conducted via a variety of methods, including classroom-based courses on or off-site, as well as
One-on-one or small group programs.
During the training program your staff will learn:
- How new devices work, highlighting features/functions to maximise productivity
- How to manage workflows and usage as a result of new software applications
- Who to contact at Office Technology for ongoing printing needs
Hardware, Software & Services Implementation
Following the Discovery phase, all activities will be designed and scheduled to minimise disruption to your organisation.
New devices and software will be installed and existing devices redeployed and/or removed, in line with an agreed schedule, to ensure a smooth transition from the legacy environment to the future state
Managed Print Services – The Support and Management Phase
In order to support our customers’ organisational objectives, we design and implement tailor-made print management solutions that address our customers’ needs − both now and for the future.
Once implemented, these solutions require specialist and dedicated management in order to deliver on the financial and operational Key Performance Indicators(KPIs) or Service Level Agreements(SLAs) agreed in the Contract or overall SLA.
A dedicated Office Technology Client Services Manager will take responsibility for every aspect of your MPS contract, ensuring agreed SLAs are met and your return on investment is maximised.
Working with your team and ours, as well as external vendors where required, your Client Services Manager will deliver successful change management and education, increase the uptake of new technology and work to improve employee productivity, reduce print-related costs and enhance asset availability across your organization
Configuration Management & Maintenance
This service ensures that a customer’s printing environment consistently operates at an optimum level. It also ensures that all policies in relation to print and the organisation are adhered to, including printing, procurement, security and end-user policies.
The service also contributes to a smoother transition process in case of changes to the printer fleet environment – such as Installation, Moves, Adds or Changes (IMAC) or solutions upgrade installations. It also expedites the disaster recovery process if a critical failure occurs in the IT environment.
Your Information Technology(IT) staff and end-users will have a single point of contact at Office Technology for all queries, incidents and problems. This will help free your internal IT resources to focus on their core business activity – and increase your fleet uptime.
We will pro-actively design, implement and manage your assets from the Discover phase through to Review. In doing so, we can track, financially manage, plan and efficiently implement the most appropriate devices and applications throughout the course of your contract
Managed Print Services – The review phase
Management Information Reporting
Your Office Technology Client Services Manager will use Management Information Reporting and regular customer review meetings to recommend lasting improvements in operational efficiency, staff productivity and cost savings.
Our expertly prepared quality-of-service analysis and service-compliance reports provide an update on all aspects of support performance, including call history, trends, performance metrics, contract changes/ updates, and more.
Importantly, they enable your Client Services Manager and print and document specialists to proactively identify and address unusual trends and occurrences before they impact your organisation.
They, also, give you ongoing visibility into the performance and overall effectiveness of your MPS.
Our Management Information Reports will be used in periodic management reviews.
Management Information Reporting covers the following areas of your MPS:
- Service Performance – service level agreements (SLAs)
- Device Utilisation
- Asset Management and cost control
These ensure all key stakeholders openly review performance against objectives, discuss specific direction and action tasks. Your Client Services Manager will coordinate and facilitate these Review Meetings
Continual Service Improvement
Continual Service Improvement aligns our current and pipeline services with the current and future strategic needs of your organisation, the maturity of your IT processes and your environmental policies.
In doing so we forge a path towards a genuine, mutually beneficial partnership with your organisation that enables both parties to work towards increased productivity and reduced costs.
For more information, please continue reading now or request a quick quote today: