PRINT MANAGEMENT
A Managed print – the last frontier
Often described as the last unconquered frontier in NHS IT spend, improving the management of printed output is one of the few remaining areas where the NHS can still make truly significant cashable savings. It is possible to deliver sustainable cost reductions typically in the range of 30% per annum, more when combined with VAT savings subject to HMRC approval, says Paul Gregory
bold statement perhaps, but one born from the fact that many parts
of the NHS still do not fully comprehend their current total cost of printing.
The constant quest to reduce operational costs without adversely affecting front line services is a fact of modern public sector life.
As with many business services, the cost of service provision is multifaceted; hardware, break- fix contracts, consumables, supplies, helpdesk calls, intervention, management and support. All of these form part of the total cost of ownership and are part of what can be a complex supply chain.
Those brave enough to attempt tackling this last frontier of NHS IT spend face a myriad of challenges. Many health trusts and public sector organisations have little understanding of the total number of print devices, their location, their maintenance and operating costs, the volumes they produce and their environmental impact.
Print and document production is a service required by everyone in the organisation, with each area of the business potentially having differing requirements and priorities.
A common result of this 44 nhe
approach is that too much focus is placed on the individual hardware and variable cost unit costs rather than the total cost of ownership of document production.
A true managed print service for many organisations is often the answer: IDC defines a ‘managed service’ as “the set of services and solutions provided by a third party on a multi-annual basis, at an agreed cost, and against a set of agreed service parameters.”
Many organisations have already benefited from a more integrated approach to purchasing their print hardware devices but an all encompassing managed print solution goes way beyond simply managing the fleet.
By adopting a holistic view across the organisation, significantly greater cost savings can be achieved.
Establishing the baseline
A complete and accurate analysis of all output devices, existing break-fix contracts, rentals, leases, depreciation, power usage, environmental impact, document volumes, colour requirements, print related helpdesk costs, management, support and any other related costs needs to be undertaken in order to establish an agreed and accurate baseline.
Once the initial audit is
complete, the financial benefits of any implemented changes can be measured, managed and, if required, contractually guaranteed.
A true managed office print services approach dynamically supports the changing print output needs of the business and of the users, focusing on the document processes and not the devices themselves.
Integrated and automated services delivery
Controls can be implemented through the robust execution of jointly agreed policies and ‘business rules’ increasingly facilitated by technology. One such example is ‘pull printing’ (commonly referred to as ‘follow-me printing’), where documents are ‘pulled’ to the convenient device of need, anywhere on the network.
Implementation
Working with an accountable service provider who is prepared to become an integrated member of the service delivery infrastructure within an organisation, rather than simply fulfilling the role of ‘supplier’, will deliver incremental value and a solution that is more able to adapt rapidly to changing business requirements.
This can only be achieved by a service provider who is collaborative and prepared to understand the business.
MORE INFORMATION
To explore the benefits of a true and independent managed print solution:
Paul Gregory T: 01522 882288 E:
mail@danwood.co.uk
Jul/Aug 10 Environmental benefits
An additional benefit of a managed office print services being reduced energy usage and reduced CO2, thus contributing to society and CSR objectives.
Summary
All organisations have a requirement to produce the right document, at the right quality, at the right time, in the right place and at the right cost.
A successful, managed office print service should be invisible on a day-to-day basis, should be tailored to meet all stakeholder requirements and be flexible and scalable enough to adapt, as NHS organisations change in the future.
It should also ensure sustainability of benefits, underpinned by a methodology focused upon continuous improvement, within the framework of delivering a robust SLA at the lowest cost of ownership.
References
IDC White Paper – Managed Print Services: Tackling the Last Frontier in Sustainability Cutting IT Spend
Paul Gregory is the public sector director for the Danwood Group which specialises in the delivery of a wide portfolio of document- centric services from creation through to archiving.
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