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Managed Print Service: The Definitive Guide

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Why is a Print Management Program a better solution than a traditional plan?

Print Management Programs are proactive in nature. Designed to identify problem areas, extend equipment life, providing management reports, increasing end-user productivity, ensuring optimal printer operation, and accurate budgeting. A print management company treats your print environment as if it is their own. Traditional programs respond only after a problem has occurred. This reactive in nature; resulting in lost end-user productivity, decreased equipment life, and premature capital expenditures for new equipment. It also gradually increases costs associated with supplies, maintenance and service repairs; making budgeting increasingly more difficult.

Is this solution at all industry specific?

Not at all. Any organization that has an installed base of print devices can benefit from a strategic relationship with BMP Print Solutions. We currently manage print environments in the health care, legal, retail, restaurant, manufacturing, technology, facilities, software, consulting, financial, construction and insurance industries.

Why should we consider implementing a Print Management Program now?

Our print management program doesn't require any capital expenditures. We simply take over the management of your existing printers in a way that will increase end-user satisfaction, reduce IT printer support
requirements, and lower a companies operational overhead. This is a non-invasive solution, which can be easily implemented within hours with no interruption to your current workflow.

How do we implement a Print Management Program?

This truly is a hands-off implementation. We will have technicians on site to label each of your print devices and take initial print page counts. They will bring all of your equipment up to OEM specifications. Additionally, we will provide you with sample e-mails that can be sent to your end-user community that explains the new procedures for support of their print.

How will this program impact my IT department?

IT departments embrace this program for several reasons. First, it dramatically reduces the amount of print related issues that an IT department needs to respond to. Print issues typically fall under a low severity level and most IT department staff members would rather not have to deal with print issues. It's not core to their business and is therefore not a good utilization of their resources. Lastly, while this program will streamline all aspect of IT department print issue involvement, it will also assist an IT department to properly identify over and under utilization of print devices. This will assist them in the proper management and deployment of corporate print assets.

How can a Print Management Program reduce an IT department's budget?

More times than not, IT departments have had to absorb the costs associated with all connected devices to the
network. Many times, this is because a company does not have a method of properly and easily identify and allocating print costs. That's exactly what we do. We summarize billing by departments and/or cost centers and make individual groups responsible and accountable for their own operating print expenses. Consequently, an IT department no longer needs to carry the print costs of other departments thereby reducing their overall budget.

How does a Print Management Program help to identify print usage and allocate print costs?

Since we are counting actual pages being printed to each print device, we can accurately and appropriately allocate all print costs back to the department and/or cost center that generated the print. This reduces print costs simply by the fact that people are now conscious of the consequences of their printing patterns.

How can a Print Management Program reduce my inventory carrying costs?

Most companies will maintain a stock room of toner or will keep spare cartridges near each printer. The larger the print environment, the larger a companies inventory carrying costs. This inventory never goes away until the printer does. At that point, the remaining toner becomes obsolete. This is a poor utilization of corporate funds and adds to a company's cost-per-page calculation. Under BMP Print Solutions’ cost-per-page program, customer inventory needs are significantly reduced, if not eliminated.

How does a Print Management Program increase end-user productivity?

At the start of a Print Management Program, all equipment is brought up to OEM specifications. Any issues are
identified and resolved. Furthermore, quarterly preventative maintenance services are performed to ensure both the quality of the print and the longevity of the print device.

Does a Print Management Program become more costly or cost effective over time?

Actually, Print Management Programs become more cost effective over time. If you think about the dynamics for a moment you discover some overwhelming support for this. First, cost-per-page rates are determined and budgeted, based on historical data. BMP Print Solutions’ Print Management Program is designed, not to replace aging devices, but to keep them running for as long as possible. Like a used car, as print devices age, repair costs go up. They rise to a level where it is deemed more cost effective to replace a device as opposed to repairing it. You replace a device with a new one in hopes of ending the escalating repair costs associated with the replaced device. But isn't that a cost of repairs in itself; just one that is now capitalized as a depreciable asset? And doesn't that new device begin to age and require more and more repairs over time? These repairs could begin early in the life of the new print device. That's the beauty of BMP Print Solutions’ program. It locks in a cost-per-page rate based on historical data. From that point on, BMP Print Solutions becomes responsible for maintaining the operational performance and readiness of all covered equipment. Print costs for the first time become fixed and easily budgetable.

How does Print Management Programs help to reduce transaction costs?

    • Each time a cartridge is requested, a service call or a repair order is needed, and a series of events take place.
    • The user requisitions from purchasing
    • Purchasing writes up an order the order is approved by management
    • The order is sent off to the vendor
    • The vendor sends a bill to accounting
    • Accounting verifies the bill
    • The user or purchaser approves the bill
    • A check is written
    • Checks are signed
    • Checks are mailed

Every time a call is necessary, these events take place. That takes time, from clerical to management, from computer to paper, as well as, numerous hours of downtime. Transaction costs have been documented as low as $50 and as high as $175 per transaction. With BMP Print Solutions, transaction costs and its associated paper trail are virtually eliminated. We submit one invoice per month which summarizes all pages printed by print device, department, and/or cost center. For this reason, accounting departments embrace the operational efficiency of this program.


What are the benefits of preventative maintenance?

An aggressive preventative maintenance program, as provided through a BMP Print Solutions program, creates less end-user downtime, reduces IT interaction for print issues, creates greater print quality, and extends a print device’s life.

What should I expect from an effective Print Management Program?

On the surface, a Print Management Program would appear to consist of replacing toner cartridges and repairing broken print devices. In fact, that only scratches the surface of an effective print management program. A true Cost Management Program breaks down and addresses every aspect of print costs. It assists the overall operational efficiency of each aspect of these costs. A BMP Print Solutions program consists of everything from:

  • elimination of inventory carrying costs to an outsourced Help Desk approach,
  • to assisting an IT department in effectively managing its print device population,
  • to the increased efficiency afforded the end-user due to increased print device uptime,
  • to the proactive preventative maintenance associated with reducing current print repair costs,
  • and ultimately, extending the useful life of a company's print device assets.

An effective Print Management Program gives a company the tools it needs to properly balance its print environment and meet its print needs, as a whole. If properly deployed, an effective Print Management Program can save a company more money in reducing operational overhead, increasing efficiencies, as well as, identifying abuses of print within an company. By billing print costs back to each cost center or department that generated the print, a company gains control and accountability over all aspects of print expenditures.

Is replacing aging print devices just as cost effective as repairing them?

While it is true that every print device will eventually reach the end of its useful life, a proper Print Management Program is designed around an effective and comprehensive preventative maintenance schedule. This will ensure the lowest cost of ownership for an organization. New print devices experience paper jams and need new parts on a regular basis. This is all a function of the number of pages running through a print device, not just the age of the device. None of this is covered under a manufacturer’s warranty. Additionally, the most costly and continuous repairs are the replacement of fuser units and maintenance kits. Both of these items are considered to be “normal wear and tear” items and are, therefore, not covered by the warranty.

Will the increase in color print devices effect print costs within an organization?

Absolutely! This is the single largest area of print cost exposure for a company. Consider that toner costs alone are five times more expensive when producing a printed page. Consider that this statistic is based on pages printed as 5-percent page saturation. Consider that the average page saturation of a black and white document is printed at 17-percent page saturation. Now, add the fact that the average color document is printed at 20-25 percent page saturation. As more color printers are added to a company's network, the associated escalating print costs will be sure to follow. Assisting companies in identifying and controlling these costs is one of our primary focuses.