Integrated Print Case Study
Public Sector Client
The Challenge
The Client needed to identify a print solution that would reduce costs of print equipment, consumables, and cost per page printed. Additionally reliability and service needed to be significantly improved and carbon footprint significantly reduced to meet their environmental targets.
The print solution that was in place was not co-ordinated or managed internally, and all budget holders were effectively able to obtain any equipment that they believed was required. Consequently there were multiple suppliers and multiple printers, resulting in excessive costs for consumables and very poor service for internal users.
Stenmoore Role
There are multiple solutions available in the market place but we wanted to “tailor” an integrated print solution to meet the diverse requirements of our Client. Using the Stenmoore Category management Route Map we:
- Built an accurate and comprehensive data base of all equipment and models
- Established a cost profile for the entire fleet covering all costs incurred – capital, lease, consumables, and print.
- Usage profile – by individual, print device, and department
- Established baseline costs from which improvements could be measured.
- Established service requirements – especially responsiveness to machine failures
- Identified the carbon footprint of the installed fleet together with noise levels.
When we had built a detailed understanding of the existing situation we structured a performance specification and issued tenders to very carefully selected suppliers who had the expertise and resource to deliver the solution.
The responses were evaluated using four “core” criteria – cost, implementation, service & management reporting, and continuous improvement.
The contract was awarded to a supply partner who had demonstrated expertise and knowledge, plus the scale of resource to manage the service continuously.
Stenmoore managed the entire process with the minimum resource from the Client.
The Delivery
The new service delivery structure delivered annual “hard cash” savings of £285,000 with a significant improvement in total performance. Benefits realised for the Client included:
- Hard cash savings of £285,000
- Reduced size of fleet – from in excess of 900 devices to 150 standardised devices
- Carbon footprint dramatically improved
- Efficiency benefits – accounts payable due to a significant reduction in the number of invoices received
- Visibility and transparency of print costs and usage – enables very accurate budget forecasting
- Transformation in the levels of service
- Single supplier committed to continuous improvement in both cost and performance
- Potential to enhance the solution to develop a full document management solution – “future proofed”.
Stenmoore are still involved in managing the delivery of the service and the relationship with the supplier to ensure a high quality service and to ensure the Client receives the solution for which they are paying.