The Challenge

As the firm grew, an assortment of copiers, personal and departmental printers, multifunction devices (MFD) and fax machines accumulated. Printing became a problem. IT struggled to support the print-related calls to the Help Desk. Fleet uptime was deficient and customer satisfaction with the office print was waning.

Faxing was predominantly a manual activity and color printing was available only in the Document Processing Centers (DPC). Converting a paper copy into a PDF copy required finding a desktop scanner or going to the DPC. Copiers were not secured, open for anyone to use without authentication or information security controls.

The firm was spending $400,000 per month for print and copy machine lease and service. Managing the tangled web of service contracts, paying and reconciling invoices and ordering supplies required several people dedicated to those tasks alone.

To improve employee productivity and to convert the old infrastructure to one suitable for digital document management practices, the firm developed an Enterprise Print Strategy (EPS).

However, turning strategy into reality involving thousands of machines, data and fax networks, and 10,000 desktops without disturbing business, was a big concern and risk. The firm needed a rollout plan and someone who can implement it flawlessly.

The Solution

Océ proposed a 9-month turnkey print infrastructure rollout. The project included hardware and software acquisition, installation, employee training, project management and fleet service.

The project was planned so as not to adversely impact employee productivity during the rollout. The print technology solution Océ installed was based on a networked MFP platform that provides print, copy, fax, scan, color and digital document workflow capabilities. For example, engine speed, automated finishing— stapling, booklet making, hole punching—scanning, fax, user authentication and security, as well as hybrid B&W/color could be easily deployed to suit each workgroup. Because the platform is uniform across the firm, maintenance, supplies, training, tech support, and procurement is extremely efficient.

The ongoing print strategy maintenance solution Océ implemented included onsite service and technical support for equipment and software, continuous employee training, procurement, vendor management, and financial analysis and reporting.

To provide ongoing efficiency and manage the print infrastructure, OcéMAXâ„¢ —a web-based performance management system was installed. OcéMAXâ„¢ provides management with a balanced scorecard dashboard in near-real time, so everyone can see how the process is doing against financial and operational metrics.

The Result

The client commented: "Océ developed the print rollout plan and executed it flawlessly. It was our best rollout ever." Océ executed the Enterprise Print Strategy, serving 10,000 employees in seven months without any problems. The new fully networked office document production fleet saves $150,000 per month, $1.8 million per year. Customer satisfaction has never been higher and the document reproduction process is running efficiently.

Print and copy uptime is at 99.8% and the service response time is down to 2.5 hours from 4 hours. Calls to the help desk have been virtually eliminated, since Océ has assumed responsibility for the print infrastructure, including technical support and employee training. Océ removed 450 copiers, 1,000 desktop printers and 1,000 fax machines, which helped to reduce network complexity and IT worries. Print and copy volume has decreased 33%.

Océ implemented a print strategy that saves $150,000 per month. OcéMAX™ PerformanceManagement makes sure that continues to happen.