Office Print Assessments

When you say, ‘Show Me’ - we can!

Today's decision-makers demand hard data, yet 54% of organizations say they have no way to measure how much they spend on print infrastructure.

Most businesses lack visibility of their print volume on a per-device basis. This leads to spending that is somewhat invisible to the business, such as:

Costs tied up in supplies inventory.
Coordinating multiple vendors and relationships.
Multiple processes for ordering supplies and service.
Environmental impact associated with printing including excess toner and waste.
Internal IT resources spend time maintaining printers instead of more strategic initiatives.

All these factors contribute to the overall cost of printing. We at Green Office Partner give you that data with a Managed Print Services (MPS) Assessment to help us expertly analyze areas for immediate cost savings and productivity impact and sets the stage for future innovation centered around mobility, security, and workflow automation.

Our assessment will provide you with a clear picture of your environment and will eliminate any uncertainty and help you make the best decision for your business

Cost-Based Drivers

Governance Issues

Location-Based Challenges

Strategy, Process and Market Considerations

1. Rising printing expenditures make it difficult to hold down overall costs.

2. Month-to-month changes in printing costs make it difficult to budget

3. Operating costs are digging into the capital improvement budget.

4. Costs of equipment, business processes and filing are unknown and need to be identified.

5. There is pressure to improve revenue and margins.

6.The existing print infrastructure is poorly understood.

7.The print environment can’t be tracked and measured.

8.There are a significant number of unconnected devices, including desktop printers.

9.Managing your fleet requires working with multiple vendors and supplier contracts.

10. It’s a struggle to meet sustainability goals.

11. You have distributed offices in multiple locations.

12. Autonomous departments make their own printer purchasing decisions.

13. You have a mobile workforce constantly on the go.

14. There is limited understanding of how printed documents are used.

15. Paper-intensive business processes need to be more efficient.

16. Customers have new document processing or workflow requirements.

17. The print infrastructure isn’t aligned with your business needs.

18. You operate in a highly regulated industry with strict standards for security and compliance.

Data Collected	Actionable Information
Total number of devices Breakout by make, model, serial number Breakout by features (Color, multifunction, etc.) Assumptive costs, based on make and model Individual printer details Pages printed per month Device utilization Costs per device, including: Equipment Purchase Consumables Maintenance Infrastructure costs, such as phone lines, electric, help desk costs	Cost per page Breakout by individual device Breakout by brand and model Identify high-cost and low-cost devices based on Cost per page Total cost of ownership Opportunities to rebalance, remove or replace devices for Lower cost per page Improved utilization Balance the number of users per device Put color printers and MFPs where they're needed Improve productivity by migrating older (more costly) devices out of the organization and re-balancing devices based on utilization Security compliance

Data Collected

Actionable Information

Total number of devices

Breakout by make, model, serial number
Breakout by features (Color, multifunction, etc.)
Assumptive costs, based on make and model

Individual printer details

Pages printed per month
Device utilization
Costs per device, including:
- Equipment Purchase
- Consumables
- Maintenance
- Infrastructure costs, such as phone lines, electric, help desk costs

Cost per page

Breakout by individual device
Breakout by brand and model

Identify high-cost and low-cost devices based on

Cost per page

Total cost of ownership Opportunities to rebalance, remove or replace devices for

Lower cost per page
Improved utilization
- Balance the number of users per device
- Put color printers and MFPs where they're needed
Improve productivity by migrating older (more costly) devices out of the organization and re-balancing devices based on utilization
Security compliance

A common outcome of an assessment uncovers a device infrastructure illustrative of a fleet that has grown progressively, rather than by design. One that includes a wide variety of device makes and models, posing issues for users seeking to use any advanced functions, consumables management, and excessive IT burden to support this disparate fleet.

More-detailed assessments can reveal actionable information such as:

Location of each printer in an office, plus recommendations on re-positioning printers to where they're needed
Color printers used to print black and white documents
Expensive-to-maintain equipment
Impact on IT staffing
Individual employees who print excessive quantities
Savings from consolidating vendors and standardizing equipment
Printer costs buried in multiple budgets and budget lines
Energy costs and carbon footprint

Green Office Partner provides three types of assessments:

Quick Assessment	Cost Assessment	Full Assessment
The Quick Assessment is meant to provide insight via a "quick" snapshot of current environment using a minimal amount of your data and leveraging industry data for assumptive costs. 1. A Data Collection Agent (DCA) is sent to the IT department to load on the network. 2. The DCA starts collecting MPS data for two weeks. 3. The DCA data is uploaded to our proprietary TCO system. 4. A report is generated to show customer Monthly TCO with assumptive customer costs comparison	The Cost Assessment provides a more precise Total Cost of Ownership (TCO) on the client environment using client data including actual costs. Quick Assessments Plus 5. MPS related invoices are collected and data is added for TCO report. 6. A report is generated to show to customer Monthly TCO with actual customer costs comparisons.	For large and complex environments where it warrants a full consultation. This assessment typically involves executive stakeholders within the client organization, sponsoring the success of an MPS initiative. Quick Assessments & Cost Assessment Plus 7. A thorough walk-through is done of each location to identify every MPS equipment. A user report is printed from each machine. 8. Location maps are collected and devices are mapped by location. 9. Interviews are done with key users. a. Basic user requirements. b. Processes and workflows, with an empirical view 10. Round-table with key executives to strategies on future initiatives 11. A full assessment report is generated to show Monthly TCO, current inefficiencies, and future workflow improvements.
The above assessments are customized based on customer’s needs

Quick Assessment

Cost Assessment

Full Assessment

The Quick Assessment is meant to provide insight via a "quick" snapshot of current environment using a minimal amount of your data and leveraging industry data for assumptive costs.

1. A Data Collection Agent (DCA) is sent to the IT department to load on the network.

2. The DCA starts collecting MPS data for two weeks.

3. The DCA data is uploaded to our proprietary TCO system.

4. A report is generated to show customer Monthly TCO with assumptive customer costs comparison

The Cost Assessment provides a more precise Total Cost of Ownership (TCO) on the client environment using client data including actual costs.

Quick Assessments Plus

5. MPS related invoices are collected and data is added for TCO report.

6. A report is generated to show to customer Monthly TCO with actual customer costs comparisons.

For large and complex environments where it warrants a full consultation. This assessment typically involves executive stakeholders within the client organization, sponsoring the success of an MPS initiative.

Quick Assessments &

Cost Assessment Plus

7. A thorough walk-through is done of each location to identify every MPS equipment. A user report is printed from each machine.

8. Location maps are collected and devices are mapped by location.

9. Interviews are done with key users.
a. Basic user requirements.
b. Processes and workflows, with an empirical view

10. Round-table with key executives to strategies on future initiatives

11. A full assessment report is generated to show Monthly TCO, current inefficiencies, and future workflow improvements.

The above assessments are customized based on customer’s needs

Offering	Offer Description
Quick Assessment (QA)	● Drive your MPS interest through quick "insight" to existing device environment, leveraging device details obtained by th ● Enables quick calculation of an indicative estimate of annual print volumes ● Assumptive costs are utilized providing a "non-invasive" approach to quick data analytics; allows for quick turnaround on assessment; and utilizes qualified average cost data from TCO Assessments ● *QA assumes all devices owned @ %off MSRP; recurring leases/rentals for device costs not available in the QA
Cost Assessment	● Drive your MPS interest through quick "insight" to existing device environment, leveraging device details obtained by the Device Collection Agent ● Enables quick calculation of an indicative estimate of annual print volumes ● Through the use of client provided cost data, this assessment carries a great benefit. Because use of client actual costs data is utilized, Green Office Partner is able to provide a detailed TCO.
Full Assessment (FA)	A Full Assessment (FA) enables a comprehensive analytics based approach measuring the impact of the device environment to the business, and is a crucial starting point to build a baseline case for change. The FA is an engagement driven by a specific set of agreed to criteria and deliverables defined in a Statement of Work, representing a commitment between Green Office Partner and the client. FA's are driven by Client Executive Stakeholders who are driving an MPS Initiative based on Assessment outcome. Examples of "outcomes" are: ● Cost Out ● Print Policy-Driven Technology Refresh/Roadmap ● Security and Mobility ● Productivity and Process Improvements ● Environmental Impact ● Voice of the Business: forensic TCO analysis, including impact of age of devices, # of makes/models impact, consumables utilized, costs of Help Desk support, phone lines, electricity, financial impacts of "no change" ● Digital Floor Mapping, including walking distances between devices ● Employee: Device ratios based on demographics of the environment ● Voice of the Customer: end-user input on current process and requirements for future technology and services ● Future State Design/Optimization recommendation, leveraging "what-if" modelling to allowing for quick cross analysis of ● Enables quick calculation of an indicative estimate of annual print volumes

Green Office Partner uses the best tools in the industry to turn your Assessment information into effective action.

1. Device Agent—A data collection agent installs on a network to identify connected printers and collect usage data all printers and MFPs.
2. Mapping Tool—Organizes data collected from the agent to create actionable information. This easy to use, interactive floor-mapping tool, enables us to collate your data quickly and professionally, building a solid Total Cost of Ownership (TCO) baseline.
3. Dashboard View—Presents data in an interactive visual dashboard that creates and compares what-if scenarios for cost savings, efficiency, profit and future contract modeling.

When you say, ‘Show Me’ - we can!

Who Needs an Assessment?

Cost-Based Drivers

Governance Issues

Location-Based Challenges

Strategy, Process and Market Considerations

What is an Assessment?

Data Collected

Actionable Information

Assessment types

Quick Assessment

Cost Assessment

Full Assessment

Additional Information on Types of Assessment

Green Office Partner Assessment Tools

Request for a Print Assessment

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Our Company

Products & Services

Referral & Partnership

About Green Office Partner

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