Fleet MPS: Four Steps to a Document Management and Print Solution
Fleet MPS recommendations have been developed over many years and are tailor-made for each client’s individual needs with a proven track record of successful partnerships. The service provides substantial and sustainable savings and improvements in productivity. They are also carried out and implemented through proven processes which ensure our that ongoing relationships with our customers are very strong.
Our overriding concern is to make the transition to a Managed Print Service as smooth and efficient as possible through rigorous planning and attention to detail which follows through to comprehensive after service and ongoing planning for future technology as the workplace changes. There are also measurable environmental benefits associated with implementing a Managed print Solution.
This is a Case Study of the process at one of our clients who are an award winning, leading European Bank.
(specific details can be provided on request)
Step One: Assessment Phase
A Fleet MPS Consultant spent time at the client’s central London office, assessing the types of equipment that were in operation. There were various manufacturers of different workgroup and local desktop printers combined with photocopiers, faxes and dedicated workgroup scanners. A detailed log of the makes and models and usage was carried out with the associated costs for running the devices. It was identified what uses the machines had, why they were located in specific areas, and important features and benefits for particular departments. This was conducted via remote software for tracking usage and costs, combined with a floor walk and key user interviews.
Some of the issues that were uncovered related to consumables, functionality and difficulties experienced with equipment related performance issues. The key users were not immediately aware of some the benefits that can be had by implementing a managed print service.
Step Two: Designing the Solution
The Fleet MPS Consultant worked with the Bank’s IT and facilities team to identify both current and future requirements for an MPS solution. These included standardising equipment and functionality and combining copy, print, scan and faxing into single devices where possible and workgroup desktop devices in other areas. Some key areas of focus were scanning and considering future workflow requirements while providing security and cost control. All of these would need to be part of a Managed Print Solution and proactive remote management of devices so that consumables and error alerts were managed by Fleet MPS. A detailed Scope of Works was drawn up and agreed on by both parties that would provide real business benefits to the Bank.
Step Three: Implementation and Go Live
The implementation plan for the roll out of the new solution included Fleet MPS Project Manager working to a detailed plan with onsite technicians ensuring all aspects of the new solution were delivered on time to a working specification. Fleet MPS planned the hours required to deliver on the project plan, and then ensured that the technology worked well and integrated with the Bank’s existing systems. Testing went well and this led to a successful implementation with onsite training for all users to ensure that the new technology was functional with limited impact to the Bank’s core activities.
Step Four: Managing the Service Relationship
Fleet MPS Consultant and Project Manager have built a good working relationship with the client. Regular reviews ensure that all aspects of the service delivery package work well, and the proactive monitoring software and remote help-desk are responsive and address any difficulties that may crop up from time to time. The Bank’s IT and Facilities team have found that they spend little or no time managing print and scanning infrastructure as this has been outsourced and they can focus on other core business related activities. Fleet MPS and the client are now working together to identify other projects relating to cost management and business process with a view that the relationship will go from strength to strength. This is based on shared values of service delivery and business process expertise to help integrate document strategies into core activities.
Nordea Bank London IT Manager: “Fleet MPS have proven to be very customer focused and conduct themselves professionally at all times working hard to deliver what they promise both in terms of the original specification but also ongoing support and client relationship.”