Case Study: Managed Print Services

Observations

The clientโ€™s history of decentralized decision-making coupled with the natural evolution of office print led to a sub-optimal print environment with uncontrolled spend.
  • 4 major suppliers
  • Multiple contracts for equipment, maintenance, consumables
  • No governance or print policies
  • Wide variance in quality of service delivery with a reactive response model
  • 800 different models
  • Average device age = 9 years
  • Annual Spend = $36 million

Objectives

  • Baseline the program
  • Review current terms and audit for compliance
  • Benchmark the opportunity
  • Supplier commitment to diversity spend and environmental sustainability goals
  • Install a proactive, HIPAA compliant program that can meet the needs of an evolving organization

Process

  • Data collection and consolidation
  • Baseline of program
  • Audit contracts and collect overcharges
  • RFP draft, launch, and analysis
  • Pre-contract down select consultation
  • Review and implementation of MSA, SOW

Success

  • Initial audit recovery of $190,000
  • Standardize to 7 models, including a refresh cycle of new technology
  • Centralized the delivery of service through client helpdesk
  • Rationalization to a one supplier with one set of SLAs across the country
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