e views - January 2009 - (Page 13)

Creating a print intelligent enterprise continued Direct costs (50 percent) Hardware (5 percent): Initial acquisition cost along with additional costs for hardware upgrades such as finishing products (stapler/bookbinding units), memory, hard disks, high capacity input trays, and print servers. Operating costs (45 percent): Consumables: Paper, toner, ink cartridges, drum units. Mono versus colour costs: Colour usage can add significantly to overall costs where a pay-per-use or utility payment model is used. For example, where contracts are based on expected mono page prices, colour prices may be underestimated leading to increased costs when colour usage exceeds the contracted volume. Operator intervention: A measurement of the cost a company allocates to the time it takes an operator or helpdesk employee to replace paper/toner/other user replaceable items. Network management/administration: The cost of installation and configuration of devices as well as other print related network management tasks Service: This includes both the cost of service and service levels impacting device uptime. Power and infrastructure: Running a printer or MFP can consume a significant amount of electricity, because they are often not powered down when not required. Costs here also relate to physical space for locating devices. MFPs can be used to reduce costs, increase productivity, and improve workflow in the following ways: Reduced costs MFPs require fewer consumables, reducing total cost of ownership, storage requirements, and service interruptions. Directing output to MFPs eliminates the management and expense of multiple, unrelated personal printers. MFPs can displace more expensive devices, remove older, less reliable devices, and reduce overall toner, maintenance, space, and utilities costs. Using MFPs to eliminate standalone fax machines reduces the number and cost of phone lines and the need for fax modems on individual PCs. Using duplex, booklet, or multiple images per page printing reduces both paper and toner/ink consumption. Enhanced functionality Scan-to-email and scan-to-file functionality means that MFPs can be used as a document capture device, enabling paper dependent processes to be integrated with business workflows. Document finishing: Production MFPs can be used to ‘finish’ documents, including booklet making, binding, stapling, hole-punching, folding, and stacking. This enables professional documents to be created in-house instead of using more expensive outsourced print bureau services. Security and compliance MFPs offer a range of security features designed to safeguard confidentiality and support regulatory compliance with document, device, and data security features. Documents can be encrypted and printed or scanned securely with password control. Access to the device can be simply controlled by user ID or with comprehensive network authentication. cases, an MFP can accomplish printing and imaging tasks such as copying, scanning, and faxing better, faster, and more economically than single-function products. Sophisticated scanning capabilities enable documents to be emailed direct from the device and paper documents can be digitally captured and integrated into a business process workflow. As such an MFP can act as an ‘on-ramp’ to capture documents and integrate with digital workflows and ‘off ramp’ to retrieve and print documents as required. Indirect costs (50 percent) Support costs: Maintenance contract costs, warranty/support costs, costs of unused assets, helpdesk costs, hardcopy device maintenance, facility management, etc. End user productivity: Time spent by staff filling paper trays, changing toner cartridges and drums, ordering replacement supplies, dealing with waste, and standing around waiting for prints to finish. Downtime due to lack of device availability also reduces productivity. This can be through having to look for alternative devices, longer wait times at other devices, and also a slowing of business processes that rely on printed output. Document accounting tools and usage data can help to accurately establish current costs, and apply best practices and standards to better control costs, while also maintaining or expanding capacity to improve end user productivity. Productivity boost with multifunction peripherals. MFPs are becoming an integral part of the IT infrastructure due to their network connectivity and enhanced document capture and management capabilities. In many 13 Issue 7 January 2009 e• views Journal, Xplor UK & Ireland Edition

Table of Contents Feed for the Digital Edition of e views - January 2009

e views - January 2009 Contents Technology Management Creating a Print Intelligent Enterprise The Future of Broadband Connectivity: @ 320 kph? TPE Master Class Cover Story TransPromo and the Credit Crunch Xplor Europe News Service Directory

e views - January 2009

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