Managing Total Output Costs in a Mid-western Healthcare Organization

July 2006                                                                                                                                 Success Story

Summary

†  Realized savings of $25,000 per month

†  250 printers expected 570 printers discovered

†  1.9 million impressions per month

†  118 mfp’s replaced a 134 copier fleet

"I can't imagine managing this fleet without PrinterRx."

Joseph, IKON Managed Services

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©2006 366 Software Inc.

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Printing in Health Care

With the paperwork requirement in the health industry increasing, printing costs in a large mid-western health care organization with multiple outlying medical offices was skyrocketing.  The health care organization had been a recipient of numerous highly prestigious national awards that recognize the institution as one of the nation's top 100 cardiovascular hospitals, with multiple outlying medical offices.

The health care organization saw its document management costs spiral upward despite deploying sophisticated hardware and software. In addition, technological advancements were hampered by a copier fleet owned by the organization. They estimated their printer fleet to consist of 250 output devices from various manufacturers.  The IT Department was not initially engaged to change their current situation. The printer monitoring system was currently being handled through their current provider, as well as their IT Help Desk to satisfy the hospital’s day-to-day activities. However, with print output exceeding 1.5 million impressions per month, IT administration realized they needed an effective document strategy.

Hospital administrators wanted a document strategy which included copier fleet consolidation and on site management of their fleet system to ensure uptime reliability. These goals seemed outside the services and capabilities its current vendor was able to provide. IKON Office Solutions sales professionals discussed with administrators the hospital’s high-volume printing challenges and how an IKON Managed Service Strategy might help them with their objectives. Through this discussion, IKON displayed a sheer knowledge of the organization's vision. This enabled the health care organization to partner with IKON through an IKON Ongoing Strategy Assessment.

The strength of the IKON solution was proven when IKON determined that its Printer Fleet Management program will allow for the health care organization to receive the best cost structuring throughout the organization. A fear of the unknown created reluctance to move to a platform which enabled the health care organization to capture usage directly from their printers. Breakthrough reduction in document management costs cannot be realized without such a tool to assess printers and printing on an ongoing basis.  PrinterRx software was installed because it managed printer fleet and printing data from a corporate perspective.  IKON partner, 366 Software Inc., with their printerRx product, provided and continues to provide the IKON Ongoing Strategy Assessment.  “Printer Rx has been very well received by the IT professionals that we work with in our printer fleet engagements.  They have been favorably impressed with this tool compared to others that are available,” states Gary Turner, Strategic Accounts Sales Manager for IKON Office Solutions.

After a three-week review, IKON presented the management with detailed workflow improvement recommendations and a roadmap for successful implementation. These recommendations included the consolidation of the walk-up copiers and production centers. The 134-system copier fleet was strategically reduced to 118 multi-functional systems that incorporated their print, copy, fax and scan functionalities. The significant area of opportunity was to increase copier knowledge by using printerRx to manage the enterprise printer fleet as well. We were able to uncover some hidden costs from a believed 250 printer fleet to identifying 570 printer devices on the network. To reduce interaction of IT Help Desk in printer-related activites, a Digital Print Center with an IKON Management Solution was deployed including an on-staff person to handle day-to-day activities.

By following the IKON’s Assessment strategy, the health care organization implemented a best-in-class set of hardware and software solutions to meet its printing requirements.  The operation, which is managed by IKON Office Solutions, can provide services that were not previously available to the hospital’s affiliates. An enterprise printer fleet management software such as printerRx is essential to provide these added services and to measure the real savings with printer fleet management.  For example, organization now recognizes areas of high output, and also partners with IKON to replace high cost printer hubs with lower cost multifunctional devices. The functionality was enabled throughout the entire health care organization community, making the cost-benefit advantages of this system available to a large staff environment.

By implementing IKON’s Document Strategy Assessment recommendations,  a savings of $25,000 per month since implementation in late April 2006 has been realized.