KONICA MINOLTA OPTIMIZED PRINT SERVICES SUCCESS STORIES
INTRODUCTION KONICA MINOLTA OPTIMIZED PRINT SERVICES 2
KONICA MINOLTA OPTIMIZED PRINT SERVICES SUCCESS STORIES In numerous countries, the OPS concept has meanwhile evolved into a successful customer approach. All over Europe, Konica Minolta is demonstrating its position as a professional consultant and partner to companies of all sizes and in all industries. Our holistic OPS approach has helped to streamline documents production an processing in many corporate environments, enhancing companies' overall efficiency, increasing their productivity and considerably improving their cost situation. The following OPS Success Stories provide just some examples of Konica Minolta's competence in the field of Managed Print Services. Each of the success stories featured here is a faithful profile of a real Konica Minolta installation at a real customer.
INDEX KONICA MINOLTA OPTIMIZED PRINT SERVICES 3
Luleå University of Technology, Sweden 4 Mälardalen University, Sweden 6
Flamant, Belgium 22 Lufthansa Technik, Germany 24 Matador Group, Slovakia 26 Teva Pharmaceutical Works, Hungary 28
Petronas Lubricants, Belgium 8 Tigáz Zrt. (Eni Corporation), Hungary 10
Media30 NORDJYSKE Medier, Denmark 30
Hungarian National Police, ORFK DA GEI, Hungary 12 Neografia, Slovakia 32
Jeroen Bosch Hospital, Netherlands 14 MEDA Küchenfachmarkt, Germany 34
Insurance16 Kooperativa pojistovna a.s., Czech Republic 16 Česká Podnikatelská Pojišťovna, a.s., Czech Republic 18
Logistics20 Kaven Orbico, Bulgaria 20
Manpower, Germany 36
Luleå University of Technology Company profile Luleå University of Technology (LTU) has 1,500 employees and 14,000 students and a turnover of 1.4 billion kronor. There are campuses at four different locations: Luleå, Kiruna, Piteå, and Skellefteå. LTU was the first university in Sweden to introduce a centralised printout facility, in 2005. Luleå University of Technology Education Sweden
Customer’s current situation/challenge When the first Optimized Print Services (OPS) project started at LTU together with Koneo* in 2005, the printout services were totally decentralised. There were a total of 750 units and 20,000,000 prints per year. The costs were high; printing and copying took a lot of resources, and there was a demand for improved services within the information technology (IT) department. After the implementation of Konica Minolta’s OPS solution, there was a reduction to 250 units and 8,250,000 printouts within approximately three years. Moreover, there was a reduction of total costs and a service improvement. In the new solution, LTU’s existing print fleet was heavily reduced and was replaced with 80 modern, multifunctional printers of Konica Minolta, in addition to the already existing 80 business printers. The remaining challenge is to keep improving the centralised printout service and adding more value to the users.
Success summary A centralised printout service offers users an improved service and leads to fewer printouts and considerably lower costs. One of the major advantages with the new printout service at LTU is that the printers have a follow-me print queue. The users also have an overview of the available printers and are able to choose the one that is best suited to the occasion. No printouts are delivered until the person who has ordered the printout has gone to the selected printer at any of LTU’s campuses and identified himself or herself with an identity card. Payments for student printouts are made via PayEx, which avoids LTU acting as a bank and handling cash. Koneo looks after all servicing and support for printers and deals with toner and paper refills. The printers issue an alarm when they are in need of servicing or repair.
LULEÅ UNIVERSITY OF TECHNOLOGY KONICA MINOLTA OPTIMIZED PRINT SERVICES 5
“Our customers were of course familiar with our previous centralised printout service, but now have improved functionality and services, and this is appreciated a lot.” Patrik Harlin, Process Manager for IT Services at LTU
OPS Consult During the first phase, statistics from LTU and information collected by consultants were analysed. Based upon the results, a new solution was created together with LTU. In the optimised solution, the number of devices was reduced from 250 to 160. Furthermore, the user accessibility was increased for functions like colour and A3 printing as well as scanning. By reducing the power consumption and CO₂ emission, the systems reliability had been improved. But the central part of the new solution was a billing system for students and employees together with follow-me functionality.
OPS Implement The implementation of the new solution had three steps. Step one was a test installation in a LAB environment. Software and hardware were tested together with LTU’s systems as a proof of concept. In a second step, a pilot installation was made before the complete rollout, and then installation started in the third step and was accomplished within 14 days. The implementation project was led by a project manager from Konica Minolta, who faced the big challenge of handling the implementation without affecting LTU’s 14,000 students and the daily workforce of 1,500 employees, while at the same time informing and training them in handling the new solution.
OPS Manage To manage the delivery and to measure KPIs (Key Performance Indicators) and SLAs, a monitoring solution was used, together with a case management system, shared between LTU’s and Konica Minolta’s helpdesks. Via the monitoring solution, automated services for toner delivery are triggered. Regular meetings with the customer and reviews of KPIs are used to follow up and continuously improve the solution.
OPS Customer’s comment “Our customers were of course familiar with our previous centralised printout service, but now have improved functionality and services, and this is appreciated a lot. In addition, we now have a better overview and monitoring, and our costs have fallen by about 25 – 30 per cent”, says Patrik Harlin, Process Manager for IT Services at LTU. “The main issue we put a lot of effort into during this project is SLA – the Service Level Agreement – and SLA reporting. It is extremely important that we at LTU and Koneo/Konica Minolta agree on what should be delivered and how it should be delivered and followed up. Together, we have come a long way in terms of developing comprehensively functioning working tools and routines. But I’m sure we could do even better”, continues. * Koneo is a 100% Konica Minolta -owned company for office and information technology (IT) services.
Mälardalen University Company profile Mälardalen University (MDH) in Eskilstuna and Västerås is one of Sweden’s largest tertiary institutions with 13,000 students and 1,000 employees. A couple of years ago, MDH introduced its centralised printout service. It was a large and complex project, offering huge potential for rationalisation and improvement of user services. Mälardalen University Education Sweden
Customer’s situation/challenge MDH’s old printer environment was out of date and had run unreliably. It had many faults, which resulted in students and staff alike experiencing poor service. The maintenance costs were high, and the information technology (IT) department spent a lot of time and effort on things that had gone wrong. The machinery previously consisted of a total of 134 printer units, with 6 different brands and 47 different models. MDH had to deal with several contracting parties and with many different agreements. There were no fixed service days and no automatic and direct fault reporting to the contractor. Furthermore, MDH had no effective means of administering and monitoring the system. The existence of many different operating routines was another problem. Replacing toner cartridges and resupplying paper also required a lot of MDH resources. Previously, employees and students only had access to specific printers. Cash handling when paying for printouts and the expensive and time-consuming handling of about 60 suppliers’ invoices were among the other problems.
Success summary To solve the problems of the old printer environment, MDH introduced its centralised printout service, known as Printo, incorporating new, energy-saving, multifunctional printers. Koneo* and Konica Minolta where chosen as the contractors. The current machinery consists of a total of 99 units, which serve both staff and students. There is a fixed price per copy/printout, which includes servicing, repairs, and refills of toner and paper. Some of the significant improvements that were achieved with this project are centralised and modern monitoring and administrative systems and automatic and direct fault reporting from the machine to Konica Minolta/Koneo, or follow-me printing.
MÄLARDALEN UNIVERSITY KONICA MINOLTA OPTIMIZED PRINT SERVICES 7
“Today we only have to deal with a single contracting party, a single brand, a single agreement and a single invoice” Hossein Azdanlou, Project Manager for the centralised printout service at MDH
OPS Consult The Consult phase started with a workshop together with stakeholders from MDH. During this workshop, outlines of the analysis and goals for the new solution were created. Data about the current situation were collected, using software for tracking the printers and the number of printed pages. Additionally, an on-site visit was done to collect information about configurations and floor plans. Costs and other problems were analysed by interviews and by using statistics provided by MDH. Based on the result of the analysis, Konica Minolta/Koneo’s knowledge, and MDH’s wishes, an optimisation proposal was created. In the new solution, the number of machines was reduced from 134 to 99. Follow-me was introduced to give students choices like A3 size paper and colour printing, as well as scanning, and at the same time to create a redundant system where students and employees did not have to rely on any single device. Tools for monitoring and administration were introduced, together with a PayEx system to handle payment from students using the machines.
OPS Implement Implementation of the new solution contained three steps. Step one was a test installation in a LAB environment. Software and hardware were tested, together with MDH’s systems, as a proof of concept. In a second step, a pilot installation was made and over five weeks, 1,000 students and 40 employees evaluated the solution from a user perspective. After this, the complete rollout and installation were accomplished over three months, including the education of the users in how to use the new solution. Information events, together with web-based materials, were used for this purpose. The whole implementation project was led by a project manager from Konica Minolta/ Koneo, working closely with the project team from MDH.
OPS Manage OPS Monitor is used by Konica Minolta/Koneo to collect alarms and informations from machines and to trigger services such as refill of toner and paper. OPS Monitor also gives Konica Minolta/Koneo the opportunity to provide proactive service to avoid unnecessary downtime on machines. A shared case-management system is used to track Service Level Agreement (SLA) fulfilment and to create a transparent environment. There are regular meetings between Konica Minolta/Koneo and MDH to continuously evaluate the delivered solution and to find possible areas of improvement.
OPS Customer’s comment “Today we only have to deal with a single contracting party, a single brand, a single agreement and a single invoice”, says Hossein Azdanlou, Project Manager for the centralised printout service at MDH. “But the most important thing is that we have achieved major improvements for our users. The students are no longer tied to a specific printer from a certain computer room – they are now able to issue print commands from their own private computers via the wireless network to our modern multifunction printers. These are able to deal with colour printing, A3 format, copying and scanning in colour direct to the home directory”, continues Hossein Azdanlou. * Koneo is a 100% Konica Minolta -owned company for office and information technology (IT) services.
Petronas Lubricants Company profile Petronas Lubricants International is a leading oil company and preferred manufacturer for several original equipment manufacturers. The subsidiary Petronas Lubricants Belgium NV (PLB) was founded in 1935 and owns blending and filling facilities for fuels in Hemiksem, Aartselaar, Belgium, and Rotterdam, Netherlands. Its head office is in Aartselaar. Petronas Lubricants NV Gas/Oil distribution Belgium
Customer’s current situation/challenge Before Konica Minolta stepped in, PLB had three suppliers for its printing and document management needs. This was exactly why PLB wanted Konica Minolta to carry out a print audit of the whole company. The information gathered in this audit became the starting point for the optimisation of the output infrastructure, of workflows and of the print environment. Along with a flexible contract, an integrated print strategy, print policy and a home office solution were top priorities on PLB’s list. Konica Minolta’s Optimized Print Services (OPS) experts calculated PLB’s total monthly print volume to amount to about 30,000 printouts. Around 20 multifunctional peripherals (MFPs) were accessed from about 85 PC workstations.
Success summary After conducting the standard OPS process, Koncia Minolta went on to introduce a print strategy, a print policy and a print awareness plan for the Belgian Petronas subsidiary. Furthermore, a home office solution was introduced. Economic benefits of these actions include cost reductions, higher efficiency and technically more advanced devices. Standardisation of printer systems has reduced toner costs and simplified service management for PLB. Konica Minolta is now the only supplier that PLB deals with. By means of unified per volume pricing for all devices, the leading imaging expert has rationalised PLB’s output infrastructure. The print volumes of each device and each user can now be measured using Konica Minolta’s PageScope Enterprise Suite. Konica Minolta also carries out follow-up checks for PLB in accordance with agreed milestones.
PETRONAS LUBRICANTS KONICA MINOLTA OPTIMIZED PRINT SERVICES 9
“... if you have people as trustworthy, knowledgeable and realiable as Konica Minolta’s representatives, you can always be sure that you have made the right decision.” Johan Verwerft, IT Manager at Petronas Lubricants Belgium
OPS Consult In the consult phase Konica Minolta defined the scope of work jointly with PLB and conducted a site assessment and a print audit. Konica Minolta’s OPS consultant analysed PLB’s output infrastructure, environment and processes as well as the corresponding workflows. Konica Minolta then presented an OPS analysis report with all critical business risks, hidden costs and conclusions. With these findings as a basis for Konica Minolta’s recommendations, PLB was able to save up to 30% on its annual output infrastructure costs. Konica Minolta has further brought transparency into all print and copy volumes and related expenses.
OPS Implement All competitive brands previously installed have been replaced by Konica Minolta systems and Konica Minolta has ensured a balanced deployment of all new devices. Significant standardisation benefits were achieved thanks to Konica Minolta’s Universal Print Driver (UPD) that works with all devices implemented. With it, PLB now has control over all printers’ colour usage and the duplex printing option. One of the many positive outcomes of Konica Minolta’s OPS is that PLB employees can now take better care of their core business and don’t have to spend time on printer related issues.
Within the scope of Konica Minolta’s long-term engagement the imaging expert and PLB have agreed on several milestones. Konica Minolta will discuss the impact and the changes that each milestone has generated with PLB by measuring the results of specified actions. These include toner delivery, preventive maintenance and general checkups for all devices. Konica Minolta’s service personnel will further conduct counter readings and take care of the account management. To facilitate the client’s ambition to bring down costs and consumption even more, Konica Minolta has also developed a print strategy, print policy and print awareness plan for PLB.
OPS Customer’s comment “What has really made our lives at work a lot easier is the fact that Konica Minolta is now the only company we have to turn to for all our document output and document managing needs,” says Johan Verwerft, IT Manager at Petronas Lubricants Belgium. “Relying on a single supplier also carries some risk, but if you have people as trustworthy, knowledgeable and realiable as Konica Minolta’s representatives, you can always be sure that you have made the right decision.”
Tigáz Zrt. (Eni Corporation) Company profile Tigáz Zrt. is a universal natural gas distribution service provider. It is the Hungarian subsidiary of Eni S.p.A., an Italian multinational oil and gas company with a presence in 79 countries. Tigáz Zrt. has its registered office in the north-east of Hungary and operates in nearly one third of that part of the country. It is one of the largest Hungarian gas supply companies with a distribution network of more than 33,000 kilometres of gas pipes, supplying 35.4% of Hungarian residential and corporate customers. Tigáz Zrt. (Eni Corporation) Gas/Oil distribution Hungary
Customer’s situation/challenge Konica Minolta’s analysis certified Tigáz a monthly volume of more than 100,000 printouts. However, Tigáz had no means of calculating its exact print volume itself. In all, the company had 777 devices in use at 1,800 workplaces – a mix of 15 different brands and purchased from a number of different vendors. Most scanners and printing/faxing machines were separate devices that made gaining an overview and checking the total related costs very difficult. In the past, the management of Tigáz Zrt. placed a great deal of emphasis on cost cutting in various sectors of the company, and the office environment was next in line.
Success summary With the help of Konica Minolta Tigáz was able to reduce its device fleet to 115 multifunctionals (MFPs) and 160 printers. The fleet can be managed by the local IT, which gives it a much better overview and control of devices and running costs. With the SafeQ system in operation, the company benefits from a follow-me function, reporting functions and many more. Konica Minolta provides on-site consulting based on SafeQ’s reports to further reduce the print volume. The CS Remote Care system reduces the in-house working time spent on the MFPs and helps to achieve a better uptime ratio; a fax server simplifies the connected workflow. All these measures and the set-up of the new system result in substantial cost savings.
TIGÁZ ZRT. (ENI CORPORATION) KONICA MINOLTA OPTIMIZED PRINT SERVICES 11
“We have gained cost control by monitoring and planning the exact costs of the device pool.” József Zaja, Head of IT Infrastructure at Tigáz
OPS Consult The OPS Consult phase began with an analysis of the current situation and the challenges for the customer, followed by an on-site survey over a period of 1.5 months. This survey included a tour of the sites and analysis of all the available print data provided by Tigáz. Based on this information, Konica Minolta designed an optimised device fleet with the applicable solutions. This compilation as well as a comparison of costs was finally presented to the client’s management.
OPS Implement Given the large scale of the project (the rather large area of installation and large number of print devices), Konica Minolta’s implementation plan took all affected departments into consideration, including service, IT and technical support. The new fleet of 275 devices was set up and the SafeQ system installed that now supervises monitoring, reporting and user access management at Tigáz. All A3 MFPs have been implemented with CS Remote Care, an automated monitoring and communication system between the output devices and the Konica Minolta service organisation. Konica Minolta also supplied Tigáz with a fax server, replacing all fax machines. The key users were finally provided with basic training and a microsite to help employees become acquainted with the new devices and make the changes easier.
OPS Manage uses different indicators to increase efficiency in the customer’s output environment. At Tigáz they were as follows: standardisation of the devices, a more flexible fleet, a more reasonable set-up of printers and MFPs, and, most importantly, a reduction of the uptime ratio, for which the CS Remote Care system essentially improves the manageability of devices and enables the IT team to monitor the A3 MFPs round the clock. Due to an additional monitoring of the fleet’s efficiency by an eCon system, adjustments can be made whenever necessary. This results in a very flexible fleet. For further improvement, follow-up OPS consultancy by Konica Minolta is scheduled every six months.
OPS Customer’s comment “The Konica Minolta OPS resulted in many advantages for my team as well as for the whole company,” said József Zaja, Head of IT Infrastructure at Tigáz. “We have gained cost control by monitoring and planning the exact costs of the device pool. As we lease the printers and MFPs from Konica Minolta, we can rely on the company’s maintenance service and there is no need for further investment. Due to these changes the IT team has less work with the operation of office devices.”
Hungarian National Police, ORFK DA GEI Company profile The Hungarian National Police is one of the largest institutions in the Republic of Hungary, with approximately 40,000 employees working for public safety throughout the country. Founded in 1991, the Hungarian police perform tasks that include protecting public order and security and protecting and controlling the state border. Its internal department ORFK DA GEI is responsible for tasks related to financial, economic and logistical operations in the counties of Bács-Kiskun, Békés and Csongrád. Hungarian National Police, ORFK DA GEI Government/National authority Hungary
Customer’s situation/challenge Before contacting Konica Minolta to modernise ORFK DA GEI’s print output management infrastructure, the organisation‘s fleet consisted of about 900 devices from various vendors and more than 3,250 PC workstations. With separate operation of copiers, printers and fax machines, the costs became quite unmanageable for ORFK DA GEI. The organisation had no idea what its total monthly print volume was and, lacking a proper print management solution, could not manage its infrastructure in the way it wanted to.
Success summary Konica Minolta set up a new output infrastructure with less hardware, 170 MFPs and 30 printers that can now be controlled and managed more easily by the local IT team, helping to reduce running costs dramatically. With the installation of the SafeQ system, ORFK DA GEI now benefits from increased security when printing confidential documents and can use the system’s powerful reporting functions. Konica Minolta also provided a fax server, making the further use of fax machines obsolete and streamlining connected workflows. All A3 MFPs were equipped with the CS Remote Care system, leaving internal staff with more time for other jobs and helping to achieve a better uptime ratio for the devices.
HUNGARIAN NATIONAL POLICE, ORFK DA GEI KONICA MINOLTA OPTIMIZED PRINT SERVICES 13
József Zaja, Head of IT Infrastructure at Tigáz Source: Wikipedia/Barna Rovács
OPS Consult In a first step, Konica Minolta set up an OPS consultation meeting with the customer to better understand and analyse the current situation and specific challenges at ORFK DA GEI. Konica Minolta then interviewed employees at ORFK DA GEI to find out more about how the existing fleet was used and how it could best be restructured. In addition, the project team took into consideration all available data provided by ORFK DA GEI and Konica Minolta’s database. The results of the analysis revealed optimisation potential that Konica Minolta actioned by making suggestions for an optimised fleet with suitable solutions and cost comparisons for the customer.
OPS Implement Implementation of the new fleet took no longer than one month. Following a strict implementation plan, the project team rolled out the new infrastructure in three phases, one for each of the counties included in the project, while ensuring that employees’ work was not affected by the rollout.
“Thanks to Konica Minolta’s support, my IT group has less work with the maintenance of office devices and thecolleagues working with the new machines benefit from new functions that make their everyday work easier.” Peter Toth, Head of IT at ORFK DA GEI
OPS Manage OPS Manage uses different indicators and metrics to increase efficiency in the customer’s output environment. A critical success factor for ORFK DA GEI was the uptime ratio. Using CS Remote Care, it is possible to get a constant response from the A3 MFPs. In addition, the eCon solution helps monitor the entire device fleet and thereby ensure a swift response in the event of an incident. eCon helps to identify overused and underused machines and to keep the fleet flexible by rolling out new devices or taking back unused machines as necessary. For continuous infrastructure improvement Konica Minolta will follow up with an OPS consultation twice a year.
OPS Customer’s comment “The reduction and modernisation of our printer fleet has led to significant cost savings. We are now working with modern machines, connected solutions and services that guarantee safe and uninterrupted operation of the entire output infrastructure,” said Peter Toth, Head of IT at ORFK DA GEI. “Thanks to Konica Minolta’s support, my IT group has less work with the maintenance of office devices and the colleagues working with the new machines benefit from new functions that make their everyday work easier.”
Jeroen Bosch Hospital Company profile The Jeroen Bosch Hospital is one of the largest teaching hospitals in the Netherlands and part of the Institute of Top Clinical Hospitals (Stichting Topklinische Ziekenhuizen). In 2002, the hospital came into being when the Bosch Medical Center and the Liduina Carolus Hospital merged. At present, 4,000 employees and 240 medical specialists work at the Jeroen Bosch Hospital. Each year, 350 interns and 88 nurses and doctorâ€™s assistants are trained on the premises. Jereon Bosch Hospital Healthcare Netherlands
Customerâ€™s situation/challenge As medical care grows more and more expensive and the Jeroen Bosch Hospital has to cope with budget cuts by public authorities, the need to keep total costs under control is omnipresent at the hospital. On account of the merger of two formerly separate hospitals and their technical equipment plus a necessary relocation at short notice in 2011, the Jeroen Bosch Hospital was faced with security breaches and a thorough mess in its print environment. There were 450 applications in use, causing costs that were not clear, a lack of data security and a challenge in terms of system management.
Success summary The printing solutions implemented by Konica Minolta have led to an optimised workflow and enable an efficient digitisation of paper documents. Thus the Jeroen Bosch Hospital was able to effectively improve the protection of sensitive patient data. Konica Minolta took care of the management of a large number of systems of different brands and replaced it with 108 suitable multifunctionals and 284 smaller printers. The customer now benefits from an optimised print fleet as well as a single point of contact at Konica Minolta and is looking forward to a long-term partnership.
JEROEN BOSCH HOSPITAL KONICA MINOLTA OPTIMIZED PRINT SERVICES 15
The Consult phase of Konica Minolta’s OPS included a comprehensive analysis of the hospital’s infrastructure, including floor plans and a detailed listing of all printing devices. The analysis revealed a need to reduce and standardise the print fleet. Moreover, the new infrastructure had to meet the customer’s high demands on data security, extra functionality and an optimised workflow. These results were finally presented to the hospital’s management.
Using the pass card system, employees have automatic access to the building but can also log into the printing network with the same pin code from anywhere within the hospital. This saves time as people have to deal with fewer passwords and also helps to track information. The authentication system controls data access and the hospital can guarantee the security of sensitive medical records in compliance with laws and regulations. When users make a print request, the request is transferred to the SafeQ server. Users can then identify themselves at any print system on the hospital’s premises, using their pin code or pass card, to request the previously stored printout. By tracking print, copy and scan jobs, SafeQ also helps to identify potential bottlenecks. With this information plus the support of OPS Monitor, Konica Minolta can proactively identify further ways to optimise the print environment.
“We are very happy to recommend the competent approach taken by Konica Minolta, and their thoughtout project management.” Carola Janssen, Head of Purchasing & Logistics
OPS Implement The new device fleet consists of 108 multifunctional printers from Konica Minolta: one bizhub C652, 39 bizhub C452s and 68 bizhub C35s. In addition, 284 smaller printers were installed. The hospital’s fleet was reduced from 450 to 392 devices. With the installation of the server-based SafeQ system, the hospital now benefits from increased security when printing confidential documents such as medical records. The OPS finally included the integration of the print fleet into an enterprise-wide single sign-on with a pass card system.
OPS Customer’s comment “Because of the relocation of the hospital to a new site, the new devices had to be delivered within a short time period,” said Carola Janssen, Head of Purchasing & Logistics at the Jeroen Bosch Hospital. “We are very happy to recommend the competent approach taken by Konica Minolta, and their thought-out project management. Due to their smooth collaboration with our ICT department, the project was well completed within the defined deadlines, and all targets that were defined prior to the purchase were achieved.”
Kooperativa pojistovna a.s. Company profile Kooperativa is the second largest insurance company in the Czech Republic’s domestic market, with more than 3,000 employees and 218 sites. It was established in 1991 as the first commercial insurance company in the territory of former Czechoslovakia. Kooperativa’s share of compulsory insurance in the Czech Republic is 23%. As a universal insurance company, it offers the full range of services for individuals and corporate clients from small businesses to large industrial companies. Kooperativa, Ceska Podnikatelska Pojistovna and Pojistovna Ceske Sporitelny are all part of the Vienna Insurance Group, one of the leading insurance groups in Central and Eastern Europe, and their shares are traded on the Vienna and Prague stock exchanges. Kooperativa pojistovna a.s. Insurance Czech Republic
Customer’s situation/challenge Prior to OPS, there was no coherent printing structure, and Kooperativa had no control over its printing costs. The company had almost 4,000 PC workstations and 3,061 devices of more than ten different brands in use. The monthly print volume amounted to more than 400,000 pages. Kooperativa was looking for a partner who could optimise the printing structure by providing high quality services and guarantee cost optimisation. Another requirement was a comprehensive rental contract that comprised the delivery of MFPs (multifunctional printers), printers and consumables as well as a reliable service network for the company’s numerous sites throughout the Czech Republic. Furthermore, Kooperativa wanted a buyback of all its old devices for CZK 5,350,000.
Success summary In Konica Minolta, Kooperativa has gained a reliable partner that ensures a close-meshed support structure for the company’s new device fleet throughout the Czech Republic. The customer’s print infrastructure is now monitored by one vendor instead of many and benefits from unified services. Short response times and on-site support further ensure an efficient printing environment. With Konica Minolta’s ePRO (CSRC) and eCON systems in use, Kooperativa no longer has to take care of fleet monitoring itself. In a nutshell, the three main benefits for the customer are total outsourcing, a unified service and a unified accounting system.
KOOPERATIVA POJISTOVNA A.S. KONICA MINOLTA OPTIMIZED PRINT SERVICES 17
“Kooperativa considers Konica Minolta to be a reliable partner not only for a sustainable managed printing environment, but also as a provider of software solutions.” Bohumil Kolář, IT manager
OPS Consult Since Kooperativa wanted each of its regional agency headquarters to make independent decisions about the scale of optimisation, a separate OPS analysis was undertaken for each of the nine regions. The analysis included a detailed list of all printing devices in use as well as their placement structure in Kooperativa’s subsidiaries. After the printing environment of each region had been monitored over six months, an overall report for the group was compiled. The analysis revealed savings potential of about 20%. Konica Minolta’s project management team prepared an implementation plan that was presented to the customer at a kick-off meeting.
OPS Implement During the implementation phase, which took twelve months, Konica Minolta greatly reduced the device fleet and replaced the old printers with 732 new devices in 233 locations. This number includes 331 A3 MFPs. Alongside the rollout, Konica Minolta established a digitalisation line in Brno and the CRD office in Prague. With the installation of the server-based SafeQ system, the customer now benefits from increased security when printing confidential documents. The OPS implementation also included three systems to ensure a stable operation: the eCON and ePRO (CSRC) systems as well as the PageScope NetCare Device Manager. To enable remote management, the ePRO Monitor software was installed on the customer´s server together with the PageScope application. After implementation, Konica Minolta technicians also provided training for IT personnel and users.
OPS Manage Since the implementation, Kooperativa has benefited from automated fleet monitoring by Konica Minolta’s ePRO system. ePRO regularly checks for technical problems and takes the necessary action to solve them automatically. It therefore allows for stable operation at all times. The eCON system enables the client to monitor his printing devices and the status of requests for toner or technical support. This information helps the customer to optimise printing costs and to check if the vendor is meeting the service-level agreements. With the ePRO Monitor solution, Kooperativa was able to outsource the entire server’s remote monitoring and management of the PageScope NetCare Device Manager to Konica Minolta. The customer also benefits from Konica Minolta’s on-site support, which ensures a response and fixing time of four hours within business hours. Every three months, Konica Minolta also runs an optimisation analysis to provide Kooperativa with a report on the capacity of the devices, their workload and proposals for optimisation.
OPS Customer’s comment “Kooperativa is very happy with the smooth transition from the old device fleet to the new Konica Minolta devices,” says Mr. Bohumil Kolář, IT manager at Kooperativa. “In terms of efficiency and reliability, all agreements were fulfilled. Kooperativa considers Konica Minolta to be a reliable partner not only for a sustainable managed printing environment, but also as a provider of software solutions.
Česká Podnikatelská Pojišťovna a.s. Company profile Česká Podnikatelská Pojišťovna (ČPP) is the third largest insurance provider on the Czech Republic insurance market. ČPP’s revenue amounted to 6.7 billion CZK in 2011. With up to 1,000 employees across 93 subsidiaries, ČPP operates throughout the Czech Republic. Together with Kooperativa and Pojistovna Ceske Sporitelny, ČPP is part of the Vienna Insurance Group, one of the leading insurance groups in Central and Eastern Europe, with shares traded on the Vienna and Prague stock exchanges. Česká Podnikatelská Pojišťovna a.s. Insurance Czech Republic
Customer’s situation/challenge An analysis conducted by Konica Minolta in mid-2010 revealed that ČPP had more than 833 A3 and A4 devices in use – in including more than 50 different models from more than four different brands. The monthly print volume amounts to more than 100,000 pages for the entire company, and this volume originates from almost 1,000 PC working stations. ČPP intended to select a strong and reliable partner who was able to ensure high quality services along with cost optimisation. The company further required the delivery of MFPs, printers and consumables to be included in a renting contract, with guaranteed service throughout the Czech Republic.
Success summary Konica Minolta optimised ČPP’s entire IT infrastructure and established an efficient support structure by offering complex services from ePRO and eCON for fleet monitoring and overview to unified Service Level Agreements (SLAs) for all devices. Furthermore, Konica Minolta instituted a unified support structure and device fleet throughout the Czech Republic. A Key Account Manager executes regular consulting services and manages all issues. The cooperation began in 2010, and since then, Konica Minolta´s brand awareness has markedly increased. During the 30 months of OPS implementation, Konica Minolta familiarised itself with ČPP and its operations. There was effectively no concept in place and no control over printing costs. With Konica Minolta´s solution, the customer received a print infrastructure that is serviced by only one vendor and offers unified services.
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OPS Consult The complete OPS analysis was, conducted separately for eleven areas within three steps, including audit of print installations, analysis and consultation with the devices users and consultation on print environment expenses. The results were then provided to each area director. The analysis examined a detailed list of printing devices and their locations among various subsidiaries and departments. The results were compiled in a report for the entire group. The analysis lasted six months and revealed a savings potential of about 20%.
OPS Implement During the implementation phase, which took almost twelve months to complete, Konica Minolta replaced the old printers and installed 190 new devices in 93 locations across eleven regions. The overall number of devices included 74 A3 MFPs. Alongside the rollout, Konica Minolta established a digitalisation line in Brno and the CRD office in Prague, where ČPP shares its IT department with its sister company Kooperativa, a.s.. The OPS implementation also included three systems to ensure a stable operation: the eCON and ePRO systems, as well as the PageScope NetCare Device Manager. After implementation, Konica Minolta technicians also provided training in these programs for IT personnel and users. A dedicated project manager from Konica Minolta organised and operated the project management throughout the implementation period of 18 months.
“Cooperation with Konica Minolta has been great. Konica Minolta arranged a smooth transition from the old fleet to a new one and fully delivered the promised efficiency and reliability”
OPS Manage Since implementation, ČPP benefits from an efficient printing environment that is ensured by a SLA with short response time and on-site support within four hours, during business hours. With ePRO and eCON services, the client does not need to tend to the the fleet, as it is managed automatically. ePRO additionally provides automated monitoring of Konica Minolta devices for stable operations at all times. It regularly checks for technical problems and consumable depletions, and then takes the necessary steps to resolve these issues automatically without the client. With ePRO Monitor, Konica Minolta manages the server installed with PageScope NetCare Device Manager for monitoring A4 devices. eCON gives the client an overview of the printing devices, their utilisation, and the status of requests for consumables or technical service. Thus, the client has more control, is better able to optimise printing costs and can monitor whether Konica Minolta is meeting the Service Level Agreements. With the recent installation of the server-based SafeQ system in dedicated locations, the customer now benefits from increased security when printing confidential documents. Every three months, an optimisation analysis reports on the usage of the devices and their workload. On the basis of this analysis, Konica Minolta makes proposals for further optimisation. Overall, the customer now benefits from a complete outsourcing to Konica Minolta as well as unified services and optimised costs.
OPS Customer’s comment “Cooperation with Konica Minolta has been great. Konica Minolta arranged a smooth transition from the old fleet to a new one and fully delivered the promised efficiency and reliability. Konica Minolta is a highly reliable partner not only for managing printing environments, but also for providing software solutions” comments ČPP.
Kaven Orbico Company profile Kaven Orbico is the biggest logistics service provider in Bulgaria and provides high quality sales and logistics services. Its expertise builds on almost a decade of experience. The company has locations throughout South East Europe and is the official distributor for clients such as Procter & Gamble, Shell Lubricants or Mars. With an annual turnover of more than EUR 250 million, Kaven Orbico has managed to win recognition as one of the biggest and most successful trading partners for fast moving consumer goods. Kaven Orbico Logistics Bulgaria
Customer’s situation/challenge The nature of Kaven Orbico’s business requires a huge document workflow and a continuous transfer of documents between the company’s different locations as well as its headquarter in Sofia. Konica Minolta’s client has a monthly print volume of about 140,000 printouts and copies. Swift handling of the documents is crucial for Kaven Orbico’s successful operations. Its old fleet in the Bulgarian subsidiaries consisted of 30 devices for 100 PC workstations. Device management like maintenance and consumable handling was done in the traditional way with system administrators replenishing consumables and keeping track of them and reordering. Thus they were also dealing with device issues or calling suppliers for repair and service.
Success summary Kaven Orbico’s new solution now is easily scalable and very flexible. Administrative costs and requirements were reduced dramatically as Konica Minolta now provides automatic and proactive service and consumables delivery based on PrintFleet for remote monitoring of device status and SafeQ for accounting. Integration of new multifunctional peripherals (MFPs) in the modernised infrastructure reduced two thirds of the time needed to send documents from the regional offices to Kaven Orbico’s headquarters. This allows faster processing and issuing of accounting documents, contributing in turn to an improvement in the company’s financial operations.
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“… we achieved easy and quick service support when needed… ” Kaven Orbico’s IT manager
OPS Consult As a first step, Konica Minolta provided test device and software licenses for one month at Kaven Orbico’s headquarter in Sofia. Based on the data collected from SafeQ terminals and the SafeQ software, an analysis was conducted and the print volumes and locations of each device were captured. The exact TCO of a printout was calculated for each device and the current method of maintenance was identified and assessed. The customer had 21 devices and a total monthly print volume of around 40,000 pages at its headquarter.
The PrintFleet monitoring software guarantees automatic consumables delivery and proactive service maintenance. Furthermore the SafeQ system provides transparency and more control due to constant reporting, a general print policy implementation and secure print options.
The optimisation concept was based on replacing the printers, copiers, scanners and faxes with a unified set of MFPs that now optimally fulfil the location’s requirements.
The multifunctional printing environment perfectly fits the needs of the customer and allows continuous improvement and monitoring to achieve further work-process optimisation.
OPS Implement Konica Minolta replaced the old devices and installed the PrintFleet and SafeQ software solutions at Kaven Orbico’s head office. Konica Minolta also provided extensive training for key users to show them how to operate the new preconfigured MFPs optimally. A one-device-per-department approach was implemented and device numbers were reduced from 21 to seven. Integration of the SafeQ print accounting and control solution additionally allows pull printing. This option enhances control over print volume and personalised access to printers. Overall costs for document creation were reduced due to duplex printing that led to a notable reduction of paper and power consumption. System administrators have a lot more time now and are thus able to focus on other core activities that contribute to the company’s success. Accounting of all expenses associated with printing is done with only one invoice per month. Cost control is guaranteed by calculating an all-in-one price per page.
OPS Customer’s comment “With the integration of the complex OPS solution from Konica Minolta we achieved easy and quick service support when needed and a unified platform for full monitoring and management of printing,” says Kaven Orbico’s IT manager.
Flamant Company profile Flamant is an international manufacturing company. Its portfolio includes furniture, paints, home textiles, floor coverings and accessories. The company’s headquarters are in Belgium. Flamant’s collections offer a multitude of styles, encompassing a broad design spectrum that has come to represent a distinct lifestyle. The interior fabrics and textiles are suitable for both private homes and professional use in hotels, restaurants and offices. The products are available at Flamant concept stores (9 in Belgium, 5 in France, 4 in Germany and 1 in Italy) and at more than 500 selected partner stores worldwide. Flamant Manufacturing Belgium
Customer’s situation/challenge An analysis revealed that Flamant had more than 30 devices and another 30 PC work stations in use in its stores as well as at the group’s headquarters. The company’s monthly print volume amounted to approximately 40,000 monochrome and a further 17,000 colour prints. All prints were billed on the basis of a costly pay-per-page contract. Flamant was looking for an adequate, one-piece solution that met its printing requirements at both the head office and the concept stores.
Success summary Since implementing OPS, Flamant’s workflow has benefited from central monitoring of all print and copy systems. Its stores have been equipped with compact, all-in-one colour printers that enable employees to handle commercial print work themselves. The new devices also allow for high-quality print-ondemand. Moreover, a local service provision for each country guarantees on-time and professional help in the event of maintenance or IT problems. Flamant benefits from a single point of contact at Konica Minolta and a flexible, transparent pricing system.
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OPS Consult Together with Flamant, Konica Minolta evaluated the company’s printing habits and listed the printing devices and their use. Users at the concept stores and head office specified their document workflows and individual needs. At the shops, employees usually print for administrative purposes but also in support of sales, i.e sales staff have to be able to produce a high-quality flyer or an attractive brochure for a client to take home. So a compact yet powerful solution in both colour and monochrome for mainly A4 printing was required. At Flamant headquarters the focus is on colour quality and ease of use. Mini-posters, larger brochures and flyers are daily business; so are invoices and other administrative documents. Konica Minolta used these findings to design a tailor-made OPS solution for Flamant.
OPS Implement All the stores were equipped with Konica Minolta all-in-one devices, Konica Minolta’s magicolor systems. At the head office in Geraardsbergen, Flamant employees can now rely on a print fleet consisting of various monochrome all-inone devices, several bizhub systems for black and white printing as well as bizhub systems for colour printing, both up to A3. Flamant appreciated the control processes for managing the new printing environment. Working with it, the company considers the devices very suitably placed.
“Pay-per-page, which Konica Minolta provides in our OPS scheme, gives us simple budget management. We even get a financial comfort zone.” Ivan Leus, CFO of Flamant Home Interiors
OPS Manage Flamant definitely benefits from the monitoring services that are part of Konica Minolta OPS Manage. While Flamant found it difficult to monitor all equipment – in the concept stores abroad and in the head office – Konica Minolta provides continuous supervision of all networked and locally attached devices. This includes utilisation, status and alerts of all its devices, no matter where they may be located. Local and prompt service provision is delivered by the Konica Minolta service organisation in the country in question.
OPS Customer’s comment “We print one million copies per year,” says Ivan Leus, CFO of Flamant Home Interiors. “This is a substantial volume that requires a transparent payment system. Pay-per-page, which Konica Minolta provides in our OPS scheme, gives us simple budget management. We even get a financial comfort zone.”
Lufthansa Technik Company profile Lufthansa Technik (LHT) is a leading independent provider of maintenance, repair, overhaul and modification services for civil aviation. With customised maintenance programs and state-of-the-art repair methods, LHT ensures the unbroken reliability and availability of its customers’ fleets. The 9,000 employees in Hamburg and Frankfurt am Main, Germany, serve about 750 customers worldwide. Lufthansa Technik Manufacturing Germany
Customer’s situation/challenge In winter 2007, LHT chose Konica Minolta to modernise its entire print output management infrastructure. The comprehensive project embraced the office environment of about 9,000 employees. This corresponds to about 7,000 workplaces at the two locations in Hamburg and Frankfurt am Main. Konica Minolta’s Optimized Print Services (OPS) had to bring transparency and homogeneity to LHT’s print environment while ordering processes were to be integrated and simplified. The project’s goals were to standardise workflows, make administration easier and reduce costs.
Success summary The result of Konica Minolta’s input was a standardised infrastructure with less hardware, easier administration through fleet-monitoring and faster service reaction times as well as lower costs. Before choosing OPS, LHT had 35 makes of output devices from five different manufacturers. Today, it uses only four systems from two manufacturers, including the Konica Minolta bizhub C360 and bizhub C552 with identical panels for high usability. LHT employees now also benefit from standardised printer drivers with graphical user interfaces.
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“We are pleased to announce that this giant project came to success thanks to our close cooperation with Konica Minolta.” Henning Evers, IT Manager at LHT AG
OPS Consult In a first step, Konica Minolta interviewed LHT employees asking a predefined set of questions. This was done to find out how the existing fleet could be restructured most efficiently and to avoid employees’ work being affected by the rollout. Most importantly, nobody should be left with the impression that IT is reducing workplace ergonomics. The questionnaire asked employees to evaluate their printing by parameters such as volume or level of document confidentiality. This was to help Konica Minolta to determine in each case whether a central MFP or a number of smaller desktop printers would be the ideal solution. Another part of the survey dealt with the different environments from which employees print their jobs – be they Microsoft Windows, an IBM host or an SAP system. Flexibility was always key during this endeavour. The analysis of the survey revealed potential for optimisation that Konica Minolta put into action with the highest regard to LHT’s special needs and wishes.
OPS Implement The basic plan, which was coordinated with LHT’s IT, was followed by site visits for quality control of the new, yet-tobe implemented infrastructure. Thus eventual changes for space constraints or missing access points were made to the local area network. A project manager was appointed to look after every project phase, including pre-installation and hands-on workshops. The rollout plan ensured that every user could continue to work with as little disturbance as possible. Finally, Konica Minolta held online and on-site training courses specially developed for LHT.
OPS Manage The OPS Manage phase introduced the benefits of the new fleet management including a managed infrastructure for service calls, continuous print meter readings for tracking the total number of printouts and delivery of consumables. Logistics services for moving and delivering additional hardware and its installation and configuration were added. The established on-site technicians now solve any service and support issues. These Konica Minolta experts at LHT’s locations permanently monitor all of the machinery using a customised lifecycle management solution and actively service and maintain the whole fleet.
OPS Customer’s comment “We are pleased to announce that this giant project came to success thanks to our close cooperation with Konica Minolta,” said Henning Evers, IT Manager at LHT AG. “From a financial perspective, the reduction in the number of printing systems has led to significant cost savings. Furthermore, together with Konica Minolta we guarantee safe and undisturbed operation of the entire output infrastructure.”
Matador Group Company profile Matador is an industrial and investment group doing business in transportation, especially automotive industries, mechanical engineering and machining. Matador’s aspiration is to become a leader in all business activities that it pursues, either within all relevant geographical locations or in a region. The company is a reliable contractor to first-rate carmakers and their suppliers. Its portfolio also includes research, design and development works, as well as global trading and consultancy services. Matador Group Manufacturing Slovakia
Customer’s situation/challenge The Matador Group has an enormous print volume of about one million printouts per month. The company’s fleet consists of about 200 devices and more than 500 PC workstations spread over six subsidiaries in Slovakia and the Czech Republic. Konica Minolta’s customer was looking for a total solution for its output infrastructure, including a managed print system with an automatic maintenance service and supply of consumables, plus a centralised accounting and controlling system as well as managed user rights.
Success summary Konica Minolta achieved significant savings for the client, cutting costs and improving security with the aid of SafeQ user authentication. Optimised workflows can now be guaranteed with new and reliable eco-friendly devices and an automated supply of consumables. Data from six locations are collected at one central point to constantly improve the new customised services.
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“We are extremely satisfied with the scope and quality of the services provided as well as with the skills of the support team” Igor Šuba, PhD, CIO, Matador Group
OPS Consult In the consult phase of Konica Minolta’s OPS, the imaging company’s experts used a slightly modified OPS Fleet Consult basic approach for analysing and capturing all significant data of Matador’s print infrastructure. A modified OPS Fleet consult basic module was also used for the following optimisation of the infrastructure.
OPS Implement The existing fleet was updated and partly replaced by standard preconfigured devices. Multifunctional A3 colour and black and white peripherals (MFPs) from the bizhub series (with up to 50 ppm in colour and 60 ppm in black and white) are now the backbone of the infrastructure. Konica Minolta also provided software and support for the PC and server driver installation. Basic training for employees made sure that they know how to benefit from the new technology’s advantages. Data from Konica Minolta’s CS Remote Care solution and Page Scope Device Manager software is constantly collected and used as a basis for offering automated dispatch and on-time consumables delivery services. The implementation of SafeQ user authentication enables central accounting and monitoring of all six locations. Users are easily identified by wireless cards and the printing policy can be implemented and adjusted at any time for each employee.
OPS Manage Konica Minolta’s solution is easily scalable and very flexible to fulfil current needs. Ongoing monitoring of all six subsidiaries continuously identifies optimisation potential. Automatic toner and paper delivery are part of the support package as well as waste handling and maintenance service.
OPS Customer’s comment “The Managed Print System from Konica Minolta really helps us to significantly improve efficiency and transparency as well as to reduce costs for our printing infrastructure. Konica Minolta’s sales representatives offered us a custom-made solution at a very competitive price. We are extremely satisfied with the scope and quality of the services provided as well as with the skills of the support team,” says Igor Šuba, PhD, CIO, Matador Group.
Teva Pharmaceutical Works Company profile TEVA Pharmaceutical Industries Ltd, the parent group of Teva Pharmaceutical Works Ltd, is one of the world’s top 15 manufacturers of generics. Headquartered in Israel, TEVA operates in 60 countries and has 46,000 employees. TEVA Pharmaceutical Works (TPW) itself has around 2,000 employees at three production sites in Hungary: Debrecen, Gödöllő, and Sajóbábony. One of the company’s core businesses is manufacturing active pharmaceutical ingredients (APIs), which involves a great deal of research and development activity. TPW mainly serves the European markets but it also supplies the U.S., Canada, Israel, and Asia with its products.
Teva Pharmaceutical Works Manufacturing Hungary
TPW’s monthly print volume totaled around 1,100,000 prints. An analysis revealed that the company had a total of 268 devices in use, among them many outdated printers and multifunctional peripherals (MFPs) as well as a mix of different brands.
The new device fleet consists of 147 MFPs (88 with a finisher) and 121 printers, all from Konica Minolta. These devices are managed and monitored by the local IT team and an eCon system, resulting in significant cost and time savings.
These old devices required time-consuming manual PIN code usage and were not considered user-friendly by employees. Moreover, additional finishers caused unnecessary hardware costs and were not even required by all printers, while some printers were not in use at all. TPW’s IT experts described external maintenance and service response times as unsatisfactory.
With the installation of the server-based SaveQ system, all print, copy or scan jobs can be tracked locally so that records of the exact number of pages actually printed, copied and scanned can be kept. SaveQ thereby provides cost-related information that helps to identify potential bottlenecks and suggests ways to optimise the print environment. Besides the optimised workflow, Konica Minolta reduced TPW’s monthly operating costs.
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“New functions make everyday work easier, and using the new printers is much more comfortable.” Laszlo Molnar, Head of IT Infrastructure at TEVA Pharmaceutical Works
OPS Consult The Consult phase of Konica Minolta’s OPS began with an analysis of the current situation and the challenges for the customer, followed by an on-site survey. This survey included a tour of all three sites to check which output devices did not operate at full capacity. Based on this information, Konica Minolta designed an optimised device fleet that would meet TPW’s internal requirements for an ideal workflow. This compilation as well as a statement of costs was finally presented to the TEVA Pharmaceutical Works management.
OPS Implement The optimisation proposal comprised a simultaneous implementation at all three Hungarian sites, including a BCP plan (Business Continuity Planning), rollout management and logistics, followed by the alignment of an eCon system to increase energy efficiency. An operator from Konica Minolta was present to provide assistance throughout the installation process. The employees were trained how to use the new devices, a microsite with user manuals and virtual trainings was launched, and product manuals were displayed. TPW was also supplied with a fax server, including a messenger, NSI Autostore (a server-based application that coordinates the capture and secure delivery of paper and electronic documents to business applications), and PageScope NetCare, which allows administrators to manage the entire fleet of multifunctionals and printers from a single point.
OPS Manage OPS Manage uses different indicators to increase efficiency in the customer’s output environment. At TWP they were as follows: manageability of devices, service response times, efficiency of support, and employee satisfaction. Due to constant monitoring by the eCon system, adjustments can be made whenever necessary. Furthermore, all devices are supervised by an operator who reports malfunctions with the help of PageScope NetCare. The SafeQ system’s reports will be evaluated and used for the fleet’s continuous improvement. Using the new microsite makes the training of new colleagues less time-consuming, and the microsite is sure also to develop the system. A follow-up OPS consultancy is scheduled every six months.
OPS Customer’s comment “One of the biggest advantages of the new Konica Minolta device fleet is the fact that my team and I have less trouble with the maintanence of the office devices,” says Laszlo Molnar, Head of IT Infrastructure at TEVA Pharmaceutical Works. “New functions make everyday work easier, and using the new printers is much more comfortable.” Molnar also points out that “the employees at TPW deal with confidential information and secret ingredients every day. So data security was essential during the whole implementation process. The experts from Konica Minolta respected this need for discretion at all times.”
NORDJYSKE Medier Company profile NORDJYSKE Medier is a Danish media group that offers a wide range of media. The Group has about 600 em ployees and eleven primary locations in Jutland, with its headquarters in Aalborg. The company publishes one daily and several local weekly newspapers in North Jutland, operates the ANR and Radio AURA radio stations, the 24NORDJYSKE round-the-clock TV channel and a number of websites. NORDJYSKE Distribution, which handles the distribution of newspapers and printed advertising material, is also part of the business. NORDJYSKE Medier Media Denmark
Customer’s situation/challenge NORDJYSKE Medier’s print fleet consisted of 40 multifunctionals (MFPs) and 103 printers. All were network devices. The company’s aim was to control and subsequently reduce costs in the context of fleet management and document handling. Some of the smaller devices were to be replaced by bigger centralised devices to reduce total cost of ownership and increase workflow efficiency and print safety. Other challenges were to reduce electricity consumption and CO₂ emissions and to increase employee effectiveness in terms of document handling.
Success summary With the help of Konica Minolta, NORDJYSKE Medier was able to reduce the device fleet to a total of 95 units. A new accounting system gives NORDJYSKE better control over the printing budget. A follow-me print solution enhances efficiency, mobility of printing and essentially improves print security. Additional scanning software refines document retrieval, digital archiving and security. The reduction in device numbers has led to lower power consumption and less CO₂ emission. These measures cut NORDJYSKE’s print and copy costs by 18.5%. However, this implementation was just the first step in a continuing formal approach. Konica Minolta is to identify further possibilities for improvement in close partnership with NORDJYSKE in the future.
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“After the OPS analysis, both the number of inquiries and the number of maintenance tasks for the IT department fell to an absolute minimum.” Kim Faarbæk, NORDJYSKE Medier
OPS Implement Building on the insights of Konica Minolta’s consulting and on the analysis of NORDJYSKE’s fleet, twelve old MFPs were replaced by Konica Minolta bizhub C452s. These new devices are equipped with the NSI Autostore application, enhancing scanning capability, and CS Remote Care, an automated monitoring and communication system between the output devices and the Konica Minolta service organisation. The SafeQ accounting solution now looks after monitoring, reporting and user access management at NORDJYSKE. Employees were trained to use the integrated hardware and software solutions and a basic project management was set up for the rollout.
OPS Consult The Konica Minolta OPS team monitored NORDJYSKE’s fleet for a period of two months. The analysis revealed a very high volume of more than 8 million prints per year. The fleet consisted of a mix of four brands and 44 models, with an undesirable effect on operational reliability, running costs and fleet management. The inquiry also revealed that almost half of the prints came from smaller and more expensive printers instead of MFPs with lower unit prices. Konica Minolta recommended consolidating the fleet with fewer brands, removing small printers and installing MFPs. The analysis further included a detailed account of power consumption and CO₂ emission so as to be able to detect improvements after the OPS process. All in all, Konica Minolta estimated a potential saving of DKK 556,000 (18.5%) within the first year after OPS.
OPS Manage The implementation of the twelve bizhub C452s with CS Remote Care now makes the use of automated services possible, with toner alerts, just-in-time delivery and service alerts triggering Konica Minolta support. This results in a significant easing of pressure on the IT department. Using fewer local printers has a positive effect on the total cost of ownership and the SaveQ follow-me print solution results in safer, controlled and more efficient printing. Cloud printing allows pulling out copies from any location within the company but also the removal of superfluous output from the cloud-based print queue. Finally, the Managed Print Service software used provides a thorough monitoring of the whole fleet.
OPS Customer’s comment “After the OPS analysis, both the number of inquiries and the number of maintenance tasks for the IT department fell to an absolute minimum. Operations and the stability of the system have also improved,” says NORDJYSKE Medier’s Kim Faarbæk.
Neografia Company profile Neografia produces high quality colour books, magazines, catalogues and packaging. The company is one of Slovakia’s leading printing houses with more than 500 employees. Neografia’s production cycle covers all print processes from pre-press through web to sheet printing to finishing options, including binding. The company regularly wins industry awards. It is certified according to ISO standards by FograCert for contract proof creation, Lloyd’s Register for quality assurance and others. Neografia Printing industry Slovakia
Customer’s situation/challenge Neografia has a monthly office print volume of more than 200,000 printouts. More than half of the company’s fleet was outdated and some devices did not operate at their optimal capacity. Instead of building on service-material contracts, decisions were generally based on lowest price offers. So identifying internal costs was hardly possible. In addition, servicing of output systems was undertaken in-house and standards of secure access to printed output had to be updated.
Success summary Konica Minolta achieved 10% savings of consumables for Neografia. The integration of new Konica Minolta devices established faster printing and the ability to copy, fax and scan to destinations such as email, PCs or an FTP server for an overall reduction in printout numbers and for simplified work processes. Neografia also benefits from the Konica Minolta machines’ finishing options such as stapling, saddling or punching. In terms of service, Konica Minolta managed to cut external costs and keep the internal workload to a minimum. Secure printing now monitors print processes and user access.
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“Based on a precise analysis, Konica Minolta helped us to design, implement and operate a highly effective printing infrastructure.” Norbert Janíček, IT, Telecommunication and Prepress Manager at Neografia
OPS Manage OPS Consult The OPS Consult phase started with the OPS Fleet Consult Advanced and OPS Floor Plan Basic modules for a comprehensive analysis of Neografia’s office management processes. As a result, Konica Minolta specialists put together a detailed overview of Neografia’s output environment and print infrastructure and presented a tailored optimisation proposal to Veikkaus. The proposal covered all customer requirements and wishes. It also took all interdependencies in respect of the workspace and the technology deployed on it into consideration.
OPS Implement In the OPS Implement phase, Konica Minolta delivered preconfigured multifunctional peripherals (MFPs) and provided support for the PC and server driver installation. The accounting solution now looks after monitoring, reporting and user access management at Neografia. Next to the new office fleet and the project management solutions, Konica Minolta implemented its production printing devices bizhub PRO 1051 and bizhub PRESS C7000 without significantly affecting Neografia employees’ workspace ergonomics. The devices are an addition to offset printing and take the place of a large-format device with inline finisher. The new solution saves operating costs and gives Neografia more flexibility in day-to-day operations. Besides basic trainings for MFP users at Neografia, Konica Minolta’s experts held a special presentation for users of the new production printing devices at its own showroom in Bratislava, Slovakia.
Finally, Konica Minolta deployed its CS Remote Care solution for automatic print meter readings as well as for faster and better services. Using this comprehensive tool, Neografia’s installed output devices are securely connected to the Konica Minolta service organisation. Amongst other points, the automated support caters for performance monitoring and remote analysis of all output devices that are covered. In this way, Konica Minolta service staff can access the machines remotely or give clear advice to an on-site service if necessary. CS Remote Care also ensures on-time delivery of consumables. Neografia now can easily detect and manage internal costs. A further OPS programme for optimising Neografia’s production printing devices is being planned.
OPS Customer’s comment “Based on a precise analysis, Konica Minolta helped us to design, implement and operate a highly effective printing infrastructure,” says Norbert Janíček, IT, Telecommunication and Prepress Manager at Neografia. “Its solutions not only provide us with advanced options for office and production printing, but also help us to reduce costs.”
MEDA Küchenfachmarkt Company profile MEDA Küchenfachmarkt, with its head office in Neukirchen-Vluyn near Duisburg, is the market leader in its home state with 11 kitchen stores in North Rhine-Westphalia and one in the Rhineland-Palatinate. Founded in 1997 by its two managing partners Guido Melcher and Michael Dahme, MEDA specialises in kitchen stores with a concept focused on comprehensive advice given by trained employees, a wide product range and a good price-performance ratio. It has few equals in Germany and differs substantially from the concepts of smaller kitchen studios or large furniture stores. The company has about 150 employees, including around 30 at head office, which is also the location of its logistics centre. Quality assurance – from the mixer tap via the wooden parts to the white goods, kitchen sinks and lighting – ensures that the goods are delivered to the customer in perfect condition. MEDA Küchenfachmarkt Retail/Wholesale Germany
Over the years printers, copiers and fax machines have been purchased as required. As a result, one new supplier after another was integrated.
There were nine workplaces each and an information desk in Gelsenkirchen and Dortmund. They were equipped with various laser and inkjet printers, copiers and fax machines.
“Decisions were taken on the basis of the cost structure in the market at the time,” Guido Melcher explains. “When we opened five new branches within half a year in 2008, which amounted to substantial market growth, we decided to consolidate and standardise the printing landscape that had taken shape over the years.”
Viewed over a 48-month period, including the print volume and price per page, a monthly cost savings potential of up to 60% was identified.
“We are now able to pass on to our customers the savings we made.” Michael Dahmen, MEDA Küchenfachmarkt
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OPS Consult This analysis, undertaken on the basis of the Optimized Print Services concept, consisted of an inventory of existing devices, including counter reading, an evaluation of page volume and an overview of costs incurred and administrative outlay. The administrator had to deal with about ten different providers and contacts for ordering consumables or when technical problems arose. The wide range of types and drivers led to extra network administration. The different ways in which devices were operated also led to dissatisfaction among users. Furthermore, the short lifecycles of the inkjet printers used meant that they often had to be replaced after only a couple of years. Finally, the findings of an employee survey of print, cope, scan and fax behaviour were analysed with a view to providing software solutions to optimise workflows.
OPS Implement A concept was then drawn up for use at all branches, consisting of bizhub C20P colour laser printers for all sales workplaces, the bizhub C280 multifunctional colour system for the information desks and Konica Minolta 190f monochrome all-in-one printers for the order rooms. Kitchen plans are the main items printed, which is why colour quality matters. Simitri™ HD polymerisation toner’s tiny, uniform toner particles ensure an even print image, soft colour gradients and tack-sharp text contours. The latter are of decisive importance for printing quotations and sales contracts in particular. The bizhub C280 is used especially to digitise documents. Photos taken by the order technician, sketches, order confirmations, sales contracts, invoices and other vouchers have to be scanned by Scan-to-FTP and assigned to the order. The administration has central access to the branches’ hard drives and is thereby able to monitor all transactions at any time. In addition, customers’ identity cards are copied and the copies are attached to the hire purchase applications. Using the card copy quick dial feature, identity card copies can be centred for printing on a standard sheet of paper. Furthermore, using the PC-Fax function documents no longer need to be printed for faxing; faxes can be sent straight from the PC. In the order room the technical store manager checks all orders to ensure that measurements are correct before the data is sent to the manufacturer. He has a Konica Minolta 190f at his disposal.
OPS Manage All systems are managed by the Konica Minolta PageScope Suite software solution. Via a Web interface, IT is sent system status and reader count overviews and configures the systems. That includes central administration and allocation of user rights and cost centres. Cost centres make accurate billing by store possible. Cost transparency and precise budget planning at the beginning of every year were decisive criteria for MEDA. Furthermore, the bizhub C280 systems are connected to the bizhub SystemCare remote diagnosis system. Errors and toner status reports are relayed to Konica Minolta automatically and can be dealt with promptly. Consumables no longer need to be kept in stock in large quantities. Instead, they are supplied on demand. That has reduced the administrative cost of data processing and purchasing considerably.
OPS Customer’s comment Overall, MEDA is very satisfied. “The entire roll-out in Cologne and Kaarst ran smoothly,” said Michael Dahmen. “In Cologne, especially, we were under considerable time pressure with the new store opening. We are now able to pass on to our customers the savings we made.”
Manpower Company profile ManpowerGroup is one of the world’s largest providers of employment agency and personnel leasing services and HR solutions, with 4,000 locations in 82 countries. In Germany, Manpower Personaldienstleistungen has around 1,400 employees at over 200 branches and more than 20,000 temporary employees on its books. With 13 different industry solutions, including healthcare, aviation and financial services, the company offers target group-oriented specialist competence for the customer categories in question. Manpower Workforce solutions Germany
Customer’s situation/challenge The company decided in 2010 to relocate to a new head office in Eschborn and bundle everything at one location. “We had a great deal of trouble with the previous devices: the high level of decentrality, different manufacturers, no monitoring, too many different drivers to administer, manual counter reading, no automatic toner delivery, too many help desk calls – all in all, a heavy administrative outlay for IT,” says Andreas Kaden, Head of IT Infrastructure at Manpower, describing the initial situation. “What is more, over the years printers were acquired by branches as required. We had great difficulty in finding out which printers were actually in use and whether their use was still justified.”
Success summary The new solution enabled Manpower to eliminate 95% of the workplace printers, that being part of the policy drawn up jointly by Manpower and Konica Minolta. Meter readings that used to be done manually can now be generated at the click of a button. “In the past we sent reader cards to our 200 branches twice a year, but only 50% of them were returned. We had to estimate the missing figures. That involved an enormous amount of work,” Kaden says. The company Manpower also has much better planning certainty with regard to toner and paper consumption. “SiteAudit has made us significantly more efficient and productive,” Kaden says.
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“Konica Minolta’s readiness to take a long, hard look at our business processes was the key to success.” Andreas Kaden, Head of IT Infrastructure at Manpower
OPS Consult Eventually, Konica Minolta was called in to optimise the print infrastructure. Starting in August 2010, a large number of workshops were held with Manpower. The existing situation was analysed jointly and a strategy for improving it was developed, working out which resources and tasks were required for each step and which processes and routes had to be followed. The result was an optimisation plan that provided for only one MFP manufacturer, thereby reducing the number of different drivers significantly. The administrative workload for IT was reduced accordingly.
OPS Implement Konica Minolta made Manpower the decisive offer to replace all equipment “at one fell swoop” and supply new systems with a standard service life. The major challenge was to deliver 216 multifunctional systems to 190 sites all over Germany, install them and instruct staff on how to use them in a little over two and a half weeks. Up to 20 systems a day were installed at Manpower branches. In order to do so just in time and to interrupt employees’ work processes as little as possible, preconfigured systems were loaded onto trucks at the Konica Minolta hub in Solingen. Instructions for use were given on the day after delivery. In addition, Manpower made use of web-based training by which employees can have a virtual trainer explain functions to them individually, either at their PC or at the system. Project planning and implementation used Konica Minolta’s in-house project management method PR2OMPT, which is based on the PRINCE2 global project standard.
As OPS is a continuous process, the project has still not been completed since the March 2011 rollout. Regular review meetings are held to check which service callouts were required, which problems arise, whether service level agreements were observed, whether the defined print volume of 642,000 monochrome and 18,000 colour pages is still justified and what feedback has been received from employees. In addition, further optimisation potential is to be discussed. Systems are monitored using Konica Minolta’s SiteAudit application. Error reports, toner delivers and technician callouts for maintenance checks are now automated, and evaluations are drawn up to provide an overview of print system capacity utilisation, in other words how much is printed in all, how much is duplex printed, how much on A3 or A4 paper and how much in colour and monochrome.
OPS Customer’s comment “The project workflow was unique and still is,” Kaden says. “Konica Minolta’s readiness to take a long, hard look at our business processes was the key to success. It was also, of course, the precondition for Konica Minolta to take over the project management. Without trust and collaboration in which both sides were able to rely on each other, we would never have been able to accomplish this project so successfully.” “The main and decisive factor why we decided in favour of Konica Minolta was its offer to take over the project management in its entirety. As a result, we at Manpower had ‘only’ to be of assistance and to do the legwork, as it were.”
–– Some of the product illustrations contain optional accessories. –– Specifications and accessories are based on the information available at the time of printing and are subject to change without notice. –– Konica Minolta does not warrant that any prices or specifications mentioned will be error-free. –– All brand and product names may be registered trademarks or trademarks of their respective holders and are hereby acknowledged.
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