Print Solution Endsleigh
Brief:
To deliver a hardware and software package that would not only enable Endsleigh to leverage the most current technologies to improve workflow, speed up business processes and increase productivity, but also one that would offer transparency and control over colour usage and total costs. Contract value: £150k
Print solution delivers long-term benefits Abbey Business Equipment provided a comprehensive print solution for Endsleigh Insurance and since implementation has substantially improved workflow efficiency, reduced waste and improved productivity across two locations. Endsleigh wanted to dramatically reduce expenditure on their internal copying and printing needs over their sites in Cheltenham and Burnley, so the decision was made to go to full market tender and several suppliers, including Abbey, were invited to recommend a new solution.
Abbey’s approach An asset register revealed that the fleet size was eight multifunction printers and over 100 desktop printers. The legacy technology was not current and only supported basic software so there was no way of monitoring the fleet or measuring output per device and most importantly Endsleigh did not really know the true cost of its print. Following a thorough analysis across both sites, Abbey recommended a fleet of multifunctional products equipped with software solutions which would deliver ongoing tangible cost savings and productivity benefits. Endsleigh Insurance initially selected a shortlist of two vendors and following further consultation, selected Abbey as their sole supplier.
“Cost reduction was a key driver, but our main objective was to migrate from desktop printers to shared workgroup devices and to utilise new, up-to-date technology to improve productivity. Our desire was to implement a uniform print strategy which was based around user behaviour and meeting requirements by device, not simply placing new equipment where old was situated previously. We also needed to simplify the procurement process and to shift from an ad-hoc method of acquisition to unveil the true cost of print and to control it going forward.” Peter Leahy Head of IT, Endsleigh
Office Fur n i t u re • C o p i e r s • P ro j e c t s • F u r n i s h i n g s • S e r v i ces
The solution The solution involved rationalising the entire fleet across both locations and reducing the printer per person ratio dramatically. This was a significant achievement for an organisation where printers at desks are common. The number of shared multifunction printers installed more than doubled and desktop printers were only deployed where absolutely essential. Advanced software solutions including Equitrac and GlobalScan were embedded into the devices for added ease-of-use, as well as helping with cost management, confidentiality protection and reducing their environmental impact of printing.
Abbey’s solutions are tailor-made for each customer. Guaranteed service levels are agreed and key performance indicators across all areas including cost, fleet size, maintenance and service are set. An ongoing consultative approach with regular review meetings allows each customer to continue to maximise efficiency and lower operating costs through a continuous optimisation process.
The Ricoh GlobalScan scanning software provides a solution to convert paper-based documents into electronic files. It also fully integrates with Equitrac, providing a single sign-on. This is saving Endsleigh thousands of pounds across hardware, cost of service calls, paper and consumables.
Key benefits • Equitrac Office installed – helped manage and recover costs, protect confidentiality, simplify IT and reduce the environmental impact of printing
• Can now track print, copy, fax and scan activity company-wide, as well as set and enforce print and copy quotas to reduce wasted paper and toner
• Secure server ‘Follow-You®’ installed to protect sensitive information, only accessible once the user authenticates themselves at the device
• Staff can send documents to print from any location, which can then be picked up by secretarial staff and released in the office via a PIN or passcard
• Jobs are automatically deleted off the server after 24-hours, again saving considerably on pages of print that previously would not have been required
• All drivers were set to mono as standard, to control the use of colour and reduce waste. “We estimated total colour output would be around 15 per cent, but in reality it is sitting at around 11 per cent, which is proof that the rules are working,” says Rebecca Smith who managed the implementation of the project for Endsleigh.
Minimising downtime is a key priority, and Abbey guarantees a four-hour response time. Plus, for added efficiency, devices can be swapped out if necessary.
“By working closely with Ricoh and Abbey, we were able to embrace a professional, fully managed approach to document management. This has enabled us to benefit from the very latest technology across hardware and software ensuring we conduct everyday business processes faster and more efficiently and over the year ultimately saving us over 50% in costs and 159,000 sheets of paper.” Rebecca Smith Endsleigh
Tel. 01242 263444 www.abbeybusinessequipment.com info@abbeybusinessequipment.com
Part of the Abbey Business Group