“Wouldn’t it be great if a company had an optimiser that could analyse the entire organisation’s printing infrastructure and detect all opportunities to improve operation and reduce costs?” asks Marc Pillay, divisional manager: Optimised Print Services (OPS) at Konica Minolta South Africa, a Bidvest company. According to him, that’s exactly what Konica Minolta’s new OPS can do.
Recently introduced, OPS is Konica Minolta South Africa’s unique solution and service methodology. It analyses real needs and designs solutions that make work efficient again. “Printing, scanning, distributing documents, copying in colour and black and white, managing information flows and changing users’ demands often lead to the point where transparency is lost, costs increase and motivation falls. OPS combines consulting, hardware, software implementation and workflow management in order to lower document spend,” says Pillay.
The OPS concept focuses on four different areas – fleet, process, finance and security – and offers a variety of services and products for each of them. These areas represent the four essential subjects to be considered when decisions about investments in printing infrastructure are made. He explains: - Fleet: This area looks at right-sizing the document output fleet to actual business needs, providing optimal support, balanced with minimal cost of ownership and environmental impact. - Process: Here all business-relevant document flows are analysed in order to benefit from saving potentials and design.
- Finance: OPS offers different purchasing and leasing options as well as various contract models, which can also be integrated with existing contracts to form a single financial plan. - Security: The OPS solution has the capacity to design IT and data security solutions, from user authentication to complex network security requirements.
“OPS leads to transparent structures and our in-house experts work with the client through three different stages – consultation, implementation and management – to make sure every improvement is based on precise facts and will operate immediately and in the long run,” says Pillay.
During the consulting phase, Konica Minolta South Africa’s experts use sophisticated tools to help companies detect the strengths and weaknesses of their printing environment and design improvements on the basis of these results.
“First of all, it is important to get to know what is already there. In this phase, we use powerful software tools to identify existing print assets and monitor the current utilisation patterns and printing volumes. User interviews help us to detect specific document flows, individual needs and service-level demands. Furthermore, all available commercial data is collected during this phase,” says Pillay.
These transparent facts and figures are then analysed and, since OPS is there to enable clients to save money, a precise TCO calculation and estimation is benchmarked against the average costs in the market. Additionally, Konica Minolta South Africa evaluates and recommends the print services that meet all document-based business process requirements. “This allows us to optimise the business by designing the ideal print fleet with suitable processes and workflows and compare them to current capabilities,” says Pillay. He says that during the implementation phase, OPS is more than just installing some new devices and applications. “Our implementation services offer enhanced change management to the extent required by the customer and it also includes dedicated project management in accordance with recognised standards, such as detailed project plans and regular project reports,” he says
After the installation is finished, the management phase commences and Konica Minolta South Africa provides detailed documentation to users and administrators. Standard or tailormade promotion materials and events support the introduction. In addition, key users and the internal staff are trained individually and Web-based multimedia training is permanently accessible for every employee.
“OPS does not offer abstract strategies but concrete improvements that result in seamless workflows and comfortable operation. A company’s employees will realise it every day. And, they will be astonished to what extent they were wasting resources before OPS changed the way they work,” concludes Pillay.
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