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Archive for December, 2010

Happy New Year from Relyco

Thank you for all your support and business in 2010. We look forward to another great year in 2011.

A Formax Shredder from Relyco would be a great way to make your own celebration confetti…

Happy New Year from all of us at Relyco

Printing More Efficiently and Greener…10 Considerations for Managed Print Services

Recently, I came across this Blog post that discuss 10 things to consider when evaluating Managed Print Services (MPS). If you are starting to think about MPS, this is a great starting point.

Managed Print Services

10 considerations when evaluating or implementing a Managed Print Services program
1 — Does your MPS program put the emphasis on “management” or on “print”?
A successful MPS program requires people, process, and technology (hardware and software). If the program’s focus is on the equipment to deploy, including a break-fix contract price, terms and supplies, but leaves out the organizational structure and process performance, then you do not have a true, comprehensive MPS program in place. A more effective MPS program will focus on who will be accountable for results, how to manage the process that will deliver the results, and what equipment to use for print/copy/fax/scan processes.
2 — Is all the equipment managed equally?
If your MPS program does not manage all the equipment in your environment equally, no matter who owns the equipment or what OEM provides the maintenance, then you have a fragmented print service operation that is subject to a lowest “cost-per-copy” contract and you are probably unaware of many higher, hidden costs.
3 — Is there one point of accountability and one invoice to pay?
One defining characteristic of a well-rounded MPS program is a single point of accountability for the entire office print/copy/fax/scan service. By centralizing the responsibilities for managing all of the equipment, people and processes, you can leverage procurement scale, standardization, budget consolidation, and have one consolidated invoice to pay.
4 — Are the MPS tools installed and used?
One building block of an MPS program is the ability to monitor fleet activity (i.e. collecting output, service and cost data) as well as automate processes (proactive machine faults/alerts, meter collection and reporting overall performance.) Technology tools are necessary in order to meet these goals. These tools include, at the very least, an electronic monitoring system, an MPS call center application and a reporting system. Assessment, user behavior modification and MFP workflow solutions tools also can help.
5 — Does the MPS program provide an initial in-depth assessment?
An in-depth assessment is recommended before starting an MPS program to establish a baseline of your fleet’s current state. The assessment should provide a roadmap for moving from the fleet’s current state to its future state. A list of the existing equipment to be kept, re-deployed, and retired should be one output. A map of current equipment, utilization and device-to-user ratios is another output. You can also create several future-state recommendations based on desired outcomes (such as total costs) along with best-of-breed equipment specifications.
6 — Will the MPS program re-balance and optimize the fleet continuously?
Maintaining an excessive amount of equipment is expensive. Determining precisely how much equipment is needed, including the requirements of each location, involves delicate measurements and frequent reviews. Idle or overused equipment can be expensive in terms of dollars or user satisfaction. An MPS program should include periodic reviews (quarterly or annual at the minimum) by experts who can recommend optimization changes as necessary.
7 — Will the MPS program relieve the IT help-desk from print-related issues?
According to IT help-desk studies, a significant number of calls to the IT help-desk (approximately 20%) involve relatively basic issues related to toner, machine service, etc. An MPS program should relieve the IT help-desk from these calls by providing an 800 number to the MPS call center, ideally backed by on-site and remote call center support, for resolving these issues.
8 — What are the whole life costs?
Capital cost, running cost and disposal needs to be evaluated and budgeted for.
9 — How sustainable is the product and service?
Device, and service carbon footprint needs to be evaluated. WEEE considerations, standby power consumption and ability to use recycled substrates and parts are some areas to consider.
10 — Does the MPS program provide staff and subject matter experts to manage the MPS process?
Buyers often forget there is a lot of behind-the-scenes work that must be done to manage office print/copy/fax/scan processes.
Here is a partial list of MPS responsibilities that do not come with basic equipment maintenance:· ordering supplies and re-stocking consumables on a daily basis· providing preventive maintenance and first-level response· managing multiple OEM service providers· managing procurement, which includes consolidating and standardizing contracts and rates as they expire· overseeing the budget· verifying invoices and resolving bill disputes· coordinating equipment moves/changes· responding to user needs and conducting user satisfaction surveys· coordinating with IT· reporting performance and financials· planning ahead for effective program management· reviewing device utilization and overall performance· making optimization decisions· managing assets (maintaining equipment lists and data, planning and coordinating moves, adds, changes and disposals)Customers are getting smarter about the total cost of ownership when they buy or replace office print equipment. But these companies don’t always recognize how important a comprehensive managed print services program is to realizing the full benefits of the newest technology. These 8 Things provide a checklist for making sure people, process, and technology are all considered when implementing an MPS program.

Contact Relyco to learn how we can help you. Visit our website, call us at 1-800-777-7359, or Email us.

Sports Potential Addresses Forms Management with Relyco REIMAGE Carbonless Paper

Sports Potential Inc. offers sports assessment services that include identification of sports compatible to body type, physical capabilities, and preferences and performance analysis. The company also helps identify areas for training for local sports organizations, coaches, and trainers. Sports Potential was founded in 2002 and is based in Menlo Park, California.

When Sports Potential experienced problems keeping their forms and data organized, they called Relyco.

Sports Potential instructors and trainers spend time in the field assessing the capabilities of participants, using a separate multipart form for each physical or analytical test. Because there can be multiple tests and participants at each site, forms were difficult to organize and manage.

Relyco evaluated existing processes and recommended a new approach to forms management, including simplifying the forms themselves and organizing the forms to meet specific tasks. It was also important to streamline the process used to compile and store forms once they were completed.

Relyco recommended binding forms into a series of books to ensure that instructors used the appropriate form as each test was administered and could keep them organized when each assessment had been completed. To simplify the process further, the books were produced to include a “writing table,” which can be used as backing for writing on a carbonless multi-part form to prevent the information from imaging onto subsequent forms. The “writing tables” also made it unnecessary for the instructors to carry clipboards and eliminated the problem of storing the forms once they were completed.  Now, all instructors had to do was flip to the next form and slide the writing table beneath it, leaving the previously completed forms in the book until the end of the session.

Relyco also recommended that instead of leaving the writing tables blank, the space be used to print instructions, which explained exactly how to administer the tests associated with each binder.  Books were also color-coded to enable users to visually distinguish one from another quickly.

While Sports Potential spent virtually the same amount on the forms books as they had on carbonless laser forms, they achieved greater productivity and organization, allowing them to focus on the potential of their participants.

Read the complete Sports Potential story or contact Relyco to learn more. Call us at 1-800-777-7359 or Email us.

Happy Holidays from Relyco