- Compliance to State and Federal privacy and public records regulations
- Large volume of paper records
- Improvement of quality of service to students and families
- $2 million budget shortfall in 2006
Mishawaka, Indiana, with a population of 46,500, is a medium-sized metropolitan area near South Bend, Indiana. Like many similar U.S. school districts, Mishawaka finds itself under continual budget pressures, much of it caused by diminishing State and Federal funding levels. At the same time, it is coping with the need to maintain and improve services to students and families in the Mishawaka district, including compliance with public records requirements imposed by those same State and Federal bodies. With nine schools, 1000 employees, and 5100 students, Mishawaka faced the reality in spring of 2006 of a $2 million dollar budget shortfall, which has squeezed the staffing levels within the school system.
- Proliferation of paper documents,
- Cumbersome workflow
- Need to integrate document management solution with existing accounting software
Allied Physicians of Michiana (APOM) represents an exciting new approach with value for patients and physicians. It’s a management services organization that encompasses 10 medical practices—the objective of APOM is to combine the business operations of multiple physicians in several group practices of varying size and specialty into a single, efficient company. The result has been that the physicians involved can continue to devote their time and talents to patient care.
BACKGROUND: Adams County, Indiana, with a county seat in Decatur, includes 12 Townships in the northeastern section of the state and serves a broad and diverse population of 33,000.
The County Auditor’s office handle a wide range of duties, most of which include volumes of paper records and public documents. The Indiana state tax laws involve a number of tax exemption opportunities for individuals which impose documentation, certification, records keeping and public information duties on the county auditor, without, however, providing electronic tools to help in discharging those duties.
Download complete case study
Hammond Lubricant Works’ Administrative Manager needed to identify and control printing expenses, reduce wasteful purchasing practices, cut long distance fax charges, and correct redundancies in the company’s printing fleet.Advanced Imaging Solutions rightsized the printing fleet with strategically placed printers and multifunction devices and implemented a Managed Print Services program.Hammond Lubricant Works now has an organized and transparent supplies program, an efficient printing fleet and a scheduled maintenance plan.The company realized a 23% monthly savings in the first quarter of their Managed Print Services program.
Hammond Lubricant Works, located in Hammond, Indiana, is a manufacturer of petroleum-based lubricant products. The company was founded in 2002 and employs approximately 60 people. The business can be very fast paced, especially when the price of crude oil is volatile.
- IT department was spending too much time maintaining large desktop printer fleet
- Outdated network printers were causing network crashes
- Numerous projects were being printed off-campus
- Complaints about poor print quality
“Excellence with a personal touch” is a working principle that guides the staff and faculty at Southwestern Michigan College (SMC). At SMC, there are no teaching assistants, no 400-seat lecture halls. Most of the classes are fewer than 25 students which means that the students know their instructors and the instructors know them. The 240-acre Dowagiac Campus brings together thousands of students, many of whom juggle work or family commitments along with school. Southwestern Michigan College also has a Niles area campus where students get the same SMC experience with small classes and personal attention at a location that is convenient for Indiana residents.
ViewPlus wanted to develop a too to help people with visual impairments communicate better with their sighted counterparts.
ViewPlus teamed up with HP Specialty Printing Systems (SPS) to combine HP TIJ 2.x color inkjet printing technology with advanced paper embossing technology to produce raised color text and graphics, making it possible for people who are sighted and visually impaired, or have learning disabilities, to collaborate on the same document, communicate more effective and develop better comprehension and learning. HP SPS also helped bring the resulting product to market by providing engineering support and featuring the prototype at trade shows.
- Emprint features a fully integrated solution without the need for an add-on product
- Documents printed with Emprint have the same high quality as documents printed with HP inkjet printers
- Emprint uses the same paper and reliable ink cartridges as HP inkjet printers
- Emprint can print Braille and ink together or separate
- Coupling HP color inkjet printing technology with Braille embossing serves multiple needs; people with visual impairments, normal sight and learning disabilities can work together more effective
- Partnership with HP ensures high-quality printing and further bolsters credibility in the marketplace
- Tripled initial sales forecasts in its frst month on the market
There’s more to running an efficient and cost-effective printing and imaging environment than just buying new devices. A well-planned, strategic approach to managing printing and imaging can reduce costs and increase productivity through the entire lifecycle of the devices in your environment. HP Total Print Management (TPM) can help by bringing together balanced deployment, optimized utilization and industry-leading networked technology to optimize operations.
- Think about it: Evaluate your current needs, resources and costs.
- Act on it: Plan strategic improvements and put them into place.
- Work with it: Manage your optimized environment on an ongoing basis.
- Get help with it: Learn more about how HP TPM can help at every step.
Think about it
You can’t begin to reduce costs or increase productivity until you know how much time and money you’re currently devoting to meeting your printing and imaging needs. That’s why the first step in a strategic approach to management is a thorough assessment of your needs, existing resources and present costs. The questionnaire on the next page, while by no means exhaustive, can serve as a starting point for helping you establish a solid foundation for planning.
A Business Case for Effectively Deploying MFPs to Gain Control Over the Management and Cost of Printing and Imaging Environments Much has been said about the escalating cost of creating and working with documents.
- About the impact on operations: “Imaging and printing accounts for up to 15 percent of an organization’s overall operating costs.” Source: CAP Ventures
- About the effect on labor costs: “Printing and imaging processes can account for as much as 40 percent of labor costs.” Source: Avi Basu, IT Journal
- About the threat to revenue: “Through YE08, enterprises will spend between 1 percent and 3 percent of their revenue on document output.”
But how much do organizations really know about the surprisingly simple reasons why these costs are increasing and how an evolving digital technology can be effectively deployed to fix this growing problem?
Nailing down costs Think quick: how many hardcopy devices are in use in your organization? Drawing a blank? You are not alone. According to IDC4 most large organizations (those with 1,000 or more employees) have no idea how many hardcopy devices they have. Less than half (48 percent) routinely track their hardcopy costs companywide. Even fewer (38 percent) track related IT help desk and support costs.
It’s hard to imagine organizations taking the same haphazard approach to other valuable business assets such as their IT infrastructures or even office furniture. Yet as this chart shows, the current state found in many printing and imaging environments can actually be traced to two key historical management practices.
These days, IT operations are under a microscope like never before. The pressure is on to run compliant, cost-effective operations that maximize productivity and minimize costs. At the same time, decreased operational costs and proven returns on investments have become baseline requirements. There is, of course, no single solution that can achieve all
these goals. However, there is at least one very prominent area that businesses of all sizes and types may exploit: the opportunity to streamline and organize imaging and printing strategies. Resolving this situation is a no-brainer, because it can enhance the bottom line, increase employee productivity, and ultimately, create competitive advantage.
DOCUMENT PRODUCTION TRENDS
How have organizations reached this current state of imaging and printing chaos? A number of factors come into play here. For example, the sheer number of imaging and output devices deployed has steadily proliferated year after year. While everyone was waiting for the paperless office to arrive, waves of single- function hardcopy output devices were deployed, oftentimes haphazardly. It’s not surprising that market research firm International Data Corp. projects the number of document pages printed annually by U.S. companies and consumers to burgeon to nearly two trillion by 2006.