By Olivia Cahoon
Part 2 of 2
Managed print services (MPS) help organizations in all sectors efficiently manage multiple devices, reduce overall costs, and provide businesses with better insight to the printing process. Including management document services (MDS), these solutions understand and implement a more efficient and cost-effective system for organizations.
In part one, we discuss the role and evolution of MPS and managed document services. In the second and final installment of the article, we look at one successful implementation.
Coca-Cola Croatia Seeks Optimization
Coca-Cola HBC Croatia is a member of the Coca-Cola Hellenic Group that is one of the 300 bottling partners consisting of the Coca-Cola system—the largest beverage distribution system in the world. In Croatia, the Coca-Cola System comprises of Coca-Cola HBC Croatia and Coca-Cola Adria, a subsidiary of The Coca-Cola Company.
Since 1968, Coca-Cola HBC Croatia grew to over 449 employees—generating a revenue of nearly 120 million Euros. Based in Zagreb, Croatia, the bottling plant also channels products through six warehouses and distribution centers.
Over the years, Coca-Cola HBC Croatia’s printer fleet became increasingly complex, with machines originating from a diverse range of vendors and no central management in place. It used a highly heterogenous print fleet that generated high operating costs in terms of maintenance and consumable supply and storage due to a variety of suppliers, each with their own terms and conditions. Some of the functionalities required were also not accessible to all users.
Additionally, the printer and multifunction printer (MFP) distribution across Coca-Cola HBC Croatia’s facilities was not optimal—some users were required to walk long distances to get to a device with the proper functionality.
Central monitoring was also not in place and there was no method to assign the expenses of consumables or maintenance to different cost centers. After observing its printing operation, the bottling plant wanted to gain insight into the cost savings potential of its printer and MFP fleet. It also sought a solution to establish document workflow transparency and secure the confidentiality of documents.
KYOCERA & MyQ Offers Cost Savings
Coca-Cola HBC Croatia approached Xenon Forte—a KYOCERA authorized partner—to solve its print and document problems. The Xenon Forte team demonstrated the cost savings the bottling plant could achieve with KYOCERA devices. Coca-Cola HBC Croatia decided to accept the offer and have its device fleet replaced with KYOCERA printers and MFPs. With this integration, a device is available to every user within 15 meters.
KYOCERA MyQ was also implemented, enabling fleet control and tracking of printed documents as well as cost allocation to departments, projects, and cost centers. Management reports, usage analysis, and other overviews are issued on a monthly basis.
MyQ is a server-based application that streamlines and secures document management. The embedded Print&Follow application increases printer efficiency and speeds the printing process. Instead of sending a document to a given device, users send it to the MyQ servicer so that all connected devices have access. This helps reduce printing queues and increases overall document security as the device does not release the document until the sender logs in and selects it for printing.
ID cards and PIN codes control access to the devices so that documents are secure. To meet Coca-Cola’s HBC Croatia’s request, some additional features like scanning and faxing via email were also implemented—maintaining the specific workflow that was in place before Xenon Forte came in so that users did not need to familiarize themselves with a new procedure.
After the first six months of the KYOCERA MyQ implementation, Coca-Cola HBC Croatia reported a document output cost savings of 15 percent compared to the previous year, a 20 percent reduction of print volume without any significant changes in business processes, and a higher level of efficiency in maintenance and consumable supplies thanks to a single point of contact. The bottling plant also reports easier planning and forecasting of monthly, quarterly, and yearly IT budgets.
Vendors and customers are committed to the changing landscape of MPS/MDS solutions, which now manages more than just hardware. New, established, and growing enterprises like Coca-Cola HBC Croatia seek these solutions, especially in segments where MPS/MDS efficiency is low. dps
Jan2019, DPS Magazine