5 Phases to a New Level of Efficiency

Engagement throughout every phase of the cycle includes all the appropriate decision makers, this ensures the managed print service is functionally, as well as commercially, sound and technically appropriate.We will ensure that your organisation will benefit from the highest level of service delivery, world class technology and lasting business value.

1. Discover | 2. Design | 3. Transition & Implement | 4. Support & Manage | 5. Review

1. Discover

MediaForm will conduct an MPS Audit to understand your requirements. The audit process will assess your current print fleet, print behaviour, capturing project requirements and determining a total cost of ownership for the current state.
MediaForm has several options to choose from, depending on your organisational needs, the level of analysis you require and the detail required to design the appropriate solution.

A snapshot of your printing environment
A Basic Discovery Assessment provides visibility into the machines you have, your usage levels and costs without installing any software onto your network.
Once completed, we will give you an indicative cost of print to your organisation. Then we can talk about improving your print devices and procedures.

A deep insight into your print environment and document usage
A Discovery Audit & Assessment provides a detailed insight into your print and document work flows.
This audit and assessment option provides you with complete and transparent view of your document output infrastructure along with an indicative proposal based on initial findings that may include: right sizing of your device fleet, a balanced deployment plan and recommendations regarding document output management solutions to improve availability, simplify work flow processes and reduce total cost of ownership.
This audit option provides a complete and transparent view of your entire printing infrastructure and how it is used on a daily basis. With a diagrammatic floor plan to show device locations and a full cost assessment, it provides the platform for recommendations on lasting cost savings and productivity enhancements.

2. Design

MediaForm's experienced consultants will use your MPS Audit results to design a print and document solution that meets and evolves with your changing needs. We will work with you to define the business case, propose the service solution and clearly state the guaranteed savings.

Depending on your organisational needs your MPS design can:

• Ensure a consistent user experience with the same user interface across all devices, so minimal training and support are required
• Provide sophisticated functions that make working life easier, such as scan direct to email, PDF or into existing systems
• Deliver a universal printer driver, which means users can use any device without having to install individual drivers for each device
• Allow My Print Anywhere, meaning users can pick up their pages when and where they want, without worrying that someone else will collect them by mistake
• Draw on our range of world-class printing and imaging devices and a strong suite of software products to optimise your organisations print management
• Define clear policies and governance to determine device types, availability and capacity; as well as ensuring that the right people can output to the right resource, at the right cost
• Extend to the support for and management of 3rd party devices within your existing fleet, proving a single point of contact for print related services by managing consumables and maintenance arrangements on your behalf. In this case we will work with you to remove excess costs by consolidating your print fleet over an agreed time frame.
  MediaForm will discuss and design the contract SLAs with you prior to commencing implementation, to ensure expectations are clear and that we can measure your solution's success against defined objectives.

Project Management
Our project management service ensures the deployment of the MPS solution in accordance with agreed parameters, such as time, quality and cost control, to ensure a smooth transition. Using assigned Project Managers and/or management teams, we co-ordinate all deliverables in order to minimise disruption to your organisation and to maximise the speed, ease and simplicity with which the new solution is adopted. This will include key milestones and User Acceptance Testing (UAT).

3. Transition & Implement

We project manage the implementation of your new solution to ensure a seamless transition, all the time working to minimise the impact on operational activities and end-users.
We ensure that every element is delivered in line with your on-going operational needs and key performance indicators.

Program Management Communication & Education
While implementing a new printing and work flow system can be unsettling, a proactive approach to engage staff, create understanding and build loyalty can minimise the impact.
The MediaForm MPS team will work closely with people in your organisation who could be sensitive to change. Face-to-face communications as well as intranet and email promotions can be used to convey and develop understanding.
Only through effective and consistent communication of the change itself; of the requirements and benefits of that change; and the impact on the end user, can resistance to change be removed and future state achieved.

Hardware, Software & Services Implementation
Following the Discover phase, all activities will be designed and scheduled to minimise disruption to your organisation.
New devices and software will be installed and existing devices redeployed and/or removed, in line with an agreed schedule, to ensure a smooth transition from the legacy environment to the future state.

4. Support & Manage

As a Managed Print Service provider, MediaForm is focused on continually improving IT Service Management related processes. In doing so, we aim to help you avoid unnecessary expenses, control changes to your fleet resources and manage fleet expansion to reduce the impact on your organisation.

Fleet Management
In order to support our customers' organisational objectives, we design and implement tailor-made print management solutions that address our customers' needs - both now and for the future. Once implemented, these solutions require specialist and dedicated management in order to deliver on the financial and operational KPIs or SLAs agreed in the Contract or overall SLA.
A dedicated Client Services Manager will take responsibility for every aspect of your MPS contract, ensuring agreed SLAs are met and your return on investment is maximised. Working with your team and ours, as well as external vendors where required, your Client Services Manager will deliver successful change management and education, increase the uptake of new technology and work to improve employee productivity, reduce print related costs and enhance asset availability across your organisation.

Configuration Management & Maintenance
This service ensures that a customer's printing environment consistently operates at an optimum level. It also ensures that all policies in relation to print and the organisation are adhered to, including printing, procurement, security and end-user policies. The service also contributes to a smoother transition process in case of changes to the printer fleet environment – such as Installation, Moves, Adds or Changes (IMAC) or solutions upgrade installations. It also expedites the disaster recovery process if a critical failure occurs in the IT environment.

Service Desk
Your IT staff and end-users will have a single point of contact at MediaForm for all queries, incidents and problems. A range of options are available all of which will help free your internal IT resources to focus on their core business activity - and increase your fleet uptime.

Asset Management We will pro-actively design, implement and manage your assets from the Discover phase through to Review. In doing so, we can track, financially manage, plan and efficiently implement the most appropriate devices and applications throughout the course of your contract.

5. Review

MediaForm MPS will use captured service and performance information to deliver continual improvements, supporting your evolving organisational needs.

Management Information Reporting
Your MediaForm Client Services Manager will use Management Information Reporting and regular customer review meetings to recommend lasting improvements in operational efficiency, staff productivity and cost savings. Mediaform's expertly prepared quality of service analysis and service compliance reports provide an update on all aspects of support performance, including call history, trends, performance metrics, contract changes, updates, and more. Importantly, they enable your MediaForm Client Services Manager and MediaForm print and document specialists to proactively identify and address unusual trends and occurrences before they impact your organisation. And they give you ongoing visibility into the performance and overall effectiveness of your MPS. Mediaform's Management Information Reports will be used in periodic management reviews.
Management Information Reporting covers the following areas of your MPS:

• Service Performance (SLAs)
• Device Utilisation
• Asset Management
• Trends & CSI

Review Meetings
These ensure all key stakeholders openly review performance against objectives, discuss specific direction and action tasks. Your MediaForm Client Services Manager will coordinate and facilitate these Review Meetings.

Continual Service Improvement (CSI)
Mediaform's Continual Service Improvement aligns our current and pipeline services with the current and future strategic needs of your organisation, the maturity of your IT processes and your environmental policies.
In doing so we forge a path towards a genuine, mutually beneficial partnership with your organisation that enables both parties to work towards increased productivity and reduced costs.