Print Investigation Report

The Print Investigation Report is a consultancy report produced using our Comprehensive Output Assessment Methodology (COAM) which assimilates analysed data from Investigator/Analyst, forensic accounting, business objectives, user needs, physical locations, performance indicators, structured interviews, benchmarks and other factors into recommended print strategies.

The Print Associates Comprehensive Output Assessment Methodology (COAM) – leading to the establishment of performance indicators - is represented as follows:

In both the Self-assessment and Consultant-assisted modes the analysis and assessment may be re-performed frequently to assess progress against cost-reduction and performance improvement strategies and to enable fine-tuning of those strategies.
The Print Associates Print Investigation Reportuses information collected from IPCS Investigator and other sources (see the details of our Comprehensive Output Assessment Methodology - COAM - below) to establish print performance indicators such as:

• The Hardware utilisation rate which is determined by collecting and reporting back on such information as:
• Number of devices discovered
• Number of pages printed per device
• Number of pages printed in colour
• Actual time used and time spent waiting.
• Hardware usage:
• Under utilised and over-utilised devices are identified by our Methodology
• Bottleneck printers are identified.
• Total cost of ownership (TCO):

In the Consultant assisted method, our forensic accountants utilise their accounting systems auditing skills to collect costs from the general ledger, accounts payable and fixed asset register systems to determine:

• The click rate per impression based on the costs of equipment, maintenance charges, toner and ink, paper and other consumables divided by the number of pages produced (above)
• This approach takes the available expenses into account, then compute cost per page
• The process includes analysing the supply contracts entered into for machines and consumables
• Our approach allows us to benchmarking costs across Agencies.
• Hardware allocation:
• The collection of such data as time spent waiting, number of jobs processed and number of pages printed per desktop printing devices and taking into account the full time equivalent people serviced and other factors enables us to determine better allocations of the printer fleet
• We are able to work out a reasonable printer-to-user ratio - also taking into account the demands of the organisation/branch.
• Hardware proximity:
• Print Associates' Comprehensive Output Analysis methodology requires us to review floor plans and consider device functionality.
• Consumables expenditure:
• Print Associates' methodology collects information about paper costs, service contracts, toner yields, and allows us to perform benchmarking against standards and across organgisations/branches.
• Customer satisfaction

To help continuous improvement of the print output environment we recommend at least an annual measurement of the satisfaction of stakeholders with the printing fleet - including:

• Suitability of available printer devices (duplex, stapling, hole-punch, alternative paper supplies/paper trays) etc)
• Time taken to print jobs/waiting for print output
• Failover performance in the event of printer failure (including paper jams)
• Printer support - tone replacements, paper reloading, printer maintenance etc.

Print Associates' extensive experience in the field of Output Management demonstrates that all the items of information listed above are required to provide an analysis of the printing function to the required level of detail. Only then can effective printing strategies be developed and implemented for the maximum benefit of the organisation.