Related case study
Cas n°1 / BVA“
“In July 2012, we launched a tender to help us in streamlining our printing systems. The Watchdoc solution was chosen for several aspects including the rapid return on investment it drives. The installation was part of an overall sustainable development project that drives an effective change management. It is not necessarily less printing but better printing.”
Usage is very different and varied within the BVA group, thereby making waste inevitable.
- The sites of Boulogne and Toulouse include the research analysts and the analysts,
- The BU counting and reprographics of Boulogne, prints the flyers to distribute in the street, and prints out the surveys for use in stores, consisting of interviews that take place face to face.
After BVA had acquired many other companies, they found themselves with various different brands of devices, and different service providers, along with many other problems:
- Difficulty in managing the print (fleet and consumables),
- No knowledge of the usage because of the complexity of the fleet of devices,
- Inability to read the device meters,
- High Print management costs of € 300,000 per year.
So Alain Saugnac and his team decided to standardise the printing fleet in order to have no more than one brand of hardware and only one provider. The goal was to save money, to reduce the time the teams lost on printing, to have accurate metre readings, and to better understand the usage of the different businesses."We have assessed the analysis of the usage within the BVA group and we have realised that our printing systems need to be optimised. So we will soon set up a printing policy ".”
REASONS FOR CHOOSING WATCHDOC
Following a benchmark, 3 solutions were shortlisted to be analysed and tested. At the end Watchdoc was the obvious choice for several reasons:- It is a very complete and simple tool to use. The reporting tool is easily understandable and represents a real support for decision making. Watchdoc is a 100% web based solution, which is easily integrated into the existing architecture.- The solution also makes it possible to set up many print policy rules to optimise the printing. It is by using these rules that you can suggest to the user certain practices to reduce costs, without complete restriction and this makes it more acceptable to the user.- And finally, last but by no means least the rapid return on investment.
" It was in July 2012 that we started looking for a print management software which could give us a better understanding of our usage within BVA (A3, Duplex, Black and White…) ".
AGECOM’s availability and their involvement have contributed to the successful installation and implementation of Watchdoc at BVA. With more than 5,000 installations in 15 years and a turnover growth of 20% per year, AGECOM ensured a level 1 position in the XEROX organisation and were awarded the status « FIRST PARTNER ». AGECOM also benefits from being a « Watchdoc Certified Partner » allowing them to install and support the Watchdoc solution with the help of Doxense. Thanks to an important effort in the change management by the IT Management and the sustainable development team in BVA, the deployment of Watchdoc was a complete success.The IT team saw their work greatly facilitated by the supervision tool of Watchdoc. This allowed them to know in real time the status of the servers, by visualising the problems quickly in order to resolve them as fast as possible. The employees have been involved upfront and they have adapted well and are delighted to be able to work, whilst at the same time thinking about the planet.Although today it is a little premature to quantify the savings, it is already possible to say these will be in the range of 30%.
" The installation of Watchdoc within BVA was a complete success, it is a product that we do not hesitate to recommend both for its ecological and economical aspects".
Short term : Review and implementation of some initial printing policies to increase the savings.Long term :- The implementation of additional printing rules in the form of warnings, and not of prohibitions, allowing the user to print « sustainable » and to reflect on their usage.- Optimisation of printing processes in the different BU.- Finally the BVA buildings being organised by floors, with a device in each wing, the release of prints by badge could also be an attractive and interesting option.
Alain SAUGNAC - Director of Information Systems at BVA
Cas n°2 / UNESCO“
"In a few months, we have already reduced our printing budget by 40% without setting up all the features of Watchdoc ! "
UNESCO has its global headquarters in Paris, and is a recognised player in the field of eco-responsible behaviour. One of the General Manager's priorities, is to ensure that employees conduct business while ensuring they minimise their ecological footprint.
Although envisaged for some time, the implementation of a printing rationalisation approach is recent. They had found they had too many printing devices, oversized and different brands...
With this in mind, many other issues were highlighted:
- Billing problems: Each machine had its own monthly bill. The ongoing restructuring of services within the company made the amount of bills very complicated to manage.
- A lack of coordination leading to maintenance problems: Some machines were not working for several months without being repaired.
All these issues were discussed within an internal working group involving several sectors of UNESCO. An audit of the printing systems then revealed many factors.
It showed :
- Excess capacity on the machines;
- A strong need for A4 printing whilst most devices were A3;
- A lot of colour devices while most requests for printing are in monochrome;
- High costs;
- No knowledge of usage.
Four recommendations were then made :
- Reduce the machine capacity (which does not necessarily mean using fewer machines, but more suitable and more efficient equipment.)
- Install a centralised print management solution.
- Pool resources by optimising the use of each device.
- Favour the referral of large volumes to their reproduction centre.”
REASONS FOR CHOOSING WATCHDOC
"Once the internal audit was complete, we launched a tender and received five responses. The Purchasing and IT services of UNESCO had key demands: The solution had to be non-intrusive in our existing infrastructure and the security of our system should not be altered.Watchdoc met this criteria. The OECD and the European Commission are also equipped with Watchdoc and their satisfaction level is very high. This was an important element that allowed us to validate our choice. ""The Cluster version Watchdoc called Watchdoc Extended Edition attracted us, as this version was in line with our requirements, since we ensured high-availability and therefore continuity of service if one of our servers failed.”
"Watchdoc was accepted by all users without any difficulty. Now there is only one partner who is dedicated on print. Its mission is to monitor and assist UNESCO members with their daily printing. This has allowed us to reallocate staff to other new areas.Furthermore, each department now receives a single bill per month. The new billing system is integrated and allows different services to adapt their usage practices and their consumption."“Initially, it was the Watchdoc offer which attracted us. Doxense works with a partner network that ensures the installation and support of the Watchdoc solution. It was the partner Osilog who accompanied and supported us in our project to streamline the printing. We greatly appreciated their professionalism. ""Before installing Watchdoc, the annual budget for printing was $500,000. Today it is $300,000. A saving of $200,000 which is an impressive cost reduction of 40% the return on investment is obvious !-The number of pages printed per year went from 11 million to 5 million, a reduction of 55%.-The number of devices reduced to less than 90 machines.-We have seen a major drop in calls to the helpdesk. We are now in a proactive approach, as problems are anticipated.-The implementation of the secure badge printing helped to further reduce the volume of prints without special effort."
With the 2015 version of Watchdoc it will enable UNESCO guests to have secure badge access to printers while tracking the usage of their print jobs.The introduction of printing policy rules, which is one of the major features of Watchdoc has not yet been deployed to UNESCO. This will soon be the case ... therefore new potential savings !
Rudi SWINNEN - Director of Document Management UNESCO
Cas n°3 / CHUV“
In 2007 we launched a tender within Europe to help us with the optimisation of our printing.
The solution Watchdoc by Doxense was chosen because it was the one that would bring us the best return on investment. In total there are 7,000 workstations using nearly 1,800 devices.
At that scale we had a duty to ensure that consumption should be at a reasonable level.
For several years we tried to understand the printing practices of our CHUV users. The topic become a priority in 2007 when Mr Bévillard took over the responsibility for all the CHUV printing. The scope covered nearly 7,000 users printing on 1,550 printers and 250 copiers. The institution noted a strong growth in demand for colour printing accompanied by a growth in the number of printer devices. Therefore, establishing a monitoring tool in place was essential.
The hospital and university environment in which CHUV operates meant that Mr Bévillard’s team had to be extremely careful and receptive when leading change management. It was necessary to first understand usage before changing user behaviour or the installed base. However, at this stage significant gains are already envisaged: when printing 40 million pages reducing waste is a top priority.
The tender was launched with the following objectives: understand user behaviour, providing a tailor made response to equipment needs (technically and economically) and rebill the departments according to their consumption. Secondly it was a case of supporting employees to encourage good behaviour such as the use of duplex printing, control of colour printing, or for example reduce the printing of unnecessary emails.“40 million pages printed each year, it is enormous! It is imperative to explain that consumption level! »REASONS FOR CHOOSING WATCHDOC
Amongst the proposed solutions, Watchdoc was deemed technically the least invasive, something extremely important for the infrastructure team. As they were already having severe instability problems, due to the great disparity of printer drivers, which frequently disrupted the functioning of the site.Watchdoc provides a range of open functionalities and the usability of the tool that is highly appreciated.The obvious skills of technical staff during various discussions and meetings certainly made all the difference. It was crucial for the CHUV to have access to experts who could immediately provide the right support to any problem.Initially ecological benefits were not a key driver for the CHUV, but they came from the savings both in terms of the reduction of printer numbers and printing volumes.However, it is interesting to show the impact of consumption in ecological terms (trees, water…), and these elements will be used in the next stages of our project.
Today Watchdoc covers more than 100 MFP’s connected to the same print server. The installation took place without any problems. As well as the installation and setting up of Watchdoc, we are currently working on the final stages of migrating our printer fleet. When this is complete we will be able to install the other three print servers and manage a network of 1,500 printers. The decision was made to initially install Watchdoc in transparent mode, without imposing any filters or any rules, to allow us to better understand the behaviour of our users.
Today it is still early to share the results because the installation is not yet complete across all the park. Nevertheless, initial statistics show that for the multi-function machines, the use of colour is now controlled, certain « administrators » (management controllers) rely on Watchdoc to analyse the costs associated with the behaviour of their employees. These administrators are crucial elements for raising employee awareness. Overall, Watchdoc is key to distributing the volumes and associated costs of multi-functional devices shared by several departments: the assignment of expenditure is factual and accurate.
“The use of Watchdoc will spread very quickly within the CHUV and we can state we are extremely satisfied with the tools put in place.”
Short to mid-term : Finalise the migration of the entire fleet. Disseminate the Watchdoc tool to manage the printer incidents.Analyse statistical results to match the needs of users with the appropriate equipment.Continue to focus on studying the behaviour of users, but also identify, provide advice and establish rules for the « non-standard situations ».Long term : Establish the printing policy rules based on a few simple criteria’s (volume, colour use, etc. …) to optimise the use of our printer resources. These rules will be grouped together in a « printer charter ». Looking further into the future, we plan to use Watchdoc to track copies by users and / or departments using either a PIN code or the badge. Plus the implementation of releasing documents at the multifunction devices.
M. Bernard BEVILLARD - Responsible for printing for Centre Hospitalier Universitaire Vaudois.
Cas n°4 / Laboratoire Anios“
"As part of our search for savings we appreciated the relevance and readability of the information in Watchdoc. The independence of the company versus the manufacturers reassured us in terms of legitimacy. When we took into account the effectiveness of the environmental savings, we were hooked. Finally, an approach to effectively combine savings and environmental responsible business behaviour ".
ANIOS Laboratories is a company expert in disinfection with headquarters located in Hellemmes in the North with a production site located in Sainghin-en-Mélantois.
The company is in the process of Quality Safety Environment Certification. Upon his arrival as the Director of Information Systems in 2005, Mr. Favreau decided to carry out an inventory of print management. "The printing in the company was" as is ", meaning that this topic had never been placed sufficiently in priority for any focus or course of action.”
One of the Director General's priorities is to ensure that its employees are accountable for the use of company resources, but also that all are involved to minimise the ecological footprint. Communication by meetings helped to establish, for example, a process of systematic return of the consumables for recycling (with the "Children & Share 'association) and measure the rate of return as an indicator.
REASONS FOR CHOOSING WATCHDOC
The manufacturers already in place at ANIOS Laboratories have each had the opportunity to present their print management tools but none were convincing. It is in this context that the company invited the software editor Doxense along with their partner Serians to visit them in order to discover the software solution Watchdoc.
The independence of Doxense versus the manufacturers underlined its legitimacy in its cost reduction approach. The story is pragmatic, the stakes are clearly expressed and the proposed reports correspond to useful information.
ANIOS Laboratories print servers are Windows cluster, and high availability is critical for the company. "By choosing the version 'Cluster Ready' with Watchdoc Extended Edition package we opted for a solution in line with our requirements.”
A mapping of local and network printers was carried out in August 2007, it raised awareness of excess equipment in the company, especially small ink jet machines which were extremely expensive in their operation. The IT Department supported by the senior management decided to reduce the amount of equipment. The concrete information about the actual use of printing systems, however, was still missing. However, this is essential in optimising the printing systems approach.
"We have been particularly impressed by the clarity of the information provided in Watchdoc and by the relevance of the reports. For the objectives we set up, the information is found quickly in the reports. In addition, finding in the tool a simple report with the number of pages saved in the equivalence to the natural resources, also attracted us because it corresponded to our wish to grow the employee’s awareness. Indeed, the IT Department carries an eco-friendly approach that fits with the ambitions of the Director General. "
Watchdoc is currently installed in transparent mode within the departments, in order to better understand the usage and the needs of the employees. The reporting already provides information on simple improvements, we can make.
"For example, the colour print rate is high at (32% on average) while the duplex mode is rarely used. Today it is still early to share the results because the installation is recent. We are currently collecting data to better understand the usage and optimise our printing architecture. "
Laboratories ANIOS will have enhanced training from Serians, the Certified Partner of Doxense on the software Watchdoc, in order to achieve autonomy in the use of the tool, but also to benefit from the richness of it.
In parallel, a first report will be submitted to the ANIOS Laboratories in order to make the right decisions and implement a communication plan and a tailored action plan.
Some Professional Service support days will also be carried out by Serians to select the most relevant indicators for ANIOS Laboratories. These indicators will assist us to build quickly the printing policies needed."
M. Jean-Pierre FAVREAU - Director of Information Systems