One of the best ways to describe MPS, Managed Print Services, is through providing an example. Remember in high school when you learned the Pythagorean Theorem and the definition, “In a right angled triangle the square of the hypotenuse is equal to the sum of the squares of the other two sides (a2 + b2 = c2),” and it offered minimal clarity. But when you walked through an example, the Pythagorean Theorem suddenly made sense:
a=3, b=4, what is c?
32 + 42 = x2
9 + 16 = x2
25 = x2
5 = x
We’re going to flip this around and start with an example so you have a good understanding of what MPS looks like when we walk through the definition.
An Example of MPS
IT Director, Jeff Duclos, at St. Cloud Orthopedics had the expertise and training to maintain printers for St. Cloud Orthopedics. But it often competed with his need to also manage the medical group’s 200 work stations. It also distracted him from focusing on the development and integration of new technology, like a new medical imaging and communication system. Most people can relate to this issue – time is of the essence and we are always hoping for more of it.
The solution to Jeff’s issue was managed print services. A move to MPS meant the St. Cloud Orthopedic’s two-person IT staff no longer had to worry about servicing printers or even replacing toner. Using automated managed print software, toner levels can be monitored remotely. Toner replacement is also automatically shipped when these levels get low so the company has the cartridges before their printers run out. Potential service issues are also identified through this automated managed print software. This is particularly valuable for the medical records team that produces a high volume of prints daily and demand up-time. When an unexpected issue arises, the company calls their MPS provider’s help desk and knows the issue will be resolved quickly. In addition to time savings, St. Cloud Orthopedics saves more than $2,250 annually.
Now to the “technical” part, the definition: MPS, or Managed Print Services, is a program that streamlines printer management, monitors usage and minimizes costs associated with printing. These costs can add up to between 1-3% of your total revenue; MPS programs work to minimize these costs by supplying you the quality technology your business goals require and through monitoring the use of this equipment to see where changes can be made. These programs are offered by experienced print providers who are experts at managing and monitoring printing technology.
Many MPS programs save organizations money because they allow employees to focus on their priorities by leaving these printing technology responsibilities to experienced professionals who perform these tasks on a daily basis. There are many components involved when you enter a managed print services program, and this blog series will dive into each one individually to give you a comprehensive understanding of how MPS programs work and how they can save you money.
Each MPS program begins with an assessment of your current print technology and your desired business goals. This allows your print provider to understand your print costs and what your organization needs to be successful.
Service, Supplies & Help Desk Support
Through automated managed print software your supplies can be monitored and service issues can be detected. On-site service and equipment replacement are typically included in your MPS program.
A managed print services program should offer help desk support that gives you access to technology savvy representatives able to help you with basic issues and functionality.
Recurring Business Review
Finally, after a specified length of time into your program your needs, usage and goals will be assessed and adjustments will be made if necessary.
Stay tuned for the release of the remaining blog articles in our “What is MPS?” series. Also, download our collection of MPS case studies for more examples of how Managed Print Services saves organizations both time and money.