A print assessment will help your printing partner, and you, learn about your imaging devices. The print volumes going through your departments, and digital document data and how your end users work with the equipment.
3. Print Assessment
If you are looking into getting a partner to help you manage your printing devices, or
already have one but are looking to switch, then you will most likely need to go
through a print assessment.
A print assessment is when a managed print partner will conduct a data research
project on your fleet of printing devices, your document software solutions if
applicable and talk with some of your end users to get an understanding of how they
work.
This slide deck will cover the stages of a print assessment and what you can expect
to happen at each one.
5. 1 R e v i e w o f c u r r e n t d e p l o y m e n t
The first step, as with any good project, is taking stock. A printing partner will look at
what printers, multi-function printers (MFPs), copiers, scanners, etc. you already have in place.
They will map out your imaging deployment and take a look at any workflows that are in place
and the functionality of each device.
Many times, the devices you already have can be used in a new managed print arrangement – if
you have equipment that works, your MPS partner can incorporate that equipment into the
plan. This can decrease costs because you don't have to buy or lease another piece of
equipment. It comes down to what brands the managed partner can service and if the machine
is expected to last for all, or part, of the agreement term.
7. 2 G a t h e r d a t a f r o m y o u r n e t w o r k
MPS partners will use a data collection agent (DCA) to get a better understanding of your
printing fleet. A DCA sits on your network and reports meter reads, supply levels, and how many
pages are being printed on each device. The program that we use is called FM Audit. The point
of this is to really understand how much is being printed on your devices and to be able to
produce an educated recommendation that will be able to support the volume the users need.
The software usually reports for anywhere between two weeks and two months during the
assessment.
9. 3 . 1 W h e r e a r e a l l o f t h e p r i n t e r s a n d
c o p i e r s
During a site assessment, your account manager and a member of the printing partners service
team will go to every one of your printers and copiers and look at the environment it is in. They
are looking for information like:
• Are there other printers nearby?
• Does the copier have additional attachments – a finisher, extra trays, etc.
They'll review the pages each device prints per month and if the device is used heavily for
scanning. They should also take note of any set up on the user interface screen, if there are any
apps on the device and the layout for users needs.
10. 3 . 2 E n d u s e r i n t e r v i e w s
After the account manager has reviewed the physical device, they will find one or more end
users in the area and ask them a few questions about it. A few of those are:
• How often do you print?
• What type of documents do you print?
• Do you print color?
This is to gain an understanding of how the device is actually used and to make sure there
wasn’t anything over looked that would hurt or hinder the users.
11. 3 . 3 C u s t o m e r i n t e r v i e w s
This is a higher-level interview normally done with IT and other members with a seat at the
buying table (more on this in the next step). This person (or group) has final say on approving
the engagement and/or will have a part to play if the engagement continues. In the customer
interview, the key contacts exchange:
•Contact information
•Discuss role requirements
•Supplies fulfillment
•Service expectations
•Your company’s technical infrastructure
•Software that is in place or needed
These and other topics are covered to ensure there are no surprises during deployment or fleet
take over.
13. 4 T h e b u y i n g t a b l e : w h o n e e d s t o b e
i n v o l v e d
A print assessment does not live in IT or in purchasing alone, it is a process that requires input
for every department that will use the equipment. Normally these members of your company
have a final say in the agreement, it is best to bring them into the process as soon as possible.
This can cut down or eliminate red flags later in the process, make sure everyone is on board,
and gives the ability to answer questions as they come up and continue to keep the process
moving forward and staying on schedule. A member of your legal team is sometimes
appropriate in the assessment stage. They can wrap their heads around the type of service that
will be provided and request any documentation they require early.
