We will always meet with the client to understand their needs and, if appropriate, offer advice to enable the client to maximise the benefits of a print or document management strategy.
This will encourage a productive working relationship and give an opportunity to discuss the style and content of the finished report and its presentation. It will also act as a terms of reference clarification, scope definition and project kick-off session.We will sign any appropriate NDA’s and any Client Confidentiality Agreements required
Print Management Methodology
We will employ a physical technique to meet the client’s requirements. Current fleet data (equipment lists, contracts, service and consumable costs) will be sourced from the client (where available) or provided from our own sources and presented in our cost model for client awareness. For any new fleet solution proposed, we will detail our data sources and assumptions. We will capture the consumable types favoured by the client – high/normal yield, original/re-brand, new/refill – as well as the assumptions about ink coverage by document type. We will also capture any prevailing client policies relating to printing/copying e.g. colour, draft quality, duplex, finishing etc.
The Basic Physical Audit
A simple audit undertaken to map current devices, determine their profiles, location, volumes and estimated current running costs without any recommendations being made.
The Physical Audit Including Advisory Recommendations
Map the existing devices on a floor plan noting make, model (including finishing capabilities), serial number and print out the configuration sheet. Available data relating to volume, type of print/copy, user-profile, etc. will also be gathered from the devices in scope. It will be noted if a device is stand-alone (local), networked or networkable.
Document Management Methodology
We will employ a physical technique to meet the client’s requirements. Current document management profiles will be sourced from the client and presented in our cost model for client awareness. For any new solution(s) proposed, we will detail our data sources and assumptions. We will also capture and assess any prevailing client policy and consider its suitability.
The Basic Physical Audit
A simple audit undertaken to ascertain and validate current systems, determine their profiles, fitness for purpose and compliance with the client’s policy without any recommendations being made.
Staff Interviews & Consultation
During the consultancy, we would also enter into dialogue with a cross-section of users (upon agreement with the client) on a one-to-one basis within the work-area to get an understanding of work-profiles and systems. This dialogue would follow a common format to allow us to gather consistent information and would cover areas such as who has responsibility for any local document management and how this is controlled. It would also try and establish how it conforms and performs to any policies in place.
Analysis of the Captured Data
In order to provide useful data for the client report, we will collate and map the data from the physical audit. We feel this is necessary because meaningful analysis assists the client in producing a robust business case for change as they are then better able to present the impact to stakeholders of the benefits of any proposed change.
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