The city of Arlington, Texas, is a thriving community with more than 365,000 residents. It’s ranked as the third largest municipality in the Dallas-Fort Worth metroplex, and the municipal government holds a reputation for making strategic investments in innovative IT solutions that can maximize the use of digital communication tools in day-to-day operations and core services.
The city of Arlington was looking for ways to reduce their operating costs for printing while maximizing their use of technology. To find a working solution, city officials met with ImageNet, a leading Samsung partner. ImageNet, in cooperation with Samsung, began by developing an in-depth understanding of the city’s cost structure and its current print and copy setup. The goal was to help the city adopt innovative solutions while giving it high quality, cost-efficient services in the form of a managed print service program that fit their needs.
Standardizing Printing Fleets and Practices
Challenged by rising printing costs, the city was looking for support to manage and control its existing printers and surplus printing supplies. The printer fleet was fragmented with a variety of different makes and models. The printing infrastructure supported 3,000 employees across 16 departments, located in 75 buildings. Making matters worse, there were six different vendors in charge of purchasing printing accessories for different departments.
Darrell Strange, Knowledge Services Supervisor at the city of Arlington, recalled the challenge facing the city, in particular the lack of fleet standardization:
“The equipment was getting old. We had an opportunity to modernize and streamline the fleet but, the main focus was to reduce overall printing costs. We wanted to provide a full range of printing capabilities and services while making them cost-effective.”
Customized Fleets and Solutions
Given a limited budget, the city listed ‘solution versatility’ and ‘cost-efficiency’ as its top priorities in choosing a partner. To satisfy its specific needs of secure printing and the ability to track printing costs, the city needed a solution capable of integrating with third party software. Samsung’s open XOA platform (eXtensible Open Architecture) was the perfect solution to integrate high efficiency MFP’s with state of the art cost-accounting software solutions.
The first step was to streamline the number of printers. This enhanced workflow, by strategically placing just the right mix of MFPs in each department to cater to their specific needs. For example, full-sized color multifunction printers were given to departments that handle large size, high resolution images. Departments that relied heavily on black and white document printing were equipped with mono multifunction laser printers capable of handling high volume printing at lower cost per print when compared to similar models in the market.
Printing costs were effectively brought under control with better tracking, giving the city the ability to track who prints what and how much. The city used the new system to help its employees cut unnecessary waste such as excessive color printing.
The Results: Cost savings, enhanced workflows and higher employee satisfaction
It took the city less than a year to see a return on investment.
The implemented MPS program was successful in:
- Reducing the printer fleet by 56%
- Reducing the number of printed pages per month by 21%
- Color printing was converted to black and white printing and reduced color printing by 85%.
- Overall printing and scanning costs were reduced in 2012 compared to the previous years.
The most compelling result came from a survey of the city’s employees on their satisfaction of their partnership with Samsung and ImageNet. The survey results showed that 73% of employees were satisfied or very satisfied with the city’s new fleet of MFPs and printers.
According to Wayne Carlson, Project Manager for ImageNet Consulting, the project provided important lessons for municipalities and other complex organizations in search of managed print services programs. The savings were only possible by choosing the right partner, the right mix of MFPs & printer, and implementing a solid MPS program.