Overview of a 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.

1. Review of current deployment

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.

2. Gather data from your network

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.

Lasers Resource uses a platform called FMAudit. You can learn more about the FMAudit DCA and download it here.

3. Location assessment

3.1 Where are all of the printers and copiers

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.

3.2 End user interviews

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.

3.3 Customer interviews

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.

4. The buying table: who needs to be involved

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.

For more information visit - https://www.lasersresource.com/print-assessment-signup