Procurement issues in managed print services

Introduction

This report looks at the key issues facing chief procurement officers (CPOs) and others responsible for purchasing printing services and MPS in medium and large enterprises. Datamonitor looks at how to develop policies that leave companies better equipped to reduce costs through the adoption of MPS. However, many may find that they need a lot of preparation before they can consider deployment.

Scope

• Managed Print Services are defined as the acquisition of a customer's printer fleet by a vendor, which then supplies printing as an in-house service.
• MPS is a classic way of swapping 'capital' for 'operational' expenditure, allowing costs to shrink in line with business requirements.

Highlights

Large and medium-sized organizations are making significant cost savings through adoption, both through the consolidation of printing activities and through leveraging the vendors' greater scale economies.

Cost savings are made by simplifying vendor management, sometimes replacing hundreds of suppliers with a single contract, through reducing the amount of user intervention and rationalizing printed output as part of your business processes.

Reasons to Purchase

• Understand how to reduce the total cost of ownership related to printing infrastructure.
• Learn how Managed Print Services vendors position themselves and help their customers be more flexible and cost effective.

Table Of contents

Overview 1
Catalyst 1
Summary 1
Executive Summary 2
Managed print services grew during the recession 2
CPOs need to look at printing as a horizontal business activity 2
Managed print services move expenditure from capital to operational 2
Simplification can create cost savings 2
There is limited vendor choice for large multinational enterprises 2

Table of Contents 3

Table of Figures 4

Procurement Issues in Print Services 5
The pros and cons of managed print services for CPOs 5
Print usually handled by facilities management, not IT 6
Choosing an MPS solution must be part of an overall printing consolidation plan 7
What are your typical costs of printing? 9
The printed image is hard to replace, despite improving screen resolution 10
Managed print services and environmental issues 11
Multinational issues for managed print services 11
Vendor Approaches in the Managed Print Services Market 12
Xerox as a supplier of managed print services 13
HP as a supplier of managed print services 15
Other suppliers of managed print services 18
Appendix 19
Methodology 19
Further reading 19
Ask the analyst 19
Datamonitor consulting 19
Disclaimer 19

List of Figures

Figure 1: Pros and cons of managed print services 5
Figure 2: Worldwide managed print services revenues ($ billion): Q1 2003 to Q1 2010 7
Figure 3: Printer consolidation: five phases from creating a team to deployment 8
Figure 4: The pros, cons and costs of different printer technologies 9
Figure 5: Worldwide managed print services market shares, Q2 2009 to Q1 2010 12