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A WORLD OF DIFFERENCE

Giving the United Nations print and document management a better, greener future for less.

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FOREWORD
UNIQUE MAY BE AN OVERUSED WORD TODAY, BUT THE UNITED NATIONS IS ONE ORGANISATION THAT FULLY JUSTIFIES THE DESCRIPTION. AND AS EVEN A BRIEF GLANCE AT THE STATISTICS CONFIRMS, IT IS ALSO AN ORGANISATION OF QUITE EXTRAORDINARY ADMINISTRATIVE COMPLEXITY.
It has 192 member states, six official languages, and 1,000s of members of staff all over the world. It is currently engaged in 17 separate peacekeeping operations. In addition to its five principal organs and 25 specialised agencies, it has a huge number of subsidiary bodies and committees. The Economic and Social Council alone has 30 such bodies.

A CHALLENGING ISSUE
IT GOES WITHOUT SAYING THAT AN EFFICIENT PRINTING AND IMAGING CAPABILITY IS CRUCIAL TO THE EFFECTIVENESS OF UN AGENCIES.
It is needed to ensure efficient logistics; to enable staff in the field however remote their location and difficult their working conditions to send and receive the data their work demands. The UN operates strong policies on sustainability, so it is also important from an environmental point of view, in terms of reducing waste and energy consumption. On a different level, the UN derives immeasurable benefits from demonstrating its organisational efficiency to its stakeholders, and the timely provision of documents such as consolidated reports and personalised letters is a sure way of doing this.

CONTENTS
Foreword A challenging issue Why printing and imaging pose real problems for the UN 2

To compound matters, of course, the UNs structure is far removed from the centralised cohesion of a typical global commercial enterprise. Not only does each constituent body operate autonomously, with its own procurement policy, but at any one time a high proportion of staff are working in the field, often in remote areas of the world with minimal or no IT infrastructure. All of which means that, while the UN generates a huge amount of documentation, managing and distributing that documentation efficiently and cost effectively presents immense challenges. Yet, clearly, the stakes could hardly be higher. Because every dollar or euro that can be saved on print infrastructure is money freed to be spent where it is needed most on carrying out the UNs core missions and fulfilling its Millennium Goals.

A strategic response Delivering the coherence and control that are crucial to success 4 A proven partner What makes working with HP different and better

A range of solutions Identifying and prioritising what needs to be done 6 Cost control Enabling the UN to do more with less 6 Sustainability Meeting a moral and practical imperative

However, achieving this efficiency is far from easy. UN agencies typically employ a diversity of printing and document management solutions. Documentation is produced in many different ways, and in a plethora of languages. This inevitably creates built-in barriers to efficient processing of information. At the same time, within each body, the imaging and printing fleet has tended to evolve tactically, not strategically. Devices are added to networks in response to an immediate need, rather than as part of an overarching plan. As a result the infrastructure is fragmented and will in many cases lack effective balance, bringing together devices of varying ages from a wide range of vendors. This in turn leads to a higher than necessary Total Cost of Ownership, plus excessive consumption of paper, print supplies and energy.

Information and workflow Getting on top of the document mountain 10 HP partner solutions in action Two concrete examples from our comprehensive range 12 A life-changing outcome From greater print efficiency to a stronger UN 14

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A STRATEGIC RESPONSE
TO MAXIMISE RESOURCES AND MAKE OPTIMUM PROGRESS TOWARDS REALISING THEIR GOALS, UN BODIES MUST EXTRACT THE HIGHEST POSSIBLE VALUE FROM EVERY PART OF THEIR EXPENDITURE.
Each agency needs the centralised data that will give it a clear overview of how its resources are performing
Their printing and document management universe is no exception. Yet a variety of factors now make this challenge more demanding than ever. The current global economic climate has made a tightening of administrative budgets inevitable. At the same time, more stringent IT security requirements continue to be imposed, while the need to maintain regulatory compliance is assuming increasing importance. Additionally, despite (or perhaps because of) the disparate structure of the UN, it is clear from the point of view of operational effectiveness that improving access to information across constituent agencies is a priority. Of major importance, all solutions must be considered in the light of the UNs clear and urgent environmental concerns. DEFINING AND DELIVERING THE STRATEGY So how are UN bodies to move their printing and document management and workflow in a constructive direction? The answer, first and foremost, is that they need to take control. Each agency needs the centralised data that will give it a clear overview of how its resources are performing so that, for instance, it knows how much it spends per employee on printing, how much energy printing consumes and what its employee/device ratio is. In short, it needs a coherent and actionable print management strategy. Such a strategy will aim at the efficient, transparent management of all print-related activity. It will be directed at streamlining the processes upon which effective action and decision making depend. It will effect radical improvements in paper based workflows, based on a rational and effective infrastructure consolidation. It will be the determining factor driving the flexible, transparent, secure, environmentally sound and cost effective print environment the UN needs to support its work. AN OUTSTANDING TRACK RECORD TO CALL ON Across the world, one company is uniquely qualified to work with the UN and its agencies in developing and implementing such a strategy. Indeed it has already demonstrated the value of its solutions in its work with governmental and public sector bodies worldwide. That company is HP. HPs Imaging and Printing Strategy rests on three policy priorities: to Optimise Infrastructure, Manage Environment, and Improve Workflow. With these overriding priorities in mind, and having conducted extensive discussions with UN agencies around the world, HP can now deliver a set of solutions that matches the United Nations exceptional requirements exactly.

A PROVEN PARTNER
HP IS RECOGNISED AS THE GLOBAL LEADER IN IMAGING AND PRINTING SOLUTIONS FOR LARGE ORGANISATIONS. IT HAS ALSO BEEN NAMED AS ONE OF THE WORLDS TEN MOST INNOVATIVE LARGE COMPANIES.
As well as a wealth of technical expertise, we offer reliable products and solution sets that allow customers to benefit from: Consulting services, including procurement, installation, management and support, that can be customised to enhance organisational effectiveness Relationships with industry-leading service providers Powerful solutions that optimise the printing environment, improve cost effectiveness and promote sustainability The unrivalled coverage and supply chain capabilities of HP worldwide.

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A RANGE OF SOLUTIONS
IT IS OUR BELIEF THAT THE CHALLENGES FACING THE UNS OVERALL PRINTING AND IMAGING RESOURCE CAN BE GROUPED INTO THREE OVERRIDING IMPERATIVES.
Firstly, controlling cost is essential. Print infrastructure must be streamlined in order to reduce expenditure and release capital for your core missions. Secondly, in the light of the urgent and acknowledged need to resist climate change and protect the global environment, the UN must demonstrate leadership in implementing sustainable solutions Finally, information must be better disseminated and workflow improved. There is an urgent need to expedite freer and faster movement of documents, and sharing of information, within and across all your agencies to ensure more efficient working.

SERVICES THAT GET RESULTS In terms of increased efficiency and reduced costs, HP Managed Print Services have a clear record of achievement. To take two examples: Swiss Post, Switzerlands national postal service, was able to reduce its complex printing environment of 17,000 printers and 140 different models to just 6,000 printers and six basic models, saving 5 million Swiss francs (about 30% of printing expenditure) as a result With a Managed Print Services contract aimed at reducing print costs by 36% over three years, Lancashire County Council in England saw print infrastructure rationalised at two thirds of its 600 sites in the first 12 months. Print costs at these sites were reduced by around 38%, while energy consumption went down an incredible 75.1%. LESS BURDEN, MORE BENEFIT Drawing on its experience, HP can take over some or all of the day-to-day running of a UN agencys print operation based on an agreed strategy. This strategy may involve, among other elements: Identifying and deploying the most productive and cost effective mix of devices single function printers and scanners, MFPs and mobile devices for all agencies and bodies Measuring and setting targets on key criteria such as print spend per employee and the number of employees per printer, or measuring the carbon footprint or energy consumption of your fleet Implementing a consistent policy on hardware life cycles.

Print costs were reduced by around 38%, while energy consumption went down an incredible 75.1%

The strategies developed by HP have been designed to produce a transformation in performance by addressing all these challenges in detail.

COST CONTROL
AT A TIME WHEN THE UN IS FACING INCREASING CHALLENGES AND DECLINING BUDGETS, CONTROLLING ITS OPERATIONAL COSTS THROUGH EFFICIENT MANAGEMENT IS VITAL.
Put simply, the UN must do more with less. This puts every part of its administrative operation, including its IT, under severe strain. To produce optimum return on investment, and free up as much capital as possible, UN agencies must ensure that their printing and imaging infrastructure is managed efficiently in line with proven, consistent strategic goals. Such expert management is what HP can offer through its Managed Print Services. This is a field in which HP can point to massive experience. We are currently implementing over three thousand Managed Print Services contracts worldwide, with clients including global players such as Vodafone, Philips and HSBC. The USAs Internal Revenue Service is just one of numerous public sector bodies with which we are working at this level.

One of the defining characteristics of HP Managed Print Services is that each contract is tailored to meet specific requirements and circumstances. Like all customers, UN agencies will be able to choose the areas covered from a full range of available options. These may include: Transition and implementation services Financial and procurement services Management and support services Assessment services Document and workflow services.

With the tools and expertise provided under an HP Managed Print Services contract, the agency will be able to identify and eliminate efficiencies, address the problems posed by remote operating locations and optimise its imaging and printing environment. On the basis of experience, expected outcomes include improved productivity, substantial cost savings and a significantly reduced environmental footprint.

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SUSTAINABILITY
IT IS SELF-EVIDENT THAT GREEN CONCERNS NOW PLAY A KEY ROLE IN THE WORK OF THE UN.
Secretary-General Ban Ki-moon himself has called climate change the moral and practical imperative of our era and indeed the organisation has only recently hosted the historic climate change conference in Copenhagen. So, at a time when the organisation is stressing the importance of sustainability at the level of states, economies and societies, it is clearly vital that it demonstrates a commitment to it in its own practices. Whats more, sustainability is not only important for its own sake, but also because it makes sound commercial sense. Reducing raw material and energy consumption also means reducing cost. In fact, in independent research conducted in Sweden, products and services procured using Green Public Procurement were found to cost 16% less over the course of their life than non green equivalents. A COMMITMENT THAT SPEAKS FOR ITSELF When it comes to reducing the footprint of their imaging and printing operations, UN agencies could not find a more fitting partner than HP. With a track record of environmental initiatives dating back to 1966, we are proud to claim a place amongst the worlds leading practitioners of sustainable corporate development. Indeed, our commitment to sustainability starts right at home: we are on course, by end-2010, to have recycled a total of 900,000 tonnes of electronic products and supplies, and reused 200,000 tonnes, since our recycling efforts began in 1987. And thanks to our environmental management system (EMS) programs, HP was one of the first global businesses to achieve company-wide ISO 14001 certification of its worldwide manufacturing operations. Our leading-edge policies and practices in this area were further recognised in April 2007 when HP was named as one of Fortune magazines Ten Green Giants. A CONTRACT WITH GREEN THINKING BUILT IN Given this record, it is hardly surprising that we make sustainability an absolute priority in any Managed Print Services contract. All our devices are fully compliant with the US EPAs latest Energy Star standard a specification that requires at least 20% more energy efficiency than its 1.0 predecessor as well as Germanys Blue Angel counterpart. So, working with us, you will not only have reliable and consistent ways to predict and measure the environmental impact of the goods and services you purchase. You will also be empowered to adopt behaviours that can manage and significantly reduce your own impact in this regard.

For instance, due to the high levels of energy needed to manufacture paper, the greatest factor in determining a printers environmental impact is its lifetime paper consumption. Therefore, from the point of view of sustainability, minimising paper wastage is of utmost importance. HP can work with you to achieve a 20% reduction in paper usage by implementing a range of simple but effective measures that include: Digitised workflows Pull printing Duplex printing Print on demand No-wastage internet printing. TOWARDS AN EVER-LIGHTER FOOTPRINT Of course, a devices paper consumption is not the whole story. Dedicated HP research is also producing innovations that make big inroads into everyday energy consumption. Instant On technology has been just one of many success stories here. Additionally, the replacement of many single function printers, scanners and copiers by a smaller number of multi function devices produces its own considerable energy-saving benefit. In fact, such consolidation has enabled many customers to reduce their fleets energy consumption by up to 40% as well as lowering their emissions. To take one recent example, leading investment advisor Barclays Wealth has replaced its fleet of 1,400 legacy machines with 422 single and multifunction devices under a Managed Print Services contract with HP. As a result it has been able to reduce energy costs by 25%, lower CO2 emissions by 500 tonnes a year, cut annual paper use by 20 million sheets and offer its clients a more efficient, reliable print service all while saving 1.25m a year. Finally, instituting an efficient recycling programme is another major environmental step forward. HP Asset Recovery Services can ensure that, at the end of their useful lives, all devices and cartridges used by the UN are disposed of in strict accordance with green principles, with as great a proportion as possible recycled.

HP was one of the first global businesses to achieve companywide ISO 14001 certification

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INFORMATION AND WORKFLOW


THE WORK OF THE UN INVOLVES A VAST NUMBER OF DOCUMENT-INTENSIVE PROCESSES. WHILE THIS IS TRUE OF ANY ORGANISATION OF SIMILAR SIZE AND SCOPE, THE UNS STRUCTURE AND THE NATURE AND LOCATION OF ITS CORE ACTIVITIES MARK IT OUT AS A SPECIAL CASE.
What do we mean when we say this? We are not just referring to core-activity reporting and correspondence. We are also talking about invoicing, travel requests, expenses claims, authorisations and much else besides, inevitably including many security-sensitive documents.

IN HEADQUARTERS AS IN FIELD OFFICES...


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data is extracted through OCR/ICR/IMR

documents are captured (invoices, correspondence)

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documents meta data can be optionally checked

All these processes, both operational and administrative, can be very work intensive, time consuming and costly. In fact, it has been calculated that every $1 spent on putting marks on paper requires a further $9 to manage it. To reduce this cost, and produce real efficiencies in workflow solutions, HP has developed a range of tools in conjunction with selected partners. Our Solution Business Partner Program (SBPP) enables you to access the best solutions from independent software vendors and system integrators. Among its benefits are: Best in class status: Through a rigorous selection process we have identified the best in class enterprise level scalable Platinum and Gold imaging and printing solutions. Partners are chosen for their geographical reach, business stability, professional services and support capability Open standards: Our web services-based Software Development Kits (SDK) for the device, management and workflow layers help partner solutions seamlessly plug and play with each other. This can significantly lower enterprise application integration costs Tried and tested quality: All solutions provided under SBPP benefit from HP accreditation, certification and testing Intelligent integration: We facilitate intelligent integration between partner solutions to address key business needs.

and ad hoc business workflows are triggered in CMS, ERPs and other systems.

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HP PARTNER SOLUTIONS IN ACTION


EXAMPLE 1: EXAMPLE 2:

HP WORKFLOW SOLUTIONS
SHORTEN DIGITIZATION PROCESS FROM 8 STEPS DOWN TO A 3 STEP APPROACH THROUGH HP MFP DEVICES HP is focused on the first and most vital step in information management: capture. It aims to facilitate the consistent, high-quality capture of all the data an organisation handles, and its intelligent indexing for easy retrieval. Whether information is on paper or in electronic files, parked at a central office or scattered on desktops and remote offices throughout the world, with our partner Kofax, HP can help capture it all quickly and accurately. HP Workflow solutions accelerate business processes by: Collecting paper documents, forms and e-documents Transforming them into accurate, retrievable information Delivering it all into UN Document Archive ECM systems or business applications. These solutions offer outstanding compatibility with HP capture devices, plus content and document management systems, workflow applications, and databases. No matter what hardware or applications an enterprise chooses now or in the future, it can count on consistent capture, indexing, and validation of its important information.

HP INVOICE PROCESSING
REDUCE TYPICAL COSTS FOR HANDLING A SUPPLIER INVOICE BY UP TO 50% Paper invoices and purchase orders pose particular problems, presented as they are in different languages and a host of different formats. When handled manually, an invoice costs between $20 and $60 to process. HP Imaging & Printing Solutions free customers from this manual handling and automate invoice flow. Powered by HP multifunction printers and single-format scanners, our invoice solution: Captures information from your incoming invoices, whether they are paper or electronic Classifies and sorts them Automatically validates the captured data against your business system for example SAP or Oracle Approves invoices on-line in an electronic workflow Covers every step of your invoice processing, from capture to post. As a result it generates an average saving of 25-50%, which translates into at least $50,000 for a customer receiving 10,000 invoices per year. Further solutions are available to streamline the capture and handling of documents in other paper-intensive workflows, such as Human Resources, contract and procurement documents and travel expense claims.

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A LIFE-CHANGING OUTCOME
BY EMPLOYING HP MANAGED PRINT SERVICES, AND INTEGRATING THE APPROPRIATE HP TOOLS AND SOLUTIONS, UN AGENCIES CAN CREATE AN EFFICIENT, WELL-MANAGED PLATFORM FOR ALL THEIR PRINTING AND IMAGING OPERATIONS. THIS IS NOT JUST AN END IN ITSELF. IT WILL BRING WITH IT A WHOLE RANGE OF POSITIVE CONSEQUENCES, BOTH IMMEDIATE AND LONG-TERM.
Faster, more efficient workflow processes will ensure that every member of staff, whether centrally located or in the field, can work more productively by accessing and sharing information more readily. Seeing effective environmental strategies adopted across its agencies will enable the UN to claim a position of leadership in sustainability while also saving resources. Above all, UN agencies will finally gain real control over their printing and imaging infrastructure. Positioning them to achieve, in addition to demonstrably improved performance, a reduction in print costs of as much as 30%. At a time when the UN has to tackle ever growing challenges with ever more constrained resources, that is a welcome prospect indeed.

To discuss your individual requirements, please contact:


Caroline Knapp Global Account Executive United Nations Imaging & Printing Group +41 79 8348834 caroline.knapp@hp.com

Gartner, Inc., Magic Quadrant for Managed Print Services Worldwide, Ken Weilerstein, Cecile Drew, Yulan Li, August 6 2009.

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2010, Hewlett-Packard Development Company, L.P

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