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White Paper
The “why” of this predicament is that rather than being planned The good news is most companies can. The answer is an intelligent,
from a “big-picture” perspective, printing and document management architected digital print infrastructure that works like a GPS system
systems evolved on an ad hoc basis in departments that function like automatically navigating the existing network to interconnect and route
independent silos. print, scan, fax, archive and other critical functions to the desired
destination. The intelligent print infrastructure breaks down boundaries,
enabling information to be mined, packaged, output, distributed and
archived across the enterprise—without being locked into proprietary
systems. As a result, companies can reclaim a significant percentage of
print-related IT budgets and headcount for use on critical projects. And
they can regain control of print environments, track jobs and associated
costs, and make the most of existing assets in every department.
Contents:
• Executive Summary:
• What is an intelligent print infrastructure and
why do I need one?
• Barriers to productivity
• Summary
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What is an intelligent print infrastructure and why do I
need one?
Multi-vendor, multi-location environments create system, file, device, Profile of an intelligent print infrastructure
and output incompatibilities that result in communication barriers. As An intelligent print infrastructure is a cohesive print and document
a result, companies must maintain duplicate sets of equipment with management system that connects previously islanded departments,
dedicated operational staff and IT resources. What’s more, these capital environments, and users. It enables simplified access to document
assets are often limited to receiving data from a single system like a input and output systems that link and add value to existing
mainframe computer and are often dedicated to producing a limited applications, platforms and devices—empowering employees across
number of document types. the enterprise to work without walls.
Work cannot be shifted between devices to leverage capital investments The right print infrastructure can improve the productivity of people,
fully because, by design, the systems are incompatible on one or more systems, and processes; maximize equipment utilization; and
levels. The result? It’s difficult, if not impossible, to gain access to or encourage enterprise-wide connectivity, compatibility, and usage of
leverage existing devices. Instead of using a scanner, document assets. With flexible and fully featured support for equipment from
repository, or printer in the department down the hall, another multiple vendors, an intelligent print infrastructure can deliver lasting
duplicate system—possibly from yet another vendor—is purchased dividends in several operational and strategic areas because it:
and subsequently underutilized. Worse still, the work may be
outsourced, incurring further expenses. • Gives an enterprise the agility to shift workloads and
adapt to change
The fallout? Mounting complexity, runaway costs, and production
• Makes maximum use of existing assets—without locking
bottlenecks. In an effort to overcome issues like these, savvy enterprises
a company into devices or software from one vendor
are applying the same practices used to transform IT infrastructures in
the 1980s to add intelligence to the document infrastructure today. • Minimizes costly duplication of equipment, servers,
and human resources
• Frees IT staff to focus on business-critical projects
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Basic capabilities and requirements of an intelligent
print infrastructure
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Connected—to make the most of your digital assets, an intelligent Components of a robust, enterprise-wide solution
print infrastructure enables islanded departments to share In today’s cost-conscious business environment, leveraging IT
resources and: resources, document management systems and print assets across the
• Connect currently unconnected devices—typically underused and enterprise is no longer a nicety—it’s a critical opportunity to accelerate
have to be physically managed, which is expensive in terms of sales cycles, time to market, and customer response time, while saving
IT support. time and money. In short, it’s an untapped resource that enhances
every area of your company to deliver a significant and sustainable
• Link the data center and the in-house print shop—today a “cement
competitive advantage and save time and money. An enterprise-wide
wall” blocks data sharing between these two areas, preventing data center
print infrastructure makes digital document assets and systems
overflow jobs from being printed in the CRD and high-volume CRD jobs
available to support all types of business processes—whether it’s
from being printed in the data center. The root cause is dedicated systems
generating a sales proposal, updating critical product documentation,
that print only one or two PDLs such as AFP or PCL. The result is that
producing direct marketing campaigns, mailing an invoice or
work is outsourced to meet critical delivery deadlines even though systems
collecting and accounting for payments. To enable seamless document
and staff—right down the hall—sit idle. An intelligent print infrastructure
creation, printing, and archival across the enterprise an intelligent print
supports devices from many vendors and data streams from all critical
infrastructure includes the following components:
business systems, enabling full utilization of assets and staffing.
• Link the office and the in-house print shop—when there’s no This component Delivers this benefit…
connection between the office and the in-house print shop, work group
users must resort to the “sneaker network”, hand-carrying jobs as hard Output management software Cross-connects previously
copy or on CDs or memory sticks to the print shop. Connecting the two segregated devices to increase
environments to direct larger jobs to the in-house print shop rather than access to a variety of systems and
tying up networked printing assets realizes huge benefits. An additional seamless flow of work
benefit is the reverse scenario, where the in-house print shop can direct
jobs to underutilized, mid-volume output devices in the office for second An architected portfolio of Enables the enterprise to prioritize
and third shifts during peak demand periods—further improving usage software and hardware products and address areas of improvement
of existing assets and minimizing the need for costly outsourcing of while keeping options and future
overflow work. purchase decisions open
Cost-saving—an intelligent print infrastructure makes maximum
Knowledgeable consulting and Leverages experience and expertise
use of existing assets and staff to reduce the overall capital
professional services organization to configure, optimize, customize,
expenditures required for equipment:
and integrate new products with
• Effective fleet management—by maximizing use of existing assets and existing systems and processes
centrally managing devices, an organization can utilize and manage its
assets on a macro level and better evaluate requests for equipment on a Support services Delivers customer training for IT
departmental basis. (technical/administrative) and
• Efficient use of IT resources—by reducing IT/help desk calls and end users in one location or
enabling remote system management, less IT staff time must be dedicated many—across the town, state,
to maintaining isolated systems and devices. nation or world
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Designing and implementing a cohesive
Signs that you need an intelligent print infrastructure
print infrastructure Objective … agility
Does your enterprise need an intelligent print
Create and implement an intelligent print infrastructure and you’re
infrastructure? If you’re not sure, consider these questions.
well on your way to becoming an agile enterprise. The question is
Answer yes to any, and you could gain efficiencies by adding
what’s the best way to get from Point A to Point B? The key to
intelligence to your print infrastructure:
unraveling the issues and building a framework for efficiency is to
• Would you like an accurate method of and tracking printing identify your goals and the technology options available to meet them.
costs across the enterprise? Is the existing output You need an effective plan of attack to integrate existing assets,
infrastructure fragmented, unwieldy and costly? Are you introduce new technologies, and position your organization to
looking for ways to cut costs in business and IT capitalize on the resulting benefits. Ready to get started? Here’s a short
departments—without losing people? Could your list of what to consider:
organization benefit from sharing devices and automated,
intelligent routing of jobs to the most productive and cost • Identify an executive champion to ensure that the entire
effective systems? organization understands the importance of the project
and commitment from senior management
• Has the production data center missed delivery deadlines
during peak production periods more than once in the last • Adopt a big-picture view of the document management and
twelve months? Are expensive high-volume devices and print universe, assemble a task force, and consider the different
systems sitting idle or significantly underutilized for more cultures involved in breaking down barriers to productivity
than three to five days a month? Does the data center print across departments
system reports, letters, or general communications that the
in-house print shop/CRD could handle? Are the data center • Identify several highly-visible areas of inefficiency, choose an
and in-house print shop competing for the same capital expert business partner with proven experience in document
budget for new equipment and systems to meet deadlines workflow and management to architect a blueprint
and service level agreements?
• Initiate a professional services study/analysis to assess existing
• Does the in-house print shop/CRD have extra capacity while processes, costs, practices and deficiencies, quantify expected
other departments are outsourcing work? Do office workers results and make recommendations about where to change
waste time copying, collating, or assembling large
document print runs such as binders, training materials or • Develop and agree to a plan/strategy for consolidating processes,
other internal communications? Does the in-plant print shop identifying security levels and information access rights,
want to offer services to customers outside the company? optimizing equipment deployment and bridging gaps
• Train users to understand the big picture and use the new
“There’s a definite trend toward implementing a single unified systems, processes, and technology
workflow that can output anything to anywhere. “
Holly Muscolino, Director Production Workflow Solutions
Service, InfoTrends/CAPV
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An intelligent print infrastructure—powered
by Océ PRISMA Barriers to Productivity
True, enterprise-wide printing is only possible with an integrated, Technology is capable of enabling significant productivity
architected family of print and document management products. The improvements and cost reductions. However, people
right solution must be built on open standards to support equipment frequently resist change, minimizing the benefits that
from multiple vendors, and minimize the drain on staff and support technology can deliver. Many organizations struggle with
resources. The benefits of carefully planning the deployment and use barriers to adoption that put the brakes on before progress
of devices, physical space, applications, and assets depends on whether even begins. Successful deployment of enterprise-wide print
you have a print infrastructure that provides actionable information, infrastructures eludes IT because of:
intelligent process automation, and a centralized point of control.
Perception barriers—for many organizations, perception
Consistent, comprehensive, and compatible, Océ PRISMA is an ™ has been a major obstacle. Either there was no awareness
architected family of adaptive workflow management software that of a need or compelling benefit to linking departments,
makes work flow faster and more efficiently across transactional, or various stakeholders didn’t think it could be done.
office network, commercial printing and in-house print shop Another barrier is the perceived (often valid) threat of losing
environments with the systems and processes that are already in place. control when there are several departmental fiefdoms.
1
MWA Consulting Inc., Enterprise Workflow Applications: A Benchmark Comparison, April 2004
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Océ Professional Services
“The problem with breaking down barriers is not so much The challenges of migrating your organization to an intelligent print
infrastructure aren’t limited to technology choices, so it’s important to
technology, but internal issues such as how do you get groups recognize the value of professional advice, guidance, and technical
that had little to do with each other in the past to work expertise. You can take practical steps to minimize the risks and
together and share resources? It really requires C-level maximize the potential gains of implementing an intelligent print
infrastructure by planning the work and working the plan—with the
perspective and clout. The individual parties running in- help of experienced professionals.
plants and data centers are not going to see beyond the walls
of their own facilities on their own. Therefore, changing the Océ professional services experts can provide proven expertise to assess
your situation, architect a plan and implement technology that
way departments work means changing perspectives.” maximizes the productivity of your existing assets, connects islanded
JIM HAMILTON, Director of On Demand Printing and departments, and breaks down the walls that divide them. Océ
Publishing Consulting Service, InfoTrends/CAPV Inc. professional services include a full range of competencies, from
analyzing your existing costs, usage monitoring and reporting to
remote print driver administration and management,
Océ PRISMA for In-house Print Shops—connects in-plants and move/add/change management, and capacity analysis and more. Océ
corporate CRDs with capabilities like online job submission and can help you understand current systems and costs, design, and
tracking; high quality scanning, make-ready, and image manipulation; implement a print infrastructure that supports your strategic direction
streamlined job scheduling and management; robust accounting and while delivering tangible benefits. The result? Magnitudes of
job routing/load balancing to maximize device utilization. opportunity for cost cutting and efficiency across the enterprise.
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Business benefits of an intelligent print infrastructure Anticipated benefits tomorrow—In addition to the immediate benefits,
Immediate bottom-line benefits today—once you implement a implementing an intelligent print infrastructure can return long-term
print infrastructure, you can expect to realize many benefits, from dividends that enable you to:
reductions in capital expenditures for print-related systems and services
to greater efficiencies, cost savings, and productivity. An intelligent • Ultimately reduce the number of vendors you work with to bolster
print infrastructure also provides benefits that enable you to: your negotiating position and operate from a position of strength
as a “preferred customer”
• Make your organization more agile, intelligently shifting system • Capitalize on greater economies of scale and volume discounts
workloads as needed
• Reduce IT support costs by eliminating the need to install
• Cut costs and accept new projects without increasing additional print drivers or answer help desk calls about accessing
the size of your IT staff newly added equipment. Once a device is added to the
• Reduce help desk calls and workload infrastructure, many or all people can access it instantly using
existing print drivers
• Maximize the use of your existing print, fax, scan and
document management assets • Leverage built-in adaptability to update assets as new or additional
opportunities for improvement emerge without having to re-
• Simplify and centralize device management with remote access
engineer the entire infrastructure
and control
• Automatically route output to multiple hard-copy and electronic
destinations “From a business process perspective, we’re seeing a much more
• Reduce outsourcing expenses by using existing assets better and holistic view of document management that encompasses print
keeping more print in-house
and electronic distribution.”
• Take advantage of underutilized device capacity
Holly Muscolino, Director Production Workflow Solutions
• Consolidate your infrastructure to fewer, newer, better utilized
Service, InfoTrends/CAPV
devices in a scaled deployment
• Reduce operational effort and free IT staff to focus on
business-critical IT projects
Summary
The challenges and benefits of managing printing, copying, faxing,
scanning and archiving documents across the enterprise and
maximizing use of capital assets within and between departments are
increasingly clear. More organizations recognize the importance of
connecting the dots and working without walls. As enterprises reduce
complexity, improve efficiency, reduce costs, and maximize present and
future resources, the compelling business reasons to move to an
intelligent print infrastructure are clear.
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Documenting Success
Océ, a leading provider of digital document management technology and services, works closely with customers to improve organizational
productivity through better management of documents. Océ workflow solutions build on advanced software applications that deliver documents
and data over internal networks and the Internet to printing devices and archives locally and globally. Océ innovative, customizable solutions
combine Océ PRISMA™ workflow software and Océ production-class digital printers, copiers, and scanners— engineered for rock solid
reliability, application versatility, and cost-effective performance. Océ backs its document solutions with expert professional services, more than
125 years of experience and award-winning Océ Single Solutions Support, which provides a unified point of service for Océ and non-Océ
devices. Océ also offers a wide range of display graphics, consulting, and outsourcing solutions.
© Océ 2005. All rights, including rights created by patent grant or registration of a utility model or design are reserved. Specifications subject to change for technical reasons.
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1927-07/05