TYPICAL ENAGEMENT PROPOSAL

Contents

1What is Asset360 Snapshot

1.1Asset360 Snapshot Process

2Asset360 Snapshot Report

2.1Contract Assessment

2.2Efficiency Assessment

2.2.1Technical Assessment - Introduction

2.2.2Optimal Availability (OA)

2.2.3User interaction

3Asset360 Contract

3.1Asset360 Process

3.1.1Pre-Installation documentation

3.1.2Information Assessment

3.1.3Strategy session

4Costs

4.1Asset360 Snapshot

4.2Asset360 Snapshot Detailed Report

4.3Asset360 contract or Asset360 PrintPro

5Request for Snapshot

EXPLAINED

1What is Asset360 Snapshot

Is a software implementation process that assess a client’s current rental and owned printer assets status with regards to their contracts and asset usage.

1.1Asset360 Snapshot Process

  1. The client provides information to Fineprint via a scanfile which the client fills in. (a form that is filled out with information from the printers and contracts)
  2. The scan-file information once completed is uploaded into Asset360 Snapshot
  3. A high-level report is produced with the following information:
  1. Contract Ageing Graph EXAMPLE OF AGEING
  2. Out of contract,
  3. 30 days to expiry,
  4. 90 days to expiry,
  5. 1 year to expiry
  6. 3 years to expiry
  7. 5 years to expiry
  1. Current Optimisation Graph EXAMPLE OF OPTIMISED
  2. Over-utilised assets
  3. Under-utlisied assets
  4. Correctly optimised assets
  5. Percentage of most over-utlised assets
  6. Percentage of most under-utlised assets
  1. Potential savings outcome of the above is intended to take a client;

FROM THIS SCENARIO TO THIS SCENARIO

  1. The client may then elect to either purchase:

the detailed Asset360 Snapshotreport

or install Asset360 Contract(which provides contract information only) or

Install Asset360 PrintPro(provides the above as well as continuous utilisation and optimisation recommendations, on a quarterly basis

Asset360 Snapshot Report

1.2Contract Assessment-Explained

Asset360 contains a cost evaluation module to analyse the costs of the printer fleet, both fixed and variable and compares this to market norms and trends in similar industries. It also assesses financial controls in any place within the organisation around the printer fleetand in essence,also assesses if the amount being paid agrees to both the printers and invoices being received. Without going into excessive details, the contract assessment includes the following:

Visibility on all assets - in other words a detailed summary of all leased and owned assets;

Controls or lack thereof around all leased and owned assets;

Alternatives on existing vs. future financing costs;

Current contingent liabilities and commitments made in the finance / lease agreements; and

Savings opportunities

1.3Efficiency Assessment

1.3.1Technical Assessment - Introduction

Contrary to general Enterprise IT, Enterprise printing is an industrial commodity and requires a whole different approach to standard IT. Printing environments differ from enterprise IT environments in that it contains movable parts, duty cycles, production cycles, consumables, etc. The most suited mechanism therefore to evaluate the efficiencies of Enterprise Printing is Optimal Equipment Efficiencies (OEE). OEE is a precision engineering standard that tests the interaction with any industrial commodity, using similar basic principles.

Asset360 Snapshot contains built in electronic forms and processes to assess the technical efficiency of an enterprise print environment using OEE principles.

During the technical assessment, Fineprint evaluates a range of technical elements that impact on the Availability and User Interaction within the printing environment.

1.3.2Optimal Availability (OA)

Availability is defined as the percentage of time that a system is available for use. Availability of shared enterprise resources is a key aspect as it directly impacts on user productivity. A lack of acceptable availability builds user frustration that leads to users motivating the application of additional resources. If a solution therefore cannot offer acceptable availability, it will not be sustainable in business. There is also a cost implication to availability and a sustainable environment is not necessarily a Best Cost (OEE principle) environment. An enterprise shared resource that offers acceptable availability (sustainability) and complies with Best Cost principles we refer to as Optimal Availability (OA).

OA cannot be obtained by calculating enterprise averages as it is obtained in user habitats we refer to as Geographic Entities (GE). To offer OA over an enterprise therefore requires an understanding of each GE and design the OA level for each individually.

OA is the product of a large number of elements in a printing environment. The following are areas we assess in measuring the OA of an enterprise-printing environment:

Stability – Note that there are several technology print engines available for commercial office use. There is an integral difference in engine stability and therefore it impacts directly on availability;

Speed – Speed is a key component of availability. Asset360 applies OEE formulas to calculate the ideal speed for a GE;

Input rations – Asset360 calculates optimal paper input levels to optimise availability;

Output ratio’s - Calculates output ability.

Enterprise facilities distribution - understands the demand for electronic (printing), and manual (MFU functionality, i.e. copy, fax, scan) origination throughout the enterprise to distribute an optimal load.

1.3.3User interaction

User interaction is equally important to evaluate. It is a key element that leads to user frustration. Especially in a shared enterprise resource, user interaction is key to increase sustainability.

Even though Availability is the key component of eliminating user interaction, there is a further requirement for certain levels of interaction in the environment that ensure availability with limited or no user interaction.

User interaction is also a product of a large number of unique factors. We will only list some factors that impact on user interaction below without going into any detail for the purpose of this proposal:

Availability

Help desk

First line support

Automation

2Asset360 Contract

Asset360 Contract

An on-line contract management software application providing the following solutions:

1Asset Management – Matches assets to contracts, with electronic verification of leased and owned assets;

2Business Intelligence – Matches invoices to contracts (including all escalations) highlighting current contingent liabilities and monthly financial commitments;

3Contract Management – Contract ageing report i.e. contract status at your fingertips with adjustable notifications and flags;

4Contract Reports – Early warning notification of expiring contracts

5Optimisation – Continuously recommends an optimised environment via fleet efficiency calculations (using Optimal Equipment Efficiencies calculator) *;

6Links all relevant internal and external role players to assets;

7Workflow processes to govern all changes in assets;

8Service Level Agreement Management;

9Electronic user survey to evaluate business requirements (work related printing) with satisfaction levels;

10Master finance agreement with a preferred finance facility and

11Savings calculator for auditable savings monitoring and reporting.

Optimisation is an additional feature that PrintPro has over Contract

2.1Asset360 Process

2.1.1Pre-Installation documentation

Compliancy documents of both the client Change control procedures and Fineprint Pre-Installation checklist to be completed to ensure smooth and trouble free implementation

2.1.2Information Assessment

The assessment phase will include the following activities:

Installation of Asset360

Load contracts on hand

Physical and electronic asset verification

Evaluate technical asset cycles

Print Asset reports

2.1.3Strategy session

On completion of the assessment, Fineprint will deliver a comprehensive report to the client during a strategy session. There is a range of commercial and technical strategies that will assist the client to configure a best output environment.

3Costs

3.1Asset360 Snapshot

Asset360 Snapshot can be conducted at risk with no charge to our clients.

3.2Asset360 Snapshot Detailed Report

Should the client request the Asset360 Snapshot Detail Report based on the findings in Asset360Snapshot a detailed costing will be provided to the client, this is based on:

Number of printers

Number of users

Any additional work required, i.e.

Audit

Data capturing

Travel

Out of pocket expenses

3.3Asset360 contract or Asset360 PrintPro

The use of either software will depend on the client’s requirements as to whether it is confined to contract management only or extended to include optimisation and utilisation of the client’s printer fleet.

Asset360 contract and PrintPro are costed with the Asset360 calculator, they are charged per printer. The costs normally equate to the following:

  • Year 1 - % of savings
  • Year 2 – 5 % of savings

4Request for Snapshot

Should you require Fineprint to conduct a Snapshot on your printing environment please contact the following people:

Sven Nothard–Key Accounts Manager

+27 82782 8467

And for

Technical assistance please contact:

Rian van der Merwe –Technical Director

+27 82257 2601

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