Toshiba Encompass™  Managed Print Services

Today's global economic crisis has forced businesses of all sizes and across all industries to search for creative cost-reduction strategies, yet there is one operating expense that is consistently overlooked - document production and management. Industry experts estimate that the cost of this overlooked expenditure can reach as high as 15 percent of total revenues in some instances. Toshiba America Business Solutions Inc. (TABS) however, has been a pioneering leader in this segment for years, promoting and supporting Managed Print Services for their dealers as an additional revenue stream, while simultaneously helping customers increase efficiencies and cut costs by as much as 40 percent virtually overnight.

By effectively managing the use and allocation of their customers' existing hardware through Encompass™ Managed Print Services, Toshiba dealers can reduce or even eliminate the need for new equipment. Additionally, service contracts are simplified and imaging consumable costs decrease.

The process begins with Encompass - a powerful five-step program identifying inefficiencies such as redundant, underutilized, outdated equipment, overly expensive color machines and laser printers, as well as the hidden costs of outsourced support and supplies. The result is a comprehensive fleet optimization analysis or blueprint of the most effective and efficient use of existing equipment as well as in-depth strategies for managing the system with maximum control, flexibility and productivity.

"Innovative products and smart, efficient configurations are only one component of a company's document output strategy," said Bill Melo, Vice President, Marketing, Enterprise Services and Solutions, TABS. "At Toshiba, we believe full optimization really requires partnering with an equipment dealer that can provide long-term support and services to address efficiency on a number of levels."

The second step of Managed Print Services then comes into play. Toshiba has developed two programs that provide unique printing cost options: PageSmart and PrintSmart. Using these programs, Toshiba dealers can create a single point of accountability for their customers' service, supplies and billing. PageSmart offers a fixed cost-per-page payment plan and PrintSmart features purchasing toner cartridges as needed. Both programs combine the cost of the printer toner, service and management. Customers no longer need to pay in advance for service retainer fees or supplies that sit on a shelf and collect dust.

The resulting increase in control, productivity, and efficiency frees up IT staff to work on security, applications and new technology, reducing overall operational costs. This also provides dealers with an opportunity for cost recovery as hardware and CPC rates are squeezed.

Once all of the recommendations have been implemented, the Global Services Portal (GSP) provides businesses an easy-to-use online resource to fleet-wide visibility, spend management, expense control and contract management. GSP also enables customers to personalize site content such as branding, bulletin boards, user training documents and product catalogs to fit their particular business. Additionally, users and dealers have the flexibility to generate both standard and ad hoc reports. Relevant data can be organized in three ways - company-wide, per site, or per model - and include information regarding population, usage, service history and total cost of ownership, providing customers with a single source of easily accessible data. Service and supply requests can also be made to the dealer directly through the online portal. And as a secure role-based system, each user is only able to perform the tasks for which they have been authorized.

Another benefit of GSP is that it leverages the unattended meter collection capabilities of Toshiba e-BRIDGE multifunction products (MFPs). Meter reads can be sent directly from the e-BRIDGE device's integrated software to Toshiba's headquarters. This results in greater billing accuracy - saving time and inconvenience for both dealers and customers.

The efforts to maximize efficiencies and reduce costs don't stop there. With the ability to easily review real-time usage reports, dealers can make ongoing recommendations for equipment elimination, addition and/or reconfiguration with validated cost-savings projections included.

Toshiba dealers who implement the Encompass program also have access to an acclaimed nationwide team of dedicated analysts who help the dealers sell and service their clients on the program.

"Our nationwide team of Encompass experts has truly helped our dealers grow their businesses, especially in these tough economic times," Melo added. "In fact, statistically, dealers who request analyst assistance have placed 35 percent more equipment than those dealers who have not. It's such a win-win situation for everyone. After five full years of utilizing Encompass, TABS and our dealers have generated more than $1 million in incremental profits - all while saving our end-users the money they need to sustain and grow their own businesses."

Encompass allows dealers to "do more with less." Such a program couldn't be better designed for today's economic climate. If you are a Toshiba dealer or customer, Encompass should be a vital component of your business plan. To find out how you can implement Encompass and reduce the cost of doing business, contact John Fahey, Vice President, National Account Sales, Electronic Imaging Division, TABS at 1-949-462-6925 or via email at john.fahey@tabs.toshiba.com .

Encompass / Global Services Portal
Toshiba America Business Solutions

2 Musick, Irvine, CA 92618
tel: 1.949.462.6925
email: John.fahey@tabs.toshiba.com
website: www.copiers.toshiba.com