CASE STUDY: ENGINEERING COMPANY

Project Overview

Following multiple acquisitions across North America and Europe, this engineering company was managing a complex array of contracts with various suppliers, leading to inefficiencies and a lack of synergy across their print fleet. Additionally, the company aimed to modernize its print infrastructure globally in response to the increased demand for remote capabilities due to the Covid-19 pandemic. We were engaged to conduct a comprehensive assessment of printing costs, capacity, and fleet utilization, with a focus on centralizing management and reducing costs.

Contract Length: 18 months
Annual Revenue: USD 8.8 billion
Employee Base: 48,000 employees
Global Presence: 564 offices across 132 countries
Fleet Size: Approximately 800-1,400 devices
Site Locations Within Scope: All locations across 3 countries

Fleet Composition:

• Printers (EP)
• Multifunction Devices (Copiers)
• Scanners
• Wide Format Printers

Main Suppliers: Canon, Xerox, Hewlett-Packard, Konica Minolta, Lexmark

Initial Scope of Work

The initial project scope included:

• Analysis of print volume, costs, and cost per page by site
• Evaluation of device usage, service levels, and security
• Assessment of environmental impact, paper consumption, and duplex usage rates
• Review of printer contracts across North America and Europe
• Detailed floor mapping for U.S. and Canadian sites, with on-site surveys for the UK
• Negotiation and centralization of print contracts under three master agreements

Strategic Improvements

Following the initial survey and analysis using Netaphor SiteAudit software, we implemented several key improvements to the company’s print infrastructure and management processes:

• Fleet Optimization and Downsizing: Significantly reduced fleet size without compromising operational efficiency.
• Global Cost Reduction Initiatives: Established mandatory duplex printing across all departments to reduce printing expenses.
• RFI and RFP Leadership: Managed the RFI and RFP processes, including meetings with suppliers for fleet renewal.
• Standardization of Contracts: Streamlined vendor relationships by consolidating contracts, reducing the number of suppliers from 8 to 3 for North American and European fleets.
• Governance and SLAs: Developed a governance model with KPIs and SLAs, ensuring consistent fleet performance and accountability.

Key Achievements

• Simplified Contract Management: Streamlined the procurement team’s workload by consolidating contracts under three master agreements.
• Fleet Reduction: Achieved a 25% reduction in fleet size across North America, resulting in a more efficient and manageable print environment.
• Substantial Cost Savings: Secured annual savings in the hundreds of thousands through contract renewals and optimized fleet configurations.
• Standardized Print Regulations: Implemented uniform print policies across major sites in North America and Europe, improving compliance and cost control.

This case highlights the effectiveness of strategic consolidation and fleet optimization in a large, complex organization. By centralizing print management, we delivered substantial cost savings, improved efficiency, and a simplified contract structure that supports sustainable growth.