UralChem optimized work with the printing equipment based on HP Managed

2020: Optimization of work with the printing equipment

On February 17, 2020 it became known that within transition to digitalization entered electronic document management into UralChem companies. However it is very difficult to reduce paper use as the management does not understand as in what volumes employees print. First of all, it was decided to optimize work with the printing equipment. The branch of UralChem — the Joint Center of Service (JCS) in which all IT service of holding is concentrated undertook project implementation.

"Holding at us young, but the plants passed under our management from other enterprises which long time operated the equipment which is available for them. All equipment which is used by employees was purchased not on a centralized basis, and different managers within several years. It led to the fact that we found home printers which were serviced by employees at the plants, and totally on all network 298 types of cartridges some of which already do not even release were used", 'Vladimir Rudenko, the Head of Department of IT of OTsO branch of UralChem noted'

Having carried out the analysis of the park of the equipment, the IT department came to unfavourable conclusions: more than 60% of devices need replacement. There was a critical need – to again build printing process which will include exhaustive monitoring, step-by-step management, cost forecasting and budgets in the medium term.

"During this period there were situations when in a warehouse some of the plants there were no stocks of supplies that led to delays and even idle times of the printing equipment. Unification of the equipment and transition to service model of service helped to cope with problems and to feel visible effect: at the enterprises there are always enough consumables, service of the equipment is coordinated by specialists", 'Alexander Zhukov, the director of management of LantaService company of services noted'

Changes began with the detailed analysis: within two months the staff of UralChem studied a situation in all workshops and premises of the company. All available printers were mentioned taking into account models and life then all information was reflected in maps of premises, in registers and lists.

Several large integrators fought for an opportunity to carry out upgrade, each of which proposed various solutions of many vendors. The feature of the project was that among others tasks it was necessary to implement a monitoring system of the centers of printing.

"Unlike many clients, the customer previously himself collected a huge number of data. Representatives of the company in detail told what equipment is at them in operation, stated accurate requirements to the end result, having noted the smallest nuances — for example, the remoteness of each printer from each employee should be no more than 30 meters. UralChem provided plans of premises and requested a possibility of card access to each device", 'Alexander Zhukov, the director of management of LantaService company of services noted'

Besides, the important requirement of the company was that each printer maintained printing of a certain number of pages in a month — this digit for specific devices was defined during the analytical work which is carried out by UralChem. For different premises four types of devices which differed by the sizes and conformed to requirements of employees in each specific place and their loading were selected.

At first integrators provided the plan of implementing solution, and the tender in which victory was won by LantaService company with the centers of printing based on the HP Managed equipment was held only after that.

Project implementation lasted several months during which replacement of the equipment and system implementation of monitoring and management of Watchdoc printing was made.

"This system is completely transparent. I see at any moment who as in what quantity prints, I can ask questions of why it is necessary and whether it is possible to refuse printing of this specific document, having transferred work with it to an electronic form. All this accelerates transition to completely electronic document management", 'Vladimir Rudenko, the Head of Department of IT of OTsO branch of UralChem noted'

The project on the organization of the modern centers of printing changed provision in UralChem and was reflected in costs of the company. Universality of use of the equipment, functionality and mobility of HP solutions of Inc. increased overall performance. The centers of printing based on HP solutions of Managed located in a radius of 30 meters from any employee increased mobility of personnel: it is possible to print the document both in the division, and beyond its limits — in other building. Important plus of the solution — an opportunity at once to send the scanned document to itself to mail without need to remember the e-mail address.

"Before 10% of what was directed to printing was among the forgotten copies. According to the results of the project the device will not begin to print until the employee undergoes authorization — will not attach the admission, or will not enter the password. Thus, only devices of authorization saved to us 10% of expenses on printing. I do not say any more that the number of the used types of cartridges decreased six times — to 50 types", 'Vladimir Rudenko, the Head of Department of IT of OTsO branch of UralChem noted'

As of February, 2020 the total savings from implementation were 15% by the general optimization of the park of the printing equipment in 46%. The number of devices decreased almost twice — since 2800 to 1500 units. The employee LantaService which carries daily out prevention is attached to each plant now and controls timely updating of the equipment which equips all production sites of UralChem now.^[1]

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