Case study

Palau de la Música orchestrates print harmony HP Managed Print Services reduces costs and improves productivity at Barcelona institution

IndustryCulture – Concert Venue

ObjectiveSimplify management while reducing costs and promoting efficiency and productivity

ApproachLaunch a Managed Print Service while implementing a combined laser and HP PageWide solution

IT matters• Improved the management of incidents

and consumables

• Eliminated the burden on the IT team

• Provided environmentally-efficient printing equipment

Business matters• Simplified management of print services and

reduced costs

• Improved environmental management of the Palau

• Elimination of frustration among users caused by poor service

• Usability and productivity improvements

“HP Managed Print Services provides us with unique flexibility and simplicity in terms of management. We have a single point of contact that proactively monitors our devices, their operation and the management of consumables, notifying us of incidents and dealing with them, as well as monitoring usage and billing. HP ensures we’re always kept up to date.” – Josep García, head of IT, Palau de la Música

Improved and reliable printing A technologically obsolete print solution was creating numerous problems for the Palau de la Música in terms of quality and service. Frequent faults, excessive consumption, time-consuming management and frustration among users led IT staff to implement a managed pay-per-use print service in partnership with HP, and upgrade the fleet of printers with a combination of state-of-the-art HP multifunction laser and HP PageWide devices.

Case study | Palau de la Música

Challenge

Provide an advanced, high-quality solution with easy managementThe Palau de la Música Catalana is a concert venue built between 1905 and 1908 from public donations to house the Orfeó Català choir. The building, an architectural gem and one of Barcelona’s finest modernist constructions, was awarded UNESCO World Heritage status in 1997. The Palau is an important venue in the social and cultural life of Catalonia. Its various spaces host over 600 concerts a year, enjoyed by around half a million people.

“The printing equipment from our previous supplier was extremely old. The technology we were using was out of step with the solutions currently on the market,” explains Josep García, head of IT at the Palau de la Música. “The use of consumables and resources in general was extremely high. The fault rate was also extremely high, and had become a major source of frustration among users. As well as affecting general productivity, this was placing heavy demands on the resources of the IT department, requiring an unreasonable amount of time and dedication.

“It became clear that something had to change. We had to address the deficiencies in the service our users were receiving and reduce the time our department was spending on our print system. Moreover, the faults were exacerbated by the fact that the old devices were not multifunction,” remarks García.

“We had clear objectives from the outset: we needed a state-of-the-art solution using advanced technology that would meet the needs of the Palau’s print service,” he explains. “A solution that was multifunctional, reliable, fast and had low consumption, as well as being easy to use and manage.

“The solution also had to meet the strict environmental requirements we have at the Palau,” adds García. “We’re highly aware of the importance of caring for the environment and have implemented an environmental management policy that conforms to the European Eco-Management and Audit Scheme (EMAS) and the international ISO 14001 standard. This means we need to strictly control and evaluate the environmental management of our facilities, activities and services. Our printing equipment was causing serious problems in maintaining the certifications we’d achieved, both in terms of excessive consumption and waste management.”

Solution

A managed service tailored to the client’s needs“Thanks to HP, we now have print solutions that meet the printing requirements of an organisation like the Palau de la Música in the digital age. They are multifunction solutions that have been carefully designed in line with the company’s policies in terms of costs, management, reliability, the environment and service,” explains García.

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Case study | Palau de la Música

The HP solution combines HP Color LaserJet Enterprise M880Z and HP PageWide Pro printers under a management and pay-per-use contract.

“HP Managed Print Services provides us with unique flexibility and simplicity in terms of management. We have a single point of contact that proactively monitors our devices, their operation and the management of consumables, notifying us of incidents and dealing with them, as well as monitoring usage and billing, and ensuring we’re always kept up to date. We no longer need to worry about printing and are free from having to constantly monitor and service equipment. This frees up valuable time that can be used for other projects, safe in the knowledge that everything is in good hands,” comments García. “And most important of all, the costs are transparent. We pay for what we use, with no hidden extras.”

Benefits

Meeting the needs of the userThe HP multifunction devices have allowed the Palau to vastly improve its document management system. The HP Color LaserJet Enterprise M880Z provides A3 scanning functionality and document handling features previously unavailable.

“Our concert hall has a large library and archive of scores and these are often in A3 format. The new solution lets us create quick, high-quality scans, prepare documents using the OCR feature and quickly and easily print, fold, staple and organise them. It has made a big difference to the people responsible for this task. Imagine what it was like to prepare the scores to be handed out among the members of the choir or orchestra for each of the Palau’s concerts by hand,” remarks García.

“Our users have noticed a big improvement in usability. The first things everyone noticed were the speed of the HP PageWide Pro devices and the print quality,” he explains. “We’ve also reduced unnecessary colour printing. By default, black and white is used for all documents, although this can be easily changed by users if they need to print in colour. The quality of the scanning has also helped save a considerable amount of paper, eliminating a large number of unnecessary documents.”

The next steps involve implementing HP Access Control solutions.

“We now have first-hand information on the use of individual devices and in phase two we will begin to monitor the consumption patterns of individual users. This will provide information on who prints, how much they are printing and what type of documents. We can then analyse this information and implement plans to educate users and correct bad habits, helping prevent incorrect use of the system and the excessive use of consumables.”

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Case study | Palau de la Música

© Copyright 2015-2016 HP Development Company, L.P. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein.

The HP products tested in this case study are HP OfficeJet Pro X and HP OfficeJet Enterprise X using HP PageWide technology. All references to the HP OfficeJet Pro X, HP OfficeJet Enterprise X and inkjet in this case study have been replaced by their current HP PageWide brand name: HP PageWide Pro, HP PageWide Enterprise and HP PageWide. The change of brand name does not affect the results of the case study.

4AA5-8538EEW, July 2016, Rev. 1

“HP Access Control will ensure users only print what they really need and they will be able to collect their documents from any of the machines. The current system of sending documents to a printer and printing everything results in the unnecessary consumption of toner and paper, which must stop,” adds García.

“ The managed services and HP technology have revolutionised the way we work. They’ve solved a number of problems, helping reduce costs and delivering exponential improvements in the service we provide our users, both in terms of quality and productivity.”– Josep García, head of IT, Palau de la Música

Customer solution at a glance

Hardware• HP OfficeJet Pro X 576

• HP OfficeJet Pro X 451w

• HP Color LaserJet Enterprise M880z

Software• HP Access Control

HP services• Managed Print Services

“The managed services and HP technology have revolutionised the way we work and solved a number of problems. They have reduced costs and delivered exponential improvements in the service we provide our users, both in terms of quality and productivity,” concludes García.

Learn more at hp.com/go/mps