HP Managed Print Services Topic of Influence: Workflow February 2020

02

IntroductionOrganisations are looking for more than just somebody to take care of their office printing needs. They want a partner who can look at their environment and processes more holistically and support the onsite and offsite printing needs of all their departments, from legal and accounting to marketing and engineering. Essentially, companies are shifting from a product-based to an outcome-based approach.

The Topics of Influence series covers the significant factors driving the agenda. In this brochure, discover how HP works collaboratively with you to drive process efficiencies in document capture and digitisation.

Other topics of influence include the following (for details, click the name to open the brochure for that topic):

• Diversity. Helping your organisation realise the benefits of diversity and inclusion as a business value.

• Doing good in communities. Discover how HP employees contribute to communities around the world to create a brighter future for all.

• Financial strength. Investing our healthy profits in high-quality, innovative products and solutions to improve your business.

• Global. Harnessing technology internationally and optimising its use to reduce operational costs.

• Mobility. Implementing a strategy that works for your organisation as it adjusts to changing processes around paper, devices, and the workplace.

• Security. Providing the latest security technologies and processes for the advanced management of devices, data, and documents.

• Service and Delivery. Ensuring quality, predictability, and reliability with a seamless transition.

• Sustainability. Providing the services, products, and solutions to help you optimise resource use and recycling.

• Vision. Continually reinventing our company and our technologies so that industries, communities, and individuals can keep creating what matters most to them.

• Workplace. Transforming your organisation to deliver an efficient work environment for the future.

HP has the most flexible, comprehensive, and scalable offering in the industry. We can tailor our offering from the very basic to the most sophisticated services, depending on client interests. HP Managed Print Services (MPS) is a comprehensive suite of hardware, software, and services delivered in a consultative engagement. With global expertise, we leverage our experience and reach to provide scalable imaging and printing solutions.

Read how HP, as your global, innovative, and strategic partner, is ready to work with you to create solutions that meet your unique needs and help position you at the forefront of your industry.

6 OF THE

TOP 10Utilities

are HP MPS clients2

7 OF THE

TOP 10

Automotive Manufacturers

are HP MPS clients1

6 OF THE

TOP 10Technology Hardware and Equipment

companies are HP MPS clients1

4 OF THE

TOP 10Telecommunications Services

companies are HP MPS clients2

6 OF THE

TOP 10Conglomerates

are HP MPS clients1

8 OF THE

TOP 10 Banksare HP MPS clients1

8 OF THE

TOP 10 Pharmaceuticalcompanies are HP MPS clients1

6 OF THE

TOP 10Insurance

companies are HP MPS clients1

1 Claims based on Forbes 2018 – Global 2000 World’s Leading Companies, published June 6, 2018; HP Internal Data.2 Claims based on Fortune 2018 – Global 500, published July 19, 2018; HP Internal Data.3 “Managed Print Services Landscape, 2019; A vendor analysis of the global MPS market,” December 2019.

0303

WorkflowOverall, 37% of organisations agree MPS is very important to digital transformation, compared to 23% in 2018.3

044 Quocirca, “Digital transformation: Bridging the paper and digital gap”, April 2017.

Current situationThe workplace continues to evolve. We’re in a unique place and time in the printing industry. The IT landscape is rapidly changing and driving the need for organisations to adapt to a new way of working in and outside the office. That means that every part of the office ecosystem must deliver the services needed for employees to work in the most effective and secure way possible.

The amount of information stored by a typical organisation continues to skyrocket. At the same time, too much of this information is stored either in paper form, or in poorly controlled digital landfills like email inboxes and archives, removable flash drives, and networked file shares. This results in serious issues with finding needed information, ensuring it is complete and correct, and making it available securely to authorised users where and when they need it. In addition, the excessive cost to ensure compliance with industry regulations adds to the issue.

Taking control of your enterprise data (and capitalising on it) typically involves a managed print service journey, including:

• Optimising your infrastructure: a balance between your total cost of printing and your needs for user convenience and productivity.

• Managing your environment: maintaining your optimised infrastructure while improving business efficiency and tightening security.

• Improving your workflow: by streamlining your document-intensive processes, you gain a more efficient environment for capturing, managing, and sharing information.

When adopting a data management approach, the biggest cost reduction comes from the third part of the journey. Those using MPS are more likely to be ahead of the curve when it comes to managing paper and digital workflows—77% reported that they were effective in integrating paper and digital workflows compared to 56% of those not using MPS.4

05

Challenges facing clients The consequences of paper-based workflows and inefficient paper-based information management impacts an organisation through:

• Cost increase• Productivity loss• Turnaround time delays • Security threats• Risk of non-compliance• Energy and paper waste

Clients are typically not removing paper completely from the chain, because in many cases, the paper is still needed along the document lifecycle. They are, however, transforming their approach to paper, by increasing process efficiency using digital workflows.

0606

07

The average document moves from analogue to digital nine times over its lifecycle. Improving workflows is one of the most effective ways to reduce waste and cost, and it can also increase productivity, reduce compliance risks, and accelerate revenue—all good reasons why it plays a large role in the HP MPS solutioning methodology. 65% of knowledge workers told us that automating and optimising collaboration, routing, and approvals saved time, increased productivity, and reduced errors.5

VisionThe response to and requirement for digitisation can vary. In moving towards productivity improvement and costs savings, your organisation does not need to think complex content management applications or business process automation right from the start. Even some initial digitisation helps companies along the way, especially in the context of a well-managed fleet that offers scanning, capture, and workflow capabilities. Distributed scanning using MFPs as part of your workflow fully leverages the investment in MPS: designing your fleet appropriately from the outset helps ensure you achieve immediate efficiencies in your processes.

First, let’s define capture and workflow.

• Capture: The set of technologies and services required to capture documents and information from documents—paper, microfilm, fax, and electronic—in order to process the content of the documents in a form that meets the need of the repository or business application being served.

• Workflow: “Progression of steps (tasks, events, interactions) that comprise a work process, involve two or more persons, and create or add value to the organisation’s activities.”6

There are different approaches that all have benefits and bring significant savings and improvements to your organisation:

• Some processes are still completely paper-centric, other processes are already digitised. But document capture is a centralised function that can lead to issues around business process inefficiencies, cost of operation, customer satisfaction, etc. Using the imaging and printing infrastructure that is distributed at the “edges” of the organisation, clients can negate these issues by scanning/digitising as early in the process as possible. If you have a managed print service, you are already half way there! Eliminating the risk of document loss or data theft will be another significant benefit to your organisation.

• If your organisation needs to manage this data for further processing, collaborating, and sharing, in addition to storing and tracking information for audit or compliance reasons, you might want to make the move to document management.

• And if you are looking at transforming your business processes, then process automation and process improvement should be your strategy.

All this builds your workflow strategy step by step. There’s no need to transform your processes entirely; you can move away from paper-based information, while keeping the current mode of operation, but realising the benefits of speed and accuracy of the information and data transmitted.

5 IDC, “Digital Transformation for the connected office”, March 2017.6 businessdictionary.com/definition/workflow.html#ixzz3a9MTGtXP)

08

• GTM flexibility and coverage (enterprise, P-MPS, and partners)

• Global scale and reach (170+ countries, 5,900+ MPS clients, 2.5B pages under contract)

Innovation

• Open Extensibility Platform (OXP): expanding third-party solutions compatibility with HP

• Broadest portfolio of HP-branded and partner-branded capabilities

• 35 industry-focused workflow solutions

• On-board advanced capture and route capabilities (HPAC/HPCR) in the MFP Flow and MFP Flow CM

• Product quality and reliability

• Fastest colour, lowest cost-per-page in the market with HP OfficeJet Pro X and HP MPS capabilities

HP capture and workflow solutions are designed to cover the entire spectrum of our clients’ needs. HP solutions start with embedded capture on the device, offering industry templates. For more complex needs, we offer big data, document, and content management solutions.

HP has the hardware and software technology to support current and evolving client needs, combined with advisory, integration, and implementation services.

HP Secure MPS can also help your organisation comply with industry legal and regulatory requirements.

• Leaders in banking, FSI, telecom, managed healthcare and health services, commercial banking, consumer durables, drugs, and biotech

• Vertical “competencies”

– Industry solutions consultants with >25 years of vertical expertise per person (on average)

– Sales, solutions, partners, and PMO resources focused by vertical

• 40 years of advanced planning, designing, and integrating advanced network infrastructures

HP MPS capabilities

08

09

Objective HP solution Results

• Transform document workflow processes to ensure access to the right information at the right time

• Leveraged HP MFPs as capture mechanism and onramp to digital workflow

• Automated version support ensures contract version control

• Automated notifications and status change flagging

• Impact decision-making process with powerful information search and retrieval capabilities

• Speed contract approval processes approximately one-third end-to-end with digitised workflow

• Improved visibility into both the broad and granular view of contract development

• Fingertip retrieval throughout the organisation for digitised contracts and associated process history, annotations, and status

“From an end-to-end perspective, we’ve cut about a third of our back-end processes for contract approval out of the equation.” Derek Chan, Head of Technology Global Operations, DreamWorks Animation SKG, Glendale, Calif.

Case study: DreamWorks AnimationDreamWorks Animation creates high-quality entertainment, including CG animated feature films, television, and live entertainment properties. The company has world-class creative talent, a strong and experienced management team, and advanced filmmaking technology and techniques. When DreamWorks Animation SKG implemented a digital content management solution along with HP Managed Print Services, the world-renowned studio enhanced business growth by delivering the right information to the right people at the right time.

10

HP is recognised as the global leader in imaging and printing solutions for large organisations, offering a comprehensive, end-to-end approach to bridging paper and digital processes.

Our unique capabilities, especially for global clients, provide application integration services across the information management lifecycle: content creation and capture, the routing of the content, the secure management and retention of content, and multi-channel options for delivering content in paper or digital form (or both). Robust infrastructure management capabilities ensure the right controls are in place to authorise, authenticate, track, and audit the flow of documents, content, and information.

Importantly, HP recognises that different organisations have different needs, depending on their industry and the business optimisation processes involved. Our consultative approach and experience in working with all industries uniquely enables HP to provide solutions that hit the mark.

HP offers technical expertise and reliable products and solution sets that allow clients to benefit from:

• Complete solutions. With end-to-end solutions and services, HP works with you to identify and address your specific needs today and into the future to optimise your environment, improve the bottom line, and help the planet.

• Unsurpassed expertise. HP has more than 25 years of experience with imaging and printing in enterprise environments. Our consulting services, including procurement, installation, management, and support can be customised to enhance your organisation’s effectiveness.

• Global reach. With IT professionals in 170 countries, HP has the resources to address your organisation’s needs around the world.

• Industry leadership. HP is recognised as a global leader in imaging and printing, an industry leader in network and infrastructure management, and an organisation with a strong commitment to environmental sustainability.

Did you know? In one study, line-of-business executives and managers estimated that fully automating their document-driven business processes would yield a 36% increase in revenue, 30% reduction in cost, and 23% reduction in risk.7

7 IDC, “Defining Content-Centric Workflow Transformation”, April 2017.

Why HP?

11

Our commitment

8 AIIM 2013.

Big data Evolving workflows

70% Businesses agree that

workflow solutions improve productivity by 3x or more8

Information technology is changing, and it is imperative that organisations work collaboratively to address key areas of printing impact, such as security, mobility, document capture, and workflow. HP’s strategies and solutions will help you with this process and help you to drive efficiencies in these core areas of impact.

We will assess, deploy, and manage an imaging and printing environment tailored to meet your business needs, while helping you reduce costs, conserve resources, and simplify document-intensive processes:

• Optimise infrastructure. HP can help you achieve a balance between your total cost of printing and your needs for user convenience and productivity.

• Manage environment. Working together, HP can help you maintain your optimised infrastructure while improving business efficiency and tightening security.

• Improve workflow. By streamlining your document-intensive processes, HP can help you deliver a more efficient environment for capturing, managing, and sharing information.

37 billion annual pages under an HP MPS contract

HP manages 1 millionHP is an MPS market leader - IDC13

KeyPoint Intelligence awards9

6,600 enterprise

clients

HP remains an MPS leader - Quocirca11

HP serves

solution-enabled devices (laser and ink)

Leader

for print and document security solutions and services10

#11 of best-managed companies12

9 HP has received awards in the healthcare, education, retail, financial services, security and mobility categories, as well as numerous product awards.10 IDC MarketScape: Worldwide Security Solutions and Services Hardcopy 2019-2020 Vendor Assessment (#US44811119), December 2019.11 Quocirca, Managed Print Services Landscape, 2019; Louella Fernandes, December 2019.12 The Wall Street Journal, 201913 “IDC MarketScape: Contractual Print and Document Services Hardcopy Vendor Assessment” (#US44387318), December 2018.

© Copyright 2017-2020 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.

4AA7-0329EEW, February 2020, Rev. 4