Money Advice Trust
The Complete Imaging contract forms a critical part of our operation, because apart from phone calls, the main volume of material is letters, fact sheets and other documentation which is sent onto our clients. The reliability of our printers is what's important, because at the end of the day we are assisting people with financial problems, and they rely on the information we send out.”
Richard Gale, Head of Support Services
- Managed print - print consulting strategy
The Money Advice Trust delivers vital financial information and guidance to 150,000 people every year. Formed in 1991, the Money Advice Trust (MAT) was created to increase the quality and availability of free, independent money advice in the UK.
MAT works with government, the private sector and the UK’s leading money advice agencies to: increase the availability of money advice; improve its quality; and improve the efficiency and effectiveness of its delivery.
MAT needed to deliver printed letters and information sheets to approximately 150,000 individuals every year, make existing high-volume print more efficient and cost effective and resolve known problems – existing desktop printer fleet difficult to manage and control.
Complete Imaging (part of Capita plc) used a balanced deployment of Ricoh and Samsung products and devices for workgroup printing, centralised printing and photocopying. MAT had recently consolidated and rationalised a number of services that support administration and advice operations. For example, the IT department used to look after and maintain the printers used by administration to send out large amounts of information to clients. This put a strain on the IT department’s time and resources.
Rapid expansion had also created management and control issues relating to printers used in its administration office in Birmingham. MAT is organised into operational teams and each Team Manager had their own printer. As the organisation grew, so did the team and printer count.
Richard Gale, Head of Support Services, The Money Advice Trust, said: “Before you know where you are you’ve started to build a
mix of printers and, of course, each model requires a different toner cartridge.” MAT wanted to make its print operation more controllable, more efficient and more cost effective. Working closely with Complete Imaging they have been able to deploy a Managed Print Service (MPS) at its Birmingham office, which has been implemented in two phases:
Phase One: Replace four existing printers with two high-volume office printers. The new printers are located in a central print room and produce all printed information that is posted to clients.
Phase Two: Install seven Ricoh A4 multifunctional printers (MFP) that are located in workgroups around the offices. These new MFPs have replaced around 30 desktop printers.
The Ricoh A4 models are ideally suited to an office environment as they combine the full functionality of an A3 model with a much smaller footprint. The MFPs feature a large colour touch panel that can be tilted to improve visibility, Quick Start technology and low power consumption.
The printers are connected to the MAT network and are controlled using print management software. The on-demand printing option allows staff to choose when and where to collect their printed documents; the print job being released when they swipe their pass card at the chosen machine.
Other savings come from no longer needing to buy or stock toner cartridges, which frees up working capital and storage space. MAT estimate that they are currently saving around £10,000 per annum.
This partnership delivered a range of benefits to Money Advice Trust including:
- Cost reductions
Savings of up to £15,000 a year through increased efficiency
and improved management. This includes the cost to buy or
stock toner cartridges, which frees up working capital and
- Greater control
How print resources are used across the printer network can
be controlled centrally
- More flexibility
Consolidation of devices – 30 desktop printers replaced with
just seven desktop A4 MFPs allowing staff to move around
easier or create additional office space
- Increased staff efficiency and productivity
Improved efficiency and better management of resources
allows employees to concentrate on their core skills.
Reduction in time, cost and management burden on IT staff
The service provided to Money Advice Trust was Managed print services.