Case Study

Norfolk commends Konica Minolta’s print service

Norfolk Constabulary has over 2,100 police to our organisation, to identify where costs officers, Special Constables and PCSO’s and could be reduced, efficiencies improved and just over 1,300 support staff. The Force provides processes streamlined.” policing for the 850,000 citizens of Norfolk, including the city of . At the beginning The ICT department used the Buying Solutions of 2009 the Force’s ICT department started an framework agreement for public sector purchasing evaluation of potential print provision suppliers, to shortlist six potential print service providers. not only because its existing contract was up for Konica Minolta is one of seven suppliers that have renewal, but also because it required an updated been awarded a framework agreement with Buying managed print solution throughout the Force. Solutions to supply multifunctional products and services; print room and managed services. Six Existing document imaging arrangements tenders were submitted via the Buying Solutions were an eclectic mix of copiers supplied by framework, including one from Konica Minolta. the incumbent provider, along with networked business capable and personal printers acquired Konica Minolta won the five year contract based by ICT and various departments, sometimes on quality and value for money, as its bid was on an ad hoc basis. Ross Jenkins, ICT Project the most competitive submitted. Using print audit Manager for explains, statistics provided by the ICT department, and “The existing copiers were coming to the end prior to the award, Konica Minolta conducted a of life and were unreliable. Many of the Force full and comprehensive survey to determine the printers were soon to be out of warranty and best multifunctional device (MFD) to place at consumables were becoming expensive. Some each required location. The MFD solution was copiers were networked and some were not. The packaged as a specified and pre-defined bundle means of control and cost oversight was being prior to delivery. centralised within ICT. After the contract was awarded Konica Minolta We wanted a solution that would rationalise was able to go ahead with delivery less than a the whole process, putting in place centralised month later. Following delivery Konica Minolta, control and management oversight. As with all supported by the Constabulary’s’ technical teams, public sector organisations there was a critical provided a networked installation for over 100 need to review the services being provided colour MFDs at sites across Norfolk in just three

Our Solution; DocuPro Our Solution; DocuPro

and a half days. “The implementation went very, Ross believes the new print provision supplied by very well. The pre-delivery planning and time Konica Minolta has helped to cut costs. “Overall spent with Konica Minolta’s East Team in agreeing print costs have reduced considerably and the resources, routes and support was invaluable. amount of printer consumables procured has As a consequence all of the technologies were been reduced significantly. The time spent by ICT delivered across the county and made live with engineers on print problems both on the Force ICT the rollout completed ahead of schedule, we had Service Desk at the Force Headquarters, and on allocated a week. The managed implementation site visits has also reduced.” saved the ICT department valuable time and resources”, Ross confirms. Summing up Norfolk Constabulary’s experience of Konica Minolta as print service provider, Ross To provide the ICT department with the says, “The experience with Konica Minolta has centralised control and management oversight been very good. As with any relationship there required, the Konica Minolta technology had have been some minor challenges in the early leading DocuPRO software as an integral element days as we adopted a brand new process across of the solution. The DocuPRO application the Force. We have overcome these and have provides document accounting, tracking and cost enjoyed the overall experience of changing our allocation by assigning all documents, prints and print service provider from our old supplier to our copies to individual users, departments, or cost new print partner – Konica Minolta. The ability and centres. The Konica Minolta MFDs have also willingness of Konica Minolta to listen to concerns been supplied with swipe card readers, allowing and respond in nothing other than a positive way, users to access print jobs using a contactless quickly and effectively is highly commendable - a swipe card. “Currently, users have a PIN log-in rare and admirable trait.” although we are in the process of moving to ID card authentication. We will also be using ‘follow me’ printing, enabling users to send a print job to the network print queue and it is only output when they authenticate themselves at the chosen MFD with their swipe card.”

Crucially information provided by this print solution allows the ICT department to identify usage patterns to optimise deployment of the technology, an important part of the contract requirement. “Based on the usage information, the output by device and site is reviewed regularly. The capturing of throughput information is now a much simpler and more accurate process. Usage across the Force is identifiable down to department level, allowing total management of the MFDs from the centre. In addition policies and changes can be rolled out with the minimum of fuss and disruption.”

The Force has also found the scanning functionality provided by the Konica Minolta MFDs to be a productivity benefit. “As our new Police Investigation Centres (PIC) have become operational across the Force, an operational requirement for scanning was identified. Officers and staff now have the ability to scan to pre- defined areas within the PIC and Criminal Justice Unit environments, which in turn ensure decisions are made in a quick and timely manner.

Konica Minolta Business Solutions, Miles Gray Road, Basildon, Essex, SS14 3AR Tel: 0800 833 864 § [email protected] § www.konicaminolta.co.uk 120003 Norfolk Police Case Study v1.2 Study Case 120003 Norfolk Police