Karl Collins, vice president of technical services and infrastructure at SavaSeniorCare Administrative Services, has been one of the most interesting participants in the executive roundtable series that I get to moderate with CIO magazine, Network World and Computerworld.
When I come to the San Francisco area, he always brings a fresh perspective to the persistent challenges that never seem to go away. Nothing epitomizes that dynamic (or lack thereof) more than enterprise management of photocopiers.
Talk about your clash of technological cultures.
Well, Sandra Gittlen, who writes for Network World, caught up with Karl to produce a very informative case study you can find by visiting:
Here are a couple of my favorite observations from this excellent report:
* Karl and the IT team figured out how to develop an enterprise-wide approach to managing photocopiers that has resulted in $739,000 annual savings and increased visibility among executives.
* Standardizing copier technology from 10 vendors to 1, IT reduced annual leasing costs from $1.76 million to $1.03 million – a more than 40% savings. With fewer leasing invoices to manage (1 vs. 400), purchasing, which handles contracts, and accounts payable, which handles vendor payments, also had wins by gaining back employee time.
* The really big gains came from taking the plethora of copiers out of the closet and integrating them into critical workflows. For instance, Collins and the team installed access to the Lotus Notes email directory on each copier as well as file queues. Instead of printing out reams of paper to be faxed or shipped overnight, users could simply pick a person or department and scan in the necessary files to email or FTP to them. Not only did this speed document delivery, but improved the claims process workflow.
* Better yet…there is now tighter control over security and privacy measures required in healthcare today. Users only can send documents to approved recipients, reducing the likelihood of data leakage. All data on the copier’s hard drive is encrypted as well.
Well done Karl…and nice job on the piece Sandra!