USER MANUAL KPAX DESIGNdownload.bluemega.fr/download/kpax_design/KPAX DESIGN... · 2010. 9. 6. · KPAX 246 bd de Reims [email protected] SIRET : 520 029 331 00011 RCS MANUAL DESIGN

USER

KPAX

246 bd de Reims [email protected]

SIRET : 520 029 331 00011 RCS

USER MANUAL

KPAX DESIGN

KPAX SOFT

246 bd de Reims – 59100 – Roubaix-France. [email protected] , www.kpaxsoft.com

SIRET : 520 029 331 00011 RCS Code APE : 4741Z

KPAX DESIGN USER MANUAL V 1.0 Page 2 / 85

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Date Doc version By KPAX version

08/04/2010 1.0 NB


Content I. Introduction .......................................................................................................................................... 6

1.1 Targeted users ......................................................................................................................... 6

1.2 Technical pre-requisites ........................................................................................................... 6

II. Project Methodology and global information flow ............................................................................. 7

2.1 Global picture........................................................................................................................... 7

2.1.1 Data Collection ..................................................................................................................... 7

2.1.1.1 Walkthrough with full device inventory: ............................................................................. 8

2.1.1.2 Network scan of connected devices: ................................................................................... 9

2.1.1.3 Collection of financial information: ................................................................................... 10

2.1.1.4 Collection of processes and specific customer information: ............................................. 10

2.1.2 Consolidation of collected data – Customer current state building .................................. 11

2.1.3 Simulation of a new architecture/organization ................................................................. 12

2.1.4 Deliverable generation ...................................................................................................... 13

III. Product overview .............................................................................................................................. 15

3.1 Launching the software ......................................................................................................... 15

3.2 Interface presentation ........................................................................................................... 16

3.2.1 Main screen presentation .................................................................................................. 17

3.2.2 Detailed explanation of items of main screen ................................................................... 18

3.2.3 Presentation of menu list................................................................................................... 24

3.2.4 Detailed explanation of items Details on the right panel .................................................. 26

3.2.4.1 Common tool bar for an element of organization or a device .......................................... 26

3.2.4.2 Site item ............................................................................................................................. 27

3.2.4.3 Building item ...................................................................................................................... 28

3.2.4.4 Floor item ........................................................................................................................... 29

3.2.4.5 Zone item ........................................................................................................................... 30

3.2.4.6 Device item ........................................................................................................................ 31

3.2.5 Presentation of multi criteria filter/navigation box ........................................................... 34

3.2.6 Presentation of Data Grid View ......................................................................................... 35

3.2.6.1 Main screen ....................................................................................................................... 35

IV. Project Walkthrough ......................................................................................................................... 39

4.1 Creation of a new project ...................................................................................................... 39

4.1.1 Starting point ..................................................................................................................... 39


4.2 Go to Settings > Project Settings in the menu list ................................................................. 40

4.3 Current situation setup - select the appropriate status selector .......................................... 43

4.4 Create organization structure, devices and volumes ............................................................ 44

4.4.1 Manually ............................................................................................................................ 44

4.4.2 By importation of file ......................................................................................................... 50

4.4.2.1 Approach for csv file importation ...................................................................................... 51

4.4.2.2 Approach for Excel file importation ................................................................................... 52

4.5 Building the costs ................................................................................................................... 55

4.5.1 General structure of costs in KPAX Design ........................................................................ 55

4.5.2 Direct costs creation and update ....................................................................................... 56

4.5.2.1 For purchased devices ....................................................................................................... 56

4.5.2.2 Update consumable prices in KPAX Design ....................................................................... 57

4.5.2.3 Contracted devices ............................................................................................................ 58

4.5.2.4 Import contract files .......................................................................................................... 59

4.5.3 Additional costs .................................................................................................................. 61

4.5.3.1 Generic additional costs..................................................................................................... 61

4.5.3.2 Administrative cost ............................................................................................................ 62

4.5.3.3 Technical costs ................................................................................................................... 63

4.5.3.4 Inventory management costs ............................................................................................ 63

4.5.3.5 Outsourcing costs .............................................................................................................. 64

4.5.3.6 Print room costs ................................................................................................................. 64

4.5.3.7 Square meter costs ............................................................................................................ 65

4.5.3.8 User move costs ................................................................................................................. 66

4.5.3.9 User time costs .................................................................................................................. 66

4.5.3.10 Additional costs consolidation ....................................................................................... 67

4.6 Proposed situation work - select the appropriate status selector ........................................ 67

4.6.1 General approach on proposed situation work ................................................................. 68

4.6.2 Changes on devices architecture, volumes and costs ....................................................... 69

4.6.2.1 Device move ....................................................................................................................... 69

4.6.2.2 Device details changes ....................................................................................................... 70

4.6.2.3 Device discard .................................................................................................................... 70

4.6.2.4 Device replacement ........................................................................................................... 72

4.6.3 Changes for additional costs .............................................................................................. 73

4.6.4 Check point: assess about new organization benefits ....................................................... 74


4.7 Deliverable generation .......................................................................................................... 77

4.7.1 General information about reports ................................................................................... 77

4.7.2 How to launch reports ....................................................................................................... 77

4.7.2.1 Microsoft Word report ...................................................................................................... 77

4.7.2.2 Microsoft PowerPoint summary report ............................................................................. 80

4.7.2.3 Microsoft PowerPoint implementation map report .......................................................... 82


BUILT THE BEST PRINTING ARCHITECTURE

I. Introduction

KPAX Design is a software application dedicated to printing specialists.

KPAX Design brings key functionalities to deliver control and accuracy in printing fleet optimization operations:

· IMPORT of external data (KPAX DISCOVER, csv and Excel files)

· CONSOLIDATION of printing fleet various information

· SIMULATION of CHANGES into the architecture, printing policy and fulfillment mode

· MEASURE of financial and environmental impacts

· DELIVERABLES GENERATION in open and flexible PowerPoint and Word documents

KPAX DESIGN is installed on a USB stick, ready to use without any installation on user PC.

1.1 Targeted users

Targeted users are professional of printing and copying market:

o Sales team

o Pre-sales consultant

o Printing audit dedicated consultant

o MPS – MDS dedicated specialists

1.2 Technical pre-requisites

In order to run KPAX Design from the USB key, user will need:

o Windows based PC (from XP version)

o MS.Net Framework 3.5 SP1

o Available USB port

KPAX DESIGN USER MANUAL V 1.0

II. Project Methodology and global information flow

2.1 Global picture

Illustration 1

The standard methodology as shown is Illustration 1 will allow user to cover the main steps of any printing fleet optimization project.

This is a proposed methodology that will help beginners to go through the main functionalities.

2.1.1 Data Collection

Data collection phase is one of the most critical steps in printing optimization project. It has to be exhaustive, accurate and well document

The data collection phase output is a complete data set for the following information:

and global information flow

Illustration 1 – General information flow

The standard methodology as shown is Illustration 1 will allow user to cover the main steps of any


Data collection phase is one of the most critical steps in printing optimization project. It has to be exhaustive, accurate and well documented.

The data collection phase output is a complete data set for the following information:

Page 7 / 85

The standard methodology as shown is Illustration 1 will allow user to cover the main steps of any


Data collection phase is one of the most critical steps in printing optimization project. It has to be

KPAX DESIGN USER MANUAL V 1.0

2.1.1.1 Walkthrough with full device inventory:

o Objective : Discovery and integration on a map floor of all customer printing, copying, fax and scanner devices

§ Use customer map floor as shown in Illustration 2

Illustration 2

· On this map floor, during walkthrough, user should quote/fill on the paper map:

Walkthrough with full device inventory:

: Discovery and integration on a map floor of all customer printing, copying, fax and scanner devices

customer map floor as shown in Illustration 2

Illustration 2 – Sample customer floor map

On this map floor, during walkthrough, user should quote/fill on the paper map:

o Device unique Asset ID : 3 to 4 digits number that allows unique device identification

o Manufacturer / Model (not mandatory)

o Exact place of the device (with a point or any symbol)

§ For a local printer (USB or Parallel port) or a fax/scanner machine, user should print a configuration page if it is technically possible (by filling also the Asset ID on the configuration page)

Page 8 / 85

: Discovery and integration on a map floor of all customer printing,

On this map floor, during walkthrough, user should quote/fill on

Device unique Asset ID : 3 to 4 digits number that allows

Exact place of the device (with a point or any symbol)

For a local printer (USB or Parallel port) or a fax/scanner machine, user should print a configuration page if it is technically possible (by

Asset ID on the configuration


2.1.1.2 Network scan of connected devices:

o Objective : Discovery of all devices connected to the network and identification of volume produced by devices in mono and color pages

§ Use the software solution KPAX DISCOVER to cover this step to built a result file:

· You can collect meter at a date or make two snapshots at two date with the right time period between two scan

o Allocate devices Asset IDs you’ve created during company walkthrough in the dedicated columns

o Allocate devices Location fields in relation with the company walkthrough and device map

Illustration 3 – KPAX Discover usage at data collection step

o Add in KPAX DISCOVER the devices from the map that were not recognized with the SNMP tracking (local printers, faxes and scanners)

· User may now have a unique consolidated asset file of customer current devices

o In standard KPAX format

o In csv format

KPAX DESIGN USER MANUAL V 1.0 Page 10 /

o In Excel format: allow user to integrate more data into KPAX DESIGN (such a purchase price, technical information…)

2.1.1.3 Collection of financial information:

o Objective : collection of customer related financial information

§ Contracts Information: Make hardcopy of all running and past contracts

· Cost per page contract

· Renting mode contract

· Maintenance and support contract

· Warranty extension

· Consumable contract

§ Bills for printing devices purchase activity:

· Device price

· Consumable price

§ Depreciation rules in place in customer company

Information at this stage should be put in the KPAX Discover file, Excel output file of KPAX Discover or directly into KAPX Design.

2.1.1.4 Collection of processes and specific customer information:

o Objective : collection of customer specific information (user and processes)

§ Users: Depending on the kind of project you’re performing, you should have to collect information about user feedback on the usage of the current printing fleet, and about user expectations. This can be covered during the walkthrough or with face to face interview or global web based questionnaire.

§ Processes: KPAX Design will assist user in the consolidation of so called additional costs (as indirect cost part of a TCO). There are several kind of additional costs related to different customer processes. The best way to asses about these costs in to run face to face interviews with key people (purchase, finance, IT…)


· Customer specific cost (i.e. fax communication line)

· Administrative cost: related to number of orders and invoices with the attached cost to manage each item (link to time and cost of people involved)

· Technical cost: costs related to IT support and/or cost of deployment of printing assets

· Cost of inventories: time and money spend to manage each consumable/part inventory

· Cost of outsourcing: production of document outside of the customer company

· Cost of print room: cost of operator(s) in the internal print room

· Cost of Square Meter: cost represented by floor space taken by printing devices

· Cost of User Moves: cost generated by users when they are taking their paper output at device place

· Cost for User Time consumption: cost represented by time and money spend when user is changing a cartridge of toner or filling paper into a tray

Integration of these costs will be illustrated further in the user manual in the related section.

2.1.2 Consolidation of collected data – Customer current state building

Objective: All information created at the collection stage will be integrated into KPAX Design in order to build an accurate customer current state on:

· Devices: Make, Model, Serial number, IP address, Purchase date/Installation date, fulfillment method (purchase or contract), place (by site, building, floor, zone)

· Volumes: For each device there must be a related volume (at a date, per day, month, quarter or year) in mono and/or color

· Costs: cost of pages (mono/color), cost of hardware (depreciation cost or monthly fee of a contract), additional costs


The technical way to integrate these items will be shown in the relation section in the user manual, as the way to calculate volumes and costs.

2.1.3 Simulation of a new architecture/organization

Objective: Depending on customer/project objective(s), user will have to make some changes into the current printing fleet to reach expectations (cost reduction, device number reduction, user productivity improvement…).

Changes that can be done in the current fleet:

· Delete a device: the device won’t be in the future in the customer new architecture. This operation is deleting the cost(s) and volumes produced by related device.

· Change device cost: a current device may print/copy in the future at a different cost.

· Change device volume: a current device may print more or less in mono or color in the future. This is typically the case for under or over used devices.

· Change device place for a more appropriate usage of it in another service.

· Replace one/several devices by one: the new device will inherit by default of place and volume or replaced device(s).

Changes that can be done to decrease additional costs:

· New contracting approach / MPS approach: As an example, you can decrease customer administrative cost buy setting up a new contract for which customer will only have to manage an invoice per quarter.

· Integration of service in the contract or cost per page: A supplier can perform some tasks instead of customer users. As an example, if you propose a contract for cartridge replacement, user won’t do that task anymore and can concentrate on their core job and customer will save money.

· New Print Policy and new rules: If a print job management system is in place in the proposed situation (like Pull Printing, Rule based Printing) you may decrease the number of color pages, decrease consumed toner and reduce the paper pages.

· New and right place for devices: if you propose an accurate deployment scheme you can decrease the average time for users to take the output of printers and copiers.


After you’ve made the changes, KPAX Design will show you in a very convenient way how much money you’re going to save in your project.

Illustration 4 – KPAX Discover showing savings per month in various ways

2.1.4 Deliverable generation

Objective: Produce written contextual documents automatically in order to build project reporting

Once user is satisfied about the proposed scenario that meets customer expectations, it’s time to launch project deliverables.

KPAX Design will help user in this reporting activity by using dedicated documents templates. The templates correspond to different needs:

· Microsoft Word template(s): full report with detailed information or lighter executive report

· Microsoft PowerPoint template(s): o Project summary or steering committee presentation o Implementation map of printing devices presentation


Usage of templates will be explained in the related section.

Illustration 5 – KPAX Discover reporting screen with presentation of a Word report


III. Product overview

3.1 Launching the software

Insert the KPAX USB key in an available USB port of a PC

Illustration 6 - Launch de product by double clicking the KDesign.exe


Illustration 7 - User has the choice to start a new project, open an existing or import external data

3.2 Interface presentation

Once user has chosen “New” on the welcome screen, he is asked to input project information:

Illustration 8 – Input project information

If you don’t input any information and press “enter” a by default project will be created.


3.2.1 Main screen presentation

Illustration 9 – Main Screen 1


3.2.2 Detailed explanation of items of main screen

· : This represents the main site of the customer in the tree view. For such an object, details as number of users, TCO and page volume are displayed

o Put your mice on this object will show details § Number of user in this object / total number of users § TCO per time period (day, month, quarter, year) § TCO per device per time period § Number of devices attached to the object and sub-

objects § Ratio Users per device

Illustration 10 – Details of Main site


· : This information button allows user to access to:

Illustration 11 – Content of information item

o Environnemental impact of the fleet (based only on paper

volume consummed) for current devices, proposed fleet and delta between current and proposed situations (savings).

Illustration 12 – Environment Savings


o Number of pages in mono/color per Typology of devices, sites and departments

Illustration 13 – Number of pages per typology

o Costs: Mono pages cost, color pages cost, device (hardware) cost and services cost per Typology of devices, sites and departments

Illustration 14 – Costs per typlogy


· : This button allows user to show / not to show devices in the customer tree view

o : only items of organization (Site, Building, Floor, Zone) are displayed

o : everything inluding devices is diplayed

· : This button allows user switch from Yearly to Quarterly, to Donthly, to Daily figures (volumes and costs) in the customer tree view. Once a choice is done, a label confirm the selection.

Illustration 15 – Per month figures selection

· : This tool bar allows user to filter on devices caracteristics. Several filters can be combined.

o : Show only devices and costs related to contracts only or devices fullfilled in purschase mode only (or delete filter)


o : Show only devices and costs for devices marked as Important (see further in the manual how to mark a device as important)

o : Show only devices and costs for devices connected to the network or only for local devices

o : Show only devices and costs for selected typology:

§ Printers § MFPs § Printers § Scanners § Faxes

o : Show only devices and costs for color or mono devices


· : Devices and project status selector. As presented in the methodology introduction part, a print optimization project covers several steps.

o To reflect these steps, KPAX Design proposes a unique selector to switch from state to state of customer printing fleet. This selector will make a filter on display and calculations.

§ : display only current devices and costs. This is the starting point of the project.

§ : display proposed situation including all changes you’ve done in the former customer state

§ : dispaly all devices from current and proposed situation. In this view costs and volumes are positionned to 0.

§ : display only devices marked as not in use.

§ : display only devices that are excluded from the proposed scenario

§ : disaply only new devices from the proposed situation


3.2.3 Presentation of menu list

As many applications, KPAX Design proposes its own list of menus. This section describes the list of menus and purpose of them.

Illustration 15 – List of menus

· Project :

Illustration 16 – Content of Project menu

o New: Create a new project o Open: Open an existing project (.kpax file) o Save: Save current project o Save as: Save current project in a defined name and place o Print: Print current screen view o Exit : close the application

· GoTo :

Illustration 17 – Content of GoTo menu

o Contracts: Create and modify contracts o Additional Costs: Create and modify Additional costs o Departments: Create and modifiy Departments list o Users: Create and modify User list o Reference Category: Create and modify Reference Categories o Reference Data: Create and modify Reference Data lines


· Tools :

Illustration 18 – Content of Tools menu

o Import: Import external data from KPAX Design, cvs or xls files o Export: Export current view in xps format o Metrics From Purchase Date: Launch monthly volume

calculation from the purchase date and device meter collection o Metrics By Totals: Launch monthly volume calculation from 2

device meter collections o Metrics By Refrence: Launch monthly volume calculation from

link of device to a reference category o Retore Direct Metrics: Restore manual monthly volume input o Report: Access to reporting function of KPAX Design

· Settings:

Illustration 19 – Content of Settings menu

o Project Settings: Access to project settings sucha as working days per month, depreciation mode, currency…

o Ressources: Access to project ressources o Skins: change KPAX Design GUI layout o Options : Access to licence registration and product language

setting

· Help: Access to “About” information of your current KPAX Design version


3.2.4 Detailed explanation of items Details on the right panel

3.2.4.1 Common tool bar for an element of organization or a device

Illustration 20 – Common tool bar in right panel

§ : Object name on top of the panel

§ : Creation button for Sites, Buidlings, Zones, Floors and Devices. Click on the button and choose the element to create.

§ : Edit custom information on this element

§ : Link a customer device with a Reference Database device to inherit of database device caracteristics (such a consumable or launch date)

§ : Replace a device or selection of devices by one device of Database device list

§ : Display or Hide statistics on selected object

§ : Delete current selection

§ : Switch prject to active list view


3.2.4.2 Site item

Illustration 21 – Right panel information for a Site object

§ : Drag and drop image file to illustrate project

§ Name: Modify site name § Type: Choose beteween Headquarters, Production or

Unknown § Country: Select country of your choice § Department: Link object to a defined department to

inherit of figures breakdown in reporting activity § Staff number: populate the object to make ratio

calculations § Decription: free text input


3.2.4.3 Building item

Illustration 22 – Right panel information for a Building object


§ Name: Modify building name § Type: Choose beteween Main, Secondary or Unknown § Department: Link object to a defined department to




3.2.4.4 Floor item

Illustration 23 – Right panel information for a Floor object


§ Name: Modify building name § Type: Choose beteween Specialized, Shared, Mix or

Unknown § Department: Link object to a defined department to




3.2.4.5 Zone item

Illustration 24 – Right panel information for a Zone object


§ Name: Modify building name § Type: Choose beteween Open Space, Office, Print

Corner or Unknown § Department: Link object to a defined department to




3.2.4.6 Device item § General sub menu

Illustration 24 – Right panel information for a Device object – General Sub Menu


§ In Use: Check or uncheck the box to change device status

§ Network: Check or uncheck the box to declare device as connected/not connected to network

§ Contrat: Press button to link device or device selection to a contract

§ Supplies: Press button to update toner cardtridge price of a device or selection of devices

§ IP Address § SN: Serial Number § Asset ID: Usually comes from physical assessment § MAC: Mac Address of device network card


§ Description sub menu

Illustration 25 – Right panel information for a Device object – Description Sub Menu

· Decription free text box: Input here any manual information about device. KPAX Design will fill the text when a decive is replaced by another, or when a device is replacing another device

§ Actual sub menu:

Illustration 26 – Right panel information for a Device object – Actual Sub Menu

· Location: Relation with upper level item · Move to: Use to move a device to another

location or object · Purchase price and date: manual input, filled by

importation or proposed by default from reference database


· Monthly volumes (mono/color): manual input, filled by importation or proposed by default from reference category link

· Cost per page: manual input, filled by importation or proposed by default from reference category link

§ Feature summary:

Illustration 27 – Right panel information for a Device object – Feature Summary Sub Menu

· Color, A3,…: Manual check box or filled from import or proposed by default from reference database

· Power, Power Sleep: Power consumption · First Page Out: Time to deliver first page


3.2.5 Presentation of multi criteria filter/navigation box

The filtering and navigation box allows you to display directly in the main screen the information of your choice.

Filter can be used on any item type of the application, such as devices or organization items.

Illustration 28 – Filter/Navigation box usage


3.2.6 Presentation of Data Grid View

In order to access and switch from graphical view to grid view, click on (on the top right on main screen).

Data Grid view will only change the main screen display. All other menus and sub menus are then the same as in graphical view.

This section will present only the main screen of Data Grid view and the navigation tree that replaces the navigation/filter box in graphical view.

3.2.6.1 Main screen

Illustration 29 – Data Grid view / Main screen and navigation tree

This screen will display information like in a classical spreadsheet view. User will leverage on powerful integrated functions.


· Field chooser:

Illustration 30 – Data Grid view / Field chooser

· Column headers:

o Click on each column header in order to short information o Move to left or right any column header to organize information

the way he wants (by drag and drop) o Click on Sum symbol to add calculation:


Illustration 31 – Data Grid view / Calculation on fields

o Drag and Drop column headers to group information

Illustration 31 and 32 – Data Grid view / Drag and Drop of column headers


· Navigation and filtering tree:

Diplay devices attached to the level of organization you’ve selected. Or input filter information.

Illustration 33 – Data Grid view / Navigation and filtering tree

· : Press this button to go back to graphical view (at the same level you were in the data grid view)


IV. Project Walkthrough

4.1 Creation of a new project

A sample project will be used to make the walkthrough of KPAX Design => ACME Company based in UK.

4.1.1 Starting point

After you’ve launched the application as explained in section III, you have to select “New” in the dialog box.

· You have to fill:

o Site Name : ACME for our sample customer

o Contact: Mr. Green

o Country: ITALY

o Currency: Euro

o Typology: Headquarters

Illustration 34 – Creation of a ACME project


4.2 Go to Settings > Project Settings in the menu list

Illustration 35 – Project settings from menu list

o Go to Settings > Project Settings in the menu list

Illustration 36– Project settings details


User has to set different parameters such as number of working days per month, depreciation period or administrative costs.

Important: At this level, user should take care of cost structure that will be used during the project, before any calculation is launched for volumes and costs.

Illustration 37 – Project settings – Focus on cost items

§ Cost items for each typology of devices:

· Paper / Sheet cost / Block cost: Check this box and input the paper block cost customer is paying as an average if you want to integrate in TCO calculation the cost of paper. This cost will be integrated in the cost per page on top of toner and depreciation/leasing fee costs.

· Toner: Uncheck this box to exclude toner cost in page cost

· Depreciation: Uncheck this box to exclude depreciation cost in device cost

· Monthly percent: Put the % of depreciation you want to apply from the calculation Purchase price / Period of depreciation. 100 % means linear depreciation

· Period: Input the right figure from customer input for each typology depreciation period.

· You have to fill for ACME:

Illustration 38 – Project settings – ACME case


§ Property right panel: Information can be also modified for each typology on the right of the screen in the Property panel.

Important: Coverage % of each toner cartridge can be set here. The parameter will be applied to all devices of the typology.

Illustration 39 – Project settings – Coverage parameters


§ Go back to main screen

Illustration 40 – Project settings –Go back to main screen

4.3 Current situation setup - select the appropriate status selector

For a new project, user has to work on creating the current situation of customer printing fleet. KPAX Design proposes a selector to display only costs, volumes and devices from the following list

· Current Situation: starting point of the project. · Proposed Situation: switch to this when you are ready to make some

changes into the fleet. · New Devices: switch to display only new devices of the proposed situation · Excluded Devices: switch to display only excluded devices · Not in Use Devices: switch to display only devices marked as “not in use” · All Devices: switch to display all devices from current and proposed

situation. Warning: all costs and volumes are set to 0 in that view.

· You have to set for ACME:

Illustration 41 – Main Screen – ACME – Actual Situation selection


4.4 Create organization structure, devices and volumes

Customer company structure has to be created at this point. There is two ways to create such information: manually or by file importation.

4.4.1 Manually

Items that will be created manually in this section are:

· Site: to add other sites that the main one · Building: to add buildings under sites · Floor: to add floors under buildings · Zone: to add zones under floors. A Zone can be considered as a

geography or as an item of organization such a service or an office · Devices: to create devices such as Printer, Copier, MFP, Scan or Fax

(attached to the organizational item of your choice)

Illustration 42 – Main Screen – Right Panel – Building creation


· You have to create for ACME: Luna – Barcelona building

Illustration 43 – Main Screen – Right Panel – ACME Luna Building

· You have to create for ACME: Select Luna building and add Ground Floor and 1st floor attached to Luna building

Illustration 43 – Main Screen – Right Panel – ACME Luna Floor


· You have to create for ACME: Select Ground floor and add Sales Team and Sales Administration zone

Illustration 44 – Main Screen – Right Panel – ACME Sales zone creation


· You have to create for ACME:

o In Sales Administration

§ Printer, HP LaserJet 2430tn

§ MFP, HP LaserJet 4345 xm mfp

o In Sales Team

§ Printer, Kyocera 6950 dn

§ MFP, Xerox, Workcenter Pro 32

Illustration 45 – Main Screen – Right Panel – ACME Sales Team device creation


Illustration 46 – Main Screen –ACME devices created


· Comments on figures:

o TCO and page volumes displayed here are by default values coming from the link between devices and database reference and categories. Calculation of real customer volumes and costs will be presented further in the manual

Illustration 47 – Main Screen –ACME by default values


4.4.2 By importation of file

Items that will be created by importation in this section are:

· Site: to add other sites that the main one · Building: to add buildings under sites · Floor: to add floors under buildings · Zone: to add zones under floors. A Zone can be considered as a

geography or as an item of organization such a service or an office · Devices: to create devices such as Printer, Copier, MFP, Scan or Fax

(attached to the organizational item of your choice) · Volumes (at a date and monthly calculation)

Type of file that can be imported:

· Kpax files from KPAX Discover software · Csv files

o from export of KPAX Discover software o from PrintFleet Suite Pro © software

· Excel files


4.4.2.1 Approach for csv file importation

There is two ways to import csv files:

· From Menu list > Tools> Import. Then browse to the targeted file

· By drag and drop of import file into KPAX Discover main screen

Illustration 48 – Main Screen –ACME file import from menu

Illustration 49 – Main Screen –ACME file import summary


4.4.2.2 Approach for Excel file importation

There is two ways to import Excel files:

· From Menu list > Tools> Import. Then browse to the targeted file

· By drag and drop of import file into KPAX Discover main screen

Once method of importation is chosen, user has to make a field matching to set which field from Excel is taken into account and where it is going to update KPAX Design project.

Illustration 50 –Excel File Import Dialog Box –Field matching

To create a device with such import method, KPAX Design needs at least one “identification” field to be matched. These fields

Illustration 51 –Excel File Import Dialog Box –Identification field


To import volumes from Excel files:

· If Excel file contains snapshot at a date, user has to match following fields :

Illustration 52 –Excel File Import Dialog Box –Volumes at a date fields

Illustration 53 –Main Screen –Impact of excel snapshot import at device level

o Results: Counters of devices are updated and volume on period

of time is not changed. Then user can: § Launch another snapshot import to create automatic

monthly volume calculation § Launch calculation by KPAX Design from Tools>Metrics

from Purchase Date


· If Excel file contains monthly volumes already calculated from KPAX Discover of from customer input, user has to match following fields :

Illustration 54 –Excel File Import Dialog Box – Monthly Volumes field matching

Illustration 55 –Main Screen –Impact of excel monthly volume import at device level

o Comment: To build such an Excel file from KPAX Discover § Into KPAX Discover, launch a scan on a customer

network § After scan is complete, check and input install date field § Go to Projection tab at the bottom of the screen § Set the projection to monthly (set the number of

working days at the same level as you’ve set in KPAX Design Projects Settings)

§ Export in Excel format the projection (File>Export>Export to Excel)


· For ACME case user can:

o Make a snapshot with KPAX Discover of his own company network and follow the process to update current case

o Create any Excel file from scratch with appropriate columns

§ Device identification fields

§ Monthly volume fields

4.5 Building the costs

4.5.1 General structure of costs in KPAX Design

Illustration 56 –General stucture of costs in KPAX Design


4.5.2 Direct costs creation and update

4.5.2.1 For purchased devices

By default, every device created manually in KPAX Design:

· Is declared as purchased · Has by default purchase price (and date) coming from Database reference · Has by default cost per page (mono and color) coming from Database

reference toner price · Has by default monthly volume coming from Database reference

If user imports files containing prices elements such as Excel file with customer purchase price, date and cost per page already calculated, following field mapping can be done:

Illustration 57–Sample Excel file with cost items

Illustration 58–Sample Excel file field mapping for cost update


4.5.2.2 Update consumable prices in KPAX Design · Select devices:

o Press “CTRL” on your keyboard and select with the doted square targeted devices or Press “CTRL” and click on each device to highlight them

o Then press “Supplies” button on the right panel to open supplies list that are used by selected devices

Illustration 59–Main Screen – Update of supplies prices


4.5.2.3 Contracted devices

Before being able to put device(s) under new fulfillment method, contract(s) must be created.

In order to create contract: Menu GoTo > Contracts

Illustration 60–Contract Menu – Contract creation

Information from contracts is:

· Contract name: free input from customer information · Type:

o Device: check to allocate contract to only one device (uncheck for a fleet contract)

o Is New: check the box to use this contract in Proposed situation, as a new contract for the customer

· Started on / Finished on: date field · Penalty

o Residual Buyout cost: current residual value of the running contract if it has to be closed before forecasted finish date

· Operation Monthly charges: o Service: check the box and fill the form if there is a service fee to

take into account o Lease: heck the box and fill the form if there is a leasing fee to take

into account · Pages:

o Minimum: Check the box if there is an engagement for monthly volume

o Pages: Once previous box is checked, fill the engagement of customer current contract

o Supply charge: input cost per page price from the customer contract o Overage charges: input cost per page price applied when monthly

volume exceeds engagement


4.5.2.4 Import contract files

· From Contract screen

o Chose Menu Tools>Import and browse to an Excel file containing

contracts information o Drag and drop into contract screen an Excel file containing contract

information

Illustration 61–Contract Menu – Import and mapping of contract information

Once contract(s) is (are) created, go back to main screen to link device(s) to

contract(s) by clicking on .


To link device(s) to contract: · For one device:

Illustration 62–Main Screen – Import and mapping of contract information

· For several devices: o Select devices:

§ Press “CTRL” on your keyboard and select with the doted square targeted devices or Press “CTRL” and click on each device to highlight them

§ Then press “Contract” button on the right panel to open contract list (targeted contract has to be a fleet contract)

Illustration 63–Main Screen – Link of several devices with one contract


4.5.3 Additional costs

As shows in illustration n°56, additional costs are attached to Sites and their amount is displayed in the main screen at level site.

Purpose of additional costs is to reflect costs that are coming from the processes of customer, on top of device purchase and pages printing.

To setup additional costs: Menu Go To> Additional costs.

There are two kinds of additional costs in KPAX Design:

· Generic cost: you can put here every cost analyzed during interviews or process screening

· Listed cost: you can put here costs in structured forms that calculate cost from user inputs

4.5.3.1 Generic additional costs

To create a generic additional cost line, use the button. Then fill the form with the right information.

Illustration 64–Additional costs screen – Creation of generic cost line

Additional cost can be allocated to actual situation, to proposed situation or both. In fact, if an additional cost is linked to actual situation, as purpose of printing optimization project is to work on such cost to reduce them, user should put a new amount for this cost in the proposed situation.


4.5.3.2 Administrative cost

Use this item to take into account costs related to customer current fulfillment method. This item is function of number of orders, invoices and time/money spent to process them at customer place.

By default parameters from Project Settings menu are proposed, but user may change them at this place.

Illustration 65–Administrative costs screen – Creation of cost line


4.5.3.3 Technical costs

Use this item to take into account cost of IT activities dedicated to printing at customer place. Tasks such as Helpdesk, network administration or on site intervention can be placed here.

To input a cost, put by example helpdesk budget and the % of it dedicated to printing support. Or you can put directly the printing helpdesk cost and % will be 100.

Illustration 66–Technical costs screen – Creation of cost line

4.5.3.4 Inventory management costs

Use this item to integrate cost produced by the management of different supplies inventory at customer place.

Illustration 67–Inventory Management costs screen – Creation of cost line


4.5.3.5 Outsourcing costs

Use this cost item to integrate costs coming from production of documents outside of the company.

Illustration 68–Outsourcing costs screen – Creation of cost line

4.5.3.6 Print room costs

Use this cost to valorize print room operator hours.

Illustration 69–Print room costs screen – Creation of cost line


4.5.3.7 Square meter costs

Use this item to take into account the value of square meters represented by printing assets.

By default square meters per device type are proposed from Project Settings, user can change or keep values.

Illustration 70 – Square meter costs screen – Creation of cost line


4.5.3.8 User move costs

Use this section to valorize time/money represented by user moves to take their printout from printing devices. A fleet with a bad device implementation plan should generate high user moves costs.

Illustration 71 – User move costs screen – Creation of cost line

4.5.3.9 User time costs

Use this cost item if you want to integrate costs generated by actions of users when they are changing toner and paper block by themselves.

Illustration 72 – User time costs screen – Creation of cost line


4.5.3.10 Additional costs consolidation

Once user has finished inputting these costs, impact on customer budget is shown on main screen at site level.

Illustration 71 – Main Screen – Additional cost taken into account at site level

4.6 Proposed situation work - select the appropriate status selector

Once previous tasks are covered, user may have finished working on current situation. It’s now time to make changes on current customer printing architecture, costs structure and processes models.

· You have to set for ACME:

Illustration 72 – Main Screen – ACME – Proposed Situation selection


4.6.1 General approach on proposed situation work

Depending on customer actual situation assessment conclusions and project’s objectives, the way(s) to reach objectives may vary.

On a general point of view, optimization processes are:

· Changes on device architecture:

o Reduction of number of expensive devices, such as Inkjet devices and local devices, old devices

o Reduction of manufacturer and model numbers o Better usage of devices: better balance of printing activities between

over/under used devices

· Changes on direct costs structure:

o New consumable and parts costs o New contracts costs

· Changes on print policy to impact user and print job costs

o Appropriate device usage o Control of access o Pull printing approach o Rule base printing

· Changes on documents workflows to avoid useless paper printout

· Changes on global contracting approach:

o Consider printing as a possible outsourced service o Consider integration of supplier services into a global contract (such as

Managed Print Service or Managed Documents Services)


4.6.2 Changes on devices architecture, volumes and costs

KPAX Design offers following possibilities to make changes at device level. From the proposed situation screen, user may:

· Keep a device unchanged · Move a device to another place · Change device targeted volume (less or more pages, different balance

between mono and color pages) · Change device direct costs: by changing prices of consumables and parts · Delete/Discard a device · Replace one/several devices by another one · Combine different changes such as move, volume change and price

evolution

4.6.2.1 Device move

User can move device one by one or can move group of devices.

Illustration 73 – Main Screen – ACME –Device move


4.6.2.2 Device details changes

On the right detail panel, details for proposed situation are displayed. Use can change figures here; impact will be immediately displayed on the main screen.

Illustration 74 – Main Screen – ACME –Device volume and cost changes

4.6.2.3 Device discard


User may need to discard/delete device from the proposed situation as it’s a too expensive, too old or not appropriate device regarding functionalities or attached supplier.

This action can be done:

· At main screen level on device object · On the right panel by checking box

If user decides to delete a device, volumes and costs of the device won’t be part of proposed situation scenario.

Illustration 75 – Main Screen – ACME –Device discard

Illustration 76 – Main Screen – ACME –Excluded devices view


4.6.2.4 Device replacement

User may choose to replace one or several devices by one device.

During this manipulation volume (mono and color) of selected devices will be place by default to new device. The new device will be place at the same location of replaced device.

Illustration 77 – Main Screen – ACME – Device replacement

Illustration 78 – Main Screen – ACME – New device in place


4.6.3 Changes for additional costs

User may need to change additional cost in order to propose new processes or new print policy in place.

To change value of a current additional cost: menu Go To > Additional Costs.

Illustration 79 –Additional costs screen – ACME – New amount for existing cost

To reflect changes in the organization, user should create new appropriate cost:

Illustration 80 –Additional costs screen – ACME – New additional cost


4.6.4 Check point: assess about new organization benefits

Once user has performed changes into the organization at device - contracts and additional costs level, he has to control compliancy of proposal with customer expectations.

There are different ways to check for project efficiency from main screen.

Illustration 81 –Main Screen – ACME –Check proposed situation fiancial efficiency

From the button, user can access to detailed information about savings for environment impact, volume of pages and costs.


Illustration 82 –Main Screen – ACME –Information button – Environment savings per month

Illustration 83 –Main Screen – ACME –Information button – Volume changes per year


Illustration 84 –Main Screen – ACME –Information button – Financial benefit per quarter


4.7 Deliverable generation

4.7.1 General information about reports

There are 3 types of reports that can be generated by KPAX Design:

· Microsoft Word report: Detailed written report with figures and charts

· Microsoft PowerPoint summary report: Project summary presentation for steering committee

· Microsoft PowerPoint device map report: Device implementation plan for current

and proposed situation

Those reports are based on templates with a by default layout and content.

4.7.2 How to launch reports

4.7.2.1 Microsoft Word report

From Tools menu => Reports.

Illustration 85 –Report Screen – ACME –Report type choice


Illustration 86 –Report Screen – ACME –Note edition

Illustration 87 –Report Screen – ACME –Note saving

Note content will replace note name in the output report.

Illustration 88 –Report Screen – ACME – Exit note edition


Illustration 89 –Report Screen – ACME – Report Launch

Illustration 90 –Report Screen – ACME – Report display or saving


Illustration 90 –Microsoft Word window – ACME – Report content

4.7.2.2 Microsoft PowerPoint summary report


Illustration 91 –Microsoft PowerPoint report – ACME – Presentation launch


Illustration 92 –Microsoft PowerPoint report – ACME – Presentation display

Click on to save the presentation.


4.7.2.3 Microsoft PowerPoint implementation map report


Illustration 93 –Microsoft PowerPoint report – ACME – Presentation display

Illustration 94 –Microsoft PowerPoint map report – ACME – Detail choice


In this option menu, user should choose which information to display in output document by checking related checkbox:

· Manufacturer · Model · Serial number · Volume (mono/color) · Symbol info: display of user office desk symbol · Zone info: display zone name · Add actual devices: check box to display current situation maps · Add New devices: check box to display proposed situation maps

Illustration 95 –Microsoft PowerPoint map report – ACME – Current situation map for Ground Floor – Luna Buidling


Illustration 96 –Microsoft PowerPoint map report – ACME – Proposed situation map for Ground Floor – Luna Buidling


Then used has to drag and drop image file into the corresponding PowerPoint slide (set to background position).

Once image file is pasted, drag and drop the icons to the right position on the map.

Illustration 97 –Microsoft PowerPoint map report – ACME – Current situation map for Ground Floor – Luna Buidling- Finished