Our Challenge
“We had an old fleet of printers, copiers
and faxes that was out of warranty and not meeting the needs of our users. We also
didn’t know what we were spending on print management. We needed a reliable print fleet with new capabilities, but we also wanted to lay the foundation for process improvement.
It wasn’t a tactical project, it was strategic.”
[Tweet “Xerox Helps Kelly Services Achieve Sustainability Savings of 50%”]
Our Solution
“With Xerox Managed Print Services, we’ve gone from 1.5 users for each printer to six. Processes are more efficient and we’ve reduced our overall hard dollar printing costs by more than 12 percent. Soft savings in the form of process efficiencies have also been significant. Instead of 65 different models, we now have six standardized devices. In addition, our print quality is much better and our sustainability savings are expected to reach 50 percent.”
Our Results
- Centralized management of print infrastructure through Xerox Managed Print Services
- Increased user-to-device ratio from 1.5:1 to 6:1, decreasing 2,780 devices to 747
- Greater visibility into—and control of— enterprise-wide print costs
- Six-figure annual savings (hard dollar), with projected sustainability savings of 50 percent
- Streamlined 65 different device models into six standardized multifunction devices (MFDs)
- Implemented more efficient processes, including contract scanning
- Recovery of real estate formerly used for copier rooms to be used more productively
- Reduced the number of monthly invoices processed
- Increased time for employees to provide better services to their customer
- Kelly Services Fills Strategic Position with MPS
When businesses need to fill a temporary staff position, they turn to the industry pioneer—Kelly Services, headquartered in Troy, Michigan. Kelly provides employment for over half a million employees each year.
Behind the scenes, a Managed Print Services
(MPS) solution, implemented across 500 branches in 18 months, helps keep Kelly moving. Behind the MPS solution is Xerox.
A Need for Greater Processes and Fewer Printers
For years, Kelly’s print devices had been managed by its IT department, with faxes and copiers handled by Procurement. When IT inherited all devices, they took a holistic view—and a new approach.
“We had 65 different models,” says Ann Long, Kelly’s IT Solutions Consultant. “About 75 percent were out of warranty, so support was a struggle.
We also didn’t know how much we were spending on print management. And we weren’t able to give our branches the new technology they needed.”
Adds Dan Clinton, Senior Director of IT Business Solutions at Kelly Services: “We saw an opportunity not only to provide our end-users with state-of-the-art technology (like scanning and secure print) but also the opportunity to drive significant cost savings. Our business leadership recognized that this platform would lay the foundation for future process improvements by leveraging technology to reduce the amount of paper being generated in a very paper-heavy hiring process. Our goal is to move to paperless hiring.”
“Procurement was already considering Xerox from a hardware cost perspective. We chose Xerox from a strategic perspective.”
Enterprise-Wide Visibility, Individual Input
“Xerox did an assessment,” continues Long, “and we were able to find out exactly what devices we had, how much paper we used and our total cost of ownership across 500 sites.” Because change management was critical,
Long and Clinton spent months “walking the floor with Xerox” to capture Kelly’s business requirements. The company’s 65 multi-vendor devices were soon reduced to six standardized multifunction devices (MFDs).
“It was about listening to each group’s requirements,” Long offers. “Then working with them and saying, “We’ve thought about that and we think one of these six devices can solve that for you.”
The team also gained early executive buy-in.
Says Clinton: “Xerox helped us organize the data into a business case model. So even though IT was accountable for the project, it was a business-sponsored one.” Consequently, says Long:
“We said to users, ‘We want to support you and your branches with new technology but at the same cost.’ And they said, ‘When can you start and how long will it take?’
“Higher Print Quality, Lower CostsBefore MPS, Kelly had 2,780 devices. Today, employees share 747 MFDs—one device for every six users (vs. 1.5 users in the past). The result? Print quality “has gone up considerably.”
Costs are lower. Control is stronger.
“I can tell what floors print what and what they spend, and even what we spend in our branches in the different regions,” Long explains. “We have that visibility now.”
Furthermore, sustainability savings are expected to reach 50 percent. New processes are equally impressive. For example, client contracts formerly sent via overnight delivery are now scanned and mailed electronically. In short: “By putting new technology in our branches, we’re able to work with customers on a more timely basis.”
Enhancing Today’s Efficiencies, Enabling Tomorrow’s
“With MPS, we now have a foundation for automated workflows, document reengineering, digital content and other process improvements,” Clinton says.
“In the past, we couldn’t even have a conversation around that because we didn’t have the technology. Now there’s a huge opportunity for new efficiencies.”
“In terms of giving us guidance, helping us get started and partnering throughout the project, Xerox was excellent. They’re a great partner.”
