Océ Office Assessment Services

Improve your office document process through structured analysis

Cut costs and improve printing workflow in your office with a structured Océ Office Assessment. It uses sophisticated print-data collection software to document your organisation’s printing behavior and assess the cost implications. And questionnaires and interviews to reveal document workflow(s), end-user habits and production-related requirements. From this you’ll receive a vendor-independent recommendation on how to improve your workflow.

Ensure stakeholder buy-in

Océ involves end users, management, printroom managers, staff, IT management and other relevant stakeholders in the assessment process. We analyse stakeholders’ needs, concerns and –most importantly—daily frustrations, and include answers to these in the recommended solutions. The results? A firm foundation for acceptance and buy-in at all levels of your organisation.

Choose your vendor-independent solution based on real data

The Océ Assessment report gives you clear insight into your organisation’s printing challenges. It includes a management summary, cost analysis, IT issues, end-user issues, recommendations and a vendor-independent solution proposal.

Transform your printing workflow using a detailed roadmap

Your Océ Office Assessment provides a detailed blueprint for improving your organisation’s printing. This includes a timeline and a series of actionable steps for continuous progress. If you implement the recommendations you can expect to:

• Reduce your costs
• Streamline your business processes
• Improve employee productivity
• Uncover new business opportunities 

The Océ Office Assessment follows a structured process that includes five phases: preparation, data collection, data analysis, presentation and termination. An Océ Office Assessment generally takes three to five months to complete.

The following is a breakdown of the various phases.

Phase 1: Preparation

•  Appoint a project manager and project group
• Provide tooling for testing and acceptance
•  Receive and approve web-based, end-user survey questions
•  Get commitment from the relevant managers and inform end users about the project

Phase 2: Data collection

• Collect cost figures and document current conditions
• Monitor and document print activities on both networked and non-networked devices
• Collect input from relevant user groups through web surveys and interviews

Phase 3: Data analysis

• Analyse collected data
• Extrapolate results to the total organisation
• Discuss content and conclusions and generate final assessment report

Phase 4: Presentation

• Prepare presentation
• Gain project group agreement on presentation
• Make presentation

Phase 5: Termination

• Remove installed software
• Remove link to web survey
• Clean up and hand over all information to customer

Océ uses both quantitative and qualitative measurements to assess a company’s printing needs and behaviors. The use of both quantitative and qualitative methodologies allows Océ to design solutions that balance both soft and hard requirements in a company.

The following is an overview of the methodologies used.

Quantitative assessment

The quantitative assessment does measurements of hard data. It uses a sophisticated but non-intrusive software that determines:

• The number of printers used and number of prints produced in a company
•  The number of users
• The cost of printing

This quantitative analysis is based on a company’s cost figures and actual document production.

Qualitative assessment

The qualitative assessment measures a company’s soft facts, such as how documents are printed (colour, finished, etc.) and why these special features are used; how printroom services are rated; and what document processes are business critical. Océ provides a user needs survey to get at this information. In addition, the user survey begins the process of user acceptance of the new printing procedures.

Océ supplements this questionnaire with selective interviews across the organisation. These interviews give a more in-depth picture of a company’s printing workflow.