Discover your optimal office document strategy
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 behaviour 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
Océ Office assessment process
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
Phase 4: Presentation
Phase 5: Termination
- Remove installed software
- Remove link to web survey and stored survey data
- Clean up and hand over all information to customer
Océ Office assessment methodology
Océ uses both quantitative and qualitative measurements to assess a company’s printing needs and behaviours. 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.
RWE (CIO Office):
“You are the 4th vendor that presents its’ assessment approach to RWE. Your angle is very different. The other vendors stressed the importance of savings costs by replacing printers by MFD’s. You put the emphasis where we feel that it needs to be - the end-user and his workflow.”
Alte Leipziger Versicherungen (Corporate IT):
“Your story is completely different to the stories of your competitors. They more or less presented their print tracking tools. You present a methodology to determine our current state - quantitative and qualitative- and ways to successfully implement a new printing strategy in the Office. This is pure added value!”
PCM Uitgevers (Corporate IT):
“Océ convinced us because of their professional approach, clear, well-thought of description of the Assessment process and their different angle on this topic - focussing on end-user acceptance.”
