Document Workflow Study

Exclusively Prepared for:

Mary Dunbar

XYZ Company

456 N. Central Avenue

Anytown, Arizona

85000

November, 30 2004

Accram, Inc. Contact Information:

Accram Sales Rep

Accram, Inc.

2901 W. Clarendon Ave

Phoenix, AZ 85017

Primary Phone: 602-264-0288

Secondary Phone: 800-786-0288

Fax Number: 602-277-8785

Primary Email Address: sales@accram.com

Secondary Email Address: sales@accram.com

The information contained in this proposal is valid through April 15, 2005.

Company Overview

Accram is one of the largest independent system support firms in the United States and has earned a reputation for high quality workmanship and dedication to customer satisfaction.  Headquartered in Phoenix, AZ. Accram has been providing single source solutions to thousands of customers since 1981.

With Accram at your side, you will experience a "partnership" between your staff and our team of highly trained professionals.  Our team approach to service enhances the quality of our client’s support experience.

 The ability to offer nationwide service is greatly enhanced by Accram’s Virtual Office (VO) tool.  This proprietary software was developed in house to allow our service department to track technicians and parts.  VO allows our clients to:

·        Log service calls online

·        Track service call status

·        View tech notes and parts orders – real time

·        View open and closed service calls

·        Review location and/or all locations history. You decide.

·        Email notification upon service activity 

You define how you want VO to look. You can view service calls by area of responsibility, geographical area, or by location. You can decide how you want to view your service activity. By your choice, you can be emailed every time we perform an action on a service call. You can watch our progress online and/or review emails from service activity. Email notification can be on a location basis and/or login basis. You decide.

 VO also has a graphical reporting feature called Root Cause Analysis (RCA).  RCA allows our clients to track common failures per equipment type. Each area of the graph is clickable so you can drill down to individual service calls. You decide what root cause failures you want to track. You may want to define root cause by type of printer, by type of equipment (PC, Printer), by type of service (installation, maintenance service, Preventative Maintenance), or by your choice. You decide how to track service activity. Many of our clients use root cause analysis to determine when to replace a particular type of printer in their printer fleet.

Our Field Service department consists of a General Manager, who has over 10 years of experience in IT project management.  As well as, a senior staff of technicians who have experience in repair and maintenance with certifications from Kyocera, CompTia and most major manufacturers.  Accram’s continuing education program ensures our technicians receive continual training to keep current on today’s changing technology.

At Accram we have the ability to offer you and your company these additional services;

·        Our Field service team provides onsite and Depot repair services for all of your business needs.  Services include, but are not limited to:

·        Printer Repair and Maintenance

·        Hardware repair of PC's and Servers

·        Custom plans that provide both printer maintenance and Accram label toner cartridges, to serve your needs.

·        Inventory and toner stock management with a logistics department that maintains over $500,000 in inventory.

·        A cabling team with over 15 years experience in voice and data cabling, and WiFi solutions

·        Accram’s Network Operations Center enables Accram to provide;

·        Internet and Email Services

·        Remote Monitoring of your network

·        Configuration of LANs and WANs

Accram is proud to be a single source provider of technology solutions.  Providing our clients a single point of contact for all of their support needs eliminates finger pointing between service providers, reduces associated costs when using multiple vendors, and increases your employee productivity by allowing them to focus on your core business.

Our corporate philosophy is simple: We are responsible for our client’s complete satisfaction.  If we do not serve the client well, someone else will.

Kyocera Mita America, Company Overview

About Kyocera Mita America, Inc

Kyocera Corporation was founded in 1959 as a producer of advanced ceramics. By combining its advanced technology and fine ceramics with metals and plastics, Kyocera rapidly became a leading supplier of wireless phones, semiconductor packages, electronic components, cameras, solar energy systems, industrial ceramics, and the revolutionary ECOSYS® laser printers. The merger of Kyocera and Mita combined one of the world’s leading printer manufacturers with superior copier-based technology. This strategic relationship formed an industry powerhouse with decades of document imaging expertise. Since that merger, some of the world’s most successful businesses and institutions have come to rely on the superior line of document imaging products offered by Kyocera Mita.

As a subsidiary of Kyocera Corporation, Kyocera Mita America manufactures and markets network-ready monochrome and color multifunctional products and laser printers, digital laser facsimiles, as well as multifunctional wide format imaging solutions. Kyocera Mita also incorporates a broad portfolio of software and network solutions into tailored document solutions to meet the business objectives of small workgroups to enterprise environments.

Innovation

Innovation is the successful application of creative thinking and new ideas, and is a vital ingredient for productivity and achievement within the technology industry. As a rapidly emerging leader in the document imaging environment, Kyocera Mita combines engineering and design expertise with cutting edge innovation, to make people’s professional lives easier and more productive. Through high performance, end-to-end digital imaging solutions, Kyocera Mita delivers powerful and reliable solutions, as well as the industry’s lowest Total Cost of Ownership.

Recognition

At Kyocera Mita, we are confident that our advanced line of MFP/Copiers, Printers, Wide

Format, and Fax solutions make life simpler and business more productive. In fact, noted technology publications such as PC Magazine and e-Week, as well as leading industry analysts like Buyers Laboratories and BERTL consistently recognize our products among the most innovative document solutions available. Their accolades reflect our continued commitment to revolutionizing the industry. Our technological innovations combined with our low Total Cost of Ownership are quickly making us the top choice of businesses in the world. As a result, in a nationwide survey conducted by Industry Analysts, Inc., Kyocera Mita was ranked #1 in reliability two years in a row by true experts in product performance — the dealer service managers.

Commitment

Our commitment is very straightforward: we strive to provide businesses with document solutions that simplify professional life and enhance productivity. Through a wide array of cutting edge technologies, Kyocera Mita solutions offer enormous opportunity for reducing your costs, while continuing to satisfy your document requirements.

Executive Summary

This proposal will act to provide decision support for XYZ Company

• This proposal will offer information and insights relative to:

• The objectives for XYZ Company for changing document technology

• The current document technology scenario of XYZ Company

• Kyocera’s proposed solutions

• Total Cost of Ownership of XYZ Company for this recommended solution

• Financial Analysis (current vs. proposed methods)

• The acquisition options for XYZ Company

• Benefits of Kyocera’s proposal

• Kyocera’s supporting documentation

Objectives

• Reduce operating expenses relative to producing and distributing documents

• Streamline operations for production and distribution of documents

• Streamline vendor administration relative to producing documents

• Support human resources with technology enabling them to do more with less

• Improve reliability and uptime by replacing obsolete technology with emerging  

technology

• Improve the quality of documents

• Simplifying purchasing by consolidating vendors

• Online Management of Service and Toner activity

• Reduce physical document storage space

• Plan for future expansion and technologies

This proposal will provide a road map for implementing the proposed solutions by identifying the steps our organizations must take in order to successfully meet the objectives of XYZ Company and deliver the benefits promised in this proposal.

Current vs. Proposed Cost Comparison

Current vs. Proposed Costs Comparison

Monthly costs include toner cartridge yields, toner cartridge costs, maintenance kit yields, maintenance kit costs, and hardware maintenance. Accram used page counts gathered during a preliminary site survey, and from pricing information provided by XYZ Company. On units without page counts, or where data was not available, industry standard averages were used. Amounts shown below include ongoing monthly costs and do not include capital expenditure.

. 

Benefits of Proposed Multifunctional Technology

• Improved productivity and reduced operating cost via consolidation of:

• Number of capital expenditures for copiers/printer/fax/scanner

• Number of vendors related to copying, printing, faxing, scanning

• Number of consumables (toner cartridges) requiring management

• Amount of office space dedicated to document technology

• Number of human steps involved in producing and distributing documents

• Increased workgroup and personal productivity

• Reduced walking from device to device and waiting at each

• Reduced human interaction at each device

• Improved job turnaround times

• Ability to leverage IT investments by harnessing existing network infrastructure,

intranet, and the internet with connected Multifunctional document devices to produce and distribute documents

Proposed Kyocera Solutions

Accram, Inc. has carefully evaluated the current document management and output environment at XYZ Company and has developed a customized solution to meet your objectives.

•  Reduce operating expenses relative to producing and distributing documents

• Streamline operations for production and distribution of documents

• Streamline vendor administration relative to producing documents

• Support human resources with technology enabling them to do more with less

• Improve reliability and uptime by replacing obsolete technology with emerging

technology

• Improve the quality of documents

• Simplifying purchasing by consolidating vendors

• Reduce physical document storage space

• Plan for future expansion and technologies

The recommended Kyocera document solutions for XYZ Company consists of the following hardware configurations:

 Kyocera CS-3035 30 PPM Workgroup Multifunctional System

Desktop Digital Copier with Standard 2 x 500 Sheet Paper Drawers plus 200 Sheet Multipurpose Tray. Standard Duplex. Print/Scan System and Network Fax. Document Processing, paper Handling and Finishing. Hard Drive for Document Management.

 Kyocera CS-5035 50 Page Per Minute Workgroup Multifunctional System

 Desktop Digital Copier with Standard 2 x 500 Sheet Paper Drawers plus 200 Sheet Multipurpose Tray. Standard Duplex. Print/Scan System and Network Fax. Document Processor, paper Handling and Finishing. HDD for Document Management.

 Kyocera CS-C850D 8/31 PPM Small Workgroup Full-Color/Monochrome Multifunctional

Fully-functional 31 cpm digital workgroup multi-functional system with 150 sheet Multi-Purpose Tray (MPT), 500 Sheet Paper Drawer, with the ability to output color pages at 8 cpm and handle up to 121b Index through the MPT. Standard Duplexing, Print, Scan, and Fax System.

 Kyocera KM-C3130 31/31 PPM Workgroup/Enterprise Full-Color/Monochrome MFP

Fully-functional 31/31 cpm digital workgroup full-color system with 250 sheet Multi-Purpose Drawer (MPD) 500 Sheet Paper Drawer, 256MB Standard Copy Memory, with the ability to handle full-bleed paper and up to 140lb Index through the Multi Purpose Drawer. Print/Scan/Internet Fax Controllers, and Optional Finishers that Edge Staple, Saddle Stitch, V-Fold, and Punch.

 Kyocera FS-1010n 5 PPM Small Workgroup Network Monochrome Laser Printer

• Desktop Printing system for the busy user

• Outstanding 600 DPI Quality

• Network Interface

• High Memory Capacity to Accommodate the Most Resource Intensive Requests

• Low Total Cost of Ownership (TCO)

  Kyocera FS-3820n 29 PPM Workgroup Monochrome Network Laser Printer

• 500 sheet standard Paper Drawer

• 100 Sheet Multi-purpose Tray

• Standard 64MB of RAM

• Standard Network Interface

 Kyocera FS-3830n 35 PPM Workgroup Monochrome Network Laser Printer

• 500 sheet standard Paper Drawer

• 100 Sheet Multi-purpose Tray

• Standard 96MB of RAM

• Standard Network Interface

Kyocera FS-C5016n 17 PPM Small Workgroup Full-Color/Monochrome Printer

This compact 17ppm letter-size full-color tandem ECOSYS workgroup printer is capable of imaging at 600 dpi for crisp colorful corporate documents. In addition, the fast PowerPC750CXe 400MHz CPU, process documents quickly for maximum productivity and minimum wait time. Plus, standard 10/100BaseTx and convenient KX driver installation, makes the FS-C5016N an easy addition to corporate networks. The FS-C5016N comes standard with 96MB RAM (608MB Max), (1) 500 sheet paper drawer plus 100 sheet Multi-Purpose Tray.

Procurement Recommendation

The following procurement options have been recommended:

•   Per page plan

•   60 month leasing program

•   Purchase plan

Benefits of Proposed Solutions

Benefits of a Per Page Plan

By implementing multifunctional document technology connected to the network of XYZ Company, XYZ Company can improve productivity and reduce operating cost via consolidation of the number of capital expenditures for copiers, printers, faxes, and scanners. In addition XYZ Company can consolidate the number of vendors related to copying, printing, faxing, and scanning as well as the number of consumables (toner cartridges) requiring management. Valuable office space currently dedicated to document technology can be consolidated resulting in more space available for growth.

Significant costs savings can be realized by reducing the number of human steps involved in producing and distributing documents as connected multifunctional devices eliminate the time consuming walking from device to device and then idly waiting for job production. Multifunctional technology offers an opportunity to improve the Return on Investment (ROI) on IT infrastructure by harnessing the existing network with connected document devices to distribute documents over the network and the Internet. This e-distribution process results in costs savings in long distance fax charges, courier services, and postage. By placing multifunctional document technology on a Per Page acquisition program, XYZ Company can bundle the acquisition, supply, and service fees into a cost effective and convenient agreement that streamlines the administration of the devices and related invoice processing. Bundling the acquisition, supply, and service costs into a per page program will limit the financial impact on cash flow, allow XYZ Company to pro-actively budget for all related operating expenses, exercise buying power, and gain single source vendor accountability.

The proposed Kyocera document solution provides a number of productivity-enhancing features including:

  Common accessories for most models

• Wide variety of finishing options for quick and professional looking documents

• Unitized maintenance kits which simplify supply ordering

• Long-life consumables to reduce supply usage and costs

• Universal print driver

• Common controller across entire product line

• Comprehensive network management tools

Benefits of a Lease Program

 By implementing multifunctional document technology connected to the network of XYZ Company, XYZ Company can improve productivity and reduce operating cost via consolidation of the number of capital expenditures for copiers, printers, faxes, and scanners. In addition XYZ Company can consolidate the number of vendors related to copying, printing, faxing, and scanning as well as the number of consumables (toner cartridges) requiring management. Valuable office space currently dedicated to document technology can be consolidated resulting in more space available for growth.

Significant costs savings can be realized by reducing the number of human steps involved in producing and distributing documents as connected multifunctional devices eliminate the time consuming walking from device to device and then idly waiting for job production. Multifunctional technology offers an opportunity to improve the Return on Investment (ROI) on IT infrastructure by harnessing the existing network with connected document devices to distribute documents over the network and the Internet. This e-distribution process results in costs savings in long distance fax charges, courier services, and postage. By placing multifunctional document technology on a Lease Plan, XYZ Company can acquire state of the art products and services without the burden of capital outlay. Lease programs provide for a consistent payment which will limit the financial impact on cash flow and allow XYZ Company to pro-actively budget for all related operating expenses.

The proposed Kyocera document solution provides a number of productivity-enhancing features including:

• Common accessories for most models

• Wide variety of finishing options for quick and professional looking documents

• Unitized maintenance kits which simplify supply ordering

• Long-life consumables to reduce supply usage and costs

• Universal print driver

• Common controller across entire product line

• Comprehensive network management tools

Benefits of a Purchase Plan

By implementing multifunctional document technology connected to the network of XYZ Company, XYZ Company can improve productivity and reduce operating cost via consolidation of the number of capital expenditures for copiers, printers, faxes, and scanners. In addition XYZ Company can consolidate the number of vendors related to copying, printing, faxing, and scanning as well as the number of consumables (toner cartridges) requiring management. Valuable office space currently dedicated to document technology can be consolidated resulting in more space available for growth.

Significant costs savings can be realized by reducing the number of human steps involved in producing and distributing documents as connected multifunctional devices eliminate the time consuming walking from device to device and then idly waiting for job production. Multifunctional technology offers an opportunity to improve the Return on Investment (ROI) on IT infrastructure by harnessing the existing network with connected document devices to distribute documents over the network and the Internet. This e-distribution process results in costs savings in long distance fax charges, courier services, and postage. By purchasing multifunctional document technology outright, XYZ Company can eliminate the finance charges that are associated with leasing programs. The Purchasing option will provide XYZ Company with the lowest total cost of ownership over the life of the technology.

 The proposed Kyocera document solution provides a number of productivity-enhancing features including:

   Common accessories for most models

• Wide variety of finishing options for quick and professional looking documents

• Unitized maintenance kits which simplify supply ordering

• Long-life consumables to reduce supply usage and costs

• Universal print driver

• Common controller across entire product line

• Comprehensive network management tools

Acquisition Options

Per Page Plan

Accram, Inc. is pleased to offer XYZ Company the following Per Page acquisition plan(s), designed with the objective of meeting the requested financial requirements as outlined by Mary Dunbar.  

Pricing Valid through April 15, 2005

Plan Description: Per Page Plan