Current Contract Value: £1.3 million

49% Savings Delivered: £645,236

Southern Health NHS Foundation Trust provides community health, specialist mental health and learning disability services for people across Hampshire and its surrounding area. Serving a population of around 1.3 million people, Southern Health are one of the largest providers of these types of service in the UK. They employ around 8,000 staff who work from over 150 sites across Hampshire, including community hospitals, health centres, inpatient units and social care services.

Throughout April 2011 to March 2012, they supported 251,000 people with 1,198,000 community visits, 302,000 outpatient appointments and 267,000 occupied bed days.

Challenge

Printer Estate ‘Before Picture’

• 1,412 printers and 135 copiers across 150 sites
• 250 different makes and models
• 6 different suppliers
• Printer ages from a few months to 15 years; less than 1% covered by warranty
• Multiple software drivers in use
• Hundreds of consumable SKUs
• High IT call volumes and frequent breakdowns
• Minimal intelligence on device locations or usage
• Thousands of orders and invoices to reconcile
• Supplier invoicing lagging behind Trust changes
• Excessive toner stockpiling

Requirements

A summary of the contract requirements:

• Fixed annual pricing for Managed Print and Hybrid Mail
• VAT reclaim for fully managed services
• Next-day delivery to 180+ sites
• Desktop delivery where no R&D at sites
• Consolidated billing and reporting
• Delivery before 4pm next working day
• Electronic proof of delivery and tracking
• 4-hour response to quote requests
• DBS (CRB) checked staff for delivery and installation
• Customer order number visible on every package
• Ongoing cost-saving project services (e.g. hybrid mail)

Solution

Fleet Modernisation and Standardisation

• 6 main printer models deployed
• 70% of fleet brand new, 30% up to 3 years old
• Only 30 consumable SKUs
• Total visibility of device locations and usage
• High reliability levels
• Quarterly invoice – no need for toner POs
• 100% of fleet under warranty

Managed Services

Additional services included for Southern Health NHS Foundation Trust, scaling with adoption of the single print strategy.

Security Enforcement

• 150 different settings locked down across the fleet
• Automated security policy enforcement
• Hard drive erasure at set intervals
• Protection for sensitive documents stored on devices
• Informed by the ICO’s £325,000 fine to Brighton and Sussex University Hospitals NHS Foundation Trust

Benefits

Just a few of the benefits we were able to deliver:

• No capital spend on new and future equipment – £720,000 worth of equipment installed as part of the deal
• VAT Reclaim on service
• Guaranteed annual reduction on previous agreed total cost of ownership
• Enhanced service levels for staff
• Vendor reduction
• Efficiency savings via reduced back-office admin
• Automated toner replenishment
• No downtime on MFPs due to toner outages
• Complete, online-monitored asset register with floorplan device locations – valued at £30,000
• Use of only genuine manufacturer consumables
• Electricity savings of £36,512 over 3 years
• No market price increases
• If Trust reduces printing volume, the price reflects this