National public service broadcaster, the SABC, has dramatically decreased the number of devices it uses, replacing all printers, faxes, copiers and scanners with multifunctional devices as part of a managed output solution (MOS) project, with IT services and solutions provider, Datacentrix.
According to Zakir Rawoot, previous management accountant for logistical services at the SABC, the project was initiated to deliver on the technology strategy business imperatives. The MOS solution assists the company in reducing TCO, standardising equipment and centralising suppliers.
"We not only needed a flexible, scaleable MOS solution that fitted into our existing environment, but also a one-stop-shop service provider that could maintain and manage the devices in order for us to remain current with industry changes and new technologies."
Following a rigorous tender process, the SABC elected to partner with Datacentrix for the project, opting for HP hardware.
"We believe that the combination of Datacentrix and HP solutions presented the best fit for the SABC," says Rawoot. "BEE was a key consideration for us, with Datacentrix rated as one of the top ICT companies from this perspective. Datacentrix also met our requirements for a country-wide distribution network and a proven track record and with references."
"Continuous improvement on cost and process optimisation is made possible through this solution," says Sharoda Rapeti, Group Executive, technology, SABC. "The manner in which this project was initiated and implemented was very pleasing for me because my teams defined the problem with comprehensive diagnosis on wastage and cost factors. Through the collaborative team and technology effort with Datacentrix, they recommended a solution with defined key performance indicators which won my every support."
Says Deon Naidoo, account manager, Datacentrix: "Datacentrix's initial assessment of the original printing environment at the SABC revealed in order to assist the company in driving down the high printing costs, the complexity of the environment needed to be reduced through standardisation of equipment as far as possible, as well as consolidation of devices nationally.
"Through centralised management of all devices, the SABC is now able to monitor, in real-time, the usage and thus suitability of the implemented devices in their respective areas. The SABC now also benefits from easier cost management through printer cost allocations to the relevant departments within the organisation."
"Prior to kicking off the MOS project, we did not have any information on printer and paper usage or any control or optimisation of machines," says Rawoot.
"Technology leadership asked that we give priority to improving these poor business processes. Since bringing Datacentrix on board, for the first time we have clear visibility on printing costs - right down to the cost-per-piece of paper or per print job, and are also able to manage the costs within the organisation."
The SABC has also seen a decrease in paper usage and tighter control of users, allowing the company the ability to request a detailed usage report per user as part of Datacentrix's management solution. Service levels are also now controlled under the MOS contract, with defined key performance indicators.
"In terms of standardisation, having a blanket maintenance contract with Datacentrix means the SABC does not need to worry about failing machines affecting the business, or being tied into hardware contracts for long periods of time for individual machines, which can prove a costly management nightmare," Rawoot says.
"This also ensures that we can take advantage of newer technology with hardware updates and upgrades. Employees need spend less time on management of the devices and consumables, allowing more focus on business.
"Broadcasting is a 24/7 operation, so Datacentrix has three people on site at Auckland Park at all times to deal with any queries or problems. This type of system management allows for pre-emptive maintenance and less downtime. This means that before a user can even report an empty toner cartridge it would be replaced," says Rawoot.
Says Ahmed Mahomed, Datacentrix Group Chief Operating Officer: "Organisations are continuously looking at ways to drive down cost, improve productivity and improved flexibility to respond to business needs. One of the areas that have escaped this optimisation in all organisations, including mature IT organisations, is the output environment. Datacentrix has partnered with HP in providing a unique offering to address this. The solution is flexible and can result in a total outsource of this environment, so that organisations can focus on the core business."
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