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Overview
A government ministry operating across multiple offices was managing its print environment through a mix of owned devices, ad hoc toner purchases, and reactive maintenance calls. The lack of a structured programme meant inconsistent print availability, unpredictable costs, and significant staff time lost managing consumable procurement and device faults.
Western Premium was engaged to consolidate the entire print environment under a single managed programme — covering equipment, servicing, and consumables.
Challenges
- Fragmented Print Fleet – A mix of devices from different vendors with no standardisation, making maintenance and sourcing inefficient.
- Uncontrolled Consumable Spend – Toner and consumable purchases were decentralised, leading to overspending and stockouts.
- Reactive Maintenance – Devices were only serviced when they failed, causing disruption to document-heavy workflows.
- No Usage Visibility – Management had no data on print volumes, cost per page, or device utilisation across locations.
Solution
Western Premium audited the existing print fleet, assessed volume requirements by location, and designed a standardised replacement plan. All existing non-compliant devices were phased out and replaced with a unified fleet under a fully managed agreement.
- Fleet Standardisation – Replaced fragmented devices with a unified, right-sized fleet across all ministry offices.
- Managed Toner Supply – Implemented automatic consumable replenishment based on real-time usage monitoring, eliminating stockouts.
- Scheduled Preventive Maintenance – Regular servicing cadence introduced to reduce device failures and extend equipment life.
- Usage Reporting – Monthly reports delivered on print volumes, cost per page, and device health across all locations.
Results
- 42% Reduction in Print-Related Downtime through preventive maintenance and faster response.
- 28% Cost Saving on consumables through consolidated procurement and usage-based replenishment.
- Full Visibility into fleet performance, enabling data-driven decisions on future equipment needs.
- Zero Stockouts on toner and key consumables since programme launch.
Conclusion
The managed print programme gave the ministry complete control over its print environment — from device availability to consumable spend — under a single, predictable agreement. Western Premium manages the full programme on an ongoing basis, ensuring continuity and cost efficiency across all offices.
