Think
S
M
A
R
T
|
“A
Systems
Management
approach directed to achieving client’s goals. Action
and Results
oriented program,
utilizing Technology
in an effective manner”
S
- M - A - R - T
Quick
Reference
Executive
Summary - The Vision
-
Comprehensive
analysis and review of forms in conjunction with desired business
process and related controls.
-
Efficient means of
designing, acquiring, storing, distributing, using and enhancing
current forms and documents.
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Technical training provided
to client personnel.
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Access to information
permitting exploitation of useful technology to improve forms
functionality.
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Use of web based tools to
manage process. Personalized E-Commerce site provided.
-
A business partner who
understands client’s business, consults when appropriate and
delivers on defined set of objectives.
-
Management has an auditable
process to track costs, effectiveness and make informed decisions.
Savings are carefully documented.
Under
traditional systems, only “How Many” (volume)
of forms is primarily considered.
Under SMART, the “Why” (business
purpose), the “How” (compatibility
with Information Systems) and “How Many” is taken into
account.
“A Systems
Management approach
directed to achieving client’s goals. Action
and Results oriented
program, utilizing Technology
in an effective manner”
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Definition
of “Forms”:
All consumable and office
documents-printed and electronic required to fulfill business cycles
and functions.
Includes:
-
Traditional continuous, snap
out, cut sheet, stock/custom business forms.
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Envelopes, letterhead,
business cards—stationery.
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Checks and other secure
documents.
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Labels + tags—paper and /
or synthetic.
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Electronic forms and Auto ID
solutions (bar-coding).
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Software to design,
generate, fill, process and manage forms.
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Processing services such as
mailing, printing, fulfillment, etc.
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Supplies directly related to
above including ribbons, toner, inkjet cartridges, paper rolls,
etc.
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Equipment directly related
to above including computers, printers, scanners, readers,
folders/sealers etc.
-
Turnkey
forms/software/equipment/maintenance solutions (may
be provided with business partners)
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WHY
SMART
?
|
Current Forms
Usage within companies |
| + |
Market
Conditions |
| = |
Missed
Opportunities for Efficiency & Savings. |
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Products are perceived as
commodities by clients/users.
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Primarily paper based mfg.
via traditional printing methods.
-
Does not always correlate
with business process intended for that form.
-
Entrenched purchasing
process made up of (one or more of the following):
a)
Entrenched Vendors.
b)
Bidding Process.
c)
Long term contract driven (primarily price based).
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No forms systems specialists
on staff. Ordering handled by lower echelon employees.
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Ad hoc review generally
reactive to problems.
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Occasional or persistent
stock outages OR excessive and/or obsolete inventory .
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Product storage and
distribution based upon limited or erroneous data.
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Reactive and secondary to
software design.
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Poor or inadequate ROI
analysis.
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True cost of forms a
“hidden” cost and thus not a management priority.
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Either selling output of
owned printing equipment or using traditional mfg. methods and
sources.
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Excessive vendors chasing
diminishing traditional business forms and marketing many items
besides forms.
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Focusing on volume and
trying to make the most on each order.
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Slow infrastructure change
to address changing marketplace.
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Other business challenges
distracting from possible problem with business forms.
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Reactive decision making to
counteract fear of business loss.
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Missed Opportunities for Users
-
Lost productivity.
-
Negative impact on
competitiveness.
-
Wasted resources/capital.
BENEFITS = VALUE derived
with SMART
-
Quality product at a
competitive price (price savings documented + systems to monitor
same).
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Reduced procurement costs
(avg. cost to generate a PO is $150/PO).
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Time Saved &
Responsiveness enhanced (making client’s employee time more
valuable).
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Reduced risk of failure
(product/svc. performance guarantee via established systems &
methods).
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On-going info. to increase
effectiveness of products provided (helping client org. be more
effective).
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Identification of a specific
company. Based upon industry research and / or referral.
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Contact of identified
company to ascertain interest and viability.
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Presentation to establish
process detail.
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Initial audit to
substantiate value.
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Approval for comprehensive
audit to establish action plan.
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Completion, review and
approval of audit.
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Installation of solution.
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Training of client
personnel.
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Management of program for
continual improvements.
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