Maximizing Efficiency: The Essential Guide to Conducting a Pre-MPS Implementation Audit


Alexander Watson

Maximizing Efficiency: The Essential Guide to Conducting a Pre-MPS Implementation Audit

Before diving headfirst into an MPS (Managed Print Services) implementation, it’s crucial to take a step back and perform a thorough pre-implementation audit. But why, you may ask? Well, I’m here to shed some light on this often overlooked, yet essential step in your MPS journey.

A pre-MPS implementation audit is like a roadmap, guiding you towards a successful and seamless transition. It helps identify potential challenges, streamline processes, and ultimately, save time and money.

Understanding Pre-MPS Implementation Audit

Talking about Pre-MPS Implementation Audit, it’s an evaluation process performed before establishing Managed Print Services in a company. This comprehensive scrutiny aims to identify potential issues, streamline tasks, and maximize operational efficiency.

What Is Pre-MPS Implementation Audit?

In the realm of Managed Print Services, a Pre-MPS Implementation Audit serves as an essential first step. It’s a comprehensive evaluation carried out prior to deploying MPS within an organization. During this audit, a thorough analysis of the existing print environment ensues: identifying the number and types of print devices, assessing usage patterns of these devices, and highlighting potential bottlenecks. This audit also articulates the goals for implementing MPS – whether it’s cost reduction, improved productivity, enhanced document security, or a combination of these and more. By illuminating the present state and future aspirations, a Pre-MPS Implementation Audit helps create an optimal blueprint for MPS implementation.

The Importance of Auditing Before MPS Deployment

Recognizing the significance of a Pre-MPS Implementation Audit, it’s an absolute must before embarking on any MPS deployment. This audit allows a business to form a clear picture of its printing needs, identify inefficiencies in its existing print setup, and understand the potential benefits of MPS. Audit findings provide critical intelligence and facilitate decision-making on the right types of print devices, suitable printing policies, appropriate print volume capacities, and optimal configuration of devices. It’s an instrumental procedure that mitigates risks, prevents costly mistakes, and paves the way for a successful MPS implementation. Ultimately, it’s a robust strategy to save time, resources, and money.

Core Components of a Pre-MPS Implementation Audit

A pre-MPS implementation audit comprises key elements that lead to a successful transition to Managed Print Services. Each component plays a vital role in assessing, evaluating, and identifying factors that influence your organization’s printing strategies. Let’s delve deeper into what these entail.

Assessing Current Print Infrastructure

First off, our evaluation brings to light the present state of your print infrastructure. Utilizing advanced tools and methodologies, we conduct a detailed analysis of the installed print devices and their usage. From the number of printers, copiers, and scanners, to their locations and accessibility, each aspect plays a crucial role. It doesn’t stop at the hardware; the audit also covers aspects such as the current print volumes, types of prints, and the costs associated with these operations. An objective review like this brings clear understanding of the strengths and weaknesses of the current setup.

Evaluating Organizational Printing Needs

The next groundwork lies in understanding the specific print needs of your organization. It’s about comprehending the patterns of print requests, identifying departments with high print volumes, and evaluating the necessity for different types of print outputs. We also factor in future print requirements based on business growth projections and planned initiatives. Armed with this knowledge, it’s possible to create a tailored MPS solution that aligns with your organization’s goals and needs.

Identifying Potential Risks and Issues

Avoidance of potential problems comes with its identification. Our audit process meticulously searches for potential risks and issues likely to impact your print environment. It could be recurring machine breakdowns, frequent paper jams, or inefficient placement of print devices. Security vulnerabilities such as unauthorized access to print devices and documents are also subject to investigation. By identifying these risks upfront, we curtail the chances of stumbling upon barriers during the MPS implementation.

Preparing for a Pre-MPS Implementation Audit

A Pre-MPS Implementation Audit marks a significant step in optimizing your business’s print environment. Preparing for this audit involves several key steps.

Assembling the Audit Team

The first step in preparing for the audit, assembling the audit team, plays a crucial part in evaluating your organization’s existing print environment. I’d advise selecting a diverse team that includes IT staff, business executives, and end-users who use the print facilities daily. This diversity ensures comprehensive analysis, as each team member brings a unique perspective to the table.

For instance, the IT staff understands the technical requirements, the business executives bring strategic decision-making skills, while the end-users provide valuable insights about functional requirements. Together, this group forms a holistic team equipped to successfully navigate the audit process.

Setting Clear Audit Objectives

Setting clear objectives guides the Pre-MPS Implementation Audit to yield productive outcomes. I’d purpose defining your objectives in specific, measurable, achievable, relevant, and timely (SMART) terms.

For example, objectives like “Reduce annual printing costs by 20% within the next financial year” or “Eliminate 30% of unused or underutilized printers within six months” give quantifiable targets. These SMART objectives guide the audit team, helping them focus on key areas and measure the audit’s success post-implementation.

Gathering Necessary Documentation and Tools

I recommend gathering necessary documentation and tools as it’s the step that significantly influences the accuracy of audit results. Comprehensive documentation provides a baseline for understanding your current print environment. It includes details like printer models, printer locations, quantity, utilization rates, printing volumes, and costs.

Leveraging audit tools also plays an integral role in gathering this data. The right tool helps in automating the auditing process, reducing human intervention, and minimizing errors. For example, you can use print management software that collects and analyzes the required metrics efficiently, helping streamline the audit process.

By following these steps, your organization is well on its way to conducting a comprehensive and effective Pre-MPS Implementation Audit.

Conducting the Audit

Carrying out a Pre-MPS Implementation Audit is a strategic process that follows a robust, logistical pattern. This section deals with the in-depth process of how to conduct an audit with a focus on three critical areas; reviewing hardware and software resources, analyzing workflow and user behaviors, and conducting a cost analysis of current printing practices.

Reviewing Hardware and Software Resources

Begin by examining the existing hardware and software resources, as it forms an integral part of the audit. Consider both the capitalized, tangible assets and intangible assets. These resources can range from physical printers, multifunction devices, scanners, enterprise-grade print servers, print and document management software, to virtual printing tools. Closely scrutinize their current condition, maintenance records, and usage statistics using dedicated audit tools, for instance, a device such as HP Web Jetadmin can provide a comprehensive report. This review offers an understanding of any potential issues or areas of inefficiency in the existing set-up.

Analyzing Workflow and User Behaviors

It’s important to explore how print services integrate with the existing workflows and user behaviors. Investigate which print tasks are common, the specific user groups involved, frequency, and the magnitude of print jobs. Deploy behavioral analytics tools to gather insights on printing habits, user requirements, and document management. For instance, print management software like PaperCut can track and report on this data. Understanding these patterns aids in predicting future trends, thus enabling better decision-making.

Cost Analysis of Current Printing Practices

Lastly, carry out a cost analysis of existing printing practices to understand the financial implications better. Factor in direct costs such as paper, toner, device maintenance, and even energy consumption. However, don’t forget to consider indirect costs like IT support, unproductive time spent by employees on print-related issues, and waste generation. Use cost analysis tools such as Canon’s uniFLOW software to automate this process. It provides a detailed break-up of costs associated with your print environment, thus setting benchmarks for cost savings post MPS implementation.

Utilizing Audit Findings for MPS Strategy

Building on the successful Pre-MPS Implementation Audit, I’ll guide you through how these audit findings can directly influence your MPS Strategy. From optimizing operations to planning for change and designing an implementation roadmap, let’s delve into the practical applications of these audit findings.

Recommendation for Optimization

Based on the Pre-MPS Implementation Audit, I’ve identified several areas for optimization. For instance, the audit revealed numerous outdated printers (e.g., Model X and Model Y) that may be consuming an excess amount of energy and supplies, indicating that it’s time to upgrade to more energy-efficient ones. Another discovery included the redundant printing instances in department A and B, leading to wastage.

Reconfiguring print workflows towards digital alternatives, such as cloud-based storage or electronic document management solutions, is a worthwhile option. These examples highlight the direct influence the audit findings have on identifying practical steps towards optimization, with the goal of reducing costs and improving overall operational efficiency.

Planning for Change Management

Understanding the current printing environment paves the way for effective change management. Key to this is identifying the areas of resistance. For example, if the audit findings reveal a high usage of physical documents by a particular department, say the HR department, it indicates a possible resistance to transition to digital document management.

Here, my approach involves creating awareness about the benefits of MPS, such as cost-efficiency, faster processing times, and improved accountability. A well-planned training program can also aid in mitigating these resistances, ensuring a smoother transition to the new MPS strategy.

Designing an Implementation Roadmap

Informed by the audit findings, the process of creating an MPS strategy implementation roadmap becomes more precise. The identified inefficiencies, costs, and user behaviors form the basis for setting up milestones and targets.

For example, once established that department X spends an excessively high amount on printing costs, an immediate milestone could be to revamp the document management system of department X within the first quarter of the implementation process.

A well-structured roadmap serves not just as a schedule, but also as a clear indicator of the progress of the MPS strategy implementation. This, in turn, could motivate stakeholders by showcasing tangible improvements as a direct result of the MPS strategy implementation.

Common Challenges and Best Practices

Transitioning to new systems like Managed Print Services can be a challenging endeavor for any business. This transition often presents multiple hurdles. Across my extensive experience, I’ve identified some recurring common challenges and best solutions to smoothen the transition journey.

Overcoming Resistance to Change

Human nature inherently resists change, a factor that often impedes the smooth implementation of MPS management systems. However, resistance isn’t an insurmountable obstacle. Clear communication stands as one of the most efficient solutions for this hindrance. By transparently conveying the benefits of the change and addressing concerns head on, businesses can manage the transition smoothly.

For instance, if employees understand why the switch to digital workflows aid productivity, they’re more likely to accept the change.

Ensuring Security and Compliance

Another significant challenge businesses frequently face relates to security and compliance during the MPS implementation stage. Here, the best practice revolves around appointing a dedicated management person or team. This team manages both security protocols and ensuring strict adherence to compliance regulations.

An example here would be the Health Insurance Portability and Accountability Act (HIPAA) in healthcare institutions. Appointing a HIPAA compliance officer ensures proper handling of protected health information in the printers and print workflows.

Continuous Improvement Post-Implementation

Implementing MPS doesn’t mark the end of the journey; ongoing improvements post-implementation are crucial. After all, technological advancements are perpetual. By continually reassessing MPS strategies and working with MPS providers for regular audits, businesses can stay abreast and ensure optimal system performance.

In a manufacturing firm, for instance, continuous improvement might involve identifying areas where 3D printing technology could be integrated into the existing MPS system for better efficiency.

By considering these common challenges and remedies, businesses can successfully navigate the potential pitfalls of MPS implementation and experience a seamless transition.


It’s clear that a Pre-MPS Implementation Audit isn’t just helpful—it’s vital. It paves the way for an efficient, cost-effective Managed Print Services implementation. By assembling an all-star audit team and conducting a comprehensive review, businesses can identify areas for improvement and plan for change. Overcoming resistance, ensuring security, and promoting continuous improvement are all part of the journey. With a robust audit in place, businesses are better equipped to navigate the transition to MPS. Remember, the goal isn’t just to implement MPS—it’s to optimize your print environment and drive operational efficiency. So don’t skip the audit. It’s your roadmap to success.

Leave a Comment