Are you asking yourself…

• How much are we spending on desktop, workgroup, production, and commercial printing services?            
• How does our total document expense compare to that of our key competitors?            
• What factors contribute to these costs?            
• Is there a way to assess these costs and can you do it for free?            
• How much money could we save and how?            
• How much of an investment in time and money is needed to properly assess our document costs?            
• Does this require a detailed on-site audit?

The Solution: Enterprise Document Assessment Services

InfoTrends/CAP Ventures’ enterprise document assessment services offer organizations choices. You can approach enterprise document assessment through a range of models and services that are designed to meet your specific requirements and budget. 

Our approach is based on blending our own expertise with the capabilities of ALL Associates Group’s EDAM® (Enterprise Document Assessment Methodology) Expert System.

Your assessment can extend over office, production, and commercial document environments and cover basic costs, such as equipment supplies and maintenance, as well as the burdened costs associated with the entire document lifecycle.

EDAM Predictive Model

The EDAM Predictive Model provides you with an almost instant “reasoned estimate” of your company’s enterprise-wide document expenditure and where the major costs occur. This model is proven to be accurate within 2% to 4% of your companies’ actual document costs. The model also provides metrics and insight to the potential size and scale of savings that may be available. This fee-based service ranges from $4,000 to $6,000 depending on the size and complexity of the company.

Customer requirements are minimal to none. All we need is confirmation of total number of full-time equivalent employees, key financial figures such as gross revenues and total expenses, and specification of business operations defined by SIC or NAICS classifications.

The output of the EDAM Predictive Model is an executive-level summary containing:

• An indicative view of the direct and indirect costs of electronic and printed documents in the Office Document environments across your Enterprise            
• An indicative view of the volume (pages) of hard-copy output across office output devices within your enterprise or selected establishments            
• An indicative view of size, scale, and location of potential “bottom line savings” and improved business efficiencies            
• An environmental impact report

Delivery time: Typically one week, following the initial customer input.

Advantages: Quantifies the opportunity for improvement and enables you to realize savings in a shorter period of time.

EDAM Collaborative Model

The Collaborative Model is carried out with the same statistical methodology as the Predictive Model. However, it also includes detailed information from the client. InfoTrends/CAP Ventures’ analysts will assist in the specification of the data types required, which normally include:

• In-depth financial details, business reporting metrics, and fixed asset register files            
• High-level HR data by job types, business unit, and location            
• Procurement records            
• IS architecture and deployment            
• Organizational structure and operational establishments            
• Existing supplier-provided data

This fee-based service ranges from $20,000 to $25,000 depending on the size and complexity of the company.

The data collection is analyzed by our staff members, using the EDAM databases and algorithms as a base measurement guide. Missing or erroneous data sets are “corrected” by using EDAM’s industry standard metrics. The Collaborative Model report is typically based on 35% - 45% actual data, with the remainder being statistically modeled to derive a reasoned view of the overall burdened costs.

Delivery time: Typically two to three weeks, following completion of customer input.

Advantages: A more refined view of existing costs that provides an additional confidence level for your organization to prioritize next steps, without the need for excessive internal resources.

EDAM On-Site Assessments & Custom Projects

On-Site Assessments contain all of the components of the EDAM Collaborative Model, but adds an “on-site” review process by an engagement team. The rationale for the on-site portion is to conduct a rapid physical assessment in selected parts of the enterprise.

The on site work is used to establish:

• End-user attitudes and cultural/organizational dynamics, often including rapidly deployed quantitative end user surveys            
• Additional physical device data collection through hardware manufacturer’s assessment tools or page auditing software            
• Detailed IS Enterprise Application Integration issues            
• Detailed end-user support issues            
• Robust mapping of key business processes and their associated document flows            
• A clear understanding of the critical business objectives and measurement metrics used within the Company against which any EDAM proposals need to be directed

The final deliverable in an on-site assessment or custom project can vary based on the size and scope of project. Deliverables can include a detailed enterprise-wide report, supplemented by finely tuned insights into the areas of the organization in which the physical audits took place. Results of these assessments can include an on-site presentation by an InfoTrends/CAP Ventures analyst.

Delivery time: Typically three or four weeks following completion of an on-site assessment process. This can vary based on project size and scope.

Advantages: Organizations start realizing significant savings in a shorter period of time. With the right plan, approach, and technologies, we have seen customers saving up to 30% of existing costs over a period of 18 months.

Contact Us Today to Get Started

If you are interested in learning more about our enterprise document assessment capabilities or would like to have an open discussion with one of our consultants, please contact Scott Phinney at scott_phinney@capv.com.

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