Xerox Assessment Tools We can help you... do more.

Where are you looking to improve your business? Whether your concerns are around increasing the productivity of your workforce, heightening security through electronic workflows, reducing costs through asset optimization, managing your carbon offset or keeping a keen competitive edge, we have the tools to help you understand where you are today, and recognize where we can go together.

We are recognized in the industry for leveraging Lean Six Sigma methodologies not only within the company to drive to benchmark performance, but also in helping our customers. We have tools and methodologies to help capture the opinions of the people that matter — your employees. We’re ready to help you achieve your business priorities, whether workflow assessments, or ways to increase color without increasing cost to hone your competitive edge.

We have a strong story to tell when it comes to assessment, and you’ll discover that this is only the beginning of the journey.

Xerox Assessment ToolsWe can help you... reduce costs.

Do you know what your current printing costs are? It’s a pretty simple question. But the answer isn’t as straightforward as you might think. First, you need to know how many devices are in use, which leads to whether you’re talking about a printer or a fax machine. How do you account for a device that’s capable of network printing but is underutilized when compared with competing desktop devices?

We’re experts in helping you optimize not only how much you spend on your print infrastructure, but also how to most effectively use your print environment. We can help by discovering the numerous devices on your network, and the rogue devices connected directly to users’ desktops.

Problem: A mid-size business with 100 employees at one of the larger offices is just now coming to terms with supplies costs that seem out of line with the size of the office. Nobody has a good answer to the number of devices in use.

Opportunity: Understand the print environment through simple device discovery. Play a what-if scenario prior to making plans for implementation.

Solution: Use Xerox Device Data Collector to quickly scan the network for both networked and local devices to determine the level of usage for each device. Capture the results in an online tool and test different deployment scenarios to migrate print volume using the Xerox Office Productivity Advisor.

Solution Blueprint:Xerox Device Data Collector (XDDC) is a web browser-enabled product that runs on your desktop with Microsoft’s ClickOnce technology. Once your Xerox representative provides you with your custom URL, you’ll simply select “Scan” to identify devices residing on your network; the total number of impressions made by the devices; as well as how many of those impressions were color. Once you’ve completed the second scan, the values are compared and the delta provides usage by device. We can help you understand what this means to your business on a monthly and yearly basis.

Xerox Office Productivity Advisor (XOPA) can provide you with the foundational knowledge you need to make informed decisions regarding your current device usage tendencies, and allow you to plan with what-if scenarios before provisioning hardware. Designed to accept data from many of the popular device discovery tools on the market today, XOPA can put all of your devices onto a single Excel-based report, and also render reports in Microsoft Word and PowerPoint. Your Xerox representative will guide the report findings based on the size of your company, the number and types of employees, your industry segment, location and more. Tailor your users to device ratios, migrate volumes by department, or simply view your total print environment at once.

Xerox Assessment ToolsWe can help you... be known.

Do you know how to get your brand recognized on a first-name basis? Engaging your customers on their terms means 1:1 marketing. It’s critical to demonstrate the ways in which you understand their specific pain points, and provide customized marketing collaterals and proposals that position your brand as an integrated part of the messaging.

We recognize that effectively communicating with your customers is one of the key challenges you’re facing today. But you encounter risks when hedging bets on offset press runs versus opening your printing budget to unwanted color. That’s why we’ve focused on the efficient, effective use of color; on understanding how your organization uses color today; and then guiding you toward maximizing returns on your color expenditures.

It’s important to understand the ways your employees print, what they print and when they print. Rather than focusing on how many pages were printed last month, wouldn’t it be beneficial to know who was printing them and the applications they were using most?

Problem: A real estate office deals daily in customer-facing collaterals, sales sheets, house comparisons and more. Color is required, but so is getting a handle on cost-effective color.

Opportunity: A print monitor that tracks color coverage, color usage by device, by user and by application, with a management process that provides clear recommendation and budget allocation for color printing.

Solution: Use Xerox Print Advisor — a software agent installable on both print servers and PC clients — to gain a solid understanding of your users’ color and black-and-white print behaviors. Once equipped with a better understanding, look to Equitrac Office for help capturing costs, billing back to the right departments or external clients, and managing budget allocations to all users based upon need, value and available funds.

Solution Blueprint:Xerox Print Advisor helps you understand the side of the equation that’s often left out of the picture; that of your users. Print Advisor works alongside your current print infrastructure to monitor print stream data and help identify current color volumes against the hybrid color tiers available with the ColorQube 9200 series of color MFPs. Print Advisor also identifies the number of users per device, applications printed from, average job size and other attributes. For ColorQube users, it also delivers on-screen user notifications that recommend easy-to-follow print strategies for printing color more cost effectively.

Equitrac Office software enables you to track, analyze and, if necessary, allocate expenses for every page sent by any employee to any networked printer, copier or multifunction device.Together with your Xerox network-accounting-enabled devices, Equitrac Office provides a multi-featured print management solution that helps contain and recover costs, reduce waste, protect confidentiality and simplify IT processes. Equitrac Office lets you not only learn user behavior, but take action: • Reduce or eliminate the expense of equipment over-buying and under-

utilization• Redirect output from high-cost-per-page desktop printers to conveniently

located, highly efficient, Xerox devices• Increase user satisfaction by deploying equipment for maximum

efficiency• Enforce quotas on color output• Simplify IT operations and support• Maximize the return on all IT resources

Xerox Assessment Tools We can help you... reduce waste.

You drive a hybrid and use low-wattage bulbs. What about your print strategy?Without understanding your print environment as a whole, it’s tough to get a plan in place to reduce waste. We’re ready to help you understand the total number of pages you’re printing on a monthly basis, how many of those pages are two-sided, and the breakdown of pages printed by various technologies (i.e., laser, inkjet, etc.) and which pages could better serve you and the environment when printed with cartridge-free solid ink.

Of course, every device needs to be accounted for in its own right, as well. First, simply discovering the device is critical, understanding there are many rogue desktop devices out there that don’t show up on the network. Beyond discovery, understand the usage. Finally, understand the impact in terms of kilowatt hours (kWh). We can help you to discover your total kWh impact today along with which devices throughout your print environment are ENERGY STAR® compliant.

Finally, it matters to understand how information flows. Think about the percentage of information transmitted via analog fax machine, or sent via courier or postal mail. There’s an opportunity for electronic workflows to take the place of some paper-based processes today, for faster cycles and fewer carbon emissions.

Problem: A small consulting company committed to developing a greener strategy needs to get a solid understanding of total print volume usage, and how to gain efficiencies in pages printed and power consumed.

Opportunity: A software agent able to track the devices on the network today, that can later be relayed to a more complete assessment tool to get a complete understanding of power consumption, pages printed, and opportunities for gaining efficiencies going forward.

Solution: Consider CentreWare Web. It installs as a powerful software agent to find and manage printers and multifunction devices in your enterprise, whether they’re networked or locally connected. Meanwhile, Xerox Office Productivity Advisor offers an assessment tool ready to capture information streams from a number of different discovery tools and present a unified picture of the print environment, including current-state reporting on pages printed, the percentage of two-sided output, and total power consumption.

Solution Blueprint:CentreWare Web gives IT managers the ability to find and manage printers and multifunction devices across your enterprise, whether they’re networked or locally connected. It supports both Xerox and non-Xerox devices, so it’s the ideal all-in-one tool to intelligently manage today’s multi-vendor device environments. CentreWare Web makes it easy to view, monitor and perform troubleshooting routines on remote devices that are in an error state. Troubleshoot individual devices or query and test a group of devices at the same time with detailed feedback and the ability to send test pages from the remote web console.

Xerox Office Productivity Advisor (XOPA). A XOPA assessment uncovers practices that are wasting resources. It helps you achieve a productivity-enhancing, waste-reducing balance of single- and multi-function devices in your office. You’ll identify the high-power-consumption devices and practices that are pushing you out of your comfort zone in terms of resource impact. XOPA is designed to help capture all the costs, both direct and indirect, as well as identifying the amount of information transmitted via paper-based processes that could be streamlined to more efficient electronic workflows.

Xerox Assessment Tools We can help you... be secure.

Where is your customer’s data?Your customers engage with you on a premise of trust; that you will manage their confidential information as you would manage your own. The rapid transmission of information to the right people at the right time is critical for success. These two points may seem in opposition, but they don’t need to work against one another.

Xerox understands document security. We provide some of the most robust print management features in the industry, through technologies such as Secure Access Unified ID System, Image Overwrite, and Embedded Fax to name a few. However, the chain of security protecting your customer’s information is only as strong as the weakest link. It’s important to understand both what’s on the network that’s printing, copying, scanning, and faxing your customer’s data—as well as how that information is being shared. What are your standard operating procedures? Are they being followed? Are there opportunities to close security gaps that you may not be aware of?

Problem: A regional bank handles sensitive customer information through a number of business activities, such as account on-boarding, customer relationship management, loan originating and more. A recent review of the security protocols prompted the question, “Is this enough?”

Opportunity: A device discovery tool to identify document output devices on the network coupled with a voice-of-the-customer survey identifying potential security breaches firsthand from the handlers of sensitive information.

Solution: Deploy a USB Network Scan to quickly and simultaneously scan the output devices on the network of the bank’s multiple locations through multiple IP subnets. Which devices are in line with your organization’s requirements, and where are the devices that lack compliance? The Xerox Web Survey tool provides the qualitative data on where employees feel the information is secure — and where gaps exist that need to be addressed.

Solution Blueprint:USB Network Scan. We offer FM Audit Viewer USB and Print Audit Rapid Assessment Keys, two partner solutions designed in similar fashion to the web-based XDDC, but different in that they reside on a USB thumb drive. Like XDDC, the USB keys capture copy, print, scan and fax information as well as color usage. Both require two separate scans to complete the study and compare the delta between the two values. USB key scans provide the added advantage of offering lightweight reporting directly from within the tool, including simple charts and graphs on your most popular devices.

Xerox Web Survey. Xerox Web Survey provides your organization the information that’s easy to miss on network scans: your employees’ the ideas, habits, and opinions. Your Xerox representative can help you with administering pre-built studies to identify a user’s proximity to devices, and how frequently they copy, print, scan and fax. This information can be a valuable asset in keeping sensitive information closest to its users. You may also choose to solicit employees to identify security gaps they encounter; after all, they’re working the front lines with sensitive information on a daily basis. This can provide the blueprint to a more secure organization.

Xerox Assessment Tools We can help you... be more productive.

Can we help you find more time in the day? Despite the strong work ethic, excellent project management and good team dynamics, the work in process seems to push at the team’s capacity.

How can you do more with the resources you have today?

Your team members are among your strongest assets, and we’re ready to help you capitalize on their time and talents by expediting the sharing of information. Xerox is a Lean Six Sigma company, committed to removing non-value-add steps throughout almost any business process. We understand how to map complex workflows that bind an organization down; to remove steps that don’t offer an advantage to either the company or the customer; and to streamline the remaining steps for more streamlined company operations.

That’s one piece of the equation.

We also recognize that you have better things to do than manage your print infrastructure. And because Xerox is a leading provider of managed print services, we will help your organization thrive—whether a small office or a large enterprise—with appropriately scaled solutions.

Problem: A legal firm handles a tremendous amount of information on a daily basis, much of it in paper. There is a requirement to share information quickly between offices. With a thin support infrastructure, staff are complaining of document imaging-device failure, which impacts their deadlines.

Opportunity: A remote monitoring service that automates toner orders, maintenance requests and meter reads on all devices. Also, a workflow study that further streamlines operations by identifying your most common business processes, and the best methods to eliminate waste.

Solution: Use Xerox Device Agent (XDA) to discover and monitor office printers and multifunction devices. XDA provides clear and concise status updates of all networked printers, and features a built-in alert detection system to enable proactive maintenance before a machine experiences downtime. A Xerox Workflow Study provides the step-by-step story of the business processes that most impact your organization. The current-state workflow is then streamlined, removing non-value-add steps and processes along the way, and adding new workflow capabilities where it makes sense.

Solution Blueprint:Xerox Device Agent is a powerful and easy-to-use device management interface, providing you with a dashboard to view key printer data and metrics at-a-glance, such as device model, IP address, serial number, device status, and primary toner and ink levels. Used in conjunction with complimentary applications such as Xerox Services Manager, this powerful integration gives your enterprise an end-to-end industry benchmark solution.

A Xerox Workflow Study focuses on the business processes that matter most—those leveraged most frequently and the ones most business-critical. As a result, the potential for improvement can be significant. We will help you develop a plan to shorten cycles, eliminate redundancy and expedite workflows. Leveraging our core expertise in document management through services, solutions and imaging technology, we’ll design for increased security, process automation and enhanced collaboration, and help your employees focus on what matters most: your business.

Capability Feature Required Metrics Data Tool

Sim

ple

Dev

ice

Dis

cove

ry • Device discovery • Web Based • 2 scans• IP subnets

• Device MIB, the impressions over lifecycle

• Xerox• Web access by

representative or customer

XDDC

• Device discovery • USB Based • Local scan capable

• 2 scans• IP subnets

• Device MIB, the impressions over lifecycle

• Xerox and Partner• USB access by

representative

USB Thumb Drive

Colo

r cov

erag

e

• Device discovery• Color coverage

• Software agent • Customer IT install

• Firewall / admin access

• Print stream, the actual print jobs sent over network

• Xerox• Web access by

representative

Print Advisor Environment Assessor (XPEA)

• Device discovery• Color coverage• User behavior• Behavior

modification

• Software agent• Free reporting

• Customer IT install

• Firewall / admin access

• Print stream, the actual print jobs sent over network

• Xerox• Web access by

representative• Web access by

customer

Print Advisor

Net

wor

k m

onito

ring

and

man

agem

ent

• Device discovery• Device

management

• Software agent• Part of Xerox

Managed Print Services

• Customer IT install

• Firewall / admin access

• Device MIB, including key break/fix metrics such as toner levels

• Xerox• Web access by

representative or customer

CentreWare Web

• Device discovery• Device

management• Behavior

modification

• Software agent• Part of Xerox

Managed Print Services

• Proactive monitoring

• Customer IT install

• Firewall / admin access

• Device MIB, including key break/fix metrics such as toner levels

• Xerox• Web access by

representative or customer

Xerox Device Agent

Scen

ario

• Floor mapping• What-if scenarios• Volume allocation• Reporting by

floor, zone• Services tie in• Surveys: voice of

the customer

• 360 view with ability to augment multiple data feeds

• Total cost of operation leveraging independent 3rd party databases

• Data discovery tool feed

• Xerox assessment expert proficient in use of tool

• Capable of leveraging leading device discovery metrics from all device discovery tools listed on this page (MIB, print stream, color coverage, device location and more)

• Xerox• Output formats

including Excel, Word, PowerPoint

XOPA

© 2010 Xerox Corporation. All rights reserved. XEROX®, XEROX and design®, and WorkCentre® are trademarks of Xerox Corporation in the U.S. and/or other countries. ENERGY STAR and the ENERGY STAR mark are registered U.S. marks. The information in this document is subject to change without notice. 4/10 SUPGD-06UA

Xerox Assessment Tools We can help you... select the right strategy.