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Customer value of office information system
Saving management costs and increase profitability capability
The ordinary office-based(or distributed) document processing environment includes individual printer, networked printer, fax and multi-functional equipments. It is quite easy to produce wastes in the relevant steps of document processing, because it is hard for us to know its real cost and exercise control over it. The various costs in document processing are dispersed to different cost centers while the decision-making units are also scattered around. Only a few companies are able to make centralized control on it.
The international research authority All Associates Group made a research on the actual document management consumables among Fortune Global Top 2000 companies and the report shows that on average, one company will spend about 6.1% of its revenue on the links related with documents. Of which, the costs generated by document export(i.e. paper, consumables, equipments, etc.) accounts for only 10% of total document processing costs, while the costs related with document cascade and management(i.e. document collection, distribution, storage, retrieving, cascade, sharing, filing, etc.) make up 90% of the total. This pproportion is astonishing and in the process of intensive management, this part of cost must be strictly controlled. The analysts of “Wall Street Journal” called the document process expenses as the “last piece of expenditure void of auditing” for enterprises.
The customized office information system offered by the providers of office information system solutions and services will enable customers to exercise effective management over such “expenditure void of auditing” so as to curb management cost and increase profitability levels.
In respect of equipment management, by means of conducting checkup and reasonable allocation of customer’s existing equipments, splitting fixed assets with financial tools, mapping out processes on equipment management, procurement and expense management, we will reduce customer’s redundant equipment and management costs by a big margin and achieve sustained improvement.
In the areas of consumables, spare parts and maintenances, we adopt the method of “printing on demand, pay on printing”, which helps to improve the expenditure situation, addressing the management issues of consumables, spare parts and maintenance completely. In the meantime, the expenditure structure is getting clear and reliable and put transactional costs under effective control.
On the side of document export management, we adopt equipment monitoring and cost management software to implement real-time monitoring, detecting equipment failures and consumables and dramatically lower the hardware failure rates as well as trouble-shooting time.
In regard of cost management, we can conduct real-time monitoring and recording by departments, time zones and export categories, automatically generating statistical reports of various expenses and realize intensive management over expenditure. Based on these data, we will make data analysis, identifying expense leakages, making authority and policy deployment in the software timely and realize management control.
According to the survey of Gartner, by executing office information system solutions and services, we will help customers to cut TCO in document processing by about 10-30%. Besides, the office information system solutions and services will also help to reduce travelling needs resuting in savings of travelling costs. The international average data shows that the application of office information system solutions and services will enable companies to reduce travelling expenses by 30%.
The above data fully demonstrates that office information system solutions and services are playing instrumental roles in helping customers to save management costs and increase profitability levels. The worldwide economic slow down caused by the financial crisis in USA has weakened company’s profitability capability and due to operational pressure, many enterprises are badly wishing to cut costs and increase office efficiencies. This will be benificial for the further growth of office information system solutions and services.
Optimizing business process and reinforcing company’s core competence
By combining hardware, software and services, the office information system solutions and services can optimize customer’s document processing process(including document’s collection, distribution, storage, retrieving, cascade, sharing and export/filing), speeding up information’s exchange and transfers. Facing today’s strong competition, the information communication efficiency as well as response speed are becoming key elements for enterprises to win the competition. The document communication and cascade efficiency are directly impacting companies in their speed of decision making as well as taking reactions.
By means of automating office processes and collaborated office pattens, OA software will work to optimize office processes and help enterprises to increase office efficiencies internally.
Therefore, office information system solutions and services are critical for companies in their efforts of optimizing business process and enhancing competitiveness. The comprehensive benefits gained by enterprises are shown in the following chart:
Analysis of customer’s comprehensive benefits
Case study: One commercial bank optimizes the collection, reporting and retrieving of various documents and information required in the loan approval process by adopting office information system solutions, shortening the loan approval time from 15 days in the past to 3 days now, which significantly strengthens its customer retention rate.
Lowering energy consumption and creating green GDP
The office information system solutions and services are able to promote the digitalization of enterprise offices and by deploying document management software in coordination with document equipment monitoring and cost management solutions, they will realize network fax, network scanning, electronic filing and mobile printing functions, helping customers to cut their paper wastes. In addition, it will also strengthen employees’ sense of saving, making it posible to save paper and protect forest as well as water resources, achieving the goal of lowering energy consumption and reducing carbon emissions.
The widespread application of enterprise office information system solutions and services will help to cut travelling costs, reducing energy consumption caused by travelling and alleviate carbon emissions as well as traffic pressures.
The OA software can effectively facilitate the collaboration between regional offices of a company, lowering communication costs and optimally satisfy the requirements for company’s internal as well as inter-company communications, saving eneygy to an ideal extent.
Under the current social and economic conditions in China, the energy conservation and environmental protection value genrated by office information system solutions and services are even more prominent. After China’s economy enters a periodic turning point, the energy consumption cost rises remarkably witnessed by ever increasing cost pressure in manufacturing enterprises and protruding problems in enery shortages. With the steady cultivation and maturity of office information system solution and service market, it will promote the sustained economic growth, realizing harmonious development between human beings and environment and effectively drive the establishment of “environmental friendly society” and “energy conservation society” with far-reaching social significances.
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