Enterprises usually adopt printer cost/device management solutions only after output costs reach pain points and device management has become a resource-wasting headache. Begin by identifying the enterprise’s present management strategy and then look ahead to the next level.

Approaches to Printer Cost/Device Management

Printer cost/device management solutions range from tools that are bundled with ink-jet printers that track consumables status to software suites that track IP addresses and cumulative error times for thousands of print devices. Generally, enterprises deploy three levels of print cost/device management software:

• Server operating system solutions use the print server software included with the server operating system to pool print jobs, secure access, and centralize job administration.
• Mid-level solutions track costs and generate reports, empower Web-based administration, and centralize consumables tracking/management.
• Enterprise-grade solutions automatically discover print devices, centralize update/patch provisioning and troubleshooting, provide features for manual or automatic repair order generation, and integrate with major single-pane-of-glass management suites (e.g. OpenView, Tivoli, etc.).

IT deploys these solutions to reduce administrative workload and supply the business with clear usage statistics to inform cost-saving strategies. For example, a mid-level solution might report on color toner usage, allowing the enterprise to manage the expense (e.g. limit color printing privileges).

Growing enterprises or greenfield installations tend to employ these print management tactics at the following levels:

Number of PCs	Management Strategy	IT Involvement
Fewer than 10 PCs	PC-based. Enterprises with fewer than 10 PCs often make do with no tracking or spooling capabilities beyond printer-sharing on individual PCs.	Ad hoc processes. Usually little IT involvement beyond installing printer drivers and attaching USB cables.
More than 10 PCs	Server-based. As devices multiply, enterprises implement print servers to share desktop and workgroup printers and scanners.	IT provides sharing/spooling infrastructure. Consumables and device management handled by the business. Still some ad hoc processes.
More than 100 PCs	Mid-level. Enterprises in this category begin to feel the pain of non-centralized device administration while looking for accurate reporting with which to begin cost-saving initiatives.	IT tasked with managing devices and supplies. Some level of manual process integration via a centralized procurement process begins to appear for supplies. Few ad hoc processes remain.
More than 1,000 PCs	Enterprise-grade. Rogue devices, device upgrade/patch management, and troubleshooting present increasing demands on IT resources. These solutions may also prove useful at the mid-level, especially if enterprises anticipate growth and are aiming for a single-pane-of-glass management environment.	Fully managed and controlled by IT. Mature integration between management software suites and enterprise procurement applications.

Recommendations

1. Invest now to realize ongoing savings. At $100-$400 per toner cartridge, costs mount quickly. From day one, tracking costs and reducing IT administration and troubleshooting of output devices will generate savings. Investigate the following solutions based on printing needs, roughly sorted by number of enterprise PCs:
   • More than 10 PCs. Look to functionality bundled with Microsoft’s Windows Small Business Server R2 or Windows Server 2003 R2, or various Linux-based solutions. For more vendor suggestions, refer to the Info-Tech Advisor research note, “Is a Workgroup Server for You?”
   • More then 100 PCs. Move toward mid-level cost-tracking and centralized administration as soon as workgroup complexity introduces print servers and networked print devices. Providers in this class include Brooks Internet Software (Remote Print Manager), CZ Solution (CZ Print Job Tracker), PaperCut (PaperCut NG), and Software Shelf (Print Manager Plus). Solutions start around $500, but require additional per device costs.
   • More than 1,000 PCs. Solutions at this level often include/offer document management alongside printer cost/device management features. Investigate Canon’s imageWARE Enterprise Management Console, HP’s Web Jetadmin, Netaphor’s SiteAudit, and Print Audit (by Print Audit). Expect to spend thousands for a tailored solution that will save IT time and guide consumables cost-savings.
2. Look for a solution that integrates with single-pane-of-glass management suites. Ideally, the enterprise will eventually migrate to a Web-based, single-pane-of-glass IT management solution. If this is at all desirable or likely, be sure that the printer cost/device management solution offers the appropriate interoperability/plug-in(s).

Bottom Line

Upon awakening to surprising costs and management headaches, enterprises traditionally adopt printer cost/device management. Avoid the pain by adopting a print cost/device management strategy appropriate to the enterprise.