MyQ Kyocera MDS CzechRepublic CSSZ CaseStudy .pdf

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Case Study: Public Administration

MDS (Managed Document Services)


The Challenge:
Czech Social Security Administration (CSSA) is the largest financial organization in Czech Republic. Employing
more than 9,000 people, the organization provides services for 8 million clients, and its annual income and expenses
exceeds 28 billion EUR.
CSSA was using more than 8 000 old printing devices from different manufacturers. There are many small offices of
1 or 2 employees who need their own printer because the offices are visited by clients. However, the management
still saw the possibility in reducing the number of printers.
There was no system for secure printing, therefore the users often faced the situation when their documents printed
on a shared printing device were taken by mistake by another colleague, printing at the same time.
When a shared printer happened to be occupied, ran out of toner, or was simply out of order, the user had to go
back to his computer, reprint the document and go to another printer. This was undesirable waste of time.
The running costs were too high and it was impossible to classify the printing costs according to each cost center,
moreover it took a lot of time to verify the correctness of supplier invoices.
The annual printing volume exceeds 120 million pages, nobody knew what exactly was printed and by whom.
Due to the heterogeneous environment, there were hundreds of types of toners which had to be manually ordered. It
caused the situation when a type of toner needed was out of stock and printers were therefore out of order for many
The management of CSSA realized that by implementing the complex printing solution, they will solve not only mentioned
troubles but also gain significant savings.

The Solution:
CSSA‘s device fleet was optimized; their 8000 outdated printers and copiers were replaced by 4 700 low-TCO
KYOCERA printing devices (2.000 pcs FS-1370DN, 2.300 pcs FS-3540MFP, and 500 pcs TASKalfa 3550ci+5500i).
All MFPs (also A4 model FS-3540MFP) were equipped with MyQ Embedded terminals, controlling access to the
MFPs by PIN.
MyQ monitoring was deployed in order to ensure clear accounting of running costs per each location / cost center.
MyQ Service module was implemented, providing automatic toner orders, automatic reports informing the CSSA IT
department and service provider about eventual troubles on a device. If an error is not solved in time, a message is
escalated according to pre-determined plan until the problem is resolved.
The installation of the whole solution took only 5 weeks (4 700 printing devices with MyQ in 100 locations).

The Result:


24 million EUR savings on output costs within expected 8-year operation thanks to the
fleet optimization, the low TCO of KYOCERA devices and MyQ monitoring.
No more lost printouts thanks to the fact that users identify themselves at the MFP before
printing their documents.
Managers can now easily check printing costs of their departments and therefore quickly
identify users who print a lot of private or unnecessary documents.
Increased efficiency and employee satisfaction, because their print jobs can be printed on
any available device (Follow me function). Employees are no longer restricted to one or
two particular devices.
Automating the manual work, the MyQ service module provides significant time savings at
managing the devices by IT department.

MyQ Embedded Terminal on Kyocera MFP:

Examples from more than 70 predefined MyQ reports:

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