Tracey Rawling Church,

Kyocera Document Solutions

(U.K.) Ltd

SCRAP PAPER: towards a paperless NHS?

Context

The Quality, Innovation, Productivity and Prevention Programme

Seeking £20 billion of major efficiency savings by 2015, to be reinvested in

frontline care

NHS Carbon Reduction strategy

Seeks 10% emissions reduction by 2015 (from 2007 baseline)

New Sustainable Development consultation

Revised targets and strategy towards 2020

Paperless NHS by 2018

Health secretary Jeremy Hunt targets £4.4bn of savings

“Paperless NHS” goal focuses on patient records – electronic patient data (EPD)

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Meanwhile, how can the NHS manage its other documents?

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There’s definitely too much paper …

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… and too much paper is wasted

The average UK office worker goes through

as many as 6,000 sheets of paper per year

That’s 25 sheets per day

For each office worker, 3,720 (62%) of these

sheets of paper are wasted or unnecessary

1140 sheets could be

printed double-sided

900 sheets could be read

on screen instead

660 are printed

for proof-reading

300 sheets are left

forgotten on the printer

300 sheets are the

wrong documents

420 sheets are

unnecessary duplicates

Source: Kyocera/Loudhouse survey 2011

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700,000 non-clinical staff in the NHS

x

6,000 sheets printed each

=

4.2 billion sheets printed per year

x

62% wasted

=

Sources: The NHS Information Centre and Kyocera/Loudhouse survey 2011

2.6 billion sheets wasted per year

Hidden impacts of office document devices

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Product

Consumables

Paper

• Raw materials

• Manufacturing

• Transport

• Use

• Disposal

• Raw materials

• Manufacturing

• Transport

• Use

• Disposal

• Raw materials

• Manufacturing

• Transport

• Use

• Disposal

Primary

Procurement

Focus

47 million

Cartridges to

Landfill in UK

Every Year

86 million

Tonnes of waste

Paper produced

In UK annually

17 47 million printer cartridges go to landfill

in the UK every year – enough to cover

football pitches!

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Conventional laser printers adopt a “razor and blade” business model

Designing complexity into the consumable creates a lucrative ongoing revenue

stream – some medical instruments also follow this business model

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Discarding all this when your printer runs out of toner is like discarding your car engine every time you run out of fuel

Kyocera consumables contain only toner – the complex components are permanently sited in the machine

13 KYOCERA Document Solutions UK Ltd. | 15/02/2013

Independent Evaluation January 2013

Consumables waste CUT by up to 85%

Cost of ownership CUT by up to 55%

Typical mfp lifecycle impact (excluding paper)

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537 56 18

1399

7 0

200

400

600

800

1000

1200

1400

1600

Raw materialManufacturing

ProductManufacturing

Transport Use Discarding

(kg

-CO

2)

Life stage

Global Warming (kg-CO2 equivalent)

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It’s not just about the trees … 2.6 billion sheets of paper wasted consumes:

95 million gallons of water

232,000 trees

5 million gallons of oil

55 Gigawatts of electricity

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Energy Star TEC ratings empower buyers

The printer time trap

10% or less 34%

11-20% 24%

21-30% 24%

31-50% 13%

51%-100% 5%

Mean: 21% 80% (71% 2010)

of IT Managers think

that the efficiency of

their printing could be

improved

2010 Mean: 34%

Time devoted to supporting printers and other document systems is on the way down, but a fifth of

IT departments’ time is still devoted to supporting printers, and level of concern is growing

Source: Kyocera/Loudhouse survey 2011

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Inconvenient truths about lack of control

Most organisations have no idea

how many printers they have or

how many pages they print

Device:user ratios in many

organisations are more than 1:1

Managed Document Services address these issues

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Analyse business processes and

workflows

Gather data about printing

activity by individuals and

departments

Understand how documents

enter, move through and leave

the organisation

Find out what targets the

organisation has for reducing

paper use, energy consumption

and cost

Stage 1: Assess

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Find out what devices currently

exist, where they are located and

how they are connected

Identify ways to smooth

workflows and reduce reliance

on paper by the application of

document management software

Design an optimised solution

that has only the devices

needed, in the correct locations

to support business processes

with minimum reliance on paper

Stage 2: Design

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Develop a charging model that

precisely fits the customer’s

financial requirements

Provide consultancy to

integrated the proposed solution

in to the customer’s network

infrastructure

Agree bespoke SLAs based on

customer requirements

Define a rollout plan that ensures

the solution can be delivered

with minimum disruption to the

organisation

Stage 3: Implement

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Install devices and software and

train staff on their use

Provide user engagement

support on an ongoing basis

Remotely monitor devices for

proactive technical support

Maintain devices according to

pre-defined SLAs, proactively

address any unforeseen issues

Stage 4: Manage

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Collect and analyse

management information to

ensure project is meeting its

objectives

Hold regular review meetings to

ensure that any changes in

workflows or priorities are

accommodated

Continuously optimise the

solution, looking for further

efficiency improvements and

cost savings

Stage 5: Optimise

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Not paperless; less-paper (ie only where essential)

Private sector example business case

Pre-MDS Post MDS

Number of devices 3,000+ 282

Forecast spend (5yrs) £7,500,000* £2,376,855

Colour print volume (5yrs) 12,620,880 5,539,440

B&W print volume (5yrs) 268,626,840 202,618,680

Average fix time Up to 3 weeks 2.8 hours

Control /management info Very limited Market leading

*Based on pre-deployment due diligence audit carried out by Accenture and EKM4

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From this …

…to this in a year

Print

volume

13%

Paper

consumption

21%

Energy

consumption

55%

Allaying security concerns about shared devices through “pull printing” solutions

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Ecology IS Economy

Cost saving and carbon emissions reduction go hand-in-hand

Less

cost

Managed document solutions can achieve all these goals, but there are two critical considerations ….

User engagement is key to ensure that behaviour changes

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Responsibility for buying printers,

mfps, paper, consumables often lies

with different individuals

Invitations to tender are usually

written in a device-centric fashion

making it impossible for vendors to

propose more innovative solutions

Departments make decisions in silos

User engagement is not embedded

into the contract

Procurement processes need to adapt and innovate

Thank you for listening!

trc@duk.kyocera.com http://twitter.com/TraceyRC http://uk.linkedin.com/in/traceyrawlingchurch/