Helping Procurement Teams Optimise Printing Across Multiple Departments
Client Background
Our client is a mid-sized organization with 200+ employees across six departments—Finance, HR, Operations, Sales, Marketing, and Legal. Over 10 years of organic growth, each department had independently acquired printing equipment based on immediate needs, resulting in 18 different devices from various manufacturers scattered across three office floors.
The procurement team struggled with fragmented vendor relationships, inconsistent service agreements, and no centralized visibility into actual printing costs or usage patterns. This decentralized approach made budget planning difficult and created operational inefficiencies.
Problem
The organisation had grown over time and accumulated multiple printers and copiers across different departments. Each department used different models, consumables, and service providers, making procurement and maintenance difficult to manage.
Procurement could not accurately compare costs or track real usage. Toner stock management was inconsistent, maintenance costs varied widely, and staff experienced different user interfaces depending on which device they used.
Solution
CPC Solution Pte Ltd reviewed usage patterns department by department and proposed a standardised fleet strategy aligned to actual demand. Instead of a one-size-fits-all approach, devices were grouped based on usage profiles.
Standardization Strategy:
We conducted a comprehensive usage audit analyzing print volumes, document types, and peak usage times for each department. Based on this data, we proposed a three-tier standardized fleet: high-volume multifunction devices for shared areas, mid-range units for departmental use, and compact printers for specialized needs like receipts or labels.
The standardization reduced the device count from 18 to 11 strategically placed units, all from a single manufacturer. This cut consumable SKUs from 47 to just 8, simplified vendor management to one service agreement, and created a consistent user experience across the organization. We implemented centralized monitoring to provide procurement with real-time visibility into usage, costs, and maintenance needs.
Outcome
The organisation achieved a 27% reduction in cost per page and significantly simplified procurement and vendor management. Staff adapted quickly due to consistent interfaces and training.
As a team, we were happy we resolved problem of our client and they also thank us for our efforts and flaw less work.
Ongoing Partnership
CPC Solution provides quarterly business reviews with the procurement team, analyzing usage trends, identifying optimization opportunities, and ensuring the fleet continues to meet organizational needs efficiently. Our centralized monitoring system alerts procurement to potential issues before they impact operations.
As the organization continues to grow, the standardized platform makes it easy to add capacity in new locations or departments while maintaining cost control and operational consistency. This scalable approach supports their expansion plans without increasing management complexity.