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Issue Date: December 2002

Adopting the professional document solutions approach

1 December 2002

Rapidly changing technology, integration, speed, reliability and information management are some of the factors that Océ considers when implementing integrated document solutions in the workplace. Océ business unit manager, Pierre la Grange, says more and more companies are investing in machines that can handle larger print volumes and be integrated with all other components of their IT infrastructures. "Technology alone is not enough to manage information and Océ now offers its clients a complete range of services from consulting and implementation, to education and software design," says la Grange.
La Grange adds that the three main printing settings - office environments, transaction printing environments and document production centres - are becoming increasingly interlinked and inter-dependent. "People in the office want to be able to access and print information 'on demand' rather than wait for someone in the transaction printing environment or the print shop to produce something for them," says la Grange.
To establish the best way for the client to transform information into document solutions, Océ has developed a process called document solution services (DSS) comprising six major steps: orientation, investigation, analysis, design, implementation and support.
La Grange says the orientation phase involves meeting key people and conducting a quick scan of the company's business processes. "The next step, investigation, entails a thorough examination of the document issues impacting on the company and a presentation of our findings. Should the client require further investigation, we conduct an in-depth on-site analysis to establish strategic options for optimising document processes. This step includes an evaluation of current and future document requirements and how these relate to the business processes; a review of the company's IT infrastructure into which the document flow must be integrated; a presentation of the company's strategic options for streamlining the document process; and a recommendation of the best option and a cost-benefit analysis."
Océ then enters the design phase, translating its findings into a document solution, which can comprise hardware, software, services, supplies or outsourcing. "No solution is the same. Every organisation has a solution specifically designed to meet its particular needs," says la Grange.
Once the design has been approved, the implementation process is initiated. This can include software development, customisation, system configuration, integration and testing. Océ also conducts acceptance tests at every stage to ensure that all systems meet with the company's requirements. The support phase embraces on-site services, telephonic help-desk facilities, remote on-line assistance, software updates and upgraded services, supplementary training and after-sales consulting.
According to la Grange, the entire DSS process is looped to enable organisations to constantly update their systems and processes. "We have found that our clients regularly need to re-engineer their systems to keep up with technological advancements and changing business needs," he says.
For more information contact Pierre la Grange, Océ, 011 249 4000.


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