An Overview
An eight-school Multi-Academy Trust was struggling with an expensive managed print agreement, poor supplier service and limited visibility across its print estate.
Vitale reviewed the Trust’s existing agreement, fleet and print requirements to create a solution that made switching commercially viable while delivering a significantly better level of service across all eight schools.
The challenge they faced
Managing print across eight schools had become unnecessarily difficult. The Trust was receiving a poor level of service from its existing supplier, with no dedicated in-house engineering team available to provide the responsive support its schools required.
At the same time, central teams had limited visibility of toner and consumables across the estate, making it difficult to know what was required, what had been ordered and when supplies would arrive. But changing provider wasn’t straightforward.
Any new solution needed to stack up commercially as well as solve the operational problems its schools were experiencing.
The Problems That
Demanded Action:
An existing agreement with 12 months remaining
The Trust wanted to move away from its existing supplier, but still had a year remaining on its agreement.
Vitale were able to provide a solution to enable the School to switch early.
Poor service and slow support
The schools weren’t receiving the level of support they needed from the existing supplier.
With no dedicated in-house engineers supporting the account, resolving problems could be slow and frustrating, particularly when a device issue affected teaching or administrative teams.
Limited visibility of toner and consumables
The Trust lacked a clear, centralised view of toner and consumables across its eight schools.
Individual sites had limited visibility of what was available or when replacement supplies would arrive, creating unnecessary administration and the risk of schools running short.
Managing eight schools as one estate
Each school had different requirements, but the Trust needed greater consistency and control across the entire estate.
It needed a managed print partner capable of providing central visibility while still delivering responsive support to each individual school.
How Vitale transformed the Trust’s managed print service
Vitale began by reviewing the Trust’s existing agreement, outstanding commitments and print requirements across all eight schools.
Rather than simply quoting for replacement devices, the team looked at the total commercial and operational picture, including fleet requirements, ongoing costs, consumables and service.
Agreement: Making the move commercially viable
With 12 months remaining on the existing agreement, Vitale factored in the Trust’s existing contract into the commercial review.
By looking beyond headline device costs and assessing the complete agreement, Vitale was able to create a more cost-effective solution that allowed the Trust to move away from a service that was no longer meeting its needs.
Fleet: A solution built around eight schools
Vitale reviewed how print was being used across the Trust to ensure the new fleet reflected the actual requirements of its schools.
This provided a more efficient estate while ensuring teaching and administrative teams continued to have the print capacity they needed.
Service Hub: Real-time visibility across the estate
Vitale’s Service Hub gave the Trust real-time visibility of its fleet, toner and consumables across all eight schools.
Teams could see toner requirements and deliveries centrally, while replacement consumables could be delivered when required.
This removed much of the manual administration associated with managing supplies and gave the Trust far greater control over its print environment.
Support: Dedicated engineers when schools need them
A major improvement was the level of support available to the Trust.
Rather than relying on a supplier without its own dedicated engineering resource, the Trust gained access to Vitale’s in-house engineers, with a four-hour response time when on-site assistance is required.
This provides schools with a clear route to support and helps minimise disruption when problems occur.
Security: Greater control over school printing
The new managed print environment also provided greater control over document and device security across the Trust.
Combined with improved reporting, consumables management and engineer support, the Trust gained a managed service designed around the day-to-day requirements of its schools rather than simply the provision of hardware.
The numbers tell the story
Despite having 12 months remaining on its previous agreement a, Vitale helped the Trust move to a managed print solution that delivered better value and addressed the service problems it had been experiencing.
Schools brought under one
managed service agreement
Devices installed
Saving over contract lifetime
From poor service to a managed print partner schools can rely on
For the Trust, changing supplier wasn’t simply about finding a cheaper agreement. It meant finding a way out of an existing contract, improving support across eight schools and removing the everyday frustration caused by poor visibility of its print estate.
VITALE brought those challenges together into one managed solution- helping the Trust navigate its existing contract, reduce ongoing costs and gain access to real-time reporting, proactive consumables management and dedicated in-house engineers.
Could your Trust be getting
more from its print agreement?
You don’t necessarily need to wait until the final 12 months of your contract to review your options.
Vitale can review your existing agreement, print costs, fleet and service levels
to show you what moving to a better-managed solution could look like.