The Challenge

 

DWF LLP is a multinational law firm headquartered in Manchester with 30 offices across the world. The firm has been ranked the 10th overall most innovative legal business in Europe in the 2017 Financial Times Most Innovative Lawyers Report and scored highest of all firms in Europe for innovation in the business of law.

DWF’s initial challenge was to make cost savings of two products rolled into one to rationalise solutions.

Because of the acquisition of other firms, it became apparent that legacy technologies were causing increasing costs in infrastructure and, ultimately, slowing any deployment of print applications to the newly acquired users.

DWF’s print solutions managed the printing macros from applications to the printers (MFDs) and email thread printing.
The printing software would ultimately replace the solutions from two separate products across a large infrastructure. The new solution would improve IT support and management by simplifying the user experience.

The implementation, roll out, training and scalability of the solution across the large and geographically spread organisation was a factor in choosing the right product.

The firm wanted evidence of the cost saving of using electronic stationery and email printing at a granular level with detailed reports.

User productivity is a major concern, especially with the increased expectation to use electronic stationery with signatures. A solution was needed that was also easy roll out across remote desktops and intuitive to use in a homeworking and flexibility office environment.

The Solution

A successful pilot was set up and run within a few weeks with 200 people in a newly acquired business in one location.

Kutana worked closely with the IT team of DWF and members of the newly acquired business to understand the detailed print processes and configure Kappris to suit the needs of the users.

The users quickly gained the benefit of Kappris as the software replaces the default print option in all applications.  This means fewer clicks were needed to print documents and integration is seamless. The solution was used and tested with any required configuration before rolling across the firm, office by office location.

iManage integration makes it easier for the users to identify their documents from a ‘follow-me print queue’.  This has resulted in fewer mis-prints of unwanted documents and enhanced savings in both time and money.

Kappris is ‘client’ software and integrates with all applications.  It was easy to make it the default printer driver so that it became intuitive to use.

Richard Hodkinson, CTO, says: “Printing is a utility job that if it doesn’t work correctly is a major headache to the firm.  We already had benefits of print management solutions but the legacy technology was onerous on our infrastructure capacity to easily extend the applications to new users.  By switching to Kappris we have been able to not only match what we had but achieve greater savings because the system is so user-friendly.

“A quick win is that the system has default printing options based on templates which helps adapt the user behaviour to the requirements of the firm and this has instantly made savings in the business.

“The reporting is derived from user’s print choices in all applications and we can now see, for example, who and how many documents are being ‘printed’ to electronic stationery rather than paper.  This has helped us quantify the cost and time savings and demonstrate the benefits to our users.

“The iManage integration has reduced printing of duplicate documents by looking up the naming convention and making it easier for the users to identify their jobs.”

The Outcome

  • The replacement of legacy technology with Kappris brought immediate savings by reducing printing.
  • Kappris gives the business greater control over managing default print settings and thereby reducing print wastage.
  • Users are printing fewer unwanted documents with a better user experience.
  • The IT support team have fewer support calls to deal with and this affects support costs.
  • The number of support calls to the IT helpdesk has reduced because Kappris operates in a stable Microsoft Office environment and is a user-friendly experience.
  • The built-in reporting system evidences additional gains in a reduction of wastage in print and paper.
  • Kappris is a universal interface which means it works with any brand of MFD or printer so the user experience is always the same even in a mixed fleet environment. The firm therefore has the flexibility to change or add printing devices without affecting the user experience.

“By switching to Kappris we have been able to not only match what we had but achieve greater savings because the system is so user-friendly.”

Richard Hodkinson – CTO