QuickQuote User Guide. Version 2.0

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1 QuickQuote User Guide Version 2.0 October 2014

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3 2014 Xerox Corporation. All rights reserved. Xerox and Xerox and Design are trademarks of Xerox Corporation in the United States and/or other countries. BR12026 Other company trademarks are also acknowledged. Document Version: 2.0 (October 2014) PGPGL-05UB

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5 Hardware and Software Requirements QuickQuote has the following systems requirements: Internet connection: required Browser: Internet Explorer 7 Minimum resolution: 1024x768 QuickQuote User Guide i

6 Table of Contents 1 Getting Started Background QuickQuote Procedures Discovery Using USB Data Discovery Key or Manual Upload Template Create QuickQuote Using USB Data Discovery Key or Manual Upload Template Initiating QuickQuote using Xerox Device Agent and Fleet Management Portal (FMP) Refining the current state Updating Device Details Export current costs ii QuickQuote User Guide

7 1 Getting Started 1.1 Background The best fleet management solutions come from detailed assessments. Most customers have limited visibility of how many print devices they have, their print volumes, and most importantly their print costs. Establishing an agreed upon current state is an important starting point, and will help determine the opportunity for savings. This will also be used to measure the benefit of any proposed solutions. The QuickQuote tool helps partners establish the current costs using an easy to use web application that provides industry average costs, and the ability to update with the customer s actual costs to increase accuracy and gain buy-in from the customer. QuickQuote helps Partners assume control of the existing fleet so they can provide reporting and, over time, work with the customer to address their pain points and reduce their costs. QuickQuote User Guide 3

8 2 QuickQuote Procedures QuickQuote supports multiple methods for discovering customers networked print devices, including: USB Data Discovery key from FMAudit or Print Audit Manual Upload template Xerox Device Agent for new and existing clients 2.1 Discovery Using USB Data Discovery Key or Manual Upload Template 1. Discovery 1: Using a USB Data Discovery key, (from FMAudit or Print Audit), perform the initial discovery of devices in the customer network. There is also a manual template available for small environments. Identify Non-Networked Devices: Add the Make, Model and Serial number of nonnetworked devices, and beginning meter read, and add to the initial discovery file. 2. Discovery 2: It is best to perform Discovery 2 from 2 weeks to 30 days after Discovery 1 to allow calculation of an accurate average monthly print volume for each printer. Add End Meter reads for non-networked devices. If two reads are not available, determine the average monthly print volume that can be entered later in the QuickQuote tool. Once the two Discoveries are complete, you will be ready to proceed to the QuickQuote tool. 4 QuickQuote User Guide

9 2.2 Create QuickQuote Using USB Data Discovery Key or Manual Upload Template The QuickQuote tool uses the printer details collected in the Discovery process to estimate the customer s current costs, and to develop a proposal to assume management of their printer fleet. 1. Access the QuickQuote tool from the Managed Print Services Center QuickQuote User Guide. 5

10 2. The QuickQuote landing page will list all active Quotes. Click on the Start New Quote to create a new QuickQuote. 3. Select an existing or add a new Client (customer) and contact. The existing Client list will include any clients with active PageConnect contracts. 6 QuickQuote User Guide

11 4. Select an existing or add a new Contact for this location. 5. In the File Upload screen, the user will upload the discovery file. The Quote Name will be auto-generated, but can be updated by the user to be more meaningful. Select the type of Discovery key used in the drop-down menu. Choices are FMAudit, Print Audit, or Manual Discovery File Export. Note: You can access the Manual File template by clicking on the template under the Submit button, and the first tab will include instructions. Browse to the discovery file (on your PC), and select. Click on Submit to upload the file. QuickQuote User Guide. 7

12 6. The devices on the discovery file will be displayed in the Device Details page, available for further review and refinement. The process to refine QuickQuote data will be covered in section 3.0, following the process for utilizing the Xerox Device Agent and Fleet Management Portal for initiating QuickQuotes for new and existing clients. 2.3 Initiating QuickQuote using Xerox Device Agent and Fleet Management Portal (FMP) The Xerox Device Agent can be ordered in the Services Contract Ordering Tool (SCOT) for pre-sale data collection. This will capture meter reads on a daily basis, and when you win the deal it will also manage devices under contract, so no additional software to install. Once the Xerox Device Agent is installed in a customer environment, you may request a QuickQuote directly from the FMP. The Xerox Device A must be installed for a minimum of 14 days, required to establish a reasonable average monthly print volume. 8 QuickQuote User Guide

13 Here are the steps: 1. Access the SCOT tool from the Xerox MPS Resource Hub. 2. Select Create Client from the SCOT landing page, under the Request Client for Pre- Sale Discovery. QuickQuote User Guide. 9

14 3. Click on Add a New Client. 4. Enter Client Address and Contact information. 5. Validate details and click Submit. 10 QuickQuote User Guide

15 6. The New Client Confirmation page will display the Registration ID required for installing the Xerox Device Agent on a PC or server within the Customer s environment. The link to the Xerox Device Agent can be found under My Company. The Xerox Device Agent should be installed and running for a minimum of 14 days before data will be available for a QuickQuote. Once at least 14 days has passed, you may access the Fleet Management Portal (separate login required), and request a QuickQuote for a new or existing client. 7. Log into the Fleet Management Portal and navigate to the Printers page. In the menu bar, click on the QuickQuote Request link. QuickQuote User Guide. 11

16 8. Select the Client Chargeback code from the list. (The Chargeback Code is the same as the Registration ID, and the first 8 characters are the first 8 characters of the Customer Name.) You may also add any additional comments, and click Submit. A confirmation will be displayed in the QuickQuote Request window, saying QuickQuote submitted successfully. 9. Navigate to the QuickQuote tool, through the Xerox MPS Resource Hub. 12 QuickQuote User Guide

17 10. The Requested QuickQuote will be displayed in the My Quotes screen under the Client Name. Click on the Quote Name to view the device details. 11. The devices discovered by the Xerox Device Agent will be displayed in the Device Details page, available for further review and refinement. QuickQuote User Guide. 13

18 3 Refining the current state The initial load of devices will be displayed on the Device Details page, with one device per row. The loading process will automatically match the discovered models with models in the QuickQuote database. If a match cannot be made, the devices will be displayed with a red X ( ) in the Status column. All discovered devices must be either matched, (see below), or excluded from the QuickQuote by clicking the Exclude checkbox in the left-most column. 1. To match a discovered model with a Model in QuickQuote database, click on the button. 14 QuickQuote User Guide

19 2. Select the appropriate Make and Model from the drop-down list, or Use Selected Model. If the model is not found in the drop-down list, select either Use Discovered Model, which will populate the Model field, or Other Device to enter the correct model. Since industry average cost data is only available for models in the QuickQuote database, the user will be prompted to enter estimates for toner and monthly service costs. This can be done by clicking the Update CPP link. QuickQuote User Guide. 15

20 3.2 Updating Device Details When all devices have been matched and the status is green, you can review the industry average cost data displayed, along with the captured volumes. You can also update costs, volumes, and toner coverage percentages for any device by clicking on the Update button. 16 QuickQuote User Guide

21 1. In the Edit Device screen you can update values to reflect your customer s actual printing and cost information, including average monthly print volumes, toner coverage percentage, and costs. To view or update the cartridge costs or yields, click on the Update CPP link. 2. The Update CPP window will show the data used to calculate the Cost per Page. You may update the cartridge costs, cartridge yield, and/or the other cost per page for other non-toner consumables, to reflect your customer s actual costs. Click Update to apply these changes, which will then be reflected in the Device Details page, and the Current Costs calculations. QuickQuote User Guide. 17

22 3. If updates should be applied to other devices in the Quote, click the check box next to Apply these changes to other devices. 4. This will open the Edit Multiple Devices screen. In this screen select the values to be applied to other devices, select the devices to be updated, and click on Submit to apply the updates. 18 QuickQuote User Guide

23 As cost updates are applies, the numbers in the cost columns will change in the color, (see below). Industry average costs are in blue, but once they are updated they will be displayed in black. This will help distinguish which costs are industry estimates and which are customer-specific costs. QuickQuote User Guide. 19

24 5. Add Device. There may be devices in your customer environment that were not included in the initial device discovery. This may be because they are non-networked devices, outside the IP address range used during the discovery, or devices that have not yet been installed. To include these devices in the Current Costs estimate, click on the Add Device button. 20 QuickQuote User Guide

25 6. Select the Make and Model from the drop-down lists. (Note: If the specific model is not found you may select Other Model and manually enter the Model.) Enter the Serial Numbers, estimated Average Monthly Print Volume, and cost estimates. Once you click Submit, this device and related details will be added to the Device Details list and included in the QuickQuote Current Costs estimate. QuickQuote User Guide. 21

26 3.3 Export current costs Once device volumes and cost updates are complete and all devices are either in green status or Excluded from the Quote, the user can select the button to download a spreadsheet of estimated current costs. This export can be used to validate the current state with the customer, and may also be the basis for developing costs of an as is proposal. 22 QuickQuote User Guide

27 The file provides a spreadsheet of the estimated current costs based on industry averages in the QuickQuote database, and reflects any updates entered by the user. This can be used for analysis and review with the customer to confirm their current volumes and costs. You may also include this information in any proposal presentation for your customer. QuickQuote User Guide. 23