Client Profile:

Head Start: NCCDI, provides educational, counseling and family support services to 350 people annually. Head Start has a three-million dollar budget with 60 employees and has been in business since 1965.

Background:

Multiple locations are served in part by Ray Morgan Co. and in part by a competitor. A Bid process was engaged to upgrade and streamline document management processes and save expense where possible.
Communication started about one year ago. It took six months and five calls to set up the initial meeting to discuss the value of the assessment process. A consultative approach and a personal commitment to be of service secured the agreement to have RMC move forward with the assessment.

Assessment:

The assessment took 45 days. During the evaluation, all systems and workflow issues were examined and a detailed report was produced. Head Start provided central input. There was a stated need for increased efficiency, systemic ability to scan and manage documents digitally, and effectively reduce costs. Head Start also requested further information about faxing via email. Document output was also assessed, and recommendations to achieve all stated goals were included in the proposal which prevailed in the bid process.

RMC Solution:

RMC replaced half the MFP(s) in the fleet. uniFLOW was proposed to control costs and workflow, and provide secure printing and output device management. An XMedius fax server (FoIP) solution was introduced making faxing more efficient and less costly. Multiple scanner installations (29) allowed Head Start greater productivity in document handling. This also increased overall fluidity and the ability to store, retrieve and distribute documents with ease.
The competitor was not able to match the range of solutions, specifically addressing the stated and identified needs of the client.

Implementation:

Delivery, installation, set-up and training was provided within the specified time frames. Seamless integration and leveraging of the existing infrastructure was accomplished. RMC technicians and ProIT personnel were very professional engaged and supportive throughout the sales and implementation processes.

Summary:

The Ray Morgan Company provided Head Start with a new fleet of technology solutions which increased productivity and reduced overhead costs. This guaranteed Ray Morgan’s place as the exclusive vendor for the next five years. The solution saved the client $800 per month and two full time positions.