Konica Minolta delivering Managed Print Services to support 7,000+ users at the Crown Prosecution Service

The CPS went to market via the Crown Commercial Services RM3781 framework appealing for competitive bids under Lot 3 for a fully outsourced MPS contract incorporating a due diligence process, with the added challenge that this process would need to be conducted during the pandemic restrictions.
 
Having been awarded the business, the Konica Minolta team had to take a fresh approach to engaging with the CPS and designing the MPS solution given the restrictions in place. Jonathan Smith, Head of Public Sector Sales at Konica Minolta Business Solutions UK comments, “Even under ‘normal’ circumstances it takes a great deal of effective collaboration to deliver a solution of this magnitude. In the midst of the pandemic, it was even more challenging. At a time when we’ve all had to rethink how we work; technology has been a great enabler – Microsoft Teams in particular has been invaluable in helping us progress this project remotely.”
 
Jonathan adds, “We have only briefly had the opportunity to visit a number of CPS print room locations in person when typically, we would look to floor walk each and every site to liaise with end users in order to gather future requirements. Instead we adopted a remote review process which has proved to be a highly pragmatic alternative and is testament to the close working relationship between our team and that of the CPS.”
 
Throughout the tender and due diligence process, both the Konica Minolta and CPS project teams worked from home during restrictions but still managed to successfully design an MPS solution that matched the organisation’s requirements and will support its vital activities. 
 
The Konica Minolta cloud-based solution seamlessly caters for multiple work locations, enabling CPS caseworkers to work in an agile manner from their homes, police stations, Courts and CPS offices.
 
All CPS offices and courts will receive the new, more efficient, and technologically improved devices from Konica Minolta, which are more reliable and have an improved service/maintenance programme. To avoid a backlog, a new offsite print/scan centre will be available to ensure deadlines are met. Additionally, colour printing will be available in any court, enabling Paralegal Officers to print colour photographs and make last-minute changes to the jury bundles.
 
To ensure a smooth handover, the CPS teams will be able to order print jobs using their existing security fobs in a simple, efficient, and secure single sign-on process with the new Konica Minolta devices and new printer portal (which is tailored from CPS feedback). A new preview, save and re-order function enables Quality Assurance of the print order.
 
Offices/areas without current print rooms will have access to central services, including a secure scan service for paper documents, providing more flexibility to digitise documents and proactively ensure deadlines are met. Jury bundle and trial pack printing can be ordered and delivered directly to the court or any office of choice, saving time and improving planning activities. For the ongoing evolution of services, all print users will be encouraged to participate in Print Forums to advise on needs, wants and expectations.
 
Konica Minolta collaborated with Swiss Post Services to deliver a bespoke digitisation journey for the CPS. The customised web portal will allow CPS users to direct bulk print and scan requirements to on-site and off-site print rooms, accurate and timely delivery of case files, jury packs and evidential materials provided by collaborating Government Departments and UK police forces.
 
The CPS prosecutes criminal cases that have been investigated by the police and other investigative organisations in England and Wales. The CPS is independent and makes decisions independently of the police and government. Its duty is to make sure that the right person is prosecuted for the right offence, and to bring offenders to justice wherever possible.
 
 
For more information on Konica Minolta please visit: www.konicaminolta.co.uk
 
For further details on Crown Prosecution Service please visit: www.cps.gov.uk