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Case Study

BayWa r.e. Modernizes Print Management and Eliminates Local Print Servers

Challenges

  • Replacing the existing on-premises print server infrastructure
  • Introducing secure release printing to enhance security and compliance
  • Harmonizing a globally distributed, heterogeneous printer landscape
  • Integrating with existing identity systems (Entra ID) and modern workplace strategy
  • Reducing support effort and overall IT complexity

Results

PrinterLogic established as a centralized, cloud-based platform for approximately 175 printers worldwide
Successful migration of around 170 printers to the cloud without disrupting operations
Significant cost savings and reduced IT workload through elimination of print servers and simplified administration
Reduction of helpdesk tickets by approximately 70%
Secure and flexible printing processes enabled by secure release and multiple authentication methods

Customer: BayWa r.e.

BayWa r.e. is an international project developer of wind, solar and battery storage (BESS) projects. Its activities include the planning, development and construction of these projects, as well as their operation and maintenance, and energy trading. BayWa r.e. is also a leading global supplier to the solar distribution market. In total, BayWa r.e. has successfully brought online more than 6 GW of renewable energy.
As part of a comprehensive modern workplace program, BayWa r.e. decided to fundamentally modernize its existing print infrastructure.
A historically grown on-premises print server environment and multiple pull-print solutions had resulted in high administrative effort, increasing costs, and a complex user experience. The goal was to implement a centralized, cloud-based solution combining security, ease of use, and global scalability.
Following an evaluation phase, BayWa r.e. selected PrinterLogic, primarily due to its serverless architecture and integrated secure release capabilities.
challenge #1
1

Global, Heterogeneous Infrastructure and On-Premise Print Servers

BayWa r.e.’s print environment spans multiple continents and includes approximately 175 printers from various manufacturers, including Konica Minolta, Brother, and Xerox. Regional requirements and legacy system landscapes made centralized management significantly more difficult.
In addition, five local print servers were in operation, where even minor disruptions could lead to interruptions in printing services.

Solution

Having already gained positive experience with PrinterLogic in the United States, BayWa r.e. decided to roll out the cloud-based print management solution globally. However, the additional requirements around secure printing necessitated an additional proof-of-concept phase.
During this phase, key functionalities such as secure release printing, integration with Microsoft Entra ID, and the required edge services were tested thoroughly.
Following validation, the global migration was initiated. To date, approximately 170 printers have been successfully migrated to the cloud-based platform.
A key benefit: since the migration, no manual interventions such as server logins or restarts have been required—representing a significant improvement over the previous infrastructure.
challenge #2
2

Secure Release and Security

A key objective was to implement a secure printing process to protect sensitive documents from unauthorized access. At the same time, different authentication methods needed to be supported across locations.

Solution

With PrinterLogic, secure release printing was successfully implemented. Depending on location-specific requirements, different release methods are used:
  • PIN-based authentication (username + PIN)
  • Badge-based release via RFID cards
  • A combination of secure and direct printing depending on use case
Integration with Entra ID enables seamless authentication and alignment with the existing IT security architecture. At the same time, sensitive print data remains within the corporate network.

challenge #3
3

Technical Complexity and Device Integration

As part of the secure release implementation, the Control Panel Application (CPA) needed to be deployed across existing print devices. Due to the variety of printer models and differing firmware versions, a differentiated approach was required.
In particular, certain devices with older firmware versions required additional adjustments to ensure optimal CPA deployment. In these cases, the IT team analyzed system logs, identified device-specific characteristics, and adapted configurations accordingly.

Solution

The IT team systematically analyzed root causes using log data and worked closely with Vasion Support. Through iterative troubleshooting and the development of best practices, stable and reusable configurations were established for specific printer models.
Once these were defined, CPA deployment for known device types became significantly easier and largely standardized—often requiring only a simple activation within the portal.
Vasion’s support was perceived as highly responsive and solution-oriented. Even in complex scenarios such as driver conflicts, the team received timely and effective assistance, clearly outperforming other support providers.
challenge #4
4

Support Effort and User Experience

The previous print solution generated a high level of support effort, particularly due to issues related to VPN usage and lost user configurations.

Solution

With the introduction of PrinterLogic, these recurring issues were effectively eliminated.
This had a direct impact on support: help desk tickets were reduced by approximately 70%. At the same time, employees benefit from a significantly improved user experience—printers are automatically provisioned and can be used from any location.
As a result, the IT team experienced a substantial reduction in workload, while overall user satisfaction increased.

Conclusion and Savings Potential

The implementation of Vasion Print enabled BayWa r.e. to comprehensively modernize its global print infrastructure. By fully eliminating local print servers, both hardware costs and administrative effort were significantly reduced.
The centralized cloud platform provides full visibility across all locations worldwide and supports a scalable, future-ready IT strategy. At the same time, security has been significantly enhanced through secure release printing, and overall usability has improved.
Looking ahead, BayWa r.e. plans to evaluate and implement additional solutions from the Vasion portfolio—particularly in the area of automation.
“With PrinterLogic, we were able to significantly simplify our global print infrastructure while dramatically reducing support effort. We were particularly impressed by the combination of serverless architecture, intuitive centralized administration, and secure printing processes.”
— Sunny Sahdev, Head of Enterprise Workplace and Platform Services, BayWa r.e., Munich