abc's of print

ABC’s of Print MISPROFIT FOCUSED PRINT MANAGEMENT

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ABC’s of Print MIS

Profit Focused Print Management

iv ABC’s of Print MIS v

Contents

IntroductionIntroduction 1Business Challenges in a Global Economy 2

Print MIS DefinedPrint MIS Defined 3The Printer’s Devil 5

Print MIS ComponentsPrint MIS Components 7

The Print MIS Value PropositionThe Print MIS Value Proposition 11Inefficient Processes Drain Profits 12

Viewing Print MIS from All AnglesViewing Print MIS from All Angles 15Starting with the Right Stuff – The Specification 15Building the Foundation – The Estimate 16Integrated Job Management 18Scheduling Dynamics 19Purchasing and Inventory Management 20Shop Floor Data Collection and Communication 21Computer Integrated Manufacturing & Direct Machine Interfaces 22Using Information – Reporting & Queries 23E-Opportunities 24Finished Goods & Fulfillment 25Accounting & Financial Management 26

The Print MIS Selection ProcessThe Print MIS Selection Process 27

vi ABC’s of Print MIS 1Introduction

IntroductionThe essence of any successful business is management’s ability to recognize and respond to the need for change, and driving meaningful change into your business requires innovative thinking. All too often, we fall back on “the way we have always done things” and fail to make the effort to look for a new and different perspective—a paradigm shift.

While you may think the term “paradigm shift” is a bit of a cliché, it is exactly what needs to happen to keep a business viable in a time of dynamic change. A paradigm shift is a change in accepted methods or processes based on facts, science or a study: a “shift” in the philosophical or theoretical framework. Or as the online encyclopedia, Wikipedia , puts it: “… in the simplest possible way, a paradigm shift can be described as a step away from some collective folly, or a removal of a common misconception.”

So, what is the paradigm shift in printing? It is the shift from running a business on “guts and instinct” to running it based on the availability of real-time busi-ness information. The ABC’s of MIS will focus on role of the Print Management Information System (MIS) in the successful operation of a printing business. It is intended to be a brainstorming guide, because every printing business is different, and each will have different problems and issues to address and require different solutions. As a brainstorming tool, we hope The ABC’s of MIS will help you come up with new ideas that will enable you to run your business more efficiently.

In the following pages, we’ll describe what a Print MIS solution is. We’ll talk about the components of a Print MIS solution and the value proposition it offers. We’ll discuss the impact of inefficient business processes and how they can drain profits from your business. We’ll also share MIS best practices as well as tips and hints for selecting and/or re-implementing an MIS solu-tion. The ABCs of MIS is designed to help your business make the paradigm shift to a more efficient, more profitable operation by utilizing the information resources a good MIS solution can provide.

IntroductionEFI GO ManagementEFI Print MIS Hagen OA 31 Logic SQL 32 PSI & PSI Flexo 32 PrintSmith 33EFI Add-on Value PrintFlow Dynamic Scheduling 33 Direct Machine Interface 34 E-Business Tools 34EFI Global Connectivity MIS to Fiery Integration 35 JDF 36

Glossary

“A business management system needs to be the number one investment for any printing operation. If you don’t know what your numbers are, you don’t know how to get where you need to be.”Ted Hagler, Director of Manufacturing & QAPapa John’s International, Louisville, KY

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Business Challenges in a Global EconomyPrinters face numerous challenges today that are more intense than they were in the past, including competitive pressure from other printers, consoli-dation, globalization, media dollar reallocations, shorter runs, faster turn times and the widespread adoption of digital technologies. Competition increasingly comes from a wide array of nontraditional sources – Internet-based printers; offshore outsourcing of print, especially to China; and the decision by market-ers not to print at all. Threats and challenges abound, and the only way a printer can hope to survive long-term is to improve efficiency, take cost out of the process, and create a market differentiation that ensures some level of competitive advantage.

Today’s Print MIS solutions provide the foundation for addressing these com-petitive challenges. In fact, with business moving at the speed of the Internet, a good MIS isn’t an option—it’s an absolute necessity. Print MIS provides the tools for managing financial, administrative and production operations. And, it delivers the process integration a printer needs to achieve the level of speed, cost leadership, quality, service and flexibility required to remain viable and competitive.

Print MIS Defined

The Computer Desktop Encyclopedia defines a Management Information System as an information system that integrates data from all the departments it serves and provides operations and management with the information they require. A Print MIS solution is an information system specifically designed to serve the needs of a print production operation by integrating data from all departments and providing management with the information required to effectively run the business on a day-to-day basis, as well as to support strate-gic, long-term growth decisions.

Although management information systems have found a niche in virtually every manufacturing environment, the printing industry has been slower to adopt these tools globally. The lack of attention to management technology has been explained away by many based on the “creative” foundations of printing, “Printing is a craft, not a manufacturing process!” Others have adopt-ed a comfort level with existing processes collecting specification on “napkins” and tracking information on the back of a job ticket.

But in today’s economy, automation of the print production process has become more commonplace—and vital to survival. Today’s printers are increasingly finding that manual tracking processes and disconnected data-gathering practices no longer meet their needs. They are finding that with these traditional practices, it is too difficult to see the big picture and acquire meaningful information in a timely manner. The absence of a single, organized core of business information adversely impacts both the daily operation of a business and the identification and implementation of the incremental process improvements critical in a fast-paced and increasingly competitive world. As one Print MIS user succinctly stated:

“A business management system needs to be the number one investment for any printing operation. If you don’t know what your numbers are, you don’t know how to get where you need to be.”

Ted Hagler, Director of Manufacturing & QAPapa John’s International, Louisville, KY

Print MIS Defined

“With tight budgets, and quicker turnaround times, full computerized integration has become not a convenience, but a necessity. Customers want to know what’s going on, and we want to know what our revenue is at the end of the day. Our Print MIS solution really helps us answer these questions.”David Ball-Quenneville, Estimator and Information Systems Support, Ideal Printing

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With an integrated Print MIS solution, businesses have access to the informa-tion necessary to quickly and easily assess their current state, and make the process changes required to ensure that they are operating as efficiently—and profitably—as possible.

An investment in an integrated Print MIS solution quickly pays for itself because it delivers real-time business information across the gamut of busi-ness processes associated with the production of a printed product, from the time the customer decides to buy, through quoting and estimating, production, distribution and invoicing. It enables a manager or worker to obtain real-time information about a job, a cost center, a customer, inventory status, or any other relevant aspect of the business. Additionally, an integrated Print MIS solution can reduce administrative overhead by eliminating the need to manu-ally collect and track waste data, page counts and other information that can be easily and automatically captured by today’s more automated printing and finishing equipment, and sent directly to the MIS solution. Electronic job tickets generated by a Print MIS solution reduce order-entry errors by eliminating re-keying. And repeat orders are easier because previously-used job tickets can be recalled, copied and resubmitted directly to production. All of this increases efficiency, reduces costs, and translates into higher margins and greater profit-ability. Think about it: Have you ever had a job that was finished wrong in the bindery because the job specs changed and the bindery was not informed? This is only one example of expensive mistakes that can easily be made with-out access by all workers to real-time information.

Additionally, as another believer in Print MIS, Paul Rushefski of Specialty Printing in Windsor, CT, said, “Without the real-time data provided by a print MIS solution, it can be very difficult to do a good job of measuring actual prof-itability on a job-by-job basis.” After implementing an EFI Print MIS solution, Rushefski reports that Specialty Printing benefits from an end-to-end integrat-ed print MIS and scheduling solution that has made a dramatic difference in its overall workflow. Profitability has improved, both due to more effective job scheduling and the ability to quickly identify potential bottlenecks and job cost anomalies that were virtually impossible to manage before.

The Printer’s DevilAs the printing industry began to evolve following Gutenberg’s invention of movable type in 1436, master printers traditionally took on apprentices to learn the craft. In exchange for food, board, and six 12-hour work days a week for up to seven years, the master would teach the apprentice the skills of the trade. These apprentices were dubbed “devils” based on the early belief that print-ers engaged the dark forces to accomplish their craft. In more modern times, the late Dr. Joseph Metcalf of the printing department at Central Missouri State University used the term Printer’s Devil to represent the gremlins that snatch profitability away from a printer. How can a printer defend against these money-munching creatures? The printer’s best source of solid, consistent information is a good Management Information System, designed to meet the unique needs of the manufacturing of printed materials.

The first print-focused MIS systems emerged with the development of multi-user computer networks in the mid to late 1970s. The Stewart and Logic systems were among the first that concentrated on print estimating, invoicing and accounting—manual processes that lent themselves well to the speed and efficiency of a computer. Although the invoicing and accounting capabilities of computers were accepted relatively quickly, there was a longstanding belief by many that a computer couldn’t replace the skills of a good estimator. Printing was viewed as a craft and estimating was considered a complex process usu-ally performed by the owner or a trusted, long-term member of the staff. The irony is that no other process in printing requires as many calculations and logic-based decisions as does the process necessary to create an accurate estimate, making estimating and quoting ideal tasks for computerization. Ultimately, computers became the rule rather than the exception in commer-cial shops throughout the industry; with estimating and accounting becoming the most commonly computerized tasks. Today, computers can be used in virtually every phase of production and production management.

ABC’s of Print MIS Print MIS Defined

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Print MIS Components

Not all Print MIS solutions are created equal. And printers have a wide range of differing requirements for these systems, depending on their size, number of employees, equipment and job mix. But most good Print MIS solutions will have some of the following components; and the best Print MIS solutions will have most, if not all, of them:

• Estimating & quoting

• Order entry & job tracking

• Raw material inventory

• Shop floor data collection

• Invoicing & receivables

• Job history

• Standardized reports

• Receivables

• Payables

• General ledger & financials

Profit-focused print MIS solutions will include enhanced features – features designed to improve the collection and utilization of information. These fea-tures may include high-level components of existing modules, additional modules or carefully integrated third party tools:

• Intelligent specification tools

• Client access for order management

• Computer-generated production forms

• Dynamic scheduling

• Direct machine Interfaces (DMI) for data collection directly from presses and other equipment

Print MIS ComponentsABC’s of Print MIS

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• Radio frequency inventory management

• Client access for finished goods inventory management

• Flexible financial reporting

• Employee, equipment, and sales analysis

• Database extraction and custom reporting tools

• Integration layers for JDF and 3rd party data exchange

As depicted in Figure 1, virtually every operation and every person in your business provides information to—or will pull information from—a fully inte-grated Print MIS solution.

Incorporating these types of tools into your overall business operation requires a Print MIS solution with capabilities beyond traditional “back office” bound-aries. In addition to increasing data collection capabilities and improving production workflow, this functionality extends the reach of the management

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Figure 1 – The Scope of Management Technology.

Source: EFI Incorporated

system outside the walls of the printing business to remote team members (executives, managers, and sales), customers and vendors – eliminating the traditional, but somewhat artificial, barriers between the management and production teams by creating a single, connected information network easily accessible by all authorized parties.

An effective Print MIS solution touches every part of your operation and has functionality that is relevant to internal operations, as well as in interactions with customers and suppliers, as depicted in Figure 2.

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Figure 2 – Core Functions of a Print MIS Solution


ABC’s of Print MIS Print MIS Components

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Any decision to acquire and implement a Print MIS solution should take into consideration the availability of foundation capabilities as well as much of the expanded functionality shown here. Even if your com-pany is not prepared to extend its business operation beyond a basic Print MIS solution, there will come a time – probably much sooner than you think – when all or some of these options become attractive, compelling, and even required for your continued success. Ensuring a clear upgrade path is a critical component of your Print MIS buying decision, especially when you consider these facts:

• Unlike any other “tool” in your business, the management system will be used by virtually every person in your business.

• Basic systems tend to meet basic needs, while more sophisticated solu-tions have the ability to grow and adapt as changes in the business envi-ronment occur.

• Profit leaders tend to implement solutions that have the flexibility to respond to and/or support process improvements. The ability to “plug-in” functionality is essential so that the business doesn’t become trapped by the limitations of its management system.

The Print MISValue Proposition

In the last decade, the position of print as the preferred communications medium has come under increasing pressure from alternative communica-tions media, driven largely by the ease of use and ubiquity of electronic com-munications. Marketers, perhaps the largest print buying constituency, are under increasing pressure to justify their budgets and deliver compelling data showing return on investment (ROI) for marketing spend. With e-mail and Web marketing, ROI tracking can be easier, thus luring scarce marketing dollars away from print.

Our challenge as printing professionals is to maintain print as a viable option in the portfolio of business communications alternatives by continuing to take cost and time out of the process.

There is no question the business of printing has changed forever, and the way we conduct business—from sales efforts to customer service to production and distribution strategies—must change as well. We have come a long way in terms of improving the economics of print production. New presses are more automated and efficient, as is finishing equipment. We are able to effectively produce shorter runs with less labor, less waste and less make-ready time. But the benefits that can be achieved by merely upgrading equipment have been nearly exhausted.

This is the value proposition a management system addresses. A Print MIS solution is the linchpin to a successful rethinking of the business and produc-tion processes associated with the business of print. An effective solution allows the printing operation to more accurately analyze and forecast the business, operate more efficiently, and identify process changes that can improve productivity and profitability even more. Without this type of data and process backbone, many printing businesses will not be sustainable over the long haul.

Of course, quality and craftsmanship are the price of entry to the printing game. But it is with process controls that a printing business can begin to dif-ferentiate itself and prosper as a profitable enterprise. That is the true value of a Print MIS solution.

ABC’s of Print MIS The Print MIS Value Proposition

“Growth has been phenomenal and that’s with very few additional employees. Without the integrated data that we receive from our MIS solution it would not have been possible.”Bill Jacot, Vice President of Manufacturing, LAgraphico

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Inefficient Processes Drain ProfitsSometimes the inefficiencies in our daily work process fall into the category of “we have always done it that way.” Do any of these situations sound familiar? If so, think about the impact their elimination could have on your productivity and profitability. Each and every one of the following scenarios represents a drain on profitability – those profit-snatching gremlins referred to by Dr. Metcalf – and all of them can be addressed with the effective implementation of a Print MIS solution.

Some Typical Profit Snatchers:• The customer’s vision of the job isn’t communicated clearly to estimat-

ing and customer service. This often results in inaccurate or incomplete quotes and lengthy turnaround times for estimates; resulting in lost work, delays, and non-chargeable rework.

• The estimating process is slow, non-standard and doesn’t connect with job costing. Once the job is secured it often requires re-planning, which results in duplicated efforts and the discarding or ignoring of work done in estimating.

• Sales and CSRs spend too much time on paperwork or looking for informa-tion, taking away from the time they spend with customers.

• Client communications are not documented and available to those work-ing on their jobs, and production is often presented with instructions that are incomplete, inaccurate or difficult to decipher – resulting in delays, the need for non-chargeable rework, and disappointed or lost customers.

• The process for tracking author alterations, or customer-requested chang-es, is not consistent, resulting in lost revenue as a result of the inability to accurately bill these changes. This ultimately has an impact on job profitability.

• There is no connection between production systems and management or back office systems. This makes it difficult to have up-to-the-minute busi-ness data available when making critical decisions.

• Production priorities are not clearly defined, resulting in bottlenecks, job delays, excessive overtime and/or dissatisfied clients.

• Jobs are sometimes “lost” in the system resulting in delivery delays and unhappy customers.

• Shop floor data collection is slow, incomplete and/or inaccurate, making accurate costing and pricing difficult.

• There isn’t a good handle on inventory. Materials are often lost, consumed without being identified with a job, or posted to the job at the wrong cost.

• There is no process to track and/or post waste.

• Invoices are often dispatched to the client days or weeks beyond the com-pletion of a job, resulting in less than optimum cash flow. And invoices are often inaccurate with missing material, alteration and/or shipping costs.

• Several non-integrated computer solutions require redundant data entry making sharing of information and collaboration difficult, thus increasing the chance for human error.

• The company’s financial status is often a surprise at the end of an account-ing period!

Any one of these scenarios can have a significant impact on profitability. When several of them are combined, they can be devastating. And they all can be addressed through the implemen-tation of an effective Print MIS solu-tion. Figure 3 lists typical benefits that can be achieved with a Print MIS solution.

ABC’s of Print MIS The Print MIS Value Proposition

“As a direct result of having better estimating standards with our MIS solution, we’ve increased our profit margins by about 5 percent, which is big when you’re talking about an average industry profit of 3 percent.”Chuck Kinzer, CFO, Omaha Print

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Viewing Print MIS from All Angles

The following sections look at the role and related benefits of the Print MIS throughout the printing business, from specification through delivery.

Starting with the Right Stuff – The SpecificationThere’s an old saying in the computer programming world: “Garbage in, gar-bage out!” It is also a good way of describing the quoting process in a printing company. If you collect poor specifications, your estimated costs won’t match your actual costs. If they’re too high, you risk losing the job. If they’re too low, you risk winning a job that you can’t produce at a profit. So before discussing the estimating process, it is important to address the specification process and make sure you are starting with the right information.

A good specification process can have a huge impact on estimate turn time and accuracy. Developing a specification form is important, as is requiring your staff to use it! A completed specification form should be mandatory before an RFQ or order is accepted.

With an electronic specification form, a whole new level of functionality is introduced, including the ability to validate information contained in the specification and the elimination of repetitious handling of information. An electronic specification form can also significantly reduce quoting response time and eliminate the deciphering of sometimes illegible handwritten orders.

An electronic form that’s linked directly to your computer-based estimating system is a best practice that has been implemented by many successful printers. EFI’s PrinterSite Internal, for example, provides the salesperson with an electronic specification process that can be used anywhere. The Internet-based tool can pre-populate client and contact information, present a custom-designed specification form, and merge the salesperson’s input directly into the print management system. The results: field sales professionals can submit and receive responses to requests for an estimate before many of their com-petitors’ salespeople have even returned to the office.

Some Typical Benefits Delivered by a Computerized Print Management SolutionAccounting

Inventory

Estimating

Job costing/production control

Figure 3 – Typical MIS Benefits

Source: Printing Estimating Principles and Practice, 3rd Edition

Philip K. Ruggles, California Polytechnic State University

Typical improvements

• Improved inventory utilization

• More controls over inventory levels and purchases

• Aids in controlling waste and spoilage

Typical labor savings

• 25% reduction in posting and reporting


• More accurate and consistent estimates

• Faster estimate turnaround

• Allows more time for planning

• Better cost and production control


• Up to 50% reduction in the cost of produc-ing estimates


• Better control over costs

• Faster billing

• Timely information on production performance

• More information with less people

• Better controls over waste and spoilage


• 50% reduction in job cost preparation and billing

ABC’s of Print MIS Viewing Print MIS from All Angles


• Better control

• Improved cash flow management

• Reductions in bad debt collections

• Reduction in accounts receivable collec-tions time-line

• More timely financial reports


• 50% reduction in accounts payable pay-ment preparation

• 75% reduction in preparing and typing statements

• 75% reduction in check preparation and posting

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Advanced Quoting Process with EFI PrinterSite Internal

1.) Customer communicates specs to sales

2.) Sales inputs specs into PrinterSite custom form

3.) Spec transmitted to MIS

4.) Spec mapped to estimating system

5.) Estimator reviews and dispatches quote

6.) Sales presents quote

7.) Job accepted

8.) Estimating plan used as a foundation of job plan

9.) Real-TIme status available through PrinterSite

Building the Foundation – The EstimateAccurate estimating is one of the most critical ways to positively impact profit-ability. A good estimating solution will produce a production plan – a blueprint for the production of a job. That blueprint will provide the best analysis of production costs and the best basis from which to set a price that is competi-tive yet profitable. Likewise, a good blueprint can be reused when an estimate becomes a job, eliminating re-keying of information and re-analysis of the job. Not only is production planning easier when you have a solid baseline from which to begin, but it is also easier to identify billable changes as the job pro-gresses. Without the blueprint, or with an inaccurate blueprint and estimate, the potential to win the job can be jeopardized. Even worse, profits can be unnecessarily consumed.

Most printers factor a 10 to 15% profit margin into their estimates, yet the industry average on the balance sheet is closer to 3%. Top performers, on the other hand, consistently meet or exceed their target. So, what’s the difference?

Industry leaders use their Print MIS solution to streamline process and profit improvement. This has never been more evident than in the naming of the 2004 NAPL “Best Managed Graphic Arts Companies” – 10 out of the top 12 honorees and 5 out of 5 of the gold award honorees utilize EFI Print MIS solutions.

Figure 5 – Profit Target vs. Performance

When reviewing or selecting an estimating system, consider these questions:

1) Does your estimating process represent your production process?

The estimating process begins with an evaluation of costs. Print MIS solu-tions with integrated estimating provide excellent tools for relating the estimating process to the production process, and most offer the flexibility necessary to modify your standards as your business changes. These mod-ifications are much more difficult to maintain when using a spreadsheet or standalone estimating solution.

Companies with special equipment and processes will require an esti-mating solution with added flexibility. EFI Logic SQL, for example, uses algorithms written during system set-up to match virtually any process. Integrated systems also provide the ability to compare estimated costs to actual costs, providing valuable information for a periodic review and adjustment of your processes.

2) How do you collect and communicate specifications for an estimate?

Don’t let scribbled notes on a napkin jeopardize your profit potential! Make sure your estimating process uses a standardized—and preferably elec-tronic—data gathering format to ensure accuracy and consistency.

3) How smart is your estimating system?

System intelligence saves time and improves accuracy. A good estimat-ing system will eliminate many of the tedious steps found in a manual or spreadsheet-based system. EFI Hagen OA, as an example, uses “wizards” to select prepress, press and finishing operations based on minimum input from the estimator. These wizards select the best production processes for

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Figure 4 – Advanced Quoting



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each quantity required. Because the system can work with multiple pro-cesses and multiple prepress and finishing paths, a single estimate can replace three or more estimates on a less sophisticated system. This type of embedded “intelligence” is only possible when you have a solution that has been built to align with your individual production facility and processes.

4) Does your estimate keep on working even after the quote has been delivered?

The biggest shortcoming of a standalone or spreadsheet-based estimating process is that the work that went into preparing the estimate is virtually thrown away when the quote goes out the door. An integrated Print MIS solution, on the other hand, will produce a production plan that can be reused, without re-keying, when you win the job. The original plan is auto-matically moved from the estimating process to the order entry process, becoming the foundation for production forms, planning, scheduling and purchasing. And when the job is finished, an estimated-versus-actual analy-sis is provided for individual jobs, equipment and departments, helping you better track and manage profitability.

Integrated Job ManagementOnce the quote has been delivered and the job has been acquired, the next challenge is getting the job into the production workflow as quickly and effi-ciently as possible, with little or no re-keying. Re-keying not only consumes unnecessary time and is non-productive work for valuable staff – it is prone to human error. While every print shop has some form of job management, with-out an integrated job management solution the necessary information can be scattered, not easily accessible, and data collection can be delayed, inaccurate or not present at all.

An effective job management solution, as part of an integrated Print MIS solu-tion, encompasses a number of functions, from order entry to job planning, job costing, and shop floor data collection. It should be able to automatically ingest information from the quote/estimate that has already been produced. This combination provides accurate, real-time information and a more efficient workflow. Data from job estimates and job history can be merged directly into a new job file, creating a detailed production plan. Complex jobs can be broken down into sub jobs – each to be produced, tracked and costed individually and as part of the total job summary.

The key to an effective job management system is access—access to infor-mation that speeds the job accurately through the production process, and information that allows precise, timely invoicing. It also can provide a base of historical information that will be useful in job flow analysis and process improvement. In other words, it is a real-time window to what is going on in the production process, providing instant access to critical data from a com-mon repository.

Scheduling DynamicsAnother critical step in the process is scheduling. Many shops are still using a manual scheduling process. As print runs become shorter and turnaround times become tighter, manual scheduling becomes increasingly difficult to manage. Whether it is a white board covered with sticky notes or an Excel spreadsheet that is re-generated several times throughout the day; these manual, static solutions have a difficult time keeping up with the fast pace in a dynamic manufacturing environment and often cannot present the entire picture, resulting in a less efficient operation.

The daily schedule can take as much as two to three hours to prepare, and can be out of date almost as soon as it is completed. Schedulers, CSRs and production staff can spend valuable time hiking around the plant to check on job status, equipment availability and fine-tuning the schedule as conditions shift and change. And it may be difficult to determine whether a job is at risk of being late until it is too late.

Today, scheduling stands as the most important process in the successful man-agement of a printing business. Global optimization – the ability to maximize resources and materials – requires a dynamic scheduling solution capable of responding to the ever changing production environment. The scheduling system must include the ability to review the requirements of individual jobs, merging those requirements with those of many jobs – creating a working scenario that maximizes equipment utilization, reduces or eliminates bottle-necks, and delivers the most jobs on time. And most importantly, a comput-erized scheduling system must be capable of reacting to real-world glitches in the production process. There’s nothing worse than trying to reorganize a scheduling wall following the temporary loss of a critical piece of equipment. Likewise, adding a shift to address a bottleneck in the press department may only compound problems if the cause of the bottleneck is in the prepress department and/or if the overtime will create another bottleneck in a following cost center.


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Dynamic scheduling solutions can also “create” sellable time. EFI PrintFlow, for example, will synchronize work based on both priority and production char-acteristics. If three jobs utilize the same press sheet size and ink configuration; and if those jobs can be printed in succession without adversely affecting the delivery schedule; you can virtually eliminate setup, makeready, and cleanup time. This type of schedule management is almost impossible with a manual or non-dynamic computerized solution. And the same synchronization capabil-ity can be applied to any work center where setup and run routines are altered based on job characteristics – expanding the value of dynamic scheduling beyond the pressroom into finishing and fulfillment operations.

Purchasing and Inventory ManagementPoor inventory management can devastate your bottom line. A shortage of raw materials—paper, ink, stitching wire, even plates—can put promised delivery dates at risk, resulting in unhappy or lost customers. And the cost of last-min-ute rush orders puts pressure on already slim margins.

Dynamic scheduling systems offer huge advantages over a scheduling wall. PrintFlow™ scheduling from EFI, for example, provides an intelligent “what-if” scenario generator with the ability to analyze thousands of operations based on job characteristics, priorities, and equipment requirements. Each new scenario includes a recap of utilization with a “weak-link” analysis that proactively identifies bottlenecks and jobs at risk.

A good Print MIS solution will include a solid, integrated system designed to manage the flow of materials throughout the shop. It will track inventory on order, received, on-hand, reserved and posted. It will track your inventory, your client’s materials, and consignment inventories in one database – providing a consistent, accurate view. Some systems even allow inventory postings to be made via a hand-held radio frequency system that can be operated from any-where within the shop without the need for access to a workstation or terminal. And historical reports provide information on utilization levels by product, vendor and job. This real-time movement of data makes the task of managing inventory much simpler, while improving service levels and profits.

Shop Floor Data Collection and CommunicationCollecting accurate, consistent data from the shop floor is essential. This data includes labor and materials invested in a job, including waste and rework. It also includes transit time of a job through the shop, including wait time as well as actual production time. Most print shops collect this data, but it is often a manual process, rife with human error, and not available in a timely manner.

A good Print MIS solution will integrate real-time data capture into the pro-duction process to augment scheduling efforts, ensure proper staffing and inventory levels, enable complete job billing—with an invoice often delivered with the job – and provide a strong foundation for various decision making processes, including process improvements. Employees can use electronic data collection to enter labor, material, status and notes. Data collection can be performed using shop floor keypads or computer workstations. With the work-station option, workers also have up-to-the-minute production information at their fingertips when questions or problems arise. After the transactions are updated, job management tools can produce reports recapping production costs, productivity and sales.

An effective Print MIS solution will be able to generate customized, up-to-day reports on the fly, with some level of reporting capability built in. But it should also be able to easily integrate with more sophisticated reporting packages, such as Crystal Reports, to meet all reporting needs.


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Computer Integrated Manufacturing & Direct Machine InterfacesThe printing industry has played with the concept of Computer Integrated Manufacturing (CIM) for a relatively short period of time when compared to other industries. Today, on-board computers on nearly every new piece of production equipment and industry-wide, high-visibility efforts like those of the CIP4 organization have opened discussions and delivered products with the potential for a significant impact on the bottom line. The success of these efforts depends heavily on the Print MIS solution. The management system is the logical data-center for the initiation, dissemination and collection of this information.

Today’s Direct Machine Interfaces (DMI) can deliver job descriptions and pro-duction specifications from the management system directly to the production equipment and its operators. Production targets are displayed and bells and whistles (literally) are used to alert operators when there is an interruption in the production process or when they are approaching the targeted production count. Or even better, a signal can be sent to the equipment to stop or pause production. During the production process, the DMI unit collects time and material consumption information for delivery to the MIS where it is used for status, costing, scheduling and other management purposes. Among other benefits, the direct connection can help to reduce the occurrences of over- and under-runs while providing a production recap unavailable in manual, non-connected environments.

Examples of CIM and DMI in use today:• JDF-based production: Industry leaders like EFI are using the Job Definition

Format (JDF), an industry wide initiative managed by CIP4, as the basis for external integrations to other equipment and vendors. JDF allows the MIS to create a job information packet, communicating the necessary informa-tion to subsequent systems or devices within the planned workflow. All systems defined within a printer’s facility can utilize this bi-directional com-munication method to improve plant efficiencies and cost structures thus creating an integrated environment. CIM has been defined in some publica-tions as only incorporating the manufacturing part of the business; but with an MIS as the basis for integration with manufacturing, CIM is truly the integration of all solutions required to operate a business.

• EFI Auto-Count DMI: Available for sheet, web and finishing equipment, Auto-Count utilizes existing sensors on the equipment and/or sensors added to track utilization, paper consumption and spoilage. Auto-Count utilizes a patented “weigh the waste” technology that makes it extremely effective in high-speed web operations where control of production counts and spoilage can have a significant impact on overall costs. Likewise, sheetfed and binding installations provide a level of control difficult to attain in even the best managed manual operations. Auto-Count is unique in that it provides JDF-like functionality for older equipment that is not JDF compliant.

Using Information – Reporting & QueriesTo be effective, a Print MIS solution must provide the infrastructure necessary to assist management in making effective, timely, profit-focused decisions. A single, centralized data core will allow a business to harvest information from all phases of operation. And the best solutions will include a suite of reports designed to optimize the use of this information on a daily, weekly and monthly basis – or based on any time period for which reporting data might be helpful.

Reporting solutions will use a combination of tools to collect, organize and present information, including:

• Data queries and summaries with drill-down functionality provide instant access to summary and foundation data.

Jobs billed based on data collected in real-time share several characteristics that lead towards higher profitability. Invoices are generated more quickly and tend to be more accurate. Changes are easier to track, document, and bill. And clients tend to have fewer questions and pay more quickly when accurate invoices are delivered promptly, reducing process management time and your cost of money. Profit leaders identify and consistently hit a performance target for delivery of invoices.

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• Standard reports with output and selection criteria assist in the consolida-tion and presentation of large bodies of information. Reporting should be specific to the printing industry and solutions should offer a range of pre-formatted reports.

• Custom reports and queries, including data exports, that fulfill the need for advanced analysis based on individual, departmental and corporate goals.

For more sophisticated reporting, the Print MIS solution should support con-nectivity with tools like Crystal Reports and the Microsoft Office suite to maxi-mize the value of the data. Solutions should provide a library of predefined reports that can be used as-is or as templates for the development of custom-ized analysis tools. Data and reports should be able to be stored for the long-term for ongoing process improvement efforts.

Dynamic reporting capabilities are critical to a manager looking to do a quick, effective review. Online summaries, for example, should provide the high-level detail required for a daily recap of production status. Charts, color coded high-lighting, and/or “exception” alerts might key the manager to areas requiring his or her attention. The alert is supported by an ability to drill-down to more detail. A click of the mouse might lead you to production notes, costing data, a real-time review of on-going activities, or other valuable information about the job. The advantage of a dynamic reporting structure versus a printed report is huge. Printed reports tend to provide a snapshot of what happened then, while dynamic reports provide insight into both then and now.

Some solutions, like EFI Logic and EFI Hagen, include dashboards that use clickable icons to present a visual picture of production – again, with the ability to instantly drill-down to view more real-time detail.

E-OpportunitiesIn an increasingly digital and connected world, a printer should be able to inte-grate its Print MIS solution with the Internet, offering anytime/anywhere access to important information by customers, sales, remote production facilities and suppliers. Such a solution, of course, must be secure, making information available only to authorized users.

With an e-infrastructure in place, closely linked to the Print MIS, sales profes-sionals can be more productive, clients can access job status information at their convenience, and suppliers can interact more effectively as they work to support the operation.

Profit leaders have leveraged the Internet to lock in business and clients with unique services and features that make doing business easier, faster and more cost effective. One example identified earlier was the Internet-based specifica-tion process – a process that streamlines the collection of information, improv-ing accuracy and providing a response to requests before the competition can act. Many now offer their clients online status, job history, file submission, online proofing and other collaborative services to improve the client/printer relationship. Some companies use fulfillment services supported by online catalogs to meet the client’s print and related requirements. This has proven to be an extremely profitable venture for many. Once a client forms a dependency on these types of services, they tend to channel the majority, if not all, of their work through the process in order to take advantage of the ease of use.

Internet-based tools are most effective when embedded in or carefully linked to the print MIS. Standalone services create a secondary database that increases the potential for communication and omission errors. It sounds elementary, but a simple 20-word job description should be keyed once, flowing from the specification to the estimate to order entry to the production floor to invoicing and into history. And while the description may be updated along the way, a single database ensures that your staff is always working with the most cur-rent, up-to-date information. This end-to-end integration will reduce costs, delays, and expensive rework.

Finished Goods & FulfillmentFulfillment has been identified as one of the most profitable value-added services a printing company can pursue. Fulfillment services can also be a logistical nightmare. However, a good Print MIS fulfillment option will allow you to successfully and accurately produce, track and maintain finished goods inventory. It should track production quantities and production costs, allowing the immediate transfer of completed products to inventory without closing the job. It should also be able to track individual products as well as kits that are created from two or more product components. It should also have the capability to define cost distribution and pricing for inventory items (customer owned or company owned) on an item-by-item basis. Further, as noted in the last section, there’s no better way to lock your clients into your company and provide yourself with a competitive edge than by offering reliable, responsive Internet-based fulfillment services.


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The Print MIS Selection ProcessAlthough there are hundreds of factors to consider when selecting a solution that will be used by virtually everyone in your business, you have to start somewhere. So, here’s our list of the “Magnificent 7” – seven key elements that must be considered during the selection of a Print MIS. This isn’t a feature list – you’ll need to identify those needs within your organization. This list looks at the factors critical to the successful installation and long term utilization of a solution. If the system doesn’t meet these requirements, it wouldn’t matter whether it could calculate an estimate or produce a nice looking invoice!

1) Flexibility: Does the solution offer the flexibility you require to run your business – with the emphasis on “your” business! This is critical – as you compare the profile of your business as it was five years ago and as it is today, you’ll see changes in all aspects of sales, administration and pro-duction. Your business has changed to adapt to new market conditions and new production requirements. Selecting a management system that doesn’t have the flexibility to adjust to the changes that will continue to come your way could constrain growth and even put your business at risk. Solutions designed for a specific company and/or by a very small company tend to be shallow, lacking the flexibility needed by most organizations. And while these solutions may appear to be less expensive up front than a more robust solution backed by a stable company, the overall cost to your organization could be considerable should you have to replace the system or even adjust your business plan to the abilities of the management soft-ware. Flexibility goes hand-in-hand with the next point.

2) Depth: All Print MIS presentations should include the following disclaimer: “Warning, the demonstration process can be deceiving!” Believe it or not, polished salespeople can sometimes mislead you as to the true capabili-ties of a software package. And, while many high level presentations are designed to show the overall simplicity of the application, it’s the in-depth presentation or review of the software that should be the foundation for your final selection. The specific ability of the software to handle your

The Print MIS Selection Process

Accounting & Financial ManagementFinally, one of the most critical elements to running a profitable business—in any industry—is accurate accounting and financial management. And as with many other components of your management process, the level of integration between the planning, production management and accounting processes can have a significant impact on the bottom line. A smooth transition of informa-tion from the production process to the accounting process is critical for accu-rate invoicing, costing and financial management.

Integrated solutions can also offer a two-way exchange of information, provid-ing management with a valuable review of actual versus anticipated costs, a confirmation of hourly rates based on actual expenses, and a reality check of work cen-ter, departmental and business unit expenses versus produc-tion and sales.

“We now run about 7000 tasks, or 700 jobs, through PrintFlow every month. We used to schedule production using slats on the wall, and now our schedulers say they don’t know how they ever did their jobs the old way.”Lou Papay, Vice President of Information Systems, Press of Ohio

ABC’s of Print MIS The Print MIS Selection Process

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real-world situations should be the takeaway from any presentation, and a canned demonstration can’t possibly answer those questions. Not every question needs to be addressed, but you should ensure that the software is capable of addressing any situation that occurs in your business on a regular basis. These concerns can be addressed during an in-depth dem-onstration, an on-site review of the software, or through the RFP process. For example, a system’s ability to record, track and invoice alterations is an important feature that can impact the productivity of your organiza-tion and your bottom line. A simple “yes” to the question, “Can you track alterations?” isn’t enough. A demonstration of the capability is important. Making a list of critical processes – improvements you would like to see in your work process – is a good way to start the selection process.

3) Stability: New, untested solutions and those built without the backing of a solid software development methodology tend to present the user with an on-going barrage of software bugs and design flaws – pro-ductivity roadblocks. Look for a solution with a proven track record and a company with a well documented software development and quality assur-ance process. Vendors with a small development staff and those with no quality assurance program tend to lean on their user base to fill these roles, and you don’t want your people “testing” the software while they do their work. Or, even worse, you don’t want your people to find critical bugs after they’ve impacted your business.

4) Focus: A solution provider that focuses on the printing industry will provide a tool that can fit your busi-ness situation today yet can grow as your business grows. At the same time, a solution provider that focuses on a much larger niche – say, general manufacturing – is likely to be much less responsive to your suggestions and will also have a more difficult time answering questions about day-to-

day utilization. Look for a solution provider that is focused on your industry and that has significant industry experience on their management, devel-opment and support staffs. Asking for client references from within the industry is always a good idea.

5) Growth Potential: Your solution provider should be able to meet your needs today while demonstrating the resources and insight – the innova-tive qualities – to deliver the product you’ll need tomorrow. This “inno-vation factor” can be validated by the organization’s ability to provide innovations within its product and to provide integration, links, and/or pathways to other products and services, both their own and those of third parties. These include e-business tools, JDF-based integration, Computer Integrated Manufacturing (CIM), and third-party software/hardware integra-tion. While you may be looking for the basics today, the ability to expand your capabilities in an existing solution versus the resources required to replace a Print MIS solution and acquire something new represents a huge advantage. Any management solution decision should be based on your needs today as well as your long-term goals and expectations.

6) Implementation & Training: Too many times, the least expensive training option is selected versus the option that is likely to deliver the best oppor-tunity for a successful implementation. This is, as the saying goes, penny wise and pound foolish. The implementation and training plan should be built to meet your needs and expectations. And it’s important to keep in mind the fact that your staff needs to run your business while they’re being trained. Your vendor should work with you to develop a schedule that addresses these needs and allows ample time to practice and test what trainees have learned. This approach will provide a much higher likelihood of long-term success. While on-site training is usually the preferred meth-od, the effectiveness of the training process may be enhanced with off-site classroom training – where interruptions are limited. Oh, and turn off that cell phone during class, please!

7) Help, Service & Support: Whether it’s a simple question or a serious prob-lem, you need to know that your solution provider will be there for you. Look at the on-line help offered by the solution and ask about support options. It’s too late to learn about these capabilities (or the lack of them) after your system has been installed. Just as it’s important to have a solid development process in place, a solid, responsive and reliable support pro-cess is also critical to your long term success.

Ask references for references!

Most vendors will give you a list of their “best” users as references. These references will usually know two or three other companies using the solution – companies not on the vendor’s list. Ask for these names and call these businesses. This second tier of references will provide additional insight into the vendor’s products and services.

ABC’s of Print MIS The Print MIS Selection Process

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EFI GO Management

EFI has introduced the concept of a Globally Optimized manage-ment information system. The foundation for this approach to management is based on the Theory of Global Optimization (TGO)

– the assumption that a manufacturing operation is a chain of interdependent links, and only a few constraints control the throughput, on-time delivery, and cost of the entire printing operation. By removing the constraints, you increase throughput and profits.

Global optimization requires integration throughout production and between management and production. The building of a globally optimized MIS requires a strong database, extreme flexibility and ultimately, an intelligent control center. EFI utilizes PrintFlow dynamic scheduling as the controller that enables synchronization and optimization. The result of these efforts is an ability to maximize the potential of existing work and to gain higher profits on new work.

EFI is the largest provider of Print MIS solutions in the industry, with the largest development and support staff. EFI has partnerships and alliances with all of the key industry players and is committed, in conjunction with its partners, to bringing to market solutions based on open architectures and compliance with industry standards.

The following section provides a brief overview of EFI’s Print MIS offerings. Each of these solutions is backed with our world-class support and develop-ment, giving your business the competitive edge you need to survive and thrive in today’s business environment. More information can be found at www.efi.com, or by contacting an EFI sales professional at 800-875-7117.

EFI Print MISHagen OA

Hagen OA (Open Architecture) is a robust management solution with multi-company, multi-division, multi-language, and multi-currency capabilities. Scalable from five to five thousand users, Hagen OA includes an intelligent

ABC’s of Print MIS EFI GO Management

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wizard-based estimating process, and a job desktop with the depth and capa-bilities necessary for the efficient management of complex work. Hagen OA also includes a complete physical and finished goods inventory management solution with integration to an industry-leading warehouse management solu-tion and a highly flexible, highly capable enterprise accounting and financial management solution.

Hagen OA offers a special module for businesses working with periodical print-ing and publishing – Hagen Prograph. The Prograph module includes a toolbox for addressing the unique layout, planning and production needs found in these environments.

Hagen OA also offers a high degree of flexibility and customization, making it an excellent choice for growing single and multi-plant, multi-division organizations.

Logic SQL

From concept though delivery, EFI Logic has proven that the process of print production can be managed toward higher profitability. Logic provides end-to-end integration with a powerful set of data collection tools. If you are a medium to large printing operation with a mix of web, sheetfed and/or spe-cialty processes, EFI Logic SQL is the quickest path to full-scale automation, which means you can quickly step up to wall-to-wall automation, as proven over three decades by more than 10,000 users worldwide.

Logic applications cover every business function, from estimating to bill-ing, order entry to shipping, purchasing, inventory control, finished goods, accounting and more. On the shop floor, Logic’s PlantManager™ software gathers the real-time information you need for production management from every corner of the plant.

PSI & PSI Flexo

PSI incorporates a familiar Windows interface, a powerful management tool-kit, end-to-end integration and an extensive collection of reports designed to focus and sharpen your decision making process. EFI PSI delivers manage-ment integration without compromise. PSI seamlessly integrates 18 advanced software modules with Microsoft’s powerful, scalable SQL Server database management system and Macola Accounting. Along with an integrated Crystal Reports package, these tools automate job planning, costing, data collection, scheduling, purchasing, inventory management, accounting and more. PSI

helps you gain the efficiencies you expect from print management software: reduced costs, more accurate scheduling, more efficient resource allocation, higher customer satisfaction and a better bottom line.

PSI provides an excellent solution for growing digital, commercial and flexo operations with a fast-track implementation process designed for environ-ments where one person performs several management tasks.

PSI Flexo expands the functionality of the PSI toolset to provide for the unique needs of the flexographic printer, including special estimating, job manage-ment and die management features.

PrintSmith

EFI PrintSmith is the best option for on-demand, digital and copy center operations. PrintSmith automates all the detail-laden aspects of your busi-ness including estimating, quoting, point-of-sale, order entry, job tracking, invoicing and receivables. PrintSmith offers turnkey management that is modular and scalable – providing a user-friendly solution for both Mac and PC-based users.

EFI Add-on ValuePrintFlow Dynamic Scheduling

Award-winning PrintFlow dynamic scheduling from EFI helps you realize savings by optimizing the interaction of all the processes in your plant. PrintFlow’s real-time calculations, enterprise-wide scope and unique what-if capabilities transform scheduling into the focal point of an enterprise-wide manage-

ment solution. PrintFlow is an intelligent, rules-based tool that manages your process – not as islands of automation, but as a complete operation – to mini-mize costs and boost profitability as no piecemeal scheduling strategy can.

PrintFlow is a proven method of handling and automating the production management issues of estimating, planning, order entry, scheduling and data collection. PrintFlow was developed by EFI’s Udi Arieli around the Theory of Global Optimization, inspired in part upon Dr. Eli Goldratt’s Theory of Constraints, as discussed in his must-read book, The Goal, and adapted to fit the printing industry. PrintFlow also allows you to schedule not just actual jobs, but potential jobs—letting you know immediately what the scheduling conse-quences would be if you made changes to a job or cost center.


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Direct Machine Interface

Using exclusively patented DMI technology, Auto-Count automatically pulls production data directly from every machine in your plant, in real time. You know exactly what each press and finishing machine is doing and how much it has produced. You know to the piece the amount of waste produced, and where and when in the production stream it occurred.

Auto-Count technology is available in several configurations including the Auto-Count 3000, the Auto-Count 1000, and the Auto-Count 100N. The Auto-Count 3000 uses exclusive waste-weighing and DMI technology to deliver the most accurate counts available from any system today. It’s the perfect system for high-speed, high-volume web presses where unmonitored runs can pile up waste in seconds. The Auto-Count 1000, using special sensors or a connection directly to the machine control panel, is a cost-effective solution for monitoring smaller web, sheetfed, and finishing machines. The Auto-Count 100N is a low-cost solution available on the Logic SQL system, providing DMI capabilities for work centers where an interface has not been practical in the past.

E-Business Tools

PrinterSite Internal

Your ability to collect and share the right information the first time can have a direct and significant impact on the bottom line. PrinterSite Internal is an Internet-based, sales mobilization tool that seamlessly integrates with EFI Hagen OA, Logic SQL and PSI print management systems.

PrinterSite Internal is designed to meet the needs of the “internal team” - a team that includes the salesperson, the estimator/production planner, custom-er service and your production personnel. The entire product has been built around the specific needs and expectations of this team, providing a single, integrated data network for the real-time exchange of vital information.

PrinterSite Internal captures specifications, delivering the information without re-keying directly into the estimating process. This process provides a high degree of accuracy and speed in responding to a client’s request. Quotes are dispatched to the salesperson for delivery to the client, many times well in advance of the competition. Order submissions, job tracking, invoice review and job history – with a reorder click-through – are included in the PrinterSite Internal toolset.

PrinterSite Fulfillment

The ability to offer fulfillment services has been recognized by many com-panies as an excellent opportunity to develop and lock in client relationships – enhancing profitability. PrinterSite Fulfillment is an Internet-based, client-facing fulfillment desktop designed to assist your staff and your clients in the effective management of finished goods inventories.

With PrinterSite Fulfillment, you have the ability to set up a unique desktop for each client, providing them access to their inventory. Clients can check levels and place orders with a click. They can even manage imprinted items – adding variable data and reviewing a proof before submitting the order. And PrinterSite Fulfillment is fully integrated with EFI Hagen, Logic SQL, and PSI.

PrinterSite Exchange

EFI PrinterSite Exchange extends your ability to provide new levels of service with a full-featured, robust and interactive website. Including a printer-branded storefront, configurable order and operator views, and workflow integration, PrinterSite Exchange offers the flexibility and power you need to leverage the Internet to improve service and increase sales.

PrinterSite Exchange includes PDF-generating drivers, file submission tools, automated pricelist options, job ticket and job status options and integration to EFI Fiery controller devices and EFI Balance – for connection to virtually any digital device.

EFI Global ConnectivityMIS to Fiery Integration

The Print MIS-to-Fiery Connector provides a seamless link between your EFI Print MIS and your digital printing systems. The connector exchanges infor-mation vital to the production process without the manual handling that often result in non-chargeable rework and production delays. The Print MIS-to-Fiery Connector links your digital production equipment into your computer network where you can monitor and respond to real-world situations in real time. The potential value of the integration begins with the collection of job data during the specification and estimating process.


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Figure 7 – Dataset Example

The EFI Print MIS passes information from these processes seamlessly into order entry and job planning, forming the foundation for the production process. And now with the MIS-to-Fiery Connector, this information moves seamlessly from the management system into the production Fiery. As work proceeds, process information is collected and reported back to the management system in real-time. Managers, CSRs and sales people have instant access to a detailed, accurate status of the job.

JDF

EFI is using the Job Definition Format (JDF) – an industry wide initiative managed by CIP4 – as the basis for all external integration to other vendors. JDF allows the EFI MIS to create a digital, hierarchical, inter-relational model of a MIS job. JDF is utilized to communicate the necessary information to subsequent systems or devices within the planned workflow. All systems defined within a printer’s facility can utilize this bi-directional communication method to improve plant efficiencies and plant cost structures, thus creating a Computer Integrated Manufacturing (CIM) solution. CIM has been defined in some publications as only incorporating the manufacturing part of the busi-ness, but with an MIS solution as the basis for integration with manufacturing, CIM is truly the integration of all solutions required to operate a business.

Glossary

AA Author Alternations, changes requested by the customer during the job pro-duction process

CIM Computer Integrated Manufacturing, the end-to-end integration of the manu-facturing process through the use of computerized solutions

CIP4 The International Cooperation for the Integration of Processes in Prepress, Press and Postpress, an industry standards body founded in 1995 as a joint initia-tive of vendors for the graphic arts industry

Crystal Reports Manufactured by Business Objects, a widely-used computer-ized reporting package designed to facilitate the easy development of customized reports

CSR Customer Service Representative, an employee in a print operation respon-sible for coordinating customer service and resolving customer issues.

DMI Direct machine interfaces that allow data collection directly from a produc-tion device, with data delivered to a management system

Dynamic Scheduling The ability to automatically create a schedule based on thousands of constraints such as shifts, equipment, critical dates, etc. Ability to automatically re-optimize and create a new schedule every time new data arrives.

Imposition Grouping and arranging pages for efficient printing on larger sheets of paper, taking into account the need to cut and bind the pages after printing.

MIS to FieryJob ID

Job Description

Work type

Work details

Priority

Start / stop targets

Customer ID, Name, Info

Approval guidelines

Size, pages, up, layout, folios

Substrate information

More…

Fiery to MISJob ID

Equipment ID

Operator

Actual start time

Actual stop time

Production time

Production operation(s)

Quantity completed

Equipment settings

Operator comments

More…

ABC’s of Print MIS Glossary

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JDF Job Definition Format, an XML-based industry standard designed to simplify information exchange among different graphic arts applications and systems, including Web-based systems. To that end JDF builds on and extends beyond pre-existing partial solutions such as CIP3’s Print Production Format (PPF) and Adobe Systems Incorporated’s Portable Job Ticket Format (PJTF)). It also enables integration of commercial and planning applications into the technical workflow.

JMF Job Messaging Format, the messaging component of JDF

MIS Management Information System, an information system that integrates data from all the departments it serves and provides operations and management with the information they require.

Native Application A software application used to create documents or files. This is contrasted with standard file formats such as PDF. Adobe InDesign is an exam-ple of a native application

PDF Portable Doucment Format, a file format invented by Adobe Systems to describe text and graphics in documents.

Plug-In A software module that “plugs in” to an application and adds features to the application.

PostScript A page description language invented by Adobe Systems that is used for describing the text and graphics in documents.

Preflighting Checking the integrity of a file prior to imaging to uncover and cor-rect errors, including missing elements, incompatible file formats, etc.

Printer’s Devil An early term that referred to apprentices serving under a master printer; later referred to as the “gremlins that snatch profitability away from a printer”

Production Plan A blueprint or roadmap for the production of a print job

RFQ Request for Quote

ROI Return On Investment, a means of measuring the point at which an invest-ment pays for itself and begins generating profits

Specification The description of the characteristics of a print job that allow its accurate production and delivery

Theory of Global Optimization (TGO) The assumption that a manufacturing operation is a chain of interdependent links, and only a few constraints control the

throughput, on-time delivery, and cost of the entire printing operation.

Wizard An electronic tool that walks the user through a process, such as estimat-ing, by asking a series of questions, resulting in a more efficient, computer-assist-ed process workflow the execution of and the interaction between the various steps of the production process within a graphic arts production environment

XML Extensible Markup Language, a simple, very flexible text format derived from SGML (ISO 8879). Originally designed to meet the challenges of large-scale electronic publishing, XML is also playing an increasingly important role in the exchange of a wide variety of data on the Web and elsewhere.

ABC’s of Print MIS Glossary

Auto-Count, ColorCal, ColorWise, Command WorkStation, DocBuilder Pro, EDOX, EFI, Fiery, the Fiery logo, Fiery Driven, the Fiery Driven logo, Fiery Spark, MicroPress, OneFlow, Printcafe, PrinterSite, PrintMe, Prograph, Proteus, RIP-While-Print, Splash, and Spot-On are registered trademarks of Electronics for Imaging, Inc. in the U.S. Patent and Trademark Office and/or certain other foreign jurisdictions. Bestcolor is a registered trademark of Best GmbH in the U.S. Patent and Trademark Office.

ADS, AutoCal, Balance, Build, Digital StoreFront, DocStream, Estimate, Fiery Link, Fiery Prints, FreeForm, Hagen, Intelligent Device Management, Logic, PrintFlow, PrintSmith, PrintSmith Site, PSI, PSI Flexo, RIPChips, Scan, SendMe, VisualCal, WebvTools, the EFI logo, the Fiery Prints logo, and Essential to Print are trademarks of Electronics for Imaging, Inc. Best, the Best logo, Colorproof, PhotoXposure, Remoteproof, and Screenproof are trademarks of Best GmbH.

All other terms and product names may be trademarks or registered trademarks of their respective owners, and are hereby acknowledged.

© 2005 Electronics for Imaging

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