Taking Care of Business Software
In business and production software, there's no such thing as old reliables. Suppliers tally tell-tale signs an upgrade is in order.
by Jessica Millward, Associate Editor
Lack of integration
A singular, self-contained management tool is the key element of today's efficiency-plus software packages. printCafe's Flexo Products Group Manager Clay Horsley explains a high percentage of printers currently use a mish-mash of spreadsheet estimating, database job entry, and pen and paper to handle job costing/tracking. Capitalizing on the virtues of integrated software, printCafe's redesigned Flexo Quotation System feeds data directly to all modules, including Job Planning, Scheduling, Purchasing, Shipping, and Invoicing.
Inefficient data collection
John Knowlton, executive director, marketing at PRIMAC Systems, points out the limitations of gathering production data on small shop stations with bar code wands. "These devices do a decent job of collecting time and material transactions," he asserts, "but are incapable of feeding online information back to the plant staff." PRIMAC's Shop Floor Information System employs touch screens to collect labor and material information, display online job jackets, and provide inquiries into the schedule, inventory, and other parts of PRIMAC.
Non-systemized reporting
Once the data has been collected, ideally it should be utilized as an analytical management tool. Horsley counts the recent adoption of Seagate's Crystal Reports as the primary reporting tool in print management systems an important step forward. He observes, "Without a doubt, the number one request for customization is reports."
Manual data entry
An unmistakable mark of past-its-prime production software, according to MagnaPlan's VP, Marketing Mark Spraggett, is the manual entry of report data into some other system. The human element is prone to creating mistakes, and time lost in manual entry also equals money lost. MagnaPlan's The Planner computer scheduling software operates like a planning board, but can automatically duplicate work (with amendments) or recall it from a library of templates or repeat orders.
Slow information retrieval
Effective business management software should provide a printer with the ability to access customer-requested information quickly. Andy Armitage, president of Avalon Printing Software, notes a company's software is unsuitable if generating the pricing information for contract bids takes too long. The estimating function should be able to rapidly produce cost and pricing information, no matter the number of quantities or variations in colors, substrates, and production methods.
No connectivity to Web site
Despite a slower economy, the growth of e-commerce remains an inevitability. Knowlton recognizes an out-of-touch business software system when it doesn't feed data to the company Web site. He asserts customers should be able to "view their finished goods inventory, submit quote requests, view job status, etc."
Slow query response
Armitage emphasizes the importance of prompt replies to a customer's requests or questions. In Avalon's Accelerate Advanced Planning and Scheduling (APS) system, he states, "Jobs moving through the production process can be displayed in a variety of useful ways … allowing instant response to customer inquiries or internal progress chasers. You can also immediately identify the cost implications of moving it from one machine to another, or between plants."
No by-job cost figures
Concord Business Systems' Dave Edmonson, VP, sales/marketing, describes how many package printers rely solely on their "gut feeling" about the profitability of particular jobs or particular types of jobs. With no real data to support that feeling, conclusions are likely to be inaccurate. Concord's Converting Management System (CMS), designed for roll-based manufacturing workflows, provides, as a standard feature the exact cost of each job, including combination work.
Manual job ticket systems
Ken Meinhardt, president of Tailored Solutions, recognizes the irony in using a computer estimating system for calculating estimates, then handwriting the job ticket for that customer's work. He reports that relational databases, such as that used for Tailored Solutions' Label Traxx™, share information from a certain area of the program throughout its integrated functions efficiently. This linked information resource helps eliminate administrative error and retain exact specifications between estimates, orders and reruns. Label Traxx uses these tools to manage even the complex orders, which require multi-press tickets.
Poor admin productivity
Computer Productivity Services' (CPS) Gerald Clement has devised a litmus test for the efficiency level of company software. He believes the order quantity to administrative staff ratio is a revealing figure for production purposes. "A good ratio is one hundred to one for all administrative staff, or an average of five orders or more per day."
