A management information system provides access to production information, as well as automation to simplify calculations, track resources and monitor costs.

By Steve Rice

Successful Implementation Requires Change

MIS implementations are a combination of training, some moderate configuration effort and a great amount of change. Most organizations that struggle with implementation do so because the software was forced to conform to a process that was far outside its design.

Successful implementations occur in organizations that are able to understand their business processes, learn the capability of the software and envision a future that embraces the best of both. While in many cases package software can be customized, it is often best to adapt the business process to meet software.

The 80/20 rule applies to MIS implementations as well. The “standard process” is typically easy to implement and can lead to a false sense of security that an implementation is on track. Exception handling requires more preparation is often a significant cause of post implementation pain.

Every in-plant will develop a deep understanding of the ability (or inability) of its system to handle exceptions, support changes and facilitate communications. The level of success on implementation day is based on the amount of learning that happens before that day versus after.

ORGANIZATIONS THAT leverage technology to their advantage are more successful than those that don’t. One technology that can greatly impact the success of any in-plant is a management information system (MIS).

Business processes, business rules and workflow management are the domain of the MIS. The system provides access to information, and automation to simplify calculations, track resources and monitor costs. Historical reporting provides information to managers to help identify trends, areas for improvement and a picture of the overall performance of the business.

MIS performs two primary functions:

• It is a repository of data on the historical activities of the in-plant (and also of data that can impact its future).

• It is also a process workflow and collaboration tool that helps to provide efficiency and consistency in day-to-day operations.

As an information repository, MIS is able to help the in-plant understand what has happened and better anticipate what is going to happen. This information is captured in sales data, production data and even in comment fields.

As a process and collaboration tool, MIS provides the ability to coordinate the activities of multiple departments into a seamless workflow by capturing data up front (at the beginning of the sales cycle or job) and tracking and communicating changes throughout the production, fulfillment and financial processes.

Most MIS applications are divided into modules to group together similar functions and provide a logical place for end users to work within the application. The modules are often based on departmental lines; common modules include order entry, estimating, scheduling, shop floor, shipping and modules related to accounting and finance functions.

The power of MIS is derived from the integration of all of these functions into a single information repository. Information about active jobs moves between departments instantly, reducing the need for manual communications and increasing the responsiveness of the organization.

Critical to Lean Manufacturing

Lean Manufacturing is a concept embraced by most successful printers. The “Lean Office” is the next step in evolution, and MIS is a critical component in that evolution. The ability to eliminate manual processing and communications enables organizations to cut administrative costs and adds directly to the bottom line.

Not all software is designed for every company. The package that is best for an in-plant with 10 employees will not scale to support a printer that has hundreds of employees in different plants. A package designed for a large operation requires a level of regular maintenance that would overwhelm a small shop.

Many packages specialize in different markets and manufacturing techniques. Different packages provide different levels of integration capabilities. Some MIS systems can integrate with creative and prepress processes, production equipment, third-party shipping systems and external financial or warehouse management systems.

The ability of various systems to provide customer and supplier Internet connectivity varies greatly. The same is true of the ability of MIS to integrate with external systems using standards-based communications mechanisms.

The crux of an MIS implementation is closing the gap between the standard functionality of the software and the standard processes of the printer. It is highly unlikely that any purchased application will exactly match the day-to-day practices of an in-plant without requiring a change in one or the other.

A high-quality MIS package and a successful implementation cannot make a poor performing in-plant successful, but a bad implementation can make a solid organization fail. The effective use of technology is a requirement of modern business. The best technology implementations enable a company to manage workflow with minimal effort which enables the organization to focus its efforts on delivering value to its customers.IPG

Steve Rice is a consultant with more than 15 years experience in Information Systems design, implementation and support. He has worked with organizations with revenues from $5 million to $16 billion, defining and leading diverse projects that advance operational efficiencies, increase revenues and drive cost efficiencies. His consulting experience spans nearly a decade both as a principle consultant for Pricewaterhouse

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The Power of MIS