Get Organized?Get Computerized

Ditch that peg board. Computer management systems are the best way to track and schedule jobs—as well as collect data to justify your in-plant.

Up until a few years ago, Mike Kalstein took a very hands-on approach to managing.

"We tracked jobs manually using a production board, moving pegs around," admits Kalstein, in-plant manager for the California State University at Sacramento.

That peg board has gone the way of the slide rule, replaced by a modern computer management system, which the shop uses to track its approximately 1,000 jobs per year. And Kalstein wouldn't go back for the world.

Computer management systems are designed to make your life as an in-plant manager a little easier. These systems will help you schedule jobs, track orders, estimate costs, handle chargebacks, control inventory and account for all of your work, putting this information at your fingertips and freeing you to do other things.

For instance, Kalstein has found the estimating module to be the biggest help. "We used to do the estimating manually," he says. No more.

These days, a number of companies are offering systems, so it's important to shop around and ask specific questions. Make sure the system can handle your applications.

"We met with several companies," Kalstein says. "One was a mom-and-pop organization. I wasn't comfortable bringing them into the university." Kalstein feared that going with a small, unknown company would hurt him down the line if he had its software and the company went out of business.

Another problem Kalstein faced was when companies talked over his head, offering too much technical talk and no solid answers. The in-plant's eventual choice—Avanti—provided those answers.

"Avanti came in and gave us a clear-cut, logical presentation, which was easy to understand," recalls Kalstein. Representatives answered questions without using confusing technical computer jargon. That made an impression.

Important For Survival

Computer management systems play an important role in ensuring an in-plant's survival. They can help an in-plant collect and organize cost and chargeback data so that accurate reports can be sent to management. They also help with customer service.

"For in-plants, customer service is one of the primary reasons for existence," notes Harold Rapp, vice president of sales for Avanti. "Without a tracking system, how do you know what jobs are where?"

Beyond just keeping jobs organized, Rapp stresses other values a computer management system brings to an in-plant. "If you don't have a system that tells you what you've done to allow you to validate your existence, then what is your value to the company? Even if they don't charge back, they can say 'we provided jobs of this value for each department.' "

When it comes time to choose a computer management system for your in-plant, Rapp suggests looking for a system that integrates with your current internal accounting system. Also he tells in-plants to look to the future of their companies.

"It should coincide with their company's philosophy in terms of where they are going with PCs and networks," he says.

What's On The Market?

Advanced Computer Systems for Printers designs, programs, installs and supports computerized accounting and management information systems for the printing industry. It offers two integrated systems: the Visual Paradigm for small to medium printers, and PAIS for medium to large printers. ACS says it provides "bridges" to carry its clients' operations, without disruption, into the technologies of tomorrow.

The KEREN 2000 from AHP Systems is a printing production management system that runs on Windows NT. In addition to its intelligent scheduling system, KEREN 2000 includes IAPS Dynamic Market Pricing (a new way to do price list estimating); KEREN IAPS (Intelligent, Automatic, Planning and Scheduling), which automates the estimating, production planning, order entry and scheduling process; and the KEREN MIC (Manufacturing Information Center) for data collection.

Avanti Computer Systems has developed a new Windows-based management system. Production can be monitored from the estimate through simultaneous creation of the job and job ticket, to the final shipping and invoicing of the print job. Full integration of the system ensures accuracy and reduces clerical costs of monitoring and processing the job. Repetitive jobs are recreated by recalling the product number. Packing slips and labels are created, even for jobs with multiple customers. Internet capabilities are available for customers to check the status of jobs or send in new jobs.

A developer of professional management software, Computer Dynamics offers Proshop management software for Windows. Proshop includes many features: estimating, order entry, scheduling, costing, inventory, work-in-progress and customer information. Integrated cost accounting and payroll features are optional.

Franklin Estimator software from Franklin Estimating Systems is for IBM-compatible computers or Power Macs. Users obtain a detailed, accurate estimate with minimum input. It estimates any type of job from basic layout design through finished bindery. It uses pre-installed Franklin rates or your own rates, as well as prints quotes, itemized detailed estimates, job tickets, invoices and price lists.

GraphiTech's new Millennium Global Management System (MGMS) provides 32-bit software designed to increase productivity and reduce job tracking time. For chargeback operations, MGMS permits instant invoicing and forecast budgeting based on estimated costs with database reporting using Crystal Reports. Other reports include analysis of departmental usage, payroll, shift and time clock data, job cost analysis, finished goods, plus Internet reporting of job location to off-site plants.

Hagen OA, from Hagen Systems, is a native Windows client/server application and is Y2K certified. OA operates with a number of operating systems and network structures including Windows NT, AIX and UNIX, and provides connectivity to industry-standard databases such as Oracle, DB2/400 and Sybase. Modules include estimating, scheduling, job management, data collection, general ledger, accounts receivable and payable, inventory and purchasing.

Software from InfoNet provides computerized estimating, order entry, job tracking, invoicing/chargeback, data collection/job costing, raw materials and finished goods inventory, purchasing and scheduling capabilities. Modules can be purchased separately. InfoNet provides programming to customize the software modules. Document submission is linked with the modules to provide a comprehensive digital workflow management solution that integrates with the rest of the business management system.

Logic provides a system that includes real-time machine monitoring through PlantManager, with Auto-Count and DMI. Job tracking from order entry to shipping is possible, including prepress tracking on Macs. The system is integrated from estimating through costing and accounting. QuickQuote provides on-demand and price-list estimating. Also available is JobWorks for "exceptional customer service," and WebPartner for customer access via the Internet.

PrintSmith from M. Data is a single or multi-user print shop management program that is compatible with Windows 95, Windows NT, and Macintosh computer networks. It handles estimating, invoicing, work-in-progress, bar-code job tracking, accounts receivable, statements, account history, job costing, custom reports and more.

Micro Ink Systems offers Enterprise 2000 management software systems for small to medium printers. The systems feature estimating, order entry, job costing and inventory control modules, plus shop floor data collection.

Microprint PowerPrint Management Information System is an integrated 32-bit client/server Windows suite. It offers estimating, electronic job ticket, costing, purchasing, inventory, tracking and accounting.

The Pinnacle estimating and plant management system from Parsec is a 32-bit Windows application, utilizing MicroSoft Access as its primary database. It integrates with the Microsoft Office family of business software. Pinnacle encompasses every aspect of daily in-plant operations, from estimating and job ticket writing to job costing, scheduling and data collection. This modular system is Y2K compliant.

PRIMAC has 18 production modules, which include estimating, order/job entry, scheduling, SFDC, finished goods fulfillment and on-line job jacket. Running on a Windows NT or Unix server, PRIMAC features a full GUI for users with appropriate PCs and full ODBC and SQL compliance. Several modules run on native Windows. PRIMAC has good functions for communicating to parent corporation systems.

The Windows-based TouchScreen SHOPNET from Printers Software allows two-way communication between the office and shop floor. Employees touch customized screens to enter and retrieve production information with no keypad required. It enables users to view real-time job status, schedules and job tickets from anywhere in the shop or office. Other features include estimating, order entry, job control, production analysis, inventory and accounting.

Programmed Solutions offers a Windows-based printing management solution running on a PC-based LAN. It handles everything from estimating and job planning/ticket to scheduling and billing. Its Web interface product, WebLink, allows print customers to enter requests for quotes, determine job status and perform inventory and fulfillment inquiries on-line.

Printer's Plan by Soft Use is a business management software program for in-plant print shops. It includes estimating, order entry, scheduling, job costing, data collection, job history and accounts receivable. The new Printer's Plan 98 for Windows 95/98/NT is integrated with MicroSoft Office, using the MicroSoft Access database to give more options on how to use and manage information.

Tailored Solutions offers Litho Traxx software for sheetfed shops. A GUI allows users to intuitively work through the estimating, order processing, ticketing, scheduling and invoicing phases of job management. Its cross-platform database can be customized to the needs of conventional and electronic operations.