Resource Press Production

1.0 Process Information

Process Name: Resource Process

Segment Name: Resource Press Production

Process Guardian: Wim van Klinken

Mapping Authors: John Pinkerton, Dirk Ellingson, Suzan Hudson, Pam Smith, Dave Wheaton

Mapping Date: 22-October-2007

Predecessors: Scope of Work (Specified)

1.1 Revision History

2.0 Process Map

The following presents the activities (arrows) and deliverables (circles) of the Resource Press Production.

Click Resource Press Production.vsd to view this Microsoft Visio Viewer.

3.0 Activities

3.1 Develop Print Specifications (10)

The Print Buyer meets with the Graphic Designer and Team Leader to gather press, paper, and binding specifications. These specifications will be used throughout the process.

Prerequisites

• The visual design must be defined (see Develop Visual Concept (510))

• Print Buyer (Primary)
• Graphic Designer
• Team Leader

• Scope of Work
• Paper swatches
• Pantone Matching System ("PMS")
• Print folder

1. Gather paper, press, and binding specifications.
2. Show samples
3. Document press, paper, and binding specifications in the Scope of Work.
4. Create a mock-up (optional)

• Scope of Work (Print Spec Finalized)

Estimate Printing Costs (20)

The Print Buyer requests estimates from several vendors. This estimate will be presented to the Team Leader to help determine the final print specifications.

Agents

• Print Buyer (Primary)
• Vendors

• Request for Estimate form
• Print Quote spreadsheet
• Scope of Work

1. Fill out a Request for Estimate form.
2. Send to reference vendors for an estimate.
3. Enter the results into a Print Quote spreadsheet.
4. Place a printed copy of the quotes into the print folder.

• Print Estimate (Forecast)

Approve Print Specifications (30)

The Print Buyer presents the print specifications and estimates to the Team Leader. The Team Leader reviews the information and chooses the final print specification. The Print Buyer records the approval date in the Scope of Work.

Agents

• Print Buyer (Primary)
• Team Leader

• Print Quote spreadsheet
• Scope of Work

1. Confirm the print specification.
2. Present samples (if needed).
3. Present options and quotes.
4. Editor decides on option.
5. Re-work if necessary.

• Scope of Work (Print Spec Approved) - Milestone

Research Vendors (40)

The Print Buyer may be requested to locate new printers for the resource for a number of reasons. These reasons may include finding a printer who has experience in a specified printing technique or the Team Leader wants to print the resource in a foreign country. In this activity, the Print Buyer identifies potential new vendors.

Prerequisites

• The print product must be pre-press packaged (see Prepare Pre-press Package (650)).

• Print Buyer

• Internet
• Who's Who in Printing

1. Research potential vendors.
2. Identify a short list of vendors.

• Vendor List

Request RFI (50)]

The Print Buyer creates a Request for Information ("RFI"). The RFI is used to request information from a short list of vendors.

Agents

• Print Buyer (Primary)
• Vendors

• Request for Information template
• E-mail
• Fax

1. Complete a Request for Information document for each vendor.
2. Prepare a cover letter or e-mail message.
3. E-mail or post the request.

• Request for Information (Issued)

Review Returned RFI (60)

The Print Buyer reviews the returned responses from the vendors and compares their answers. Based on the results, the Print Buyer may request more information or select a final vendor.

Agents

• Print Buyer (Primary)
• Vendors

• RFI Responses

1. Review the completed RFI.
2. Compare responses.
3. Request additional information, if necessary.
4. Select a final vendor.

• Request for Information (Results)

Request Printer Quote (70)

The Print Buyer request formal quotations from vendors.

Prerequisites

• The print product must be approved by the client (see Final Client Approval (650))

• Print Buyer (Primary)
• Vendors

• Request for Estimate form
• Print Quote spreadsheet
• Scope of Work

Deliverables

• Printer Quote (Received)

Approve Printer Quote (80)

The Print Buyer compares the final quotations from the vendors solicited. The Print Buyer selects the best quotation.

Agents

• Print Buyer

1. Review the completed quotes.
2. Compare responses.
3. Select a final vendor.

• Printer Quote (Approved)

Submit Manufacturing Order (90)

The Print Buyer meets with the Team Leader and reviews the print specification, final printing quote, and quantities. The Team Leader authorizes the Print Buyer to continue by signing a Manufacturing Order. The Print Buyer sends a copy of the manufacturing order to Customer Service.

Prerequisites

• The print product must be pre-press packaged (see Prepare Pre-press Package (650)).

• Print Buyer (Primary)
• Team Leader
• Customer Service

• Scope of Work
• Print Quote
• Manufacturing Order template

1. Print Buyer completes a manufacturing order based upon the printer quote, print specifications, and the pre-press package.
2. The Print Buyer reviews the order with the Team Leader.
3. The Team Leader authorizes the manufacturing order.
4. The Print Buyer sends a copy of the manufacturing order to Customer Services with estimated delivery dates.

• Manufacturing Order (Submitted)- Milestone

Create MAS Work Order (100)

The Print Buyer uses the manufacturing order to create a work order in MAS (http://www.sagesoftware.com). In addition to a work order, the Print Buyer may create a sales order and a purchase order.

Agents

• Print Buyer

• Manufacturing Order
• MAS

1. Create a sales order, if needed.
2. Create a work order.
3. Create a purchase order.
4. Create a job jacket.
5. Place print folder into the job jacket.

• MAS Work Order (Created)

Place Print Order (110)

The Print Buyer places a print order with the vendor and receives a printer proof.

Agents

• Print Buyer (Primary)
• Vendor

• Manufacturing Order
• Purchase Order

1. The Print Buyer calls the vendor and discusses the print job and expected delivery dates.
2. Order any materials (such as paper, covers) required to complete print order.
3. The Vendor sets up the press and provides the Print Buyer with a printer proof.

• Printer Proof (Acquired) - Milestone

Review Printer Proof (120)

The Print Buyer gives the printer proof to the Graphic Designer, Copy Editor, and Proofreader to review. At this point of the process, only printer errors and catastrophic editing errors are allowed to delay the printing.

Agents

• Print Buyer (Primary)
• Graphic Designer
• Copy Editor
• Proofreader

• Vendor Printer Proof sticker
• Routing slip

1. The Print Buyer creates a routing slip and attaches it to the proof.
2. The Graphic Designer, Copy Editor, and Proofreader review the printer proof.
3. The Graphic Designer, Copy Editor, and Proofreader check off their name and pass it on.
4. The Print Buyer delivers the printer proof to the vendor.

Release Print Product (140)

The Print Buyer, with help from the Receiving Agent, determine if the printer has fulfilled the print order. The Print Buyer checks the final product for quality, checks final quantities, and then releases the product into inventory.

Agents

• Print Buyer (Primary)
• Receiving Agent
• Inventory Auditor

• Print samples
• Delivery ticket
• Receipt of Goods
• Manufacturing Order

1. Print buyer reviews the print sample and performs quality checks.
2. Verify printed quantities.
3. The Print Buyer contacts the Inventory Auditor and requests that the inventory be released.

• Print Product (Released) - Milestone

Complete Press Production (150)

The Print Buyer completes any necessary paper work, submits invoices, and files key documents in order to complete the press production.

Agents

• Print Buyer
• Cost Accounting

1. Place print samples into jacket.
2. Receive, Review, and Forward invoices to Cost Accounting.
3. Place pre-press package disks into jacket.
4. Send jacket to Cost Accountant.

• Print Product (Complete)