Improving Print Management Efficiency
Why do you need Optima2 if you are involved in Print? Optima Print Management products are Lorem ipsum dolor sit amet, consectetuer well established print software systems that adipiscing elit. Cras suscipit quam ut risus. Ut has been used by print professionals across sollicitudin enim sed metus. the UK for over 20 years Buying printed goods is a unique activity This is partly due to the variation of requirement, which can range from the printing of simple letterheads, full colour brochures, personalisation, mailings and plastic cards to all types of promotional items. Such a broad specification introduces many procurement inefficiencies and difficulties throughout the print procedure. Enquiring for costs (RFQ) can be tedious due to the variations in specification and choosing suitable suppliers can burden the buyer, who may have difficulty recalling appropriate suppliers. Many printers will say they can produce a certain job but will often outsource it themselves if the specification is outside of their capability; all too often this can conclude in the delivered product being unsatisfactory and at extortionate cost Optima2 is a well established print management system that has been used by print professionals across the UK for over 20 years, providing them with business information and improved operational efficiency whilst minimising staff levels and costs. The Optima2 Print Management System aims to ensure minimised administration with maximum control. 2
Something for all Print Management Professionals Powerful search system makes it easy to find what you need. Print Facilities Optima2 has something for all print professionals; any type of job can be handled with ease, including personalised jobs, mailings, brochures, business stationery, promotional items, etc. Industry-related and fully featured Stock, Invoicing and Cost Control systems provide efficiency and no re-key links to existing systems. Delivery and Proof Chase mechanisms also ensure customer satisfaction. Job Templates and Types For ease and speed of creating new job specifications Optima2 can assist users with standard templates and job type variations to ensure that inappropriate data fields do not hinder the user during new job entry. In addition to this, text and generic notes may be stored and imported from the database into a job, thus minimising repetitive data entry whilst also prompting the user to complete known specification criteria. Standard Windows Copy and Paste further enhances the user interface and enables emailed specifications simply to be copied into a job as required, which generally improves speed of entry. Fully Featured Optima2 affords users powerful job search and reporting facilities along with Stock Control, Project Control and an optional browser based on-line interface, which has been especially designed for organisations, small or large, with many costs centres, departments and branches wishing to request stock call-offs, personalise items, review stock levels etc. 4
Efficient and easy to use Wizards and pop-ups assist users with tasks Optima2 assists with tasks Converting an enquiry (job) to an Order is a matter of simply changing the job status. At this point Order documents are automatically emailed faxed or printed as required; optionally box labels and delivery notes may also be output, thus assuring professional and complete document services from your Optima2 Print Management System. Optima2 Stock The Optima2 Print Management System provides users with the most versatile printbased stock control system available. Features include: multiple warehouses, easy-to-use call-off mechanisms, versatile charging and pricing methods. Full movement history details and an audit trail afford accurate reporting; even historic movements and stock levels may be reported, thus enabling reports to be produced in line with your exacting needs. The ability to set costs and charges per call-off, per item, or consolidate all charges at the end of each week/month is imperative and ensures a charging flexibility second to none within the industry. An optional on-line interface Optima On-line is also available; this provides internal and external departments with easy-to-use and powerful stock item, personalisation and call-off facilities 6
State of the art User Interface Clear and precise screen views Optima2 can be customised to the users own individual taste, using colour schemes ( Skins ) available within the Look and Feel menu. The Optima2 Print Management System affords clear and precise state of the art screen views and facilities, all of which make print a logical and enjoyable task. Skins and screen colour schemes ensure users the ultimate in eye comfort and they can choose from a choice of around 50 different Skins. 8
RFQs (Enquiries) Optima2 provides clear and precise state of the art screen views and facilities second to none in the industry. Rapid, precise and easy to create RFQ s There are only 3 main screens needed to specify any nature of job; shown to the far right is a primary screen, which shows basic job information. There are no limits to the number of generic notes that may be stored and imported into a job; a heading is created for each generic note assisting users to easily find appropriate templates and text. 10
Enhanced and detailed job specifications All the fonts and font sizes available on your Windows system are available for use in Optima2. Job Description notes Optima2 uses a Rich Text (Word style) note area for describing complex job details. This area can be used in many ways other than describing the job detail and is invaluable for noting changes and actions needed when a job is repeated or to specify complex mailing details. All Optima2 users will review the notes area as a matter of course when creating a copy or repeated job. A prompt indicator showing that notes exist also notifies the user when first entering the copy/repeated job. This document does not explain all the facilities available within the notes area but this would be explained during a full demonstration of Optima2. Please note that the red text has been prefixed with a special /X/ code; this code tells Optima2 not to output the text in red when printing an order. All the fonts and font sizes available on your Windows system are available for use within this description/notes area, thus enabling you to highlight important text on the suppliers order and ensuring that no important specification element or action is missed by the supplier when he/she is reading your order document/email. 12
Let Optima2 help find suppliers Optima2 assists with supplier selection. Finding an Appropriate Supplier The Optima2 Print Management System can assist with supplier selection. If you need assistance with locating an appropriate supplier simply choose the product required from an unlimited list of products and let Optima2 return a list of suppliers that can meet the most challenging of needs. Optima2 affords the ability to store the capability of each of your suppliers and makes searching for an appropriate supplier a simple and rapid procedure. 14
Review supplier quotations with ease Optima2 will make reviewing supplier costs and options far simpler and less prone to error. Reviewing Costs When enquiring for costs and comparisons it is common for suppliers to quote in different ways, often suggesting a different paper stock or specification changes in order to provide the most economical production method; this increases the time spent by print buyers reviewing supplier quotations and also increases the risk of errors. Optima2 will make reviewing supplier costs and options far simpler and less prone to error. A total cost for each supplier is shown in the top section of the screen whilst the mid and bottom sections store and show specific supplier quotation details. There are no limits to the amount of charges that can be entered for an individual supplier, making complex jobs and charge recording/ review as easy and as fast as possible. The optimised supplier screen affords users easy review capabilities and full information as required for each individual supplier. 16
Multiple supplier jobs handled with ease Review the costs of subjobs on one master screen Master job and Subjob facility Many print jobs will need more than one supplier to produce specialist items or to minimise costs, thus increasing RFQ complexity. Even the simplest of jobs may use one supplier for the design and another for printing the job. A unique Master job and Subjob facility ensures print procurement of complex multisupplier jobs easy to control and price. Separate orders for each subjob, independent supplier proof and delivery chase mechanisms augment this powerful multiple supplier facility. This is a must have facility for all Print Procurement staff, especially if a separate design company or internal designer is used for artwork/design, requiring 2 individual jobs to produce a single product. Personalised jobs, mailings and complex print jobs would become far easier to control with this unique facility. There are no limits to how many subjobs can be used. 18
20 Clear and precise documentation Optima2 assists users with unique document edit, preview and output facilities; prompts when requesting documents also aid the user e.g. when printing an order the system will ask the user if an Order Acknowledgement and/or box labels are required. Optional abbreviated quotations and acknowledgements An optional output type affords the user the ability to output quotations and order acknowledgements without showing the full specification of the job. This optional output has been designed to stop your prospects simply sending your quotation to alternative suppliers for pricing after you have done all the specification work, especially useful for complex jobs using unique processes. Documents may be emailed, faxed, printed, or exported in a many formats, a PDF of the document is produced and attached to emails and a copy of the document(s) is also appended to the job for later review or reprint as required. Documents may be emailed, printed, faxed or exported
Controlling Proofs Reminders and Proof Chase mechanisms will aid and prompt users, which helps to ensure that deliveries are made on time. Proofing and reminders The print procurement process is far from over once an order is placed with the supplier(s); unlike off the shelf products one of the unique control requirements from a Print Management System is that of Proof control. Often the job may be proofed a number of times and the ability to review previous proofs and versions can be time consuming should the proof not be stored on the print management system for rapid review. Optima2 will store your proofs and files along with the job, making reviews a simple and rapid task. Should the press ready files be stored with the job on Optima2 then no reference need be made to the designer for reprints should an alternative supplier be used for the reprint. Reminders and Proof Chase mechanisms will aid and prompt users, which helps to ensure that deliveries are made on time. Final proofs and often the press ready artwork file(s) can also be stored along with the job detail as a back-up to the original artwork files stored with the designer. 22
Proof Version, Control and History With Optima2 emailing a proof to the supplier or end user could not be easier. Proof details, prompts, attachments and emails can all be stored along with the job. Emailing a proof to the supplier or end user could not be easier. Optima2 will automate much of this process for you, yet afford ad-hoc notes, attachments and far more. Proof communication detail is easily entered along with extra options to set reminders, send to alternative contacts or save extra attachment files, all of which will be stored within the job for later review. 24
Cost Control Dealing with extra costs as they occur Using Optima2 as your chosen print management system will afford you full cost control and reporting capabilities for each job/project. Control of costs for print and design can be tricky, often due to unexpected costs arising from separate suppliers, such as motor cycle delivery companies etc. When extra costs inevitably arise simply add a cost to the job on Optima2 at that time; even if the actual cost is not known adding a charge line at the earliest moment will raise a query at invoicing time, thus ensuring no missed sales/ invoicing opportunities. When costs arise from say a motorcycle delivery company many procurement systems require a separate order to be created which is far from ideal and very time consuming. If such costs are separated then review and reporting of the overall job will be badly affected, prone to errors and will greatly compromise reporting of sales and costs. 26
Keep your suppliers on their toes Optima2 has intelligent delivery and proof chase mechanisms built in Proof, Delivery and Quantity Chase Mechanisms Proofing and delivery control without a print management system can be a daunting task; compromised delivery schedules often result if full chase and control facilities are not available. Knowing the status and delivery requirement at any one time assures complete control. Optima2 has intelligent delivery and proof chase mechanisms built in, simply select the chase type and choose appropriate options, then let Optima2 do the supplier chasing for you, keeping you in complete control of all your jobs and at all times. Chase mechanisms afford job chasing by email, fax, phone or a mix of methods depending upon user preference and requirement. 28
Flexible, time saving invoicing options Invoicing options Often under customer contract requirements a variety of invoicing methods and discounts are required. Optima2 offers the user a powerful range of invoicing and charge options which include: These options may also be set up to work automatically, thus saving users valuable time, Invoices can also be sent via email, fax, or printed. Pro-forma invoicing Invoicing on delivery Invoicing per call-off Consolidated invoicing Minimum charges Special call-off charges e.g. picking charges/ delivery charges etc. Flexible Invoicing with clear and precise layouts 30
Audit trails An invaluable and a unique feature of Optima2 is its fully automated audit trail system. Automatic Audit Trail An invaluable and unique feature of Optima2 is its fully automated audit trail system; audit notes can be reviewed (see bottom right) at any time along with the ability to enter manually any additional audit lines as required. Each audit line can have any type of document, file, email etc. attached to it; also by expanding the individual note Optima2 affords full edit and note facilities along with diary and reminder capabilities as shown far right. Adding additional notes and reminders from within a job or stock item is straight forward; rapid and comprehensive options are available as required. Should actions need to be made at a later date setting a reminder at this stage will afford complete control. 32
Stock control problems solved using Optima2 Using the Optima2 Print System will give you maximum flexibility and control of your stock. Stock Control Complexities General purpose stock systems mostly lack specialist control requirements for printed products. Some stock products may need to be personalised prior to despatch or even printed on a call-off basis (print on demand). Using the Optima2 Print System will give you maximum flexibility and control of your stock. The Stock Item main screen as shown affords users a fast and easy way to view general details about a stock item. User-definable fields may also be used to add additional reporting criteria if required. 34
Stock item history The Optima2 exclusive options and reporting capabilities not found in other systems. Stock Movement History Stock movement history, job/version control and audit trail are imperative for the control of printed stock. The ability to review movement history easily and to have flexible reporting becomes paramount in any print environment. The Optima2 Print Management System offers stock system flexibility, exclusive options and reporting capabilities not found in other systems. 36
Stock item cost control and charging Automated range pricing assures efficiency when charges vary based upon quantity In order to minimise overall costs a variety of charging methods are needed. Typically these include: single ad-hoc charges, charged on delivery into stock and charged on call-off. It is also common to see minimum charges, picking charges and delivery charges in the process, all of which can be handled automatically to speed operation. Many systems force users to control charges manually; however the Optima2 print management system automates charge processes and also allows manual override; user prompts minimise the risk of error whilst maximising efficiency when delivering stock, controlling call-offs and reporting activity. Easy to use and set up, range price detail will automatically be applied during the conclusion of a stock call-off. Manual override and manual additional charge entry is always available and prompted as expected. Optima2 has no limit to how many break points you can set within the price/ quantity range. Range pricing is another common practice in order to minimise costs; however, this is often dissuaded if the procurement system cannot easily handle range pricing. The Optima2 print procurement system will give you the flexibility to fully utilise range pricing. 38
Easy to adjust stock The ability to adjust stock levels and return unused stock items is an integral part of the Optima2 Print Management System. Users can add new stock lines, change the warehouses, adjust bin locations, quantities etc, each adjustment is also saved in the database for future review and reporting. Stock adjustments are easily made and saved within the database 40
Browser based customer interface The Optima On-line logon screen can be personalised in line with your corporate branding Browser based stock call-off/ request system Printed items are often used by a variety of departments/cost centres throughout an organisation and they need to make regular and often fast requests for additional or replacement stock. The use of email, phone calls and a variety of other mechanisms that are commonly used are not integrated, which can be very time consuming and inefficient; re-keying such information should not be necessary. Optima2 and Optima On-line stock ensures that departmental stock requests, stock availability checks and the ability to personalise stock being called off, e.g. business cards, compliment slips, brochures etc, will save your customers a great deal of time whilst also minimising errors. By using Optima On-line in conjunction with Optima2 your customers will have the power to rapidly order personalised items that can be produced by any suitable supplier of your choice; flexibility is the key with Optima products The Optima On-line logon screen can be personalised in line with your customers corporate branding and affords a variety of access-right levels that may be set on a per user basis. 42
Heritage Systems (Computastat Group Ltd) Smallmead House Smallmead, Horley Surrey RH6 9LW tel 01293 773 221 email info@printmanagementsoftware.com web www.printmanagementsoftware.com