Set Expectations and Scope

Print MIS systems impact nearly every aspect of a printer’s or in-plant’s business operation. This has two implications.

Every Print MIS system implementation is unique. Your implementation will be as unique as the way you run your business and will be driven by your order volumes, size, processes, objectives, and culture. There are no standard answers from an eBook or vendor consultant. Your senior staff will need to spend time using their extensive understanding of your business to determine how to incorporate this technology into your operation.

Implementations take time and resources. Expect your implementation to require dedicated effort from some of your staff for nine months or more, depending on the complexity of your needs. This is primarily because Print MIS implementation requires making myriad decisions that will have cross-organizational impacts. Prepress, production, and printing staff will change the way they work. Front-office personnel will enter and find information in different ways. Back-office and executive staff will change the way they generate invoices, bills, and reports. All of this takes time.

So, be prepared to devote resources and about nine months to implement your Print MIS system. You should also consider reducing workload on key members of the implementation team. The rewards will be worth the investment.

ESTABLISH REASONABLE GOALS

Print MIS systems have numerous capabilities and features. But remember that they do not need to be implemented all at once. Trying to implement and integrate every feature available in a Print MIS system right from the start will not only dramatically delay your launch, it will likely result in an inferior system. Implement the minimal, essential features that meet your core needs.

If your organisation has an existing MIS, begin by simply matching current functionality with the new system. This approach will get your staff learning and using your new systems and processes as quickly as possible. Once the initial phase is successful, begin to add other functions and integrate new features as you need them.

EMBRACE CHANGE

A good Print MIS system should be adaptable to the specific needs of a printing operation. However, massively customizing a software package to conform with your existing processes will likely reduce its effectiveness. These packages are built by utilizing best practices from hundreds of printing operations. Be willing to alter your processes to leverage the power of the software.

CURRENT WORKFLOW MAPPING

A critical function leading up to the start of the project is Current Workflow Mapping. Your team must take the time to map all workflows in your operation. There are a numerous benefits to this exercise:

It begins to get team members thinking about the business from a workflow perspective
Assigning tasks to multiple departments will ensure no workflows are missed
The output will give your implementer a clear picture of how your operation runs
A solid understanding of your current workflows will help your team identify areas for improvement