Klopotek Software as a Service (SaaS)
Title Management and Product Marketing
The Klopotek software incorporates store and manage all kinds of products such product idea to the handover to production.
a central Product Pool which provides as monographs, sets, series, multi-media Typically the Product Pool provides the
a central source of all bibliographical products, and marketing material etc. in authoritative source for all product data in
metadata to support title management and flexible product structures such as versions, the company and is used as the data source
product marketing functions. The Klopotek editions, reprints, and translations. The for any internal or external applications.
Product Pool can also be used simply as a Product Pool also underpins and manages
data repository where the publisher can the entire editorial process from the original
Administration / Management
Archive Management Information
Editorial Acquisition Planning Creation
Title Management &
Product Marketing Product Product Title Product Contribution
Development Management Marketing Management
Rights & Management
Contracts Rights Royalties Rights Sales
Content SCHEMA ST4 XML Marketing /
Management ONIX Communication
Print & Online
Content to Web
Printed – Software as a Service –
Order to Cash
Sales and Run at certified
Distribution data centers with
Sales Order Advertisement
full service and support
Sales and Best Practice
Management Business Processes
Accounting / Customer
Customer Care Finance Service Klopotek
Distribution Warehouse Distribution
The Klopotek solution also incorporates Both export processes use an identical XML Additional features
a central Address Pool which includes all source data structure and the standard
the demographic metadata relevant to configuration (XSLT style sheets). On-
any business relationship with a ‘business demand exports via product selections are In addition to the core functionality for
partner’. Business partners can include often preferred for initial testing as well title management and editorial de-
for example, authors, agents, illustrators, as for data interfaces, as the publisher can scribed above, the following features
suppliers, customers, and prospects. The flexibly define a selection of products based can be added to the Klopotek SaaS
addresses are linked to products in order on selection parameters. The regular and solution:
to use the Product Pool to support various automated data feeds are managed by the
functions in editorial, title management and system and have additional options, such The Publicity Module allows the pub-
product marketing. as full or delta export with file names that lisher to handle all steps related to
Addresses are maintained centrally within include the date stamp of the export. promoting the product on the basis of
the Address Pool and can be referenced reviews starting from sending out review
to several products. It is possible to store The XML export format and requirements offers through the actual receipt of the
addresses for individuals or institutions as can be configured depending on the target published reviews. Upon the receipt of
well as to define the relationships between format of the receiving application, such as the review it is possible to store it and
them. Hence an author can be stored with the publisher’s web site. It is also possible to link it to the product.
his affiliation and/or contact information activate or de-activate optional parts of the
which can be classified according to XML data source in order to configure the The Reviewer Addresses are stored in
customer’s needs. data for the export. the Address Pool with the role ‘Publicity
Contact’. The reviewer can be an
A Reminder tool is integrated in the The Klopotek solution offers several individual or a media institution such as
application which provides automated Standard ONIX Exports to provide product a newspaper, magazine, radio channel
alerts and reminders. A note can be added data to most of the major online resellers. etc. The role ‘Publicity Contact’ has its
describing what is expected and you can The ONIX exports are aligned to individual own classification which can be used
also define deadlines. Reminders can be sent data recipients in different markets. A to further classify the subject area the
to anyone using the application. standard selection of ONIX exports is reviewer specializes in.
available on-demand (using product
Using the Editorial Scheduling function selections) but can also be implemented The ONIX Import provides the mass data
the publisher can reflect all the process as regular and automated data feeds; import of title records into the Product
steps from product concept to production. predefined ONIX exports are available Pool and is compliant with the ‘ONIX
The editorial scheduling also allows you for most of the common recipients such 2.1 for books’ and the Canadian BNC
to enter planned and actual start and as Amazon, Nielsen, Bowker, Barnes and Gold standard. Klopotek also guarantees
end dates for each task and attach a Noble, and Baker & Taylor without any constant updates for the changing
responsible department and corresponding additional effort. standards in this area. This includes main
staff member. The tasks can also be series, sub-series, sets, and ISBN products.
included in the reminder functionality and The Klopotek database contains rich title A configurable rules engine allows
communicated to colleagues. series information along with a variety of the definition of individual validation
descriptive texts, classifications, and links and exit points to ensure a quality
Templates can be built from existing tasks to to product web sites or external material check of the incoming title records.
satisfy the user’s requirements and facilitate such as cover images and example chapters. Incomplete or incorrect records are
the scheduling. The publisher can create an individual segregated for manual post-processing
selection of existing titles as a basis to create without interrupting the import process.
The Klopotek system offers an XML export promotion material on-demand, such as The rules engine also offers various
of title and series data with comprehensive catalogs and flyers. The central component options for value mapping and string
information relevant to the marketing / for this is the Product Selection Tool and transformation.
sales process. These exports can be done its XML export. The export component also Optionally the conversion process can be
on-demand (by end-users using product takes the status of marketing texts into additionally supported by individual XSLT
selections), or they can be implemented as consideration and ensures that only released style sheets.
regular and automated data feeds. texts are made public.
It is possible to export product
Data can then be fed to various desktop information via a standard, automated,
publishing tools such as QuarkXPress, configurable file export to external
InDesign or MS Word. systems such as finance or distribution
systems. The publisher can also archive
and review the exported files at any
Editorial and Production Additional features
In addition to creating information in the the purpose of a supported cost price In addition to the core functionality
Product Pool, a new Production Project is calculation the publisher can set up vendor for editorial and production described
created automatically and data which is also price list structures and enter prices to above, the following features can be
relevant for production is transferred to and reflect individual demands. In addition, added to the Klopotek SaaS solution:
shown in the Production Project. This data the publisher can determine the general
can be enhanced with relevant editorial cost structure of a calculation by defining The system can generate supplier orders
and production data and forms the basis the elements to be incorporated in a which can be used to request bids from
for multiple calculations. The production calculation. suppliers as well as for ordering the
schedule tracks the entire editorial and respective service for the related project.
production process. Title Profitability calculations can be derived The output is based on a standard
from multiple technical cost estimates template which is fed by the data from
Addresses of all vendors are maintained and show an overview of projected costs, the specific project. This template is
centrally within the Address Pool and can forecasted sales, and average costs per enhanced by publishers’ specifics like
be referenced to several projects. Supplier distribution channel which then calculate name of the publishing house, address
addresses are usually stored as institutions figures for (net) revenue, gross / net margin, and logo. Further enhancements on the
but can also contain individual contacts. costs of sales etc. as well as identifying the standard as well additional templates
The publisher can choose from multiple break-even point. can be created on demand.
classifications to further specify the supplier
in terms of their core competence and Depending on which calculation the Title To support forthcoming production
services. Profitability is based on the publisher can decisions and inventory management,
adjust related values like retail price, print the publisher can import information on
The acquisition and production editors run, estimated sales, average costs etc. in inventory levels, back orders and sales
can reflect their workflow using existing order to simulate various scenarios. This is statistics on the product level from a
tasks from the integrated Editorial and then used as the basis to decide on starting book distributor via a standard interface.
Production Schedule. These tasks can the project based on these values. Thus, the This information can be reviewed on one
be dependent upon each other and you publisher gains a comprehensive idea of the screen via the Product Information view.
can establish further dependencies. The ROI of the project.
duration of tasks leads to a calculated With the use of a cost price calculated
project end date. The actual date entries A final calculation is available so that based on supplier price lists the publisher
on a task level can lead to an automatic the publisher can compare the projected can also upload and download vendor
recalculation of the project end date. (budgeted) versus the actual figures. The price lists via the PPM Service Center.
Furthermore it is possible to attach a actual costs for the project are entered
responsible department and corresponding manually with the receipt of invoices from
staff member to a task. suppliers and internal cost allocation. The
Cost Overview function can then be used
The system offers three different calculation to dimensionally display the costs variance
types to be applied in a logical Editorial throughout current calculation stages. If the
and Production sequence. The initial one publisher chooses not to enter the actual
is a preliminary calculation which can figures manually within a final calculation,
be used by the publisher to get a rough these costs can also be imported via a
overview of expected costs in relation to standard interface from a financial system.
print run and page count and is based
on input by various departments such as The Production Cockpit is used as a
Editorial, Production, Sales and Marketing. monitoring system for Editorial- and
It is possible to compare different scenarios Production-related processes. Within
such as different print runs and lifecycle departmental or personalized views the
calculation including reprints. Based on publisher can supervise scheduling dates
the preliminary calculation the decision is to coordinate related processes as well as
taken whether or not the project will be observe cost developments to check the
approved. The production calculation is the compliance with planned figures in regards
step in which the values of the preliminary to actual costs and cost drivers. Thus, the
calculation are reviewed, updated and publisher can quickly and proactively
corrected with regard to print runs, prices, identify critical situations early and detect
product specifications as well as more any deviations from the plan.
realistic figures for cost projections. For
Contracts, Rights and Royalties
Klopotek provides 3 packages: Once the data is available in the database, groups of licensees with custom letters, pre-
a contract document can be produced submission interest recording, ranking, and
1. A contracts package which includes merging data from the database and legal negotiation of a contract request.
the contract drafting, updating and text. The document can be attached to the
editing process. entry in the database. Once the deal is negotiated, a rights sale
contract or permission can be created with
2. A rights package which includes Before creating a contract, the system the full functionality described above,
the contract drafting, updating and supports the contract request process – the including printing and editing it.
editing process as well as the rights rights acquisition from pre-submission
marketing and sales functionality. interest recording to negotiation and The chasing of revenue from rights deals
contract request. (advances and royalty statements) is also
3. A royalties package which includes supported. A list of overdue payments /
the contract drafting and updating Once the contract is signed the advance statements is available and chasing letters in
process as well as the rights revenue process is supported including determining various forms can be sent out.
process. It does not include the rights payable advances, advance forecasting,
marketing and sales functionality or the authorizing advances, paying and posting Incoming rights payments can be re-corded,
contract editing process. advances, and interfacing advance payment costs are deducted, the payment is allocated
to and from the financial system. to expected payments and it is then
Only basic information is needed when interfaced to the financial system.
using the Product Pool as part of the As soon as sales data is available, the royalty
contracts, rights and royalties functionality. calculation can be started, which will use As the final part of the process, the income
Information about hierarchy (publisher/ the information from the contracts. Sales is automatically split with the author, rights
division/subject group), Version type are interfaced, royalties and/or accruals are postings are interfaced to the financial
(hardcover, paperback, e-book), ISBN, list calculated, the offsetting of the advance system. The rights revenue is offset against
price or product number is required. is calculated, reserves for returns are the advance, and the author will either be
calculated, and all this information can be paid or the publisher will wait until the next
The Address Pool for royalty recipients is interfaced to your financial systems. Once royalty statement.
based on the standard Address Pool. The the royalty calculation is authorized, a final
full functionality of the Address Pool plus royalty statement is produced. A draft of
the tax / tax exemption and VAT details, the statement can be produced at any given Additional features
the creditor number and bank details of moment.
the royalty recipient are available. For the In addition to the core functionality for
licensees a licensee number as well as a Once the royalty calculation is final, CR&R described above, the following
bad payer flag and the preferred rights payments to the authors is the next step. feature can be added to the Klopotek
combination (e.g. only buying e-books The system functionality includes the ability SaaS solution:
for France) for use as the default are also to offset charges, calculate payments,
available. deduct taxes, interface royalty payments A product import interface can be
and 1099 data to the financial system, provided which will regularly insert
The contract component is used to register produce a remittance advice, and interface and update new / changed product
all necessary data for author contracts from payment information back from the information from external systems.
contract validity to pubrights, subrights, financial system. We recommend that you
royalty rules, advances or flat fees and do a parallel test at this time by entering
royalty terms like statement frequency. the data for a past period, running the
Various contract types (contributor, author, royalty calculation and comparing the Want to know more?
and translator) are available. Also templates results in your new system with the results
Since Klopotek SaaS is a ready-to-use out-
can be created to support quicker contract in your old system. Check the differences, of-the-box solution, the best way to know if
entry. The contracts contain a link to the correct the data. we’re right for you is to talk to one of our
Address Pool as well as a link to the Product
Pool. Contracts for multi-book deals (multi- The rights department is supported with Please contact
contracts) are also available. Amending planning and processing of rights sales. The
for the US: for Europe:
the contract (creating addendums and system functionality supports registration George Logan Carl Mann
addendum documents and following up of proof material and negotiation history. Tel. +1 646-243-4829 Tel. +49 30 884 53 131
using the workflow in the system) is also The rights selling process contains features
part of this process. for rights marketing of titles to defined www.klopotek.com