Standard Operating Procedure SOP 18.104.22.168 January 17, 2008 Technique/Order Management/Job Ticket Creation/ SOP 22.214.171.124 Importing Specifications from an Estimate. General Description: When creating a job ticket in the Order Management module, the basic specifications of the job can be imported directly from the Estimating module. This ensures that the job specifications of a newly created job are consistent with the specifications on which the job was estimated. Any changes to the basic specifications other than quantity will require that a new estimate be created. Required Information: The following is information that the CSR is required to have prior to importing specifications from Estimating into Order Management. ’ Quote letter signed by the customer. ’ Credit limit approval and written terms information signed by the Accounting Manager. ’ New customer account number as established by the Accounting Manager. ’ Customer contact and billing information. o Customer company name (Legal Entity) i.e. Northwoods Lumber Shipping, Inc. o Shipping address o Billing address o Telephone and fax numbers o Contact name (and phone numbers if different from company phone) o Contact email address o Sales tax status Procedure: The following are steps to properly import job specifications from Estimating into Order Management. A. Open Order Management and under File, click “New” followed by “Create from Estimate”. B. Select “Previous Version” when the inquiry number is < 3000. Select “Current Version” when the inquiry number is ≥ 4000. C. Enter the “Inquiry Number” or select from the drop down menu. The inquiry selection fields will auto populate with specifications from the estimate. If any of the fields are not populated, select the correct specifications from the drop down menu as indicated on the quote letter. D. At this point all the fields in the “Inquiry Selection” menu should be populated. Select “Confirm.” E. A popup appears that states, “Order (Order #) has been successfully created.” Select “O.K.” Next Step: Go to SOP 126.96.36.199, Assign CSR, Status, Official Order, and Credit Check. Midstates Printing, Inc. Standard Operating Procedure SOP 188.8.131.52 January 17, 2008 Technique/Order Management/Actions/ SOP 184.108.40.206 Assign CSR, Status, Official Order, and Credit Check: When creating a job ticket in the Order Management module, a few basic actions must be taken. A CSR is assigned to the job, Credit information is maintained and the status of the job must be updated throughout the life of the job. This will allow all departments to have instant feedback on which stage the job is at any given time. Required Information: The following is information that the CSR is required to have prior to performing these actions. ’ Credit limit approval and written terms information signed by the Accounting Manager. Procedure: The following are steps to properly update the Actions in Order Management. A. Select ‘Assign Job Number & CSR’ from the ‘Actions’ menu. A Job Number is automatically assigned when the job is created. If there is not a CSR assigned to the Job contact the Customer Service Manager. B. Select ‘Update Status’ from the ‘Actions’ menu. a. The job is created and given an initial status of ‘Waiting for Materials’. Maintain the status here as the job moves through the plant. Here is a summary of each main job status. A more detailed sub status is available. C. Waiting for Materials – This is the first status a job is assigned when created. Also change the Sub Status to ‘Waiting for Materials’. Job Planner updates the status to ‘Pre-Press’ after the job is reviewed and forwarded on to Graphics. The initial ‘Pre-Press’ Sub Status is also assigned at this time. D. Pre-Press – Artwork being worked on in Graphics. The following sub-status can be set to identify where the graphics work is being performed. CSRs and graphics department staff are responsible for maintaining these sub-statuses a. File Room b. Outside Order c. Graphics Main d. Graphics 6 th Ave e. Graphics HUB111 f. Graphics Creative Signs g. Out on Proof h. Corrections i. Waiting on Customer OK 1. Job Planner updates the status to ‘Plate Prep’ E. Plate Prep – Plates waiting to be made Plate Operator updates the status to ‘In Production’. The initial ‘In Production’ Sub Status is also assigned at this time. F. In Production – On the press floor. Choose the department where the work is being performed. The department supervisors are responsible for updating the sub status through production. Midstates Printing, Inc. a. MSP Press b. QCP Press c. QQP Press d. Large Format e. QQC Main f. QQC 6th Ave g. MSP Bindery h. QCP Bindery i. QQP Bindery j. Small Bindery k. Mail Room l. FedEx/UPS m. Shipping n. Letter shop i. The billing department is responsible for updating the following status and sub-statuses. G. Complete Not Invoiced – Job run completed and moved to Billing Dept. a. Billing b. Partial Invoiced/Inventory c. Completed – Not Invoiced H. Complete and Invoiced – Trial invoice issued for the job. I. Closed – Accounting Dept. closes the job after issuing Final Invoice. J. VOID – Used at any time to Void the job. a. Check the ‘Official Order’ box and enter the Customer PO Ref. If there is no PO, enter in your initials in the field. b. Check ‘Credit Approved’ if the customer is in good standing and the estimated amount of the job does not exceed the customer's established credit limit. Enter the "Limit for Job" at 5% over the estimated amount required for the job. K. Select ‘Revise Order’ from the ‘Actions’ menu. You can revise an order to change the base Quantity, Finishing Style and Version. If the required revision is not on the dropdowns, the Estimator must revise the enquiry prior to the revision taking place. L. Notification Details come up automatically when actions are performed that trigger a notice being attached to the job. Manual notifications may also be entered that will be recorded against the job in the ‘Job History’ tab, as well as sent to the Planner. a. Select a job from the Orders view b. Click ‘New Notification’ c. The ‘Notification Details’ screen will come up with Job header information and the current date/time to record when the notification is being created. d. In the ‘Instruction’ area you can free type any changes you want others to see against the job. e. Select a ‘Reason Type’ from the drop down list. The following reasons have been identified in the system: i. Customer Data Delayed ii. Customer Quantity Change iii. Customer Specification Change iv. Information Only v. Production Change vi. Revision f. In the ‘Reason’ area at the bottom type in further details for the Notification. g. Select ‘OK’ and the Notification is now recorded against the job. Next Step: Go to SOP 220.127.116.11, Main Tab Midstates Printing, Inc. Standard Operating Procedure SOP 18.104.22.168 January 17, 2008 Technique/Order Management/Job Ticket Creation/ SOP 22.214.171.124 Main Tab. General Description: The Main Tab in Order Details provides a look at the ‘job header’ information that is imported from Estimating when the job is created. This information should be reviewed when the Order is created, and updated throughout the life of the order. Required Information: The following is information that the CSR is required to have prior to confirming the ‘Main Tab’ job information. ’ Quote letter signed by customer. Procedure: Double click on the job from the orders view and it will open the Job Details Main tab. This page is broken into six components. The information that has been entered into Sales Enquires and Estimating will automatically populate on this tab when the order is created. A. In the ‘Summary’ section: a. Confirm the ‘Title’ identifies the product being produced, change if required. b. Select the dropdown for Classification and identify the type of the product. This aids sales and marketing. c. Confirm the Customer and contact details are correct. This information cannot be changed though, so take back to the Estimator if it doesn’t match. d. Select the product Frequency from the provided dropdown if it was not populated from the estimate. B. In ‘Components’ confirm the product details are correct from the Quote Letter. There is a Tab for each component of the final product in the ‘Components’ section. a. The Title of each component can be changed as required. b. Verify the Width and the Depth is correct for each component, if not correct, contact estimator. c. Confirm the paper Grade, Brand and Basis Weight populated correctly, if not correct, contact estimator. d. Verify the ‘Process’ and ‘Special’ Inks are correct for each component. C. In Detail you can change the following if required: a. The ‘Net Quantity’ can be increased up to 100% of the current value. This change can be made up until the status ‘Plate Prep’. b. The Width and Depth values can be changed. This is the finished product size that will appear on the job ticket. c. Set the detail required with the given finishing style: i. # of Stitches when Saddle Stitch. ii. Spine Width set by graphics when Perfect Bound. This value will be provided by the Pre-press department. d. DO NOT set the Data format here. This is handled in detail by the ‘Graphics’ Custom Fields tab. D. In Schedule keep all dates current as this impact many other areas and users of Technique. Clicking on a date opens a calendar which can be used to populate the correct dates. Reference SOP 126.96.36.199 for job production schedule guidelines. E. Trims section may need to be modified based on product and finishing details. If the order is a duplicate of another order, look at the trims on the first and enter in here. If it is a new order, Job Planner will calculate and enter these trims. Midstates Printing, Inc. Next Step: Go to SOP 188.8.131.52, Graphics Tab Standard Operating Procedure SOP 184.108.40.206 January 21, 2008 Technique/Order Management/Graphics Tab/ SOP 220.127.116.11 Graphics Tab. General Description: When creating a job ticket in the Order Management module, a graphics tab has been added in the ‘Custom Fields’ area to account for the detailed requirements of the. Required Information: The CSR is required to have the proofing information as well as detailed file requirements for the job. Procedure: The following are steps to properly enter the information for the Graphics Dept. A. Select the ‘Custom Fields’ button from the bottom of the order. B. Click the ‘Graphics’ tab from the top of the screen. C. At the top of the screen are four ‘Proof’ text boxes. Enter in the Date and type of Proof for each required Proof. D. The ‘CTP number’ or the archival ‘CD number’ is entered by the Plate Room Technician. E. The Prepress Manager will assign the ‘Graphic Artist’ from the dropdown on the right. F. The rest are a series of Yes/No boxes. If the information is required for the job, Select ‘Yes’ and they will appear on the Job Ticket, otherwise, you can leave it blank. G. Special Instructions can be entered in at the bottom of the screen. H. Select ‘OK’ to save your changes, or ‘Cancel’ to exit without saving. Next Step: Go to SOP 18.104.22.168 - Product Versions Button Midstates Printing, Inc. Standard Operating Procedure SOP 22.214.171.124 January 25, 2008 Technique/Order Management/Job Ticket Creation/ SOP 126.96.36.199 Product Versions: Multiple versions of a single product can be accounted for in technique. Different quantity and section breakdowns are allowed. The ‘Master Version List’ will allow you to correctly specify press and bindery component version quantity breaks. Complete and apply versioning before issuing any components to the plan or completing the packing and dispatch requirements. Required Information: The following is information that the CSR is required to have prior to importing specifications from Estimating into Order Management. ’ Quote letter signed by the customer. ’ New customer account number as established by the Accounting Manager. ’ Way to identify the different versions. ID number, etc. Procedure: The following are steps to properly setup multiple versions of a product for a job. If your job does not have multiple versions, skip this procedure and go to the next step, SOP 188.8.131.52, Print Routing Tab. A. Open Order Management and Double click on the order to open up the ‘Order Detail’ B. Click the ‘Versions’ Button at the bottom of the screen. C. The ‘Master Version List’ will open. The first time you open this screen, there will be one version on this list called Common with the entire Net Qty of the job. a. In the bottom right corner click the ‘Add’ button for each version of the job you need to create. A new line item with ID ‘NEWV’ will appear each time you do this. b. Change the ID and Description to be unique for each of the Versions, c. Check Finished to ‘Yes’ d. Set the Net quantity for each version. Total ‘Finished’ version quantity below should match your total run Qty. D. With your Product Versions set, click the ‘Apply Print’ button below. a. Check the ‘Include’ box for each of the versions that are to be printed for the specified component. b. Click ‘Apply’ c. Click ‘OK’ to Confirm or ‘Cancel’ to exit d. Click ‘Next’ e. Click ‘Yes’ to apply the changes to the signature, ‘No’ to cancel changes and continue, or ‘Cancel’ to cancel changes f. Repeat a-e until all signatures are complete. g. Click ‘OK’ to save changes and close the ‘Version Assignment’ form, or ‘Cancel’ to close without saving. E. Now select ‘Apply Bind’ to setup versions across the Finishing routes a. Click the ‘Include’ box for the versions that are to be bound and shipped. b. Click ‘Apply’ to save the changes c. Click ‘OK’ to confirm the changes, or ‘Cancel’ to cancel the changes. d. Repeat a-c until all finishing operations are complete. e. Click ‘OK’ to save changes and close the ‘Version Assignment’ form, or ‘Cancel’ to close without saving. F. Click ‘OK’ to save changes and close the ‘Master Version List’. Click ‘Cancel’ to exit without saving G. Now double click on the ‘Estimate’ button to confirm the order calculates correctly. Next Step: Go to SOP 184.108.40.206, Print Routing Tab. Midstates Printing, Inc. Standard Operating Procedure SOP 220.127.116.11 January 17, 2008 Technique/Order Management/Print Routing/ SOP 18.104.22.168 Print Routing Tab. General Description: The Print Routing Tab displays a list of each component that is required for the job. The initial routes displayed are routes that were populated from the estimate. Once components have been issued to the Plan, configuration changes made by the planner will automatically be reflected here. Required Information: The following is information that the CSR is required to have prior to setting up the print routing information. ’ Quote letter signed by the customer. Procedure: The following are steps to properly configure the Print Routing information in Order Detail A. Open Order Management and double click on the Order you would like to open. Select the Print Routing Tab. B. Print Routing information is automatically generated from the Estimate. Also, any Versions created in the ‘Version Master List’ will be listed here as well. C. Each line item is a component running on one of our presses. D. The Binding sequence of the components can be changed if necessary. a. Click on the sequence number to select the one you want changed and type in the number you want it to be. b. Click ‘Apply’ and the print routing will re-sequence. E. The Part Reference and Description are automatically populated from the estimate but can be changed to uniquely identify each component as desired. Just select the field and freely type any changes you would like made. F. The ‘Resource’ is the Press the component was Estimated to be produced on. The ‘Method’ is the configuration the Press will use. These can be changed as required due to scheduling or production requirements. These changes will automatically be applied to the Finishing Details Tab. a. Select the ‘Resource’ box for the component you need to change. b. Choose the new Press from the dropdown list c. Select the ‘Method’ box to the right of the Press. The only Methods listed will be the press configurations that can actually produce the selected component. If there are no Methods in the drop down. The press cannot produce the selected component. G. The ‘Net’ quantity is the same ‘Net Quantity’ that was specified on the Main Tab. Left click and entering in a value for the ‘Bind %’ will increase the total quantity to the amount required to account for Binders Overs. This is reflected in the ‘Gross’ quantity, which is the total amount that should be printed. Following guidelines in ‘SOP Establishing accurate counts’ for entering in the correct percentage required. H. For ‘Plate’ enter in when additional plate changes are required bases on components of additional versions. Left click on the ‘0/0’ and enter in the new number of plates required for Front and Back. I. In ‘Line Screen’ Left click for each component and select from the drop down list the appropriate line screen required for that resource. J. Gang components together by Selecting one component and dragging and dropping on top of another component. e.g. Two 16 pg. components can be run as one 32 pg. K. This can be undone as well by selecting a component and dragging into the free space below the component listing. Midstates Printing, Inc. L. A component can be split by pagination or by quantity. Highlight the required component and Click the ‘Split’ button. a. A 16 pg component split by pagination can be broken into 2 – 8 pg components. The 8 pg could further be broken into 2 4 pg if required. b. A split by quantity will leave the pagination alone but allow you to have two identical components that would in total produce the required Quantity. This could then be used to move part of the component to another Press. M. At the bottom of the screen is the ‘Pre-Press / Press Notes’ section. Comments typed in here will appear on the Job Ticket as ‘Pre-Press Notes’ Enter a note designating Gang Run Jobs. N. After all of the print routes look correct, Double-click the red ‘Estimate’ light above. When everything is entered properly, this will set the routes and turn the light Green. If there are errors, messages will pop up that will describe what the issue is and you can take action to resolve the issue. O. Now click the ‘Issue All’ button at the bottom of the screen. This will send all of this information to the scheduler. a. The Plan Start section of each component above will now turn Amber and say ‘To Do List’ This means the scheduler has received the information but has not yet put it on the schedule. b. As soon as this is on the schedule, field will turn Green and give you the date and time the component is now scheduled to run. P. If you need to make changes to a component that has already been Issued and scheduled by the planner, you must Tombstone the component using the following sequence. This process will not remove the component from the schedule that has been set, but it will inform the scheduler that you have made changes, and when you issue the component back to the scheduler, they will be able to adjust the press requirement appropriately. a. Click on the component to highlight, and then click on the ‘Tombstone’ button. b. The ‘Plan Start’ column will now indicate a ‘Tombstone’ status. c. Click ‘Apply’ and a confirmation dialog will appear. Select ‘Yes’ d. This action will automatically generate a notification, this window will now appear. Select the reason you need to make changes to this component from the drop down list, and confirm by clicking ‘OK’ e. The ‘Plan Start’ column will now be Red again and say ‘Not Issued’. f. Make any required changes, and then re-issue the job to the scheduler. Next Step: Go to SOP 22.214.171.124, Finishing Details Tab. Midstates Printing, Inc.