Making light work of workflow - magazine article

Workflow is an oft-repeated word in the print industry. It conjures images of smooth, fast running streams of perfectly produced printed products, flowing smoothly out of the dispatch dock to the print buyer, on time, correct and at a profit.

Production management theory introduced us to the workflow concept, represented by process flow diagrams, a familiar tool to anyone who has embarked on a quality assurance system. Remember the rectangles, circles and triangles, all connected by arrows?

A less familiar tool is the information flow diagram, which supports the process flow. Information needed at each node in a process is recorded. There are normally three levels of information needed, machine setup, the operator’s instructions and front office data.

The link to front office opens the opportunity for scheduling and costing tools as well as the customer relationship management (CRM) systems. If a job is changed, all information levels could require a change. This problem is an ideal opportunity for a networked and web-enabled digital solution.

Process and information data are the basic elements needed to manage a job. The process required for a job arranged in a logical and timed sequence is often called a workflow. Information is the most critical element in the workflow. It needs to be current, complete and easily available to the operator and or the digital controller. In addition to this need for information to complete a procedure, there is a corresponding need to communicate activity information to or from the front office.

From shop floor to front office

Seamless communication between shop-floor equipment, management information system (MIS) and CRM system is the goal for an efficient workflow. The potential cost benefits are speed and accuracy. The obvious result is superior service and product quality.

Global supply companies such as Kodak/Creo, Agfa, EFI, Heidelberg and MAN Roland, pioneered efficient digital workflow systems. However, the majority of installations are prepress only, due to the ease of implementation when investing in a new digital CtP prepress system. Compare this to the heavy metal changes required in the print and binding departments.

It is normal to have a range of mixed supplier equipment in print, binding and dispatch departments, with incompatible digital controllers (or none at all). The cost of change is significantly higher than in the prepress arena and the ROI harder to justify than a change to CtP in prepress.
To deliver the full benefits of a modern digitally controlled workflow, the shop floor nodes need to communicate with the MIS system.

Language hurdles

A major hurdle in heavy metal departments is the lack of a standard interface for all production systems and equipment. It is common to have more than one brand of press and other high cost kit, each ‘speaking a different language’ and in some cases a lack of digital control of any kind. Without a common language across all systems, the dream of an integrated digitally controlled end-to-end workflow is a long time off for most situations.

There is a solution, promised by the Job Definition Format (JDF) initiative. JDF strives to define a standard ‘job ticket’ language so that all processes and equipment can communicate with one another. JDF is an eXtensible Markup Language (XML). Conceptually it is a ‘tag’ attached to data, which identifies the content. JDF strives to standardise the definitions for all equipment suppliers, describing the process and the controls. This is the glue needed to link the process and information data in an automated workflow.

The task of commanding, communicating and controlling a process is a subset of JDF. Yet another acronym to devour is the Job Messaging Format (JMF), which communicates status information between processes and the MIS/ CRM systems in real time; it is the workhorse of the JDF initiative.

A major workflow automation tool not yet mentioned is the ubiquitous digital colour management initiative made possible by the International Colour Consortium (ICC). It is still somewhat of a ‘black art’ but, after many years of continuous development, it is nearing maturity. As an old scanner operator, it is sad for me to see phrases such as; “just add five percent to the mid-tones” give way to “just edit the profile and it will all be sweet from now on!” There is no doubt that colour management will be a seamless process in the near future, a vital part of the automated workflow.

The benefits of a fully integrated digital controlled workflow are easy to see. Tools are now available, but like most new initiatives, the benefits will only be realised by excellent and well-planned implementation!

Bruce Sinnott is the originator and a founding committee member of the 3DAP initiative and holds a Bachelors degree in business management and marketing. He co-founded renowned pre-media house Sinnott Bros and pioneered CtP and digital workflow in the 90s.

bsinnott@optusnet.com.au