Everyone Needs an MIS System
There are a few features to look for when choosing MIS software.
In today’s business environment, margins are slim and printers need to know how a job moves through the shop from estimation and quoting to shipping. Printers need to know what’s coming, what’s going, what is costs, who is touching it, and where it goes next. Any break down in the flow of information can mean the difference between making a profit or taking a loss.
This is where MIS software comes into play.
MIS is a simple idea. It is one, integrated system that allows data to be input once, and then tracked and modified in one central location as each job moves through the shop. The only system that won’t be part of the MIS is the accounting system—at that point it becomes an ERP—and a good system has a few basic features that are must-haves.
“I believe important basic features of an effective MIS system should include estimating, cost analysis, press cost comparison, stock and services PO’s, job ticket, job scheduling, delivery ticket and invoicing,” said Mark Myers, CEO Estimator Software LLC dba Estimator Corp.
“A good CRM module, fully integrated into the management system, is high on the list because of the importance of client retention and solid sales information,” said Carol Andersen, Chairman, EPMS. “Print buyers are notoriously fickle, and a good CRM module can track and manage the activities of both clients and prospects. A solid estimating and order entry module that can handle diverse print processes and complex print jobs easily will not only save valuable production time but will also eliminate the margin of error that destroys job profits. A fully integrated, modular system that either includes its own accounting suite or integrates easily with popular third party accounting systems.”
Connectivity, in particular, is a feature that many of the industry professionals stress is a key selling point. An MIS system is no good to anyone — and is, in fact, a waste of time and money — if it doesn’t talk to the rest of the systems in the shop, or is difficult or too complex for users to figure out.
“Connectivity to the customer’s prepress production system is key. When I say connectivity, I say simple connectivity where both manufacturers have figured out the integration for the customer to easy deploy the new MIS,” said Joanne David, President and CEO of Ultimate Technographics.
Lee Ward, Global Head of Sales for Tharstern, further explained, “Data analysis and presentation is a key one. If you need specialist database or development skills to find and analyze the data in your MIS, you won’t get the same level of return on your investment. The other is to have an open API, which essentially means that your MIS will easily be able to communicate with other software and hardware, allow other software to take actions on behalf of your MIS, and vice versa. This helps you to futureproof your business against future technological advancements, and also means you can be more selective about the other hardware and software partners you work with.”
"Printing companies are often focused on having the fastest, most advanced presses and postpress equipment, and yet still be at a competitive disadvantage because they are handcuffed by inefficient workflow processes and islands of disjointed automation," said Nick Benkovich, senior director, portfolio product management, EFI Productivity Software. "In many cases they also don’t have the comprehensive data capture and analysis tools to even accurately monitor and assess where they have productivity bottlenecks, what product lines or customers are most profitable or least profitable."
What to Look For
But basic functionality isn’t the only thing a printer should be evaluating when it comes to choosing an MIS system for the shop. Beyond the basics, there are a few considerations:
1. John Mullins, a Consultant with PrintVis, noted that the ability of a system to adapt to multiple rolls is a big selling point. “I think printers should look for multiple roll types in their MIS software — how adaptable is the system? Everyone should have a different look and feel based on the role they play,” he pointed out. The prepress manager, the press operator, and the sales team all should have access to the MIS system, but they all require very different types of information. A good MIS system that can help the business grow will allow them all to work from the same system, with the same data, while all having interfaces that are geared toward their roles in the company.
2. Automation is another big deal. Part of the benefit to having a central MIS system is the ability to have the same information follow a job through the process, without needing to re-key anything. But different parts of the shop automate in different ways, using different platforms. “When evaluating systems look to partners that collaborate with other vendors to give the opportunity for more automated workflows. These features include purchasing integration, JDF integration to prepress and post press systems and shop floor data collection tools,” noted Dorothy Runge Asboth, Sales Manager, Label Traxx.
3. On the heels of automation, data is truly the key point. Without good, consistent data, jobs don’t get produced correctly, they don’t get billed correctly and both the shop and the customers are unhappy. It is also impossible to effectively grow the business to any degree without the right data on hand. As Asboth pointed out, “Keep in mind that data is the raw material of the information age. System integration will be key in the growth of your company. Software should also have tools that management can measure key data to make strategic decisions.”
4. Beyond the specifications, another important thing to ask any potential MIS vendors is for testimonials. No company is going to come in and tell a shop about the problems or issues they might have. They are going to sell the positives, and downplay the negatives. But it is just as important to know what other people’s experiences have been as it is to know how well the software integrates with your current systems. “Look for its users saying good things,” said Kevin Kennington, Business Development for shopVOX. “If you are in a similar industry and your peers are finding it helpful, then that should indicate it can help your shop too. Also look for some form of 24/5 or 24/7 support. We all know that we take things home from time to time and when you need to, it’d be nice to speak with someone if possible.”
"While there are many quality software offerings available today, there are still too many limits in how different systems share information," noted Benkovich. "Integration and end-to-end workflows have become key for so many reasons. A simple example may be taking an order and not knowing if the shop has machine capacity, labor availability, or even the materials required to produce the job. Integrating the order management with inventory, scheduling, and shipping systems allows printers to quickly identify bottlenecks, constraints, and resource availability, ensuring on time profitable delivery of the job while also providing visibility to all stakeholders. This is just one example of the multiple small but critical oversights that can happen in a busy commercial printing operation, and you begin to see why it is not only important to have very good software, but it is becoming more and more essential to have every component in your workflow communicate key details to eliminate mistakes that create a lot of downtime and ultimately hurt customer relationships."
Moving Ahead
All of the experts stressed that the implementation process can be painful for some shops — it can require changing the way the entire shop thinks and operates. “The largest problem we see is the inability of a shop to put the resources behind an implementation in order to make it successful,” noted Andersen. “Along with this we sometimes see the resistance of staff to chance and the unwillingness or inability of owners/managers to make sure that change is accepted.”
However, all of the experts also pointed out that the rewards, for those shops that do make the cultural shifts and take the necessary time to ensure the entire shop is on board with the new system, are far greater.
“It’s the concept of the MIS as the brain of a business that best explains its advantages,” said Ward. “Every printing company has a collection of processes, workflows, software, and hardware, and all of these produce a huge amount of information that’s scattered around the business. But with an MIS, you bring all of this together. You reduce data duplication and re-entry and you put everything in one place. Through integration, that includes your hardware and your other software too. Everyone knows that an MIS will improve estimating, communication and admin, but it’s this central hub of data that provides the real payback. A good MIS will take all of the information that it’s collected from all the different parts of your business and will analyze it, and the relationships within it, to provide you with the key KPIs you use to run your business. You can easily see what you’re doing right, what you’re doing wrong, and if your plans are working or not. Having that support when you’re making key decisions about your business is where you’ll get the best return on your investment.”
The decision to implement an MIS system is not one that is taken lightly. For shops looking to grow and expand, however — no matter if they are small and looking to get big, or big already and looking to continue that path — an MIS is the only way to move forward. It allows printers to create a seamless, streamlined system where the jobs move through the process without problems, and any issues that do come up are seen immediately and can be corrected. No one is spending time trying to figure out why the profits aren’t high, or which customer’s jobs are more hassle than they’re worth, or who the absolute best clients are on a regular basis because the MIS has already done all of that work. And while there are never any guarantees in business, having a solid, dependable MIS is one way to ensure your shop is on the fast track to success.
