Contents

Book specification

Book specification allows the user to record initial detailed specifications of each Book Project undertaken. This information can then be updated as the details change throughout the Book Production process.

Features and functions of Book specification

Multi book specifications can be used.
Projects are controlled by a company code.
The ISBN, title and author fields default from the Project Entry/Maintenance program and can be maintained.
Print details can be specified including print quantities, dates as well as the printer.
Overall Resource of a Book Project can be assigned to a particular editor.
Management of co-editions.
The major and minor status of the book production can be determined.
Book packing and size details can be recorded.
Title hierarchy information can be entered.
A text and cover comments facility is available.
Ship ETA and ETD dates can be entered.
The date, time and user ID of the person who initially entered the book specifications can be viewed as well as the last person who maintained them.
Provides access to the Tasks Maintenance program.
Filter function on entry of Projects giving a wide range of searching.
A powerful search facility is available on many fields, allowing the user to view and select valid codes.
User defined fields may be created and stored by books.
Contacts in IP1 system can be linked to a book specification as contributors such as authors, illustrators, editors etc. When projects or books are purged with the use of BOO400 and BPP500 programs the relevant contributor links are removed.

Estimating

Estimating allows the user to prepare estimates for the production of a book including costs and expected income for the book. Before the book is produced, estimates are commonly referred to as “Theoretical Estimates”.

Scheduling/tracking

This section deals with the definition and management of the specific Tasks needed for a book to be published, (prepare first page proofs, approve artwork, etc.). It allows for multi schedules. The Resource of each Task is assigned to a particular person.

Tasks can optionally contain Actions which are triggered when the relevant Task is either started or completed, e.g. change the status of the Task, generate paper reservation.

Activities can be defined for each Task to track Actions taken to ensure the successful completion of a particular Task. Resource for each Activity can be assigned to a particular person.

Features and functions of Scheduling/tracking

Tasks

Tasks can be maintained and deleted at any time.
As many or as few Tasks can be defined for each Project.
The sequence in which the Tasks are displayed on the Task Maintenance Listing screen can appear on the screen in either of the following ways:
- By Task
- By the resource
- By the current estimate start date.
Tasks can contain Sub-Tasks, e.g. “Prepare artwork briefs” may be a Sub-Task of “Illustrations”.
Each Task has the ability to hold the following information:
- A description of the Task
- The person responsible for its completion
- The date it has to be completed
- A reference to the parent Task (if any).
Due to the involvement in setting up Tasks for a Project, a template facility is available which allows the user to either:
Create templates of Tasks and their related Actions.
Copy real Projects and their Tasks and related Actions to templates.
Templates can then be applied to Tasks from the Project Selection screen, via option Apply Temp.
After a template has been applied to a Project, the Tasks and Actions can then be maintained and adapted to suit each Project.

Actions

Each Task can contain Actions which can:
- Trigger a change in the Task status when a Task is started or finished.
- Instruct the system various Actions need to take place when a Task is started or finished, i.e. print the Paper Issue Recommendation report, generate commitments and generate the paper reservation.
Each Project may have its own unique set of Tasks, so the relationships between the Tasks and Actions may be defined independently for each Project.
Action triggers have the ability to be defined so more than one Task must be completed before the Action is performed.

Activities

The Task tracking facility allows the user to track the Activities taken to ensure the successful completion of a particular Task. These are referred to as “Activities”.
Activities are listed on the Task Activity Maintenance Listing screen, for a particular Project and Task. New activities can be added and existing ones maintained.
Each Activity has the ability to hold the following information:
- A description of the Activity
- The resource responsible for its completion
- A follow up flag indicating whether follow up is required, and if so, the date on which follow up is required
- The Activity type, i.e. main Task start, main Task finish
- Text relating to the Activity.
- Links to the “To Do List”.

WIP

This section provides management with complete control over the production costs of a book. It is designed to simply and effectively handle various routines such as creating and maintaining Projects, submitting budgets and recording and approving expense commitments.

Features and functions of WIP

The WIP section interfaces to both to the General Ledger system and the Account Payable system.

General Ledger

The General Ledger interface allows for general ledger journals to be allocated against existing commitments. Upon closure of a Project, any differences between accruals and actual expenses are transferred to a general ledger balancing account.

Multi Environment

Book Production running in various databases links to one General Ledger held in one database. The system uses the Control File Retrieval program to retrieve General Ledger Control File values. The system checks which database the General Ledger resides in and uses the General Ledger Control Files in that database with Book Production in other databases.

The Commitment Allocation program allocates the sub ledger into different division databases based on TMSGL/SUBLDIV. This is used if one company is running multi divisions with a combined AP/GL.

Accounts Payable

The accounts payable interface allows for actual invoices to be allocated against existing commitments.
Projects can be set up to control the production costs of a book. It is divided into expense categories/W.I.P. types, each with its own submitted budget. The total W.I.P. budgets are not allowed to exceed the control budget amount.
Commitment requests can be entered and are automatically pended awaiting approval by the relevant authorized department. The new commitment is allocated a system generated number and receives a ‘P’ status. On approval its status is set to ‘A’. Purchase orders may be printed if applicable. Validation against the W.I.P. budget is performed and this balance cannot be exceeded. Rejection of a commitment request results in its status being set to ‘R’, and the generation of a commitment number does not take place.
Invoices received from suppliers are entered via the Accounts Payable module, and the charges are allocated against and transferred to the relevant commitments. Direct entry can also be made via the General Ledger module. Charges can only be allocated against commitments with an ‘A’ status.
Validation against outstanding commitment amounts is performed and a warning is issued if the balance is exceeded.
Once a book has been printed and all resulting charges have been finalised, the Project is closed. It is left on the system for information purposes only.
Inquiry functions are available which provide immediate and up-to-date information on Projects and their status.
Cost types and accruals.

Paper control

It is becoming increasingly common for publishers to manage and supply their own paper rather than relying on printers. This section caters for this new trend and provides the facility to manage and control paper stock.

NOTE: If the Printer supplies the paper, this module of the Book Production system is irrelevant. Therefore do not set up the following programs:

Paper File Maintenance
Paper Requirements Maintenance
Paper Reservation
Paper Update to WIP
PBO/Invoice Print.

Features and functions of Paper control

Based on the pre-production schedule and other information received, it is possible to enter, view and maintain a forecast (in sheets) by month for each type of paper.
Reservations may be placed against paper for each particular Project. Options for reservations include the following:
If stock is not available, then the reservation is still placed so the “demand” can be recorded and seen by the person responsible for ordering
Once entered, reservations may be viewed, maintained or deleted
Reservations can be given a maintainable priority based on the entry date. This priority can then be used as a guide when issuing paper.
When the print and bind order (PBO) is issued to the printer, the required paper should also be issued. This issue is based on reservations previously placed; stock is already at the printers, and stock in the warehouse.
Due to the complexity of the issue, the system does not issue paper automatically. It only recommends an issue which must be reviewed and approved. Once the paper is issued and confirmed, the cost is automatically transferred to the cost control module.
A database of all paper types, which are available when producing a book, can be set up. Information stored can include paper measurements, gsm, paper type, i.e. glossy, matt.
The facility to specify multiple print groups for each book published, i.e. actual paper for the book, marketing flyers, promotional covers etc.
Paper requirements can be set up for each book and print group to determine what each paper is used for as well as record other details including signature, quantity required, extent, colours, etc.

Project entry/maintenance by project

The Project Entry/Maintenance program allows the user to add and maintain Projects to the Book Production system as well as access most entry/maintenance programs in the Book Production system for a selected Project.

Auto Journal creation

The aim of this facility is to automate the posting of project costs from Book Production to the Cost of Sales accounts in the General Ledger.

Configuration and features of Auto journals

For this process to flow the following must be configured.

General Ledger WIP/Expense accounts must be linked to the Book Production Module.
When a project is created the account set must be decided which has cost types that are linked. These costs types determine if associated costs are to be expensed at close of Project

The auto journal process can only be used for type 2 and 3 projects cost type expensing.

Commitments/Actuals must be processed against a project (each specific WIP type).
Once a project has expenses, these expenses can be transferred to inventory or directly to Cost of Sales. The auto journal process transfers the project expenses to a Cost of Sales Account (specified on the Project header). This process transfers any costs on a monthly basis (type 3) in order to incorporate the expenses of the project over a period of time, or on the publication date (type 2) in order to expense the project at time of publication.
The posting period is defined in a control file. This indicates by each period, which projects are posted to each period.
When the transfer occurs, the expenses are credited from the various WIP accounts and debited to the nominated Cost of Sales Accounts.

The Cost of Sales report can then be run to review the follow:

Option 1 = Accrual. This shows all accruals for the Cost of Sales Account.
Option 2 = Posted. This shows the actual amounts posted to Cost of Sales Account.
Type 1 = Inventory projects hold their expenses in the WIP Accounts and follow the normal transfer process at the close of any project. These expenses are taken up by inventory.

Auto Journal Creation Process Detail

Projects are allocated a transfer type to define their expense transfer process. This is set up in Control File Transfer Type (TMSBP/XFER-TYP) as one of the following:

Inventory

Cost of Sales by Publication date
Cost of Sales Monthly

Each transfer type is processed differently, sending the Book Production journals to either Inventory or directly to Cost of Sales.

Type 1 = Post variances at time of closing the Project usually to inventory.

This is used to manage project costs via inventory. This is a combination of automatic and manual journals.

When closing a project type 1 the following happens:

Automatically:
Debits the transfer account and
Credits the WIP Expense account

To send the Project cost to Inventory a manual journal needs to be done.

Debit the Inventory and
Credit the transfer account
Background Processing

Type 1 cost types do not automatically post any journals to inventory. It will depend on the various accounts linked to the cost type.

Type 2 = Cost of Sales by Publication date.

If the project has reached the publication date the costs are transferred directly to the cost of sales and are recorded as a transaction type 5.

Automatic Transfer:

Debits the COS transfer accounts
Credit the WIP Accounts in projects (Type 2, Type 3)

Projects with type 2 Cost types cannot be closed if the publication date is not defined.

A monthly process selects the projects to be posted. Every month the system checks types 2 and 3, for any journals to be posted. The system generates journals based on the transfer type.

This process also checks the publication date and status of the project.

If the publication date is 00/00/00, then the system ignores it.
If it is a current publication date it transfers it to the Cost of Sales.

Type 3 = Cost of Sales Monthly

The system checks the status of the project and ignores it if closed. It uses the monthly transfer program to post journals to the GL, same as above but on a monthly basis.

DR COS transfer
CR WIP account type 3.

Note: Types 1, 2 and 3 include commitments if there are no actuals when the monthly post is run. When the actuals are received the system reverses the accrual and takes up the actual. An accrual account must be set up in the accounts set for this to accrue.

Actual Amount shows actual amount for each WIP type to be posted to Cost of Sales the expenses can be compared to the Cost of Sales.

The Book Production system has the following six main sections:

Work Management (Project Header)
Specifications
Estimating
Scheduling/Tracking.
WIP (Work in Progress)
Paper Control

Process Flow

Suggested steps to follow when using the Book Production module are:

Module Setup

Setup the specific Control Files as listed previously in the Setup Requirements.
Setup GL Expense Accounts. These are otherwise known as WIP accounts and should be set up in the General Ledger Module and linked to the Book Production module.
All new ISBNs should be setup in the Title Masterfile after the Project has been published. This process is automated by generating an ISBN from Book Production to Distribution.
If the timesheet module is to be used all Employees must be setup in Book Production as well as the hours they work, the tasks they complete and the departments they work within.
The Paper Masterfile must also be set up to list all types of paper available for use in the Book Production process.
All Suppliers, including Printers, should be setup in the Creditor Masterfile.

Project Setup

The first step is to set up a new project for a new book. A Project is created in one of two ways.

By selecting Project Entry/Maintenance by Project or
By selecting Project Entry/Maintenance by Book
Templates can be created and applied to a new Project to copy the Tasks, actions and activities into this new project. This makes the process of adding a new project quicker.
The next step is to Estimate how much the new project costs. This can be done via an Excel Spreadsheet. This step is optional. Once details are entered into the spreadsheet the information is uploaded to the AS400. This information can also be downloaded to the PC.
The budget for the project also needs to be setup in the Project. A control budget can be entered and not exceeded. The original budget is calculated at the maintenance stage and at cost type level.
Book Specifications then need to be entered. These are details of the book being produced including the Impression, Imprint, Series, etc. A single book spec or multiple book specs can be entered for a Project. (The Project is then at Status O = Open)
After the Book Specifications have been entered Tasks can start being scheduled. These are Tasks throughout the production of the book. For example, Estimating, Printing etc. Sub Tasks can be added to a Task. Sub Tasks are Tasks for a parent Task. The Tasks entered are assigned to the user or other resources.
Actions can also be added to Tasks. As certain Tasks are started and finished, various actions can be performed. Action triggers have the ability to be defined so more than one Task must be completed before the action is performed. For example generating a Paper Reservation for a book and entering it into the paper control system from the Book spec entry screen.
Activities can be created and assigned to other users. Jobs can be scheduled to other users similar to a To Do List.
Commitments can be added to activities. These are just an educated guess as to the commitment to be made. From here the commitment purchase order can be printed.
Enter paper requirements against the project through Book specifications and specify who the Printer is if supplying paper to the Printers.
Text can be added to a project.
Once the commitments have been added, allocate a budget amount against each WIP type and commitment.
Lock the budget, which means the budget amount is locked in, because it has been finalized for the project. (The Project is then at Status B = Budget).
The original budget is maintainable.
Once the budget has been locked in publication date can be set. This is the date the book is to be published. This date must only be set when all deadlines are met. (The Project is then at Status P = Publication Date).
Now the project can be closed. Once a project is closed it can not be maintained, only inquired upon. (The Project is then at Status C = Closed).

Creation of Estimate Spreadsheets

A spreadsheet estimate for the pack ISBN generates a budget.

Costs can be rolled-up from components to pack level. It is expected that the estimate would have the macros to handle the component multiplication.

Project Maintenance

Check the ‘To Do List’ by selecting the menu option within the Book Production Menu. This shows a list of all activities, in descending date order, for the Resource.
The Timesheets module is Optional. If this module is chosen then timesheets must be completed every day.
Invoices are posted to the G/L where journals are created which then appear within the commitments as part of the actuals after the End of Day has been run.