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Key points on the evaluation and selection of MIS systems:
There is no perfect MIS system for your company
Process to select MIS software is different than that of
production equipment
Software before hardware
Involvement of top management in review, selection and
implementation will determine success of software
The chosen system must provide benefits of easing and streamlining
the tasks of employees, improve customer service and allow management to operate the
company more profitably
A selection must be made if you are to succeed into the next
decade
It is vital that the estimating system generates all the
estimates for your company as accurately as possible because:
First and most detailed analysis of potential order
Generates letter for customer (improved customer service)
Generates statistics for Estimate History (analyze best customers,
margins, sales reps)
Generates data for Job Ticket (improved data flow, reduced errors)
Generates cost for Actual vs. Estimate report (analysis of cost
and production efficiencies)
Generates Hours for job loading (analysis of equipment capacity
and usage)
Generates sell price for invoicing (profitability by customer,
product, sales reps)
POWERPRINT ESTIMATING ...THE SOLUTION
Very detailed data designed specifically for Sheetfed Printers
Easy movement and override features make it the most estimator-friendly
system
Ability to tailor software, if required, to ensure 100% of
estimates go through system
HOW MUCH SHOULD YOU SPEND ON A MIS SYSTEM?
| ANNUAL SALES |
BALLPARK ANNUAL MIS COST |
BALLPARK 3 YEAR MIS COST |
| UP TO $3 MILLION |
$9,000 OR LESS |
$27,000 OR LESS |
| $3M - $10M |
$9,000 - $25,000 |
$27,000 - $75,000 |
| $10M - $30M |
$27,000 - $60,000 |
$60,000 - $180,000 |
| OVER $30M |
$60,000 & UP |
$180,000 & UP |
ESTIMATING / STATISTICS /
QUOTATION
FEATURES:
- Use of master quotes and quick variations
- Ease of use, industry specific and estimator friendly
- Ability to generate quick variations
- Generates thousands of calculations automatically from
original specifications; make-ready times, run speeds, minimums, material calculations,
error checking
- Provide separate cost and sell numbers
- Allows different markups for material, labor and buyouts
- Generates letter and drawing to be faxed or sent to the
customer
- Allows use of own budgeted hourly rates
- Generates data for many other areas of the business
BENEFITS:
- Faster quotes; increased productivity
- Provides critical cost and production data for the entire system
- Increased customer service and estimates won ratio
- Consistent pricing, less errors, true costs
- Download estimating to others
- Estimating and selling are two different functions
- Provides ability to sell each job on its merits of risk, benefits and
competitive advantage to your plant
- Clearly states the services you are willing to provide for the price
- Vital for accuracy of data for the rest of the system
- Increases efficiency by eliminating re-keying of data
- Reduces costs of errors from transposition errors
- Improves decision making with more informed analysis
| QUICK
PAYBACK |
CALCULATION |
SAVINGS |
| DESCRIPTION |
YEARLY HRS X RATE |
|
| General Office (All based on saving
½ hour per day * 22 Days/Month * 12 Months * $10/hour) |
|
|
| - Eliminate re-typing and faxing of quotes |
132 x $10 |
$1,320 |
| - Reduce time looking for quotes |
132 x $10 |
$1,320 |
| - Reduce time and errors from
re-keying Estimates to Tickets |
132 x $10 |
$1,320 |
| Estimating (Based on 20 quotes/Day
* 22 Days/Month * 12 Months |
|
|
| - Increase Efficiency of Estimators
by 1% - decrease lost opportunities due to inability to quote on time |
6600 Estimates * 1% * $100 Avg.
Profit |
$6,600 |
| - Reduce Errors resulting from
mental mistakes (Sales * % Errors * % Reduction in errors) |
2,000,000 Sales * .5% Errors * 50% |
$5,000 |
| - Improve Professional Sales Image
with Direct Fax response (Estimates * % improvement - Avg. Profit) |
6600 Estimates * 1% * $100 Avg.
Profit |
$6,600 |
| - Improve Customer Service by
suggestive selling less expensive alternatives |
|
|
| - % Won by Sales Rep, Customer,
Product Type allows you to target markets and maximize performance |
|
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TOTAL
PAYBACK IN DOLLARS |
$22,160 |
ORDER ENTRY / STATISTICS /
ELECTRONIC TICKET
FEATURES:
- Generate tickets from estimates, previous orders and from
scratch
- Ability to re-quote job and all changes
- Allows you to set up data for other modules: purchasing,
job tracking, machine loading and shipping
- Job changes management system that will employee, date,
time and reason stamp each change to a finalized order
- Electronic image immediately updated and accessible to all
authorized employees
- Attach electronic job notes and die drawings to electronic
ticket
BENEFITS:
- Streamline the generation of the ticket from the estimate, review errors made
on previous job
- Ensures the most accurate data possible is used in production and financial
analysis
- Eliminate the errors in transferring job details to ticket
- Capture legitimate extra charges, backup for collection of charges after the
fact
- Reduce errors of producing jobs with outdated or wrong information
- Reduce time searching for job bag
- Reduce time and errors from employees finding instructions and drawings or
starting production with missing information
| QUICK
PAYBACK |
CALCULATION |
SAVINGS |
| DESCRIPTION |
YEARLY HRS X RATE |
|
| General Office (All based on saving
½ hour per day * 22 Days/Month * 12 Months * $10/hour) |
|
|
| - Reduce time from double keying:
Estimate to Order, Order to Purchase Order, Order to Shipping |
132 x $10 |
$1,320 |
| - Electronic Image eliminates time
to find Job Ticket |
132 x $10 |
$1,320 |
| Cost Reduction (Sales 2,000,000 *
1% Error reduced by 10%) |
|
|
| - Reduce costs associated with
transposition errors from Estimating to Order |
2,000,000 * 1% * 10% |
$2,000 |
| Electronic Job Changes Management
(Sales * 2% increase) |
|
|
| - Date, Time, Employee, and Reason
stamps every change to the Job Ticket - this allows Management to maximize returns for
additional work and changes |
2,000,000 * 1% |
$20,000 |
| - Reduces costs of errors not being
received by plant in a timely manner |
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TOTAL
PAYBACK IN DOLLARS |
$24,640 |
JOB COSTING / DATA
COLLECTION
FEATURES:
- Allows entry of time, materials and buyouts
- Cost summary of job as soon as it is closed
- Complete analysis of costs, changes, purchases, problems
and variations
- Data collection allows collection of costs in real time
mode
- Provides work in process reports
- Provides job status reports
- Compares actual jobs costs to estimated job costs
- Productivity reports analyze operation and employee
productivity to standards
- Data collection increases communication between the plant
and the office
- Payroll clock to capture pay hours
- Problem history allows employees to enter problems
encountered with the job
BENEFITS:
- Accurate and immediate list of costs ready for billing greatly increases cash
flow
- Complete record of all activity involving job so all legitimate charges are
billed
- Increased accountability of employees will improve productivity and reduce
costs
- Valuable tool for bank reporting
- Identifies jobs that have tied up a great deal of your capital or are close
to estimated costs
- Flags production and cost variations to be avoided in the future
- Ensures estimated standards reflect the actual production capabilities of
employees and equipment
- Reduces costs associated with errors, improves customer service because
quicker responses to their needs
- reduces re-keying of data for payroll
- When jobs are re-run the problems encountered will be displayed so they can
be avoided
| QUICK
PAYBACK |
CALCULATION |
SAVINGS |
| DESCRIPTION |
|
|
| Data Collection/Sharing (Assume
saving 3% operating costs by making employees accountable) |
|
|
| - Make Plant Employees accountable
for time and materials |
Operation Costs (Sales * 40%) * 1%
Savings $2,000,000 * 40% = $800,000 * 3% |
$24,000 |
| - Reduce waste because employees
accountable for time and materials |
|
|
| - Identify non-chargeable time |
|
|
| - Measure actual performance of
plant to the estimated standards and narrow gap between |
|
|
| - Identify problems encountered
with a job and flag those problems in the event job is re-run |
|
|
| - Immediate updating of
Job/Employee/Cost Center Tracking |
|
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| General Office (All based on saving
½ hour per day * 22 Days/Month * 12 Months * $10/Hour) |
|
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| - Eliminate the daily re-keying of
time sheets |
264 Hrs * $10 per Hr |
$2,640 |
| - Eliminate time of adding and
checking time cards (1 Hr per Day * 22 Days/Month * 12 Months) |
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TOTAL
PAYBACK IN DOLLARS |
$26,640 |
PURCHASING / INVOICING /
SALES ANALYSIS
FEATURES:
- Purchasing on-line with order entry
- Tracks purchase orders, receipts and final vendor invoices
- Updates closing report in job costing
- Allows use for job related and non-job relate P.O.s
- Updates third party accounting systems
- Invoicing allows multiple company invoices
- Integrates with third party A/R systems
- Allows internal profitability analysis
- Each line item can be taxed differently
- Each line item can be sent to a different sales account
BENEFITS:
- Reduces errors
- Don't bill job without knowledge of missing vendor invoices
- Compares P.O. to receipt to final invoice
- Allows receiving report to reflect all deliveries
- Eliminates time and errors from re-keying into accounts payable
- Reduces time and errors if multiple companies
- Eliminates time and errors from re-keying into A/R
- Better decision making when directing sales and production resources
| QUICK
PAYBACK |
CALCULATION |
SAVINGS |
| DESCRIPTION |
|
|
| Purchasing/Invoicing/Sales Analysis |
|
|
| - Identify Profitable Customers,
Products, Sales Reps |
Increase Sales 2,000,000 * .5%
$2,000,000 * .005% |
$10,000 |
| - Account for Multiple Companies in
1 building |
|
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| - Track costs from Purchases, to
Receipts, to Vendor Invoices |
|
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| - Measure actual performance of
plant to the estimated standards and narrow gap between |
|
|
| - Identify problems encountered
with a Job and flag those problems in the event Job is re-run |
|
|
| - Immediate updating of
Job/Employee/Cost Centre Tracking |
|
|
| General Office (All based on saving
1/2 hour per day * 22 Days/Month * 12 Months * $10/Hour) |
|
|
| - Eliminate the daily re-keying of
invoices and purchases into Accounting |
132 x $10 |
$1,320 |
| - Programs (.5 Hr per Day * 22
Days/Month * 12 Months) |
|
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TOTAL
PAYBACK IN DOLLARS |
$11,320 |
TOTAL MIS PAYBACK IN
DOLLARS $84,760
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