Printing Company Roles

Created by Mark Angeli, Modified on Sat, 22 Mar at 6:24 AM by Mark Angeli

Role Description	Brief Explanation	PrintVis notes
Customer	Buyer of print.	Could use a specially-set PrintVis profile with limited permission that lets them log in and maybe submit an RFQ or check the status if the jobs in progress.
Designer	Works for Customer in-house or as a service provider	May use Salesperson profile, needs access mostly to Contacts and Customers
Company owner	The big cheeze.	May use the management profile, with sales and production metrics, needs access to Contacts and Customers
Finance	Managing funds, planning for the expenditure of funds on various assets. Usually handles all financial reporting, including custom Jet reports that pull all kinds of data from NAV / PrintVis.	Accounting role center
Human Resources	Managing employee time sheets, handling paychecks, employee hiring and firing, vacation time, etc.	May use one of the management profiles, with access to PrintVis Users List, probably some shop floor journals.
Marketing	Some companies may have a dedicated marketing department or a person: to create marketing campaigns, manage product samples, work closely with the sales team to prepare sales demos, arrange clients' visits	May use Salesperson profile, needs access mostly to Contacts and Customers
Receptionist	Important team member who makes the client feel valued, does some admin duties and data entry.	Depending on what a receptionist is assigned to do… in some companies he/she performs a combination of some HR / Marketing duties
Sales Rep/Account Rep	Provides liaison between customer and company or designer (facilitates discussions, provides samples, writes up quotes, communicates with client about all aspects of print project, including customer's complaints). Manages customer's expectations.	Salesperson profile, access to Contacts and Customers, Cases, Vendors, Order Monitoring, Sales Orders, Items, Posted documents
Sales support / Internal Sales	In some companies there may be a dedicated sales support person who handles requests from sales team while they are on the road: submits RFQs on their behalf, contacts customers, etc. May also handle some "call-in" requests for the info from potential customers. Basically assists the sales team in any way possible.	Same as above
Estimators	Analyze supplied RFQ specs, come up with the most economical yet realistic production scenario based on the submitted RFQ info, generate quotes and create quote letters. Handle quote revisions. Liaise with paper suppliers and outside services.	Estimator profile, access to Contacts and Customers, Cases, Vendors, Items
Head estimator / director of estimating	A large company may have a head estimator / manager who would manage the estimating workload, assign certain estimators to certain projects, answer questions from sales team, talk to various vendors / outsource companies, maintain estimating standards (speed tables, scrap tables, etc.), may need to maintain the PrintVis setup - Cost Centers, Calculation Units, etc.	Same as above, with maybe added PrintVis Users list and some extra pricelist import / export page (it might be called RINTVIS IMPORT SETUP LIST in this version…), Cost Centers, Capacity Units, Calculation Units, Formulas, Scrap tables, Speed tables, Configuration Packages
Credit Department	Credit needs to be established before a new job can go through. If credit is not approved the client will be given terms. Some companies have flexible credit rules that allow the work to proceed up until a certain point (like plating).	Accounting role center
CSR/Coordinator /Planner	Receives Order submissions, verifies all job specs, comes up with production plan using the original estimate as the starting point. Verifies all material requirements, verifies production waste (scrap) for every process, creates imposition layouts. If the change in the project scope requires a new estimate, communicates with estimating department. Starts a physical "Job Docket" that will hold samples and layout drawings, communicates with ink room operator if special ink mixes are required, gathers the info about how the files are going to be supplied by the customer and communicates with pre-press about files and layouts. Manages production milestone dates (proofs, samples, press check, outsource operations). Follows the job through the plant, updating production specs as required. Continuously communicates with production, sales rep and client, sending out proofs. Creates / updates / finalizes packaging & shipping details - including the shipment lists, address lists, etc. Gets all paperwork ready for billing, gathers job cost reports, makes sure the correct estimate is used when comparing "estimated to actual" costs", makes sure that all additional costs are included before job goes to Invoicing.	Coordinator Role Center, access to Contacts and Customers, Cases, Vendors, Items, Shipment Overview, Receipt list, Purchase Orders, Purchase Order Archives, Posted Documents, Dies (if used), Sales Orders (if used)
Head Coordinator / Planner	Checks and approves complex / high impact job plan details prior to going into production. Answers questions from sales team.	Same as above
Production Planner / Scheduler	Liaises between production planners and the plant. Responsible for scheduling press and bindery (may schedule prepress as well) to run projects both efficiently and in a timely manner to meet delivery dates	Access to Opening Hours setup, Production Plan, Capacity Statistics, Cases, Shipment Overview, Receipt list, Planning Units, Capacity Units, Calendars
Purchasing	Responsible for purchasing all materials required in the process, for pre-press, plating, presses, maintenance, inks, bindery and packing materials. Manages all of the inventory. Ordering paper is a big component of this person’s job. In constant communication with production planners about job deadlines. Lots of companies usually wait until the last possible moment to order paper, because it has the largest impact on job cost and profitability. So, the paper purchaser works closely with production scheduler. Paper purchaser also manages an in-house paper inventory and negotiates pricing with various vendors. In PrintVis environment, purchaser will also be reviewing "posting" all materials reported by the shop floor users.	May use the Purchaser profile, with access to Contacts and Customers, Cases, Vendors, Items, Shipment Overview, Receipt list, Purchase Orders, Purchase Order Archives, Posted Documents, Physical Inventory Journal, Revaluation Journal, Material Delivery Journal, Job Costing Journals, Material Requirement, possibly Requisition Worksheet (if used)
Pre-press supervisor	In charge of prepress department: manages the workload, assigns shifts, assigns operators to specific jobs as necessary, answers pre-press related questions from sales team and production teams. Sometimes supervises press checks. Usually responsible for making sure all employees in his department had reported the shop floor hours correctly.	Possibly Shop floor Manager profile, possibly with access to some Items
Camera Operator	Required in operations where oversized art needs to be digitally shot for reproduction, like Art Prints	Shop floor Worker profile
Pre-press Operators	Responsible for receiving files, checking them out, doing any changes, trapping, special color requests, creating electronic layouts, add extra production marks to press sheets, create contract hard copy proofs, create content-only proofs and make sure the pagination is correct, handle artwork versioning. Report proofing material consumption. Reports labor hours, marks the tasks "complete".	Shop floor Worker profile
CTP / Plate Makers	Responsible for making plates, organizing them and putting them in an area that pressmen will pull from. Reports plate consumption for each job. Reports labor hours, marks the tasks "complete".	Shop floor Worker profile, possibly with links to specific items, Material Requirement and Purchase Orders
Ink Room	May manage ink and coating inventory (if purchasing department is not doing that already). Responsible for preparing ink for jobs, creating special color mixes, making sure correct ink is being made as it can change for substrate, ordering supplies, preparing "ink drawdowns". Reports labor hours against specific Orders and in some cases, some PMS ink consumption as well. Marks the tasks "complete" (if they are scheduled for his department).	Shop floor Worker profile, possibly with links to specific items, Material Requirement and Purchase Orders
Pressroom Supervisor	In charge of pressroom: assigns operators to shifts and to specific jobs as necessary, answers press-related questions from sales team and production teams. Sometimes supervises press checks, often with the salesperson’s assistance. Usually responsible for making sure all employees in his department had reported the shop floor hours correctly.	Possibly Shop Floor Manager profile, possibly with access to some Items
Press Operator	Confirms the job specs, loads the correct ink profiles and other electronic job data, makes sure the right stock is available and is ready to be fed, sets up the press for production (performs various Makeready tasks), runs the press while doing periodic quality checks, does clean-up (wash-up) and maintenance. Communicates with the supervisor about any issues he/she encounters on press. In some printing companies, especially digital ones, reports the paper and ink consumption. Reports labor hours, marks the tasks "complete".	Shop Floor Worker profile
2nd pressman / helper / assistant	May transfer the stock from Receiving to press, assist 1st pressman in running the job, do wash-ups, remove the leftover stock from press - get it ready to be inventoried. Does the general shop floor clean-up duties. May report the labor hours, but does not mark the press tasks complete.	Shopfloor Worker profile
Bindery supervisor	In charge of bindery: assigns operators to shifts and to specific jobs as necessary, answers bindery-related questions from sales team and production teams. Usually responsible for making sure all employees in his department had reported the shop floor hours correctly.	Possibly Shop Floor Manager profile, possibly with access to some Items
Bindery operators	May cut the parent sheets prior to printing - either into smaller press sheets or to square the sheets off for better alignment in press. Perform all kinds of post-press (finishing) operations - cutting, folding, collating, binding, trimming, etc. - all depends on what kind of finishing equipment a company has. In some companies, may also do the product packaging and labeling. Reports consumption of all finishing-related materials (glue, wire, shrinkwrap film, chipboard, cartons, etc...), report labor hours, marks the tasks complete.	Shop Floor Worker profile
Bindery assistants / helpers	Assist bindery operators by moving, jogging, stacking the paper, cleaning up after the job is done, feeding folded signatures into pockets on saddlestichers and perfectbinders. In some companies, may also do the product packaging and labelling. Usually do not report the production time, just log-in at the beginning of the day and log out at the end of the day. But, some companies want the helper time to be tracked on specific jobs, so this will require extra shop floor setup. So, may report the labor hours, but does not mark the press tasks complete.	Shop Floor Worker profile
Packaging	May be done by the bindery operators and / or by the helpers or the shipping department. Otherwise, most likely this will be a part of the Shipping department.
Warehouse	Some plants may have a dedicated person responsible for managing customer-owned inventory (usually printed material), pre-printed shells and other work in progress material - as well as providing fulfilment services.	Maybe Warehouse worker profile
Receiving	Receives and posts all receipts into the system. Makes sure the paper needed for production has actually arrived at the plant - so, he/she is in constant communication with scheduling and purchasing department. In PrintVis environment, may directly "allocate" paper to jobs instead of press operators reporting it on the shop floor. In some plants moves the paper to the right press - according to schedule, then removes any leftover paper and places it into inventory, alerting the purchasing department to create an item record in the system.	Maybe Warehouse worker profile, but needs access to Customers, Cases, Vendors, Items, Shipment Overview, Receipt list, Purchase Orders, Purchase Order Archives, Posted Documents
Shipping	Responsible for organizing all shipments to outside services, client(s) or mailing houses. Prepares and affixes shipping labels.	Maybe Warehouse worker profile, but needs access to Customers, Cases, Vendors, Items, Shipment Overview, Receipt list, Purchase Orders, Purchase Order Archives, Posted Documents
	CSR will create invoice which generally salesperson will approve before it goes to the client
	Invoice is sent to client
IT	Large companies may have an in-house IT department
Online portal / Web store	Some companies may have a separate team that sets up online webstore or online customer order portals and manages these orders coming in / production / delivery / billing	This may be a Coordinator profile, augmented if necessary
Accounting - billing, invoicing	Responsible for Payables and Receivables.	Accounting role center
Vendors		Could use a specially-set PrintVIs profile with limited permission that lets them log in and check the items we are ordering from them 1980 Festival Plaza Drive, Suite 300, Las Vegas, NV 89135-2930 1-702-745-6967