As I write this, IfraExpo in Barcelona is about to open. And so my e-mailbox is filled with news releases from various vendors. I notice that workflow is a hot item. Interestingly, workflow seems to have a variety of definitions. I wonder if any of the vendors actually ask prepress or operations managers what it means to them.

For me, the benefit of workflow software is to automate the entire workflow process: to get every component talking to each other to minimize human intervention, to have an uninterrupted flow of work.

But where does the process really begin and end? What is the purpose of automating the workflow? Is it to shorten time to press? Get the news on the street sooner? Make advertisers happier? Does it improve the quality of the product? There are so many variables — things that go wrong — how can this be automated? Maybe it is a good idea to ask some questions before committing to the newest “solution.”

Workflow checklist

I have put a list of questions together. These are things to think about. I am sure I have not covered every issue you may have, but perhaps these items will trigger the thought process and help you to compile a checklist for your particular operation:

Is the workflow software PDF and job definition format driven? Will it be?

Do I need JDF? Some say JDF is not a requirement for a newspaper workflow, then what technology will allow me to communicate with various other departments, such as MIS or shipping?

Where does the workflow begin — on the street with reporters and photographers, in the newsroom? How far should the software extend to truly automate the process?

Where does it end — at the reader’s doorstep?

How far can I take delivery instructions with JDF?

How do I merge editorial with advertising to automate ad placement?

How can I tell where any page is in the workflow process?

Am I running late or am I on time?

Can I see an edition or view status for a particular edition? Can I see an overall production status for all my editions?

If I have a mechanical problem with equipment, how will I know? Does the workflow software provide feedback?

How does quality control work? Can I integrate QC with the workflow software?

How fat are the files — are we taking full advantage of PDF compression? What if I need to transmit an entire edition to a remote site?

Will I be able to accept legacy formats — non Postscript or PDF?

Will I be able to rewrite to a bitmap, such as a TIFF format?

What about page pairing, imposition, plate furniture — how are these automated?

How efficiently can I interrupt a process — for a last minute change or a plate remake?

How is proofing automated? Can I automatically generate a contract proof, imposition proof? What about softproofing?

How does the front-end communicate with the press control system, so it will know where pages go, how many plates are required and where a plate goes on press, etc?

How will the system know when there is a press change and respond accordingly?

Does the software deliver ink preset info to the press so I can minimize make ready?

Can I monitor the entire system, including satellite plants, remotely, using a Web browser?

If the above features are not yet available, is the system upgradeable; will it allow expansion?

With these questions in mind, you should be better armed to begin your search for a completely functional workflow system that will fit your newspaper’s particular needs and demands.

Rosemarie Monaco is the chief executive officer of Group M Inc., a marketing communications and consulting firm specializing in the graphic arts. Send comments and questions to rmonaco@groupm.org.