This is a guest article from Solimar Systems, a valued BCC Software partner.

Workflow automation, already growing steadily in significance on print shop floors, has transcended the ‘nice to have’ bracket into the essential territory. Every print shop faces challenges where eliminating touchpoints, adjusting to decreased staffing levels and managing production remotely has become the reality for businesses. The ability to reduce human intervention, boost visibility across end-to-end workflows, and create a seamless progression from job onboarding through to delivery, are critical components of successful and smart print production environments.

Automated factories are the path forward. Today’s smart factories can gather actionable data and insights, connect production processes and deliver visibility to all stakeholders. Critical for print and mail shops, these developments in automation aren’t confined to the physical side of production; an Automated Document Factory (ADF) applies the concepts of intelligent factory production to the workflow behind document production to track every touchpoint through the workflow.

At Solimar Systems, we developed a handy formula for print shop success: PDF + JDF = ADF. Businesses have been building out elements of their ADFs because they need more end-to-end visibility, transparency, and optimization within output management. Let’s break down each component of the equation before looking at the formula as a whole.

Get Familiar with the Formats

Gartner defines an ADF as follows: “An architecture and set of processes to manage the creation and delivery of mission-critical, high-volume digital documents. The ADF applies factory production concepts to the document production — raw materials, including data and preparation instructions, enter the ADF, where they are transformed into digital documents and prepared for delivery.” An ADF generates a positive impact on the bottom line thanks to efficiencies that can add up to significant cost savings.

One key to an efficient ADF is standardization on a print file format. Most people are familiar with Portable Document Format (PDF). When the PDF reader became available free of charge, the genie was let out of the bottle, and PDF became a dominating force. It is the reason why trillions of pages are now stored in PDF, and the format is the clear winner over legacy data streams. PDF facilitates a reactive workflow. Its features are specifically designed for electronic workflows and collaborative processes that require approval. Even the oldest versions of PDF provide amazing functionality as these capabilities continue to evolve with encryption updates and additional functionality.

Another key to an efficient ADF is the workflow communication and interchange. Job Definition Format (JDF) is a set of guidelines for that information interchange in a communication workflow, making interoperability a reality, enabling users to track the real-time status of multiple jobs, creating an audit trail for all jobs, and collecting data on consumable usage (key for mailing!). The shift away from legacy content formats, including traditional job tickets, and toward the more open standard of PDF requires a complementary data exchange vehicle. This allows for a more holistic view of the print shop floor and facilitates the creation of status tracking and recording of valuable data. JDF is a common approach.

JDF and Job Messaging Format (JMF) specifications can be leveraged to implement an ADF and boost the efficiency and visibility of print production. JMF, the communications protocol used in a JDF workflow, is incorporated into Solimar’s job tracking and visibility platform SOLitrack. It is a Solimar ‘secret sauce’ and is crucial in making the JDF dynamic. The combination enables production hardware and software systems in a JDF workflow to communicate with administration components and system controllers, permitting data exchange and visibility in real-time.

Lack of visibility is a source of anguish in under-automated production environments. A holistic view of the shop floor is essential to management who need to manage inventory costs, labor rates, and invoices accurately and in a timely manner. On the production side, visibility on a more granular level is required, from knowing when a job has arrived, to its condition, to what needs to occur before it gets on the press, to when it’s on the press, to when it’s in finishing, when it’s launched for mail and when it is delivered to the recipient.

This is where the JDF/JMF communications with Solimar’s strategic partners makes a huge difference; it enables our users to gather ink and media data following job runs and feed that back to the system, allowing production managers to audit and compare what was estimated versus what they received. This data provides accurate insights into the actual running costs.

Determining the Right Solution 

When it comes to choosing the right solution for your Automated Document Factory, you have three options: you can outsource, purchase a ready-made solution, or build a system yourself. Outsourcing can be an affordable option; however, it is important to consider that output management is often regarded as a cost center rather than a revenue center, putting pressure on organizations to be more cost-efficient. A homegrown solution requires a highly-skilled team and often means functionality is limited. When you compare the cost of development with a platform like Solimar’s SOLitrack, building out similar functionality can be cost-prohibitive. One of the key advantages of an existing solution like SOLitrack is that users can expect a short ROI – even when running in tandem with a legacy system, those savings will be noticeable very quickly. And, our solutions have proven integration points with BCC Software that increase the total ROI of our partnered solutions.

Visibility with the ability to track and report on each process in real-time makes the ADF integral to an automated and efficient print production environment. While the automation shift has seen adoption, there is still a lot of room for organizations to evolve their document factories to replace outdated models for tracking and managing information.

Now that we’ve solved the formula, find out how BCC Software and Solimar Solutions can work together to help you! Reach out to your BCC Software representative, and let’s get together to learn more.