Output management

from Wikipedia, the free encyclopedia

Output management is the creation, generation, control and distribution of electronic or physical documents to all intended recipients in the company or outside a company.

General

The aim of output management is to provide employees and external parties (customers, interested parties, etc.) with the necessary documents. In addition, the documents should be easy to read, print or save. Documents can be in print , fax , e-mail or any other form and have been created using various document technologies. In companies with distributed locations, output management can include, for example, the centrally triggered printing of documents at a remote location. Output management has the task of recognizing errors and, if necessary, executing the delivery (e.g. printing) again using an alternative system. Output Management is a component of Enterprise Content Management to provide information controlled to different target groups on different output channels in electronic or physical form.

aims

Quantitative goals

  • Printing cost savings
  • Reduction of storage costs
  • Reduce the excess production of paper and brochures
  • Reduction of hardware and software costs
  • Postage cost optimization through consignment consolidation and external consolidation
  • Better use of human resources
  • Lower operating costs (paper, toner, ...)
  • Higher availability of the systems (high-performance printer, etc.)

Qualitative targets

  • Central document and form management
  • Resolution of physical form management and form storage
  • Avoidance of preprinted forms
  • Output on different platforms
  • Uniform appearance (CD-compliant layout)
  • Electronic archiving of the output in the appropriate customer file and updating in the CRM history
  • Permanently stable print quality with faster print output
  • Consistent revision security
  • Increase in employee satisfaction
  • Flexibility in mail processing
  • High degree of customization (series output with individual components)
  • Increase in cost center transparency
  • Uniform, encrypted printing workflow
  • Event / process reference when merging through system-supported completeness check

Output management in printing centers

Functions

  • Receipt of documents from different entry systems
  • if necessary, enrich documents with further elements (e.g. logos, signatures)
  • Production planning and control for printing systems
    • Distribution of print jobs to different printing systems
    • Bundling of individual print jobs, if they use the same type of paper
    • Load balancing between the printing systems
  • Color management for different printing systems
  • Printer monitoring (status / monitoring)
  • Resource monitoring / reporting (machines, printing material)
  • processing of the interfaces between computer and printing system if necessary

Perspectives

Customization

Business correspondence today has to become more and more personal and tailored to the customer, both in terms of content and in relation to the distribution channel. With individualization, the technical requirements for a software solution as well as for the printing and processing equipment increase.

Web-to-print

The further development of central printing concepts does not stop at the World Wide Web. Web-to-print means the web-based creation and networked management of marketing materials and printed matter, including the coordination of all work processes required for this.

Process integration

The output is usually seen as a manual act. In the course of increasing efficiency through corporate applications (ERP), the process-integrated output is playing an increasingly important role. It is about the automatic triggering of an output at the end of a business process without a user having to select the output channel or printer again because the output parameters are already preconfigured. In practice, for example, after a new order process has been created, an order confirmation is automatically printed out or sent by email. Process integration reduces user interaction and thus user-related errors.

Company-wide output management solutions

The further development of process integration lies in the expansion of the integrated output management approach to business processes from all areas of the company, i.e. the output processes relating to ERP, PLM, engineering, office, etc. New output management approaches are aimed at bundling all output processes in the company in one central system. This concept, known as "Corporate Output Management", is intended to combine all system environments and input formats, all output channels (print, web, mail merge, archive, etc.), as well as all output management tasks in one system. In addition to reducing the previously common, high IT complexity in the area of ​​output management, providers and users hope that this will result in cost savings and the development of synergies between tasks and systems that are intended to affect the associated business processes.

See also

literature

  • Daniel Liebhart, Guido Schmutz, Marcel Lattmann, Markus Heinisch, Michael Könings, Mischa Kölliker, Perry Pakull, Peter Welkenbach: Business Communication Architecture Blueprint. Guide to the construction of output management systems. Hanser Verlag, September 2008, ISBN 3-446-41703-6
  • Martin Böhn, Michael Schiklang, Stefanie Bergmann: Software Evaluation Output Management. Output management systems in comparison. Oxygon Verlag, September 2009, ISBN 978-3-937818-39-9
  • Michael Koch: Corporate Output Management - lower costs and optimize business processes through company-wide uniform printing and distribution . Whitepaper for SEAL Systems AG, June 2011