Virtual Production System - VPS
VPS is a print production management tool providing many features for managing print production in medium to large size organizations. 
VPS is a web based system that is currently offered in two scenarios.  The first scenario is a service based offering which eliminates the need for companies to have to purchase, support and administer the necessary hardware, software and internet connectivity that is required by VPS.  This approach ustilizes a user seat licensing model in conjuction with a monthly administration/maintenance fee.  The second approach is for the client to completely host the system within their own network architechture.  This approach has many considerations that affect cost but for larger organizations, much of the requirements are already in place.  This approach utilizes a base software cost, additional user licenses and an annual maintenance fee based on the number of users.
 
Some of the features of VPS:
-Docket Creation
-Data Collection
-Electronic Print Procurement - eQuote
-Digital Asset Management
-Electronic Purchase Order creation and delivery
-Workback Scheduling
-Direct Mail Module
-Reporting - multi level
-Work In Progress Reporting
-Client Feedback processes
-Secure Vendor file transfer capabilities
-Electronic comment notifications
-Quote approval processes
-Multi-Company/Multi-Divisional
-Warehouse notification module 
-Time Management and Tracking
-Inquiry
-Reprint capability
-Cost Analysis
-Vendor Analysis
-Invoice administration and reconciliation

 

 
 
Central Management of Print Procurement
A sizable component of any corporate budget is print spend.  According to industry estimates, a considerable percentage of revenues are spent on print services and materials on a regular basis.  This percentage can be reduced with VPS by centrally locating the process into one system.  This enables individuals charged with the task of procuring print to perform cost comparisons between vendors on a project by project basis right down to the item or component level.  Based on the estimate responses received, the individuals can make educated decisions when awarding projects to vendors by reviewing past history on this type of project and any costs associated.  Approval processes can also be implemented when awarding projects to vendors if particular projects require regular business procedures to be circumvented. This ensures budget/spend control and provides audit reporting when budgets need to be reviewed.  VPS will help reduce the need for "Requests for Estimate (RFE)", rate cards or having to put vendors under contract to control pricing.  VPS also allows the vendors to respond to estimate requests electonically which speeds up the quote/response process and reduces the need for vendors to produce "quote response" letters.  Vendors will simply recieve an electronic quote request notification, which provides them with the information they will need to pickup the request details, then they perform their internal estimating process and electronically submit their quote numbers.  The requesting VPS user is notified each time a vendor responds to a request which also helps to speed up this process. 
As projects are awarded to vendors, historical information is kept to enable VPS users to create overall ratings of vendors which can help when enforcing contractual agreements if your strategy dictates.  VPS enables the user to report on current work loads allocated to each vendor which will help when making scheduling decisions to meet deadlines.
Production File Management
Getting production files to suppliers has always been a problem especially when dealing with confidential data.  VPS utilizes SSL technology and  browser based file transfer processes to securely transfer files to vendors without the need for software installations at the vendor site.  Any electronic file that pertains to a project can be stored in a "workspace" that is allocated to every project that gets created.  As a result of this workspace, what you inadvertantly end up with is a digital archive of all your production files organized by project.  With respect to reprints, this means that you can go to any project, create a reprint of that job and review the production files that were used previously.  In effect, VPS creates a secondary backup to the internal archives that most companies already maintain for thier internal networks.  Once a file is loaded into the workspace, a VPS user can then set permissions on a file or files for a vendor and then send them an electronic notification which contains all the information they will need to pickup the files.  From an agency perspective, files may need to come from outside sources so there is provision for VPS users to create "upload" accounts which allows outside users to upload files into a specific workspace.  All activity on any file within a workspace is maintained in historical logs for audit purposes.  This history is veiwable by any VPS user when they select a file in a workspace.
Implementation is Easy, Flexible and Fast
When utilized as a service, VPS is provided as a single system, multi-tenant solution that operates on open standards such as ASP, XML and Java which enables VPS to be deployed rapidly with no installation for the client other than an internet browser and an internet connection.  VPS is highly customizable and can be intergrated with other systems to share data, further reducing workload internally.  The user interface of VPS has been designed to be intuitive and easy to follow making the experience more pleasing and enjoyable. 
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