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Anygraaf

Die Wahl der Profis

Das vielseitige, von Anygraaf-Mitarbeitern entwickelte System hat insgesamt mehr als 400 Kunden allein in Finnland: von kleinen lokalen Zeitungsredaktionen bis hin zu Tageszeitungen mit mehr als hundert Redakteuren, sowie Druckereien, Nachrichtenagenturen, Bildagenturen und Buchverlagen

Kundenorientiert

Anygraaf betrachtet seine Auftraggeber nicht als Kunden, sondern als Partner. Wir definieren unseren Erfolg an der Anzahl unserer Auftraggeber. Wir nehmen uns die Zeit unseren Kunden zuzuhören und arbeiten mit ihnen gemeinsam daran Werkzeuge zu entwickeln, die effektiv ihren Anforderungen entsprechen. Wir erstellen nicht das, was wir für die beste Lösung erachten, sondern wir programmieren das, was unsere Kunden als beste Lösung benötigen, um ihre Arbeit optimal ausführen zu können.

Erfahrung in der Systementwicklung

Das Team, das für die Entwicklung der Anygraaf-Produkte verantwortlich ist, verfügt über mehr als 15 Jahre an Erfahrung in der Entwicklung von Lösungen für das Verlagswesen und gründete Anygraaf Oy im Jahr 1996. Heute sind über 15.000 Lizenzen der Produkte von Anygraaf in Betrieb, die ihren Nutzern dabei helfen, ihr Assetmanagement mit den redaktionellen Ansprüchen zu vereinen; und dies sowohl in Finnland, als auch in Schweden, Norwegen, den Niederlanden, Deutschland, Österreich, der Schweiz und den Vereinigten Staaten.

Neo Books helps to plan and manage publications

The National Institute for Health and Welfare (THL) took Neo Books to use to streamline its publication workflows. THL was the pilot user for the system: installation was made in Sebtember 2009. THL is still closely associated with the development of the program.

The National Institute for Health and Welfare (THL)

The National Institute for Health and Welfare (THL) is a research and development institute under the Finnish Ministry of Social Affairs and Health. THL works to promote the well-being and health of the population, prevent diseases and social problems, and develop social and health services. THL is the statutory statistical authority in health and welfare.

Challenging publications programme

THL has an extensive range of publications. Over 1,000 international scientific articles are published every year, and about 150 titles of THL's series of publications appear annually. In addition to its own series of publications, THL's publishing unit has also taken on responsibility for the publication of Ministry of Social Affairs and Health's publications with effect from the beginning of 2010. As the volume of publications has increased, there was a need for a system that was suitable for the management of production scheduling and material tracking. "We started to look for a new comprehensive solution once it became that we would have to produce ever more material with the same number of staff in the future," explained THL's Publications Manager, Maria Kuronen. "We had to make our operation more efficient and try to get away from workflows based on memory and email. For this we needed a common system, built around a database."

The reports, orders and messages to different participants in the production of publications were being done manually, which was a lot of work, and naturally took time and increased the possibility of making mistakes.

As well as printing, THL also commissions layout work from subcontractors, and the management of material and its transfer to the graphic layout company also needed to be improved. The authors of the texts of the publications are mainly THL's experts who are based in different offices throughout Finland. That is why we need a smooth workflow regarding the sending and processing of manuscripts. Even at the procurement stage it was envisaged that it might be necessary to expand it later to cover other bodies under the aegis of the Ministry of Social Affairs and Health. Expansion will be considered as part of the broader development of the production of publications.

Anygraaf Neo

THL decided on the solution offered by Anygraaf on the basis of a recommendation from graphic design and publication consultants. The flexibility of Anygraaf's new product line Neo meets the challenges that were set; in particular, Neo Books, which is targeted at book publishers, covers THL's need excellently. THL was the first user of Neo Books and from the very beginning we received valuable feedback and user experiences from them. There was time to develop many of the program's features in accordance with THL's wishes before the software was commissioned. Anygraaf's approach of system development and system-wide solutions in cooperation with the customer was particularly evident in this pilot project, and showed that the best requirements and suggestions for improvements often come from customers.

"The project turned out to be more of a development project than we had expected at the beginning and the autumn was very busy, but we think that both parties benefitted from this in the end," observes Maria Kuronen.

Cooperation and agile development

At the start of the cooperation, Anygraaf defined the workflow stage of the production of publications together with THL's publishing editors. The phasing took into account manuscript editing and approval, layout work with its rounds of corrections, the time required for printing and the final publication. The metadata associated with publications, such as ISBN numbers, format data, author data and indexing were defined and the appearance and relevant distribution of the metadata in user interfaces to the different tabs was thought about carefully.

As the project progressed we also thought about what kind of automatic alarms and reports were needed. An alarm indicates automatically, for example, to THL's information service that a book has been sent to the printer. The information service can index the book in good time and the information is transmitted by the system to where it is needed. Reports of publication can be created if necessary, because since the system contains all the necessary information about the publication, the information required is easy to collect and save in the form needed. Such things as publication information for distributors are transmitted as an ONIX compatible xml report. "Although THL's IT environment is certainly challenging because of the strict data security systems, we see clear advantage in the work phases where information is transmitted from one system to another smoothly."

Throughout the whole design project we bore in mind that the same system has to cope with many different publications and the solutions selected were kept as flexible and common to all as possible.

New insights and flexible workflows

Neo's project calendar was linked to the status of work phases used by THL and that gives a visual output so that with a few glances you can see the projects and how they are progressing. You can also change schedules in the calendar if necessary and see how the change affects the overall situation. The project calendar will become more and more important as the amount of publications increases and the resources to be managed are in several departments, work is done by sub-contractors, but keeping to the schedules and production timetables are important issues that have to be monitored.

Documents such as publishing contracts, the cover picture or even the whole manuscript if you want to, can be attached to a publication. A feature was added to Neo Books to meet THL's needs that lets authors save their manuscripts directly in the system through a browser. Authors sign into the system using their own user identification from any computer with an Internet connection. Their personal sign-in lets them see only the publication where they are one of the authors and they can transfer their manuscript from their own computer to the system as material for the correct publication.

Further plans

The overall solution described here is quite adequate for the needs of THL's publication production. The system can be used to handle our own publications and it will meet the needs of any other institutes or authorities that may be included in the future. There are also provisional plans regarding the Tesso magazine published jointly by THL and the Ministry of Social Affairs and Health. Producing the magazine needs a real editing system in which texts, pictures and layout files are managed in Neo and the magazine's page design is done visually using the Planner program. The layout work itself will continue be done using Adobe's InDesign program.


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