MIS Systems: Making a Difference with MIS

As print service providers (PSPs) will be all too aware, hardware is only one part of the print production process. You could invest in and install the best equipment available to the market, but without the proper management, you will not be getting the best out of these machines and your overall workflow could suffer as a result.

For this reason, a quality management information system, or MIS if you prefer, is hugely important to the modern print business. Without such a solution in place, you run the risk of losing control of print production and not being anywhere near as efficient as you would be with a reliable MIS system.

Here, we speak with several providers in the MIS market to find out more about their latest solutions and products, as well as how these developments can give PSPs even more control over their business.

Achieve Your Goals

First up is Accura, whose managing director, Trevor Cocks, says PSPs should make sure their old MIS is not holding their business back.

“You should be setting goals for your business for the next five years, whether that is an improved online presence/web-to-print, better sales and marketing, or better customer service/interaction,” Cocks says, adding: “Step back and look at whether your current MIS still serves you well. Has it kept pace with change? What is your relationship with the system supplier? Do you get good support and regular upgrades?”

If you are happy with your current system and supplier and choosing not to upgrade to a newer version out of fear of disruption, bugs, or having to learn new things, Cocks says to “bite the bullet”. He explains at one time, the entire system was new, and you did that, with the upgrade being an evolutionary change only. However, if you are looking at a new and improved version, Cocks recommends checking the release notes to see what it offers.

“MIS is an integral part of any progressive print business in 2024; it is so multi-faceted and expansive it touches all aspects of how the company operates administratively,” Cocks says, continuing: “Holding back on upgrades will hold back your business sooner or later. Often if you don’t upgrade now, you may not be able to get effective support, and upgrading later could be more painful and costly, or even impossible if you leave it too long.”

As to what is new from Accura, Cocks reveals that the provider is lining up a new launch for The Print Show 2024. Being revealed at the event is a new, more modern user interface that provides a flatter tabbed interface, quicker navigation, multi-tasking, favourites, collapsible menus, and more. Cocks says this is designed to run smoothly in a web browser from a server either on-site or in the cloud.

Accura is also moving over to an SQL-based database platform to provide a more open architecture for third-party integration and custom report writing by clients. Using SQL, Cocks says, gives Accura a good base for future development including a mobile app, and is truly scalable to any size of business.

Other new developments include updates to the AccuraSync accounting data synchroniser to add support for Sage Cloud, in addition to the Xero and QuickBooks Online platforms that are already supported. Furthermore, Accura has rewritten its AccuraOnline web-to-print module tech stack to using the latest versions of Ruby on Rails, with new functionality, security, and 400% speed improvement over previous versions.

Operational Efficiency

Another provider in the MIS arena, and coincidentally another exhibitor at The Print Show 2024, is Wildcard Software. Anna Smolinska, senior business development executive, says upgrading to a contemporary MIS can significantly enhance operational efficiency, data accuracy, and overall productivity.

“Older MIS might tend not to be cloud-based, which limits accessibility and flexibility, especially in today's increasingly remote and mobile work environments,” Smolinska says, continuing: “More modern MIS solutions like Printlogic normally offer an extensive list of features that streamline operations, reduce manual entry, and integrate seamlessly with accounting software, web-to-print systems, and courier services.

“These integrations are vital for efficiency, ensuring that all aspects of the business, from order processing to delivery, are managed smoothly and cohesively.”

For printers hesitant to upgrade from old systems, Smolinska says it is important to consider the significant benefits a modern MIS can bring. She explains keeping outdated methods may seem cost effective, but this often leads to inefficiencies, higher error rates, and slower job processing.

MIS is an integral part of any progressive print business in 2024; it is so multi-faceted and expansive that it touches all aspects of how the company operates administratively

“Investing in a modern MIS ultimately results in cost savings, higher customer satisfaction, and a competitive edge in the market,” Smolinska says, adding: “It will also empower print firms to chase print work that requires a modern platform to ingest orders such as a portal, API, or other automated order transfer facility.”

So, what should PSPs be looking for in quality MIS? Smolinska picks out several features to keep an eye out for. These include a cloud-based system, which ensures accessibility from anywhere, enabling remote work and reducing the need for physical infrastructure.

Also of note is the ability for the MIS to seamlessly integrate with other essential business systems to ensure a unified workflow and reduction data silos. Smolinska also recommends looking for all necessary features to run a business efficiently, as well as the ability to scale up the MIS as a company grows, and a user-friendly interface to make life easier for staff.

All this, she says, is available through Wildcard’s flagship Printlogic MIS, which has been on the market for more than 20 years.

“Printlogic MIS has been continually refined based on customer feedback, ensuring it meets the evolving needs of the printing industry,” Smolinska says, adding: “We pride ourselves on listening to our customers and integrating the features they request.

“Our comprehensive ecosystem of integrations has expanded significantly, connecting seamlessly with a wide range of software and services that printers rely on. Printlogic MIS offers a robust, scalable solution designed to enhance efficiency and productivity, making it the go-to choice for print businesses looking to stay competitive in a rapidly changing market.”

The Bigger Picture

Adding to the mix in MIS is PrintVis, another specialist provider in this market. Kit Tomshøj, a senior consultant at PrintVis Europe, says when it comes to upgrading MIS, the provider recommends that the full picture of risk and benefits is taken into full account and that decisions are made in time for proper planning of the efforts needed. Tomshøj adds that it may also be worth considering transferring your systems in phases to allow for a softer landing for the company.

“Printers should first of all make sure that their solution is secure; a cloud deployment is best in class,” Tomshøj comments, adding: “Their solutions have all business data, albeit sometimes in multiple systems, and their data is invaluable.

“Secondly, it will become business critical to take advantage of the emerging technologies as these are being deployed at their competitors. Seamless and intelligent systems are cutting costs and risks – and adding value gains which help improve your ability to keep up and compete.”

As to what makes a good MIS system, Tomshøj says that alongside cloud deployment and security, there are other factors to consider. These include flexibility so the system can handle new business areas and market changes, as well as integration options so that extra apps can be added over time.

Other points include subscription flexibility, so that as the company grows, you can add more users, but also downsize licence count if needed. In addition, Tomshøj advises to look for future stability and support, urging PSPs to see if there is a track record of support with the vendor you are looking at.

This leads Tomshøj on to discuss PrintVis, an MIS solution for all types of printers. He says: “We combine several types of production such as web, digital, traditional sheetfed, and packaging in the same setup. PrintVis is Microsoft Certified for Business Central which means that the finance side is integrated and works immediately. It is available for download from AppSource.

“Lately, we have issued a specific Apparel app for PrintVis. This adds functionality to handle for example the specific size and colour details for estimation, shopfloor and delivery. Also, our latest integration to carriers is to the new products from nShift.”

Substantial ROI

Finally in this market is PrintIQ, whose UK sales manager, Rob Thurston, comments that an MIS can significantly enhance a printer's operational efficiency and competitiveness. Indeed, PrintIQ is the stand-out offering from the company, offering tools for job tracking, cost estimation, inventory management, and customer relationship management, among other features.

“This enables printers to streamline workflows, reduce manual errors, and improve data accuracy, ultimately leading to higher productivity and profitability,” Thurston explains, adding: “PrintIQ can also integrate seamlessly with other software, creating better communication and data exchange across various departments. Moreover, advanced analytics and reporting capabilities provide valuable insights for strategic decision making, helping printers stay ahead in a highly competitive market.”

For those PSPs more reluctant to change, Thurston says while the initial investment might seem daunting, ROI can be substantial through improved operational efficiency and reduced wastage.

When selecting a reliable MIS, Thurston recommends printers should consider certain key qualities. These include integration capability with existing software and hardware, the ability to grow with the business, being user friendly and easy to use, including customisable features, offering cloud capabilities, allowing access to real-time data and comprehensive reporting tools, and reliable technical support and regular updates.

“Sticking to outdated systems can lead to inefficiencies, higher error rates, and ultimately, a loss of business to more agile competitors,” he says, adding: “Furthermore, as customer expectations evolve towards faster turnaround times and more personalised services, PrintIQ can provide the necessary tools to meet these demands effectively.”

This presents a suitable conclusion to this feature; while a change in MIS provider may seem daunting for print companies, the benefits of switching or updating MIS more than outweigh this. Consider your current setup and take a look at what else is out there to support you and your business moving forward.