All work orders from libraries and administration were previously submitted on paper form by interoffice mail, or PDF by email, and were logged and assigned manually with paper job tickets. The Library had no ability to accurately track volume of requests, current job status or due dates. This led to inefficient communication within Graphics department regarding job assignment, design and proofing status, and management of due dates. The previous system did not record meaningful production data, allowing only limited reporting including total number of jobs completed and print quantities. This llimited the Library's ability to project and plan for the increasing volume of requests from 49 libraries.

Through the new system, online ordering of all printed materials increases accuracy and detail of requests. The visual online workflow simplified oversight of entire process, allowing greater team collaboration, task sharing and attention to individual request details. The Library also automated of time-consuming tasks including logging requests, printing and tracking job tickets, and locating jobs in process. Order tracking from submission through design, proofing, printing and delivery decreases production time and increases accuracy. Accounting and reporting abilities show strengths and weaknesses in process, indicating where changes/improvements in the process will have the most benefit. We also have the ability to update or repair online forms instantly.

The workflow production process was implemented in June 2015, with 5,762 requests processed through June 2016. The simplified online request form for submitters replaced hand written order processing. The system also provided job clarity; assigned tasks, project milestones and job status in workflow are all apparent at a glance, allowing clear communication among team members, and between team and submitters. Detailed reporting is available to analyze types of requests; number of requests; most popular materials; and information on production time for each phase of the workflow, filtered by type, location or submitter, including error and reprint tracking.