Project Advantage Takes Shape

Trade publisher Cahners Business Information dives off a different platform with the adoption of Windows-based solutions.As of late, Y2K has given publishers a reason to take a hard look at their computer infrastructures, leading to system overhauls and an abundance of equipment buys. For trade publisher Cahners Business Information's Des Plaines, IL, office, Y2K had little to do with the publisher's recent conversion from a Mac-based to a Windows 95 and NT-driven workflow.Supporting this project fell upon the shoulders of Manny Dominguez, Cahner's editorial development and support team leader, who came to Cahners with more than 10 years of experience in R.R. Donnelley's Research and Develop-ment department. The conversion, dubbed "Project Advantage," proved to be one that was challenging and remarkably beneficial, measured by a more efficient workflow.Identifying the needIn 1998, with corporate support from Cahners and parent company Reed Elsevier, London—which had signed a licensing agreement with Microsoft, Seattle—Project Advan-tage was launched. The project's primary goal involved an office-wide platform conversion from Macintosh to Windows 95 and NT."At one time, Cahners believed that Apple was not going to make it," recalls Dominguez. "Another reason we decided to go with Microsoft was because of speed." Project Advantage also sought to standardize hardware. Working in a standard platform, according to Dominguez, would allow for more consistent systems support.Selecting hardware was one of the first challenges. Dominguez realized that several departments within the organization would require unique workstations that best suited their individual needs. Based upon a recommendation from Reed Elsevier, Compaq workstations were chosen for the editorial and art departments. "We purchased everything from the high-end machines for the art department (6300s) to pizza-box machines (6400s) for the editorial staff who wouldn't require the higher processing speeds," Dominguez reports. Each of the high-end workstations were equipped with Jaz and Zip drives. Microsoft NT servers were also installed, allowing the publisher to create "a stable system that could be deployed across the entire facility." Implementation of the new NT-based system was methodical and well-planned. "We started up the server in December and got the first three publications (Contractor, Construction Equip-ment and QuickPrint Products) working in the new workflow by the beginning of January," Dominguez recalls.Thinking very differentlyThe new workflow involved some fundamental changes for editors and artists. Inso's, Boston, MediaBank became the asset management backbone of the system, housing text and graphics. Cahners chose the solution for a variety of reasons, including the application's compatibility with Windows NT. "Additionally, an OPI-based digital asset system, with metadata, offered us the best solution," Dominguez recalls. "The thumbnail component of MediaBank was an easy way to browse through the structure of the publications, and (it) made the workflow more manageable."Style coding is also more streamlined. Standardized style sheets were developed for the editors who use Microsoft Word for data processing. "Essentially, the style codes allowed our editors simply to type and not have to worry about coding text. … Their text was automatically coded for them," Dominguez notes. "Now, editors can build their stories, monitor line counts, see headers and kickers with their text styles, then drop the story into MediaBank, (allowing) production editors to flow text directly into Quark, with little effort."Surprisingly, some of the Cahners' art staff—die-hard Mac users—eagerly embraced the new operating system. Still others asked, "Why are we getting rid of our Macs?" As a standard reply, Dominguez coined the phrase: "Just think very different"—in honor of Apple's recent ad campaign."The operating system was a little different, but with a little education, they adjusted quickly," Dominguez notes. "The only major difference in their workflow was the way in which they placed high-resolution files, and this is all done through MediaBank."Ensuring a smooth transition"We realized that this was a big transition we were making," Dominguez adds. "It was important that we took care of our production staff, our editors and our creative people. We made training classes available to everyone, and we established a mentoring program for those who needed additional guidance."We went around and interviewed everyone about their thoughts on the previous software they'd been using. We found out what extra software they might need, and once they had what they needed to effectively do their jobs, we helped them get accustomed to working in this new workflow," Dominguez concludes.There were some stumbling blocks along the way, Dominguez confesses: "We needed to learn a different method for outputting good PostScript, and we had some font issues that were terribly frustrating at first. For example, we had a problem holding Helvetica and Times; the system substituted Courier." These minor problems were easily remedied with experience and ongoing education. "After we identified some of the problems that we were having, I was able to go out and research solutions. I turned to the Web and read different trade magazines for ideas. I just needed to find the right resources."Font inconsistencies have been alleviated, and Dominguez has since instituted a custom NT configuration that creates consistently good PostScript and film.In all, 43 Cahners publications are now working within the new workflow. A strong financial and philosophical commitment to making it work has been the key to success. "You have to provide training, mentoring and ongoing support to make something of this magnitude succeed," Dominguez proffers. "We've got a learning center staffed by people who understand every component of the new workflow. … When you go through a transition like this, you have to have the ability to support your staff with tools and education." -Gretchen A. Kirby

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Project Advantage Takes Shape

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