IS-1818 Document Development and Production Services

Financial Administration

Interim Release Date: 12/18/03
Official Release Date: 10/21/04

Policy

Administrative Directive

Introduction

Central New Mexico Community College (CNM) provides document development and production services for faculty and staff through the Marketing & Communications Office (MCO) and Duplicating and Postal Centers (DPC). MCO and DPC offer strategies that encourage the best use of services when developing documents.

There are four document-strategy components: approvalanalysispreparation and production. Each of these components is comprised of processes and requirements that assist the customer in developing documentation that serves their purposes while abiding by the processes that standardize document design and production services.

1. Document Design and Production Services

The design and production services offered to staff and faculty at CNM provide a process that supports strategic values, standards, promotion of programs, services and projects.  The process is detailed in this administrative directive and the procedure to assist users in determining where to request services and what steps are necessary to comply with legal requirements and standard operating processes.

The services provided by the Marketing & Communications Office (MCO) and Duplicating and Postal Centers (DPC) are listed to assist the user in selecting the services needed to complete the job.  Additional services are available through PIO and DPC and can be explained by representatives in those offices.

All published materials representing CNM in any form or manner must be reviewed and approved by MCO prior to distribution.  However, certain course and departmental CNM materials distributed on campus (e.g., course syllabi, department newsletters and memoranda) do not have to be reviewed or approved by MCO.

MCO services include the following:

  • Assistance with the analysis involving the design, technical support, and document review. This includes discussion between the customer and MCO in determining the purpose, intent, use, audience and estimating cost of the final product.
  • Assistance with the preparation of the product including design and placement of print, radio and television advertising, as well as pamphlets, brochures, posters, cards and other documents. This includes the choice of product, layouts, graphics, and function of the product.
  • Assistance with the production of the final product. This could include consulting on best avenues for publicity and writing and placement of news releases and photos and the best production method for the product.

DPC services include the following:

  • Document production which includes copy services (black and white or color), paper selection, choice of binding and bulk mail processing (for example: folding, envelope-stuffing, affixing labels flyers and sending them to addressees
  • Services for CNM instructors such as creating custom books and sets of tests.
  • In-house supply of production materials or advice on ordering supplies.
  • In-house supply of production materials or advice on ordering supplies.

Marketing & Communications Office (MCO) Services

Duplicating and Postal Center (DPC) Services

Document Analysis:

Develop strategy based on customer's needs and budget considerations.

Assistance with the design and placement of print, radio, television and advertising, as well as, pamphlets, brochures, posters, cards and other documents.

Consulting on best avenues for publicity and writing and placement of
news releases and photos.

Copy Services

Other DPC Services

  • Express Copying
  • Single or double sided
  • copies of multiple originals
  • Color copies (Main)
  • Black and white copies
  • Stapling
  • Collated copies
  • 3-Hole punched
  • Colored paper and card stock
  • Letterhead
  • Envelopes
  • Postcards
  • Invoices, statements and forms (carbonless)
  • Brochures and flyers (black and white or color)
  • Newsletters
  • Information
  • Letters
  • Business forms (carbonless)
  • Labels and tags
  • Menus
  • Unofficial
  • Transcripts
  • Posters (b & w and color)
  • Transparencies
  • Booklets

Document Design:

Assist with design, technical support and document review.

Based on initial consultation with the customer, the design of the product is determined and the master for the product is developed.

Binding and Other Services:
DPC offers several types of binding services and can advise customers which type is most appropriate.

  • GBC (plastic spiral) binding
  • Tape (smooth spine) binding
  • Saddle stitching (2-3 staples along fold)
  • Shrink-wrapping
  • 3-Hole punching
  • 10 different colors of different weights — custom paper can be ordered
  • Cut paper to size at no charge if production is done in DPC
  • Delivery of copies to many locations on CNM campuses

Document Production:

Prepare the document for Production.

Partner with DPC or outside vendors via the Purchasing Department to produce the product.

Electronic Services and Document Storage

Documents can be submitted to DPC via floppy or zip disk, e-mail, or the internet using the Duplicating Request form.

Banners and Posters

DPC can produce durable posters and banners in many different sizes and types of materials.

Special Services

  • Instructors can have custom books for their classes
  • DPC can duplicate and store class tests securely


2. Document Approval

2.1  Services provided by MCO require supervisory approval.

Services provided by DPC require completion of, and supervisory signature approval on, the Duplicating Request form.

Often there is a coordination of effort between MCO and DPC to complete documentation projects.  This partnering between the two departments provides the best use of resources.

2.2  The approval process must consider and meet all state procurement code requirements. This could include vendor quotes and bidding through the normal purchasing requisition process in partnership with the Purchasing Department.

2.3 Approval on the request for service indicates permission and budget allotments to cover costs involved with the project. Purchase requisitions must be completed and routed through the Business Office and Purchasing Office for any use of funds involving outside vendors.

3. Document Analysis

3.1 Document analysis involves many decision-making activities regarding the design and philosophy of the document.  Document analysis activities are done in MCO.

3.2 The representatives in MCO assist users in determining what the document should  look like and what it should contain based upon the purpose of the document, time constraints, budget considerations and CNM documentation and publication standards.  Document Analysis includes:  document purpose, format, design features, content, cost, and compliance concerns.

3.3 Scheduling completion dates can vary for each project and are based upon the complexity of the document being developed and the workload of MCO and DPC.  After the job is analyzed, a completion date is assigned to the document project.

It is advisable to contact MCO and/or DPC as early in the document planning and development process as possible to ensure adequate lead time.  Both departments work on a "first come, first served" basis.

4. Document Preparation

4.1  Document preparation is taking the information gained during the analysis phase and applying it to the design of the document (content, layout and graphics). MCO assists the user in deciding which design elements best fulfill the document purpose and budget considerations within the standards developed by MCO.

4.2 Document specifications and estimates are developed based upon whether the document is going to be reproduced in-house or through an outside vendor. If the document can be produced through CNM's DPC facilities, MCO contacts DPC to schedule production of the document.

If the document is going to be reproduced at an outside vendor, the standard Purchase Requisition process is followed.

5. Document Production

5.1 MCO either creates, or contracts with vendors to create, camera-ready masters that are reproduced in-house in the DPC facility or through outside vendors. Analysis of the document complexity, schedules, and in-house capabilities determine whether the documents are produced in-house or through a vendor.

5.2 Documents produced by DPC are scheduled according to availability. Delivery service is available. Customers may submit the contents of black and white copy jobs in the following formats:

      • As a hard-copy (paper) original; clean, laser-printed documents are recommended
      • On a 3.5 inch floppy disk or on a 250MB zip disk, CD ROM, in a DPC-approved software, which include Microsoft PowerPoint and any of the Microsoft Windows XP programs
      • As an attachment to an e-mail addressed to the manager of DPC
      • By website Duplicating Request form

5.3 Rush requests must be approved by the DPC copier technician or DPC manager, who notes approval on the Duplicating Request form.

5.4 Customers must provide DPC with camera-ready copy. That is, the original document must be formatted the way the customer wishes it to appear. DPC cannot make any adjustments to the document.

      • Attachments must be in one of the DPC-approved software cited above.

5.5  Individuals and departments purchase DPC services and materials with their 8- digit department cost account number.

5.6 Prices for DPC services and materials are listed on the DPC website.

5.7 DPC does not have the capability to provide offset printing. Request for printing services go through the normal procurement process.

5.8  If DPC is unable to provide the requested services, for any reason, the Duplicating Request form will be forwarded to the Purchasing Department for procurement through the normal procurement process.

5.9 Vendor production is coordinated through the Purchase Requisition process with identified specifications that detail the vendor responsibilities regarding production standards and the contracted job details.

6. Definitions

Camera-ready

Text and illustrations that are ready to be duplicated "as-is," with no further changes or corrections.

Cost account number

An 8-digit number assigned to each department at CNM.  Using and tracking cost account numbers helps financial administrators at CNM to see where and how each department is spending budgeted funds.

Offset printing

The process of printing by indirect image transfer, especially by using a metal or paper plate to ink a smooth rubber cylinder that transfers the ink to the paper.

 


Financial Administration
Interim Release Date: 12/18/03
Official Release Date: 10/21/04

Procedure

1. Document Approval

Approval on the request for services form indicates permission and budget allotments to cover costs involved with the project.

MCO Services

Requester

1.1  Complete a MCO Request for Services form.  These forms are available in the Marketing & Communication Office, on MCO's departmental website, or on The Source,  CNM's on-line Policies and Procedures Manual (listed under "Forms" as  MCO Request for services.

1.2 Obtain supervisor's approval signature on the form.

DPC Services

Requester

1.3 Complete a Duplicating Request form.  These forms are available:

        • On The Source, CNM's on-line Policies and Procedures Manual (listed under "Forms" as Duplicating Request form).
        • On DPC's departmental website.
        • At the front desk of DPC, located in the Physical Plant building on Main Campus (224-4554), and in K building on Montoya Campus (224-5822)
        • From some CNM department secretaries.

In order to fill out the Duplicating Request form, the requester needs to know:

        • The requester's 8-digit cost account number (available from the department secretary)
        • Whether the requester would like to pick up the job when completed, or have it delivered
        • Whether the requester would like the job in the usual amount of time (2 working days for black and white; 3 working days for color). Rush requests must be approved by the Manager of DPC.
        • Number of copies needed
        • Type of paper
        • Special instructions (collate; 3-hole punch; staple; type of binding, etc.)

           

1.4  Ask a DPC staff person to explain items on the form if the requester is unfamiliar with the terms and requirements on the form.

1.5 Obtain supervisor's signature approval on the form.

2. Document Analysis

MCO Services

Requester

2.1 Contact MCO as soon as possible for assistance within document planning, design and development.

MCO Representative

2.2 Arrange a consultation with the requester to strategize which medium (collateral) best meets their marketing and/or promotional needs – web, television or paper. If paper, proceed to next step.

2.3 Perform a document analysis to determine the purpose, format, design features, content, and cost estimate of the document.

2.4 Assist the department with writing the job specifications, if necessary.

2.5 Provide the requester with a ballpark estimate of the printing costs involved in producing the document.

Note: Purchasing obtains final vendor quotes if the services of an outside contractor are required to produce the job.

DPC Services

Requester

2.6  Determine the cost of the project with the DPC staff person's input.  Costs for DPC materials and services are listed on DPC's website.

2.7 Arrange payment for the project.

2.7.1    Supply the department cost account number on the Duplicating Request form if the materials and services are being supplied by DPC.

2.7.2    DPC will bill the department for the cost of materials or services provided by outside vendors.

2.8       Obtain written permission, in the form of a signature on the Duplicating Request form, from department supervisor, manager, dean or director if requesting color copy services, which are significantly more expensive than black and white copy jobs.

2.9 Take or send black and white copy jobs to either the DPC on Main Campus or the DPC on Montoya Campus.

2.10 Take or send color copy jobs to the DPC on Main Campus (the only site where color copying is available).

3. Document Preparation

MCO Services

MCO Representative

3.1 Create, or use contracted vendors to create, camera-ready masters or electronic files to be used for printing or reprographic purposes.

DPC Services

DPC Staff Person

3.2 Prepare camera-ready copy to use as the original in the duplicating process.  Make sure that the text and/or illustrations to be copied look exactly as they should appear in their final form.  Duplicating and Postal Center (DPC) staff cannot make any changes to customers' paper copies or disks.

3.2.1    Submit the contents of black and white copy jobs in the following formats:

As a hard-copy (paper) original; clean, laser-printed documents are recommended

        • On a floppy disk or a on a zip disk, CD ROM, in a DPC-approved software, which include Microsoft PowerPoint and PageMaker; Adobe Photoshop and Printshop; and any of the Microsoft Windows programs.
        • As an attachment to an e-mail addressed to the manager of  DPC.
          • Attachments must be in one of the DPC-approved software cited above.

3.2.2    Submit the contents of color copy jobs in the following formats:

        • On a floppy disk or a on a zip disk, CD-ROM, in a DPC-approved software for color duplication, which include Microsoft Publisher 2000 (this program cannot produce poster-size print jobs); Microsoft PowerPoint; Adobe PageMaker and Adobe Photoshop.
        • As an attachment to an e-mail addressed to DPC.
          • Attachments must be in one of the DPC-approved software cited above.

4. Document Production

MCO Services

MCO Representative

4.1 Submit the camera-ready document to DPC for production, if they are the service provider producing the job, or to the Purchasing Department, if an outside contractor is required to produce the job.  If sent to Purchasing, provide sign-off or documentation from DPC indicating they are unable to produce the job.

DPC Services

Requester

4.2 Submit the completed Duplicating Request form and the camera-ready original to the DPC.

DPC Staff Person

4.3       Date-stamp the Duplicating Request form.

4.4 Date-stamp the document to be copied if the document is submitted on paper.

4.5 Print the document to be copied if the document has been submitted electronically (on disk or by e-mail).  Date-stamp the document.

4.6  Go over the document to be copied with the customer. Make sure the customer is satisfied with the document as is.

4.6.1    If any changes are required, ask the customer to make the changes, and return to DPC with the revised document.

Requester

4.7   Proofread the document to be copied. DPC cannot make changes to documents. Revise the document if necessary and return to the DPC with the final document to be copied.

DPC Staff Person

4.8 Place the Duplicating Request form and the original documents in DPC's in-box.

4.9 Check the final copy job against the specifications on the Duplicating Request form after the job is copied and prepared, to make sure the requester's requirements have been met.

4.10  Call the requester to arrange pick-up or delivery.

4.11  If unable to produce the job in-house, or if the job requires the services of, or approval from, the Marketing & Communication Office, forward the request to the Purchasing Department, or MCO as needed.

Purchasing Department

4.12  Obtain final quotes from outside vendors within state procurement code requirements.

5. Services for Instructors

DPC offers two special services for instructors: creating custom textbooks, and duplicating tests.

5.1 Custom textbooks

Instructor

5.1.1   Arrange for DPC to copy, assemble and bind custom textbooks:

        • Complete a Duplicating Request form
        • Obtain written approval from the dean (signature on the Duplicating Request form) if the original is over 200 pages
        • Work with the Manager of DPC to develop project specifications such as type of paper, type of cover, and type of binding
        • Work with the manager of DPC to develop a cost estimate
        • Provide camera-ready text

5.2  Tests

Instructor

5.2.1    Arrange for DPC to prepare tests:

DPC staff person

5.2.2    Duplicate the requested number of tests.

5.2.3    Shrink-wrap the tests.

5.2 4    Store the tests in the locked container at DPC.

5.2.5    Notify the instructor that the tests are ready for pick-up.  Release the tests only to the instructor who originally ordered them.

Instructor

5.2.6    Pick up the tests at DPC.  Be prepared to show identification.

5.2.7    Pay DPC in one of two ways:

5.2.7.1 Arrange for students to buy the custom books directly from the instructor:

        • Supply DPC with the instructor's 8-digit cost account number, available from the department secretary.
        • The cost of printing is charged to the instructor's cost account number.
        • Students buy the books from the instructor
        • The instructor returns the funds to the department secretary.

5.2.7.2 Arrange for students to buy the custom books directly from CNM's bookstore:

      • Supply DPC with the instructor's 8-digit cost account number, available from the department secretary.
      • The cost of printing is charged to the instructor's cost account number.
      • DPC delivers the books to CNM's bookstore, where students buy the book.
      • The bookstore returns those funds to the instructor's department.


Forms:

Duplicating Request
Department Purchase Order (Example)
MCO Request for Services

Support Materials:

IS-1810, Department Purchase Order

Reference Materials:

DPC Website
MCO Website