AS - IS Process Document

United States Government Printing Office
Manufacturing Workflow System (MWS) As-Is Process Document

Version 2.0
4/22/2008
As-Is Processes
Document Change Control

Date
3/11/08 4/8/08 4/22/08
Filename/ Version
MWS As-Is Process v1.0 MWS As-Is Process v1.1 MWS As-Is Process v2.0
Author(s)
Adam Schwartz Adam Schwartz Adam Schwartz
Description of Revisions
Initial draft. For Gate 2 review. Incorporated edits from MWS Program Review Team Post Gate 2 review. Incorporated edits from MWS Steering Committee.
Document Owner
The primary contact for questions regarding this document is: Author: Adam Schwartz Program Name: Manufacturing Workflow System (MWS) Phone: 202-512-2055 Email: aschwartz@gpo.gov
As-Is Processes
TABLE OF CONTENTS 1 Overview ........................................................................................4
1.1 1.2 1.3 1.4 1.5 2.1 2.2 2.3 3.1 3.2 3.3 4.1 4.2 4.3 5.1 5.2 5.3 6.1 6.2 6.3 7.1 7.2 7.3 8.1 8.2 8.3 9.1 9.2 9.3 9.4 9.5 Background............................................................................................ 4
Document Purpose & Scope.................................................................. 4
PEPS Overview ..................................................................................... 5
Context Diagram .................................................................................. 13
Plant Operations Organizational Structure........................................... 14
Introduction .......................................................................................... 16
Entry & Inquiry Context Diagram.......................................................... 16
As-Is Transactions ............................................................................... 17
Introduction .......................................................................................... 26
Estimating Context Diagram ................................................................ 26
Introduction .......................................................................................... 29
Scheduling Context Diagram ............................................................... 29
Introduction .......................................................................................... 40
Tracking Context Diagram ................................................................... 40
Introduction .......................................................................................... 46
Distribution Management Context Diagram ......................................... 46
Introduction .......................................................................................... 50
Reporting/Output Context Diagram...................................................... 50
Introduction .......................................................................................... 52
Miscellaneous Transactions Context Diagram ..................................... 52
Introduction .......................................................................................... 55
Congressional Job As-Is PEPS Process.............................................. 56
Departmental Job As-Is PEPS Process ............................................... 57
Congressional Record Job As-Is PEPS Process ................................. 58
Congressional Record (Index) Job As-Is PEPS Process ..................... 59
2 Entry & Inquiry .............................................................................16
3 Estimating ....................................................................................26
4 Scheduling ...................................................................................29
5 Tracking .......................................................................................40
6 Distribution Management .............................................................46
7 Reporting/Output..........................................................................50
8 Miscellaneous Transactions.........................................................52
9 As-Is PEPS Processes ................................................................55
As-Is Processes 9.6 9.7 9.8 9.9 Federal Register (Daily Issue) Job As-Is PEPS Process ..................... 60
Federal Register (Index) Job As-Is PEPS Process .............................. 61
Federal Register (Unified Agenda) Job As-Is PEPS Process .............. 62
Blank Paper & Miscellaneous Items Job As-Is PEPS Process ............ 63
10
10.1
PEPS Transactions Screen Shots ...........................................64
Introduction .......................................................................................... 64
11
11.1
Appendix A GPO As-Is Business Processes ......................130
Introduction ........................................................................................ 130
As-Is Processes
1 Overview
1.1 Background
The Government Printing Offices (GPO) Plant Operations department is responsible for processing printing and binding jobs for the legislative branch, including overnight production of the Congressional Record, bills, reports, hearings, and other congressional documents. They also oversee select executive branch printing services, including the daily Federal Register, the Code of Federal Regulations, and U.S. Passports. GPOs Customer Services department (i.e., Congressional Publishing Services, Requisition Section) supports Plant Operations in fulfilling its mission through performing activities including accepting job requests, entering jobs, job management, address/distribution list management, and customer liaison functions. Plant Operations relies on the Production, Estimating, and Planning System (PEPS) to provide production estimating, scheduling, and tracking functions as well as a centralized point for data collection and record keeping for in-house production. PEPS was developed on a mainframe platform in the 1980s to serve as an automated system to monitor day-to-day operations. Over several years, additional features were added to PEPS to increase its capabilities. Collection and dissemination of data is accomplished through mainframe inquiry and update transactions, subsystems, networked communications systems, program directed displays and/or printed screen and messages sent to designated terminals and printers, and batch reporting. PEPS has become technologically unsound and presents a business risk. The system is built on a mainframe platform, the technical documentation of the program is limited, and PEPS domain experts have either retired or could leave GPO taking with them most of the systems critical knowledge. In addition, the application is presently supported at a minimal level by GPO IT&S staff. Accordingly, PEPS should be replaced primarily on grounds of its current dependence on obsolete hardware technology. GPO desires to replace PEPS with a more modern and robust system. The replacement system, named the Manufacturing Workflow System (MWS), should provide the same functionality as the current system using a modern, open architecture, while enhancing specific elements and integrating with other GPO systems.
1.2 Document Purpose & Scope

The As-Is Process Document is the first step towards a successful migration of GPOs Production Estimating and Planning functions to a modern system. This documentation also meets a requirement of Phase 2 of the GPOs Software Development Lifecycle (SDLC). Establishing an understanding of the current processes will enable the project team to ensure there is no loss of functionality in the new system. It also provides a first look at existing challenges and potential opportunities for business process improvements and new initiatives to support operations. Defining and validating existing processes with the users also sets a baseline for the business requirements of the new system. This document summarizes the as-is functionality provided by PEPS. Overviews are provided for each PEPS transaction and they are also categorized according to the function(s) (e.g., job entry, tracking) they provide. In addition, the document outlines the nominal as-is processes for the specific product types. It also focuses on defining the processes and steps that will most likely transfer to MWS. Process steps are documented in relation to the primary GPO division responsible for performing a transactions and interfacing legacy system(s) supporting it. This form of documentation will facilitate concept of operations (CONOPS) development, requirements definition (RD), and stakeholder identification
Manufacturing Workflow System (MWS)
As-Is Processes
future development efforts. High-level context diagrams are also provided to put the processes in perspective of existing GPO systems that will be sources of conversion or integration points with MWS in the future. The information used in the development of this document was collected through review of existing GPO system and business process documentation, as well as meeting with groups from all impacted GPO business units. Many topics were covered during these meetings and through numerous follow-on discussions. This document focuses on those processes deemed to be related to the scope of the MWS program. Inclusion of processes in this document does not imply that the process will be migrated to MWS. The mapping of functionality to MWS, identification of gaps and definition of the to-be state will occur during the next phase of the project.
1.3 PEPS Overview

As previously stated, PEPS transactions are primarily accomplished through mainframe entries, update transactions, and inquiries. PEPS uses two letter codes (e.g., CO, DQ, PM) to perform specific transactions. A majority of the PEPS transactions are available through a primary PEPS transaction menu. Once a transaction is entered users may, depending on the transaction selected, enter other transactions that are not available on the primary transaction menu. A transaction may also direct a user to a PEPS sub-system (e.g. Production Managers Subsystem, Federal Register Subsystem) which are specifically tailored to a specific product or function or interface with other external systems (e.g., MMPCS). In addition, there are some transactions that arent visible on the PEPS transaction menu that may be accessed by entering a two letter code. PEPS transactions are designed to fulfill the needs of the Plant Operations production process and can be categorized into the following functional areas: Entry & Inquiry: The ability to create, accept, manage, and view business process information (BPI) for all Plant Operations jobs. Estimating: The ability to estimate and manage job costs based upon historical GPO cost data (including cost centers, human resources, and material costs). Scheduling: The ability to plan, schedule, and prioritize jobs to Plant Operations divisions and equipment. Tracking: The ability to manually enter and view job status throughout the Plant Operation process. Distribution Management: The ability to enter and upload distribution lists from legacy systems and print delivery labels and receipts. Reporting/Output: The ability to print job jackets and specifications. Miscellaneous Transactions: The ability to access transaction menus and perform system administration functions. GPO assigns jacket numbers to jobs for identification, inquiry, and tracking purposes. A jacket number is a five or six digit number used to identify the job. GPOs Financial Management department can assign a block of jacket numbers to a specific customer (e.g., Jacket 123-001 through 123999 to the Internal Revenue Service). Individual jobs can be assigned a jacket number by various departments (Requisition Section, Paper Control and Materials Section) once it is received. Blocks of jacket numbers are assigned on an annual basis. In addition, jacket numbers are not unique as they are reused over time. Table 1 lists all of the PEPS transaction codes and their name. Numerous transactions can be utilized for different functions (e.g., Blank Paper, Order Entry (BP, OE) for job entry and scheduling).
As-Is Processes
PEPS Transaction Code CO OE XC OU DQ BC BP, OU FR, UB PE, F21 BP, OE FR, BS CM PI PI, F2 PI, F3 JD LM BL BP, IN BP, DR BP, OJ BP, RH CW CB CL CI DL HB OK PM PD PT PL RL
PEPS Name Congressional Order Entry Departmental Order Entry Enr Bills Corrections Order Entry Order Entry Update Delivery Quantities Bindery Communications Blank Paper, Order Entry Update Federal Register, Breakdown/Status Unified Agenda Delete Plan Blank Paper, Order Entry Federal Register, Breakdown/Status Congressional Members Inquiry/Update Order Inquiry Order Inquiry, Proof Schedule Order Inquiry, Delivery Schedule Jacket Display Priority and Misc Lists Menu Bills to Press List Blank Paper, Job Inquiry Blank Paper, Department Requisition Blank Paper, Open Jacket Blank Paper, Receipt History Congressional Work Report Congressional Record Breakdown Congressional List Congressional Prtg Mgmt List Departmental List House Bill Clerk List Delivered Work List Production Managers List Partial Delivery List PM Section Tracking List Priority List All Jobs Reports Document List
As-Is Processes
SB EO EL FL SS RO PE PE, F1 PE, F2 PE, F3 PE, F4 PE, F5 PM FR, UE FR, ES PE, F22 PE, F7 PE, F8 PE, F16 PS UCI SCI DCI UDP SDP DDP DP UHB SHB DHB USB SSB DSB HB RLE LA Senate Bill Clerk List Electronic Online Products Emergency Back to Press List Federal Register Rider List Serial Set List OK List Reassignments Planning and Estimating Product Specification Prepress Specification Press Specifications Bindery Specifications Calculate Materials and Labor Production Managers Subsystem Federal Register, Update Estimate Status Unified Agenda Federal Register, Estimate Blurb Master File Maintenance Store Job as Standard Plan Obligate Paper Bind Blurb Specification Planning and Scheduling Cong Prtg Mgmt Update/Delete Cong Prtg Mgmt Sequence Cong Prtg Mgmt Display Department al Update/Delete Departmental Sequence Departmental Display Departmental Print House Bill Clerk Update/Delete House Bill Clerk Sequence House Bill Clerk Display Senate Bill Clerk Update/Delete Senate Bill Clerk Sequence Senate Bill Clerk Display Senate Bill Clerk Print Legislative Reassignments List Assignments
As-Is Processes
PCI PDP PHB PSB ULE DLE LE DSL SL PAL SPM DPM DOK OK BP, PR DP, DS CP CR MP VK FR, DP FP, PP DR BP, RP MT MB MC MD MU BI CY DS EC ER PA PP Cong Prtg Mgmt Update/Delete Sequenced Lists Departmental Update/Delete Sequenced Lists House Bill Clerk Update/Delete Sequenced Lists Senate Bill Clerk Update/Delete Sequenced Lists Add/Update/Delete Legislative IDs Display Sequenced Lists Legislative IDs Print Sequenced List Legislative IDs Display Sequenced Lists Print Sequenced Lists Add Jobs Production Managers List Sequence Production Managers List Display Production Managers List Delivered Work List Display Delivered Work List Print Blank Paper, Job Progress Blank Paper, Delivery/Shipping Congressional Page Drop Congressional Record Information Congressional Record Copy Markup Congressional Record Video Keyboard Information Federal Register, Daily Progress Reporting Federal Register, Presidential Proclamation Reporting Congressional Record Report Blank Paper, Delivery Receipt Print Bylaw Cong Record Distribution Mail List Browse/Update Mail List Courier Mail List Delete File Browse Mail List Single Update Bindery Progress Copy Center Progress Delivery/Shipping Progress Electronic Comp Progress Enrolled Bill Progress Plate Progress Prepress Progress
As-Is Processes
PR EB WP PC FP, UP PE, F15 RD RR SR MR BP, JP PE, F6 PE, F14 BP FR EL SE SF TM Press Progress Emergency Back-To-Press Request Wastepaper Deductions Report Production Communications Federal Register, Progress Reporting Status Unified Agenda Primary Distribution Address Hearing Delivery Receipts Rider Delivery Receipts Special Items and Board Receipts Miscellaneous Receipts Blank Paper, Selected Jacket Print Print Jacket or Supplemental Local Print BP Transaction Menu Federal Register Status Envelope/label (EL) system Security Update Sequence File Intertest Terminal Update Table 1: PEPS Transaction Codes
Every product that Plant Operations produces utilizes PEPS transactions. However, specific products may use transactions specifically developed for them, follow a different workflow, or skip transactions steps altogether. This document is organized around how Plant Operations utilizes PEPS to plan and track a wide variety of products. Every product category generally uses the same transactions and follows the same process steps. The products can be categorized as follows: Congressional Jobs: Various publications produced for the Congress of the United States. They include, but are not limited to: Bills, Hearings, Calendars, Private Laws, Public Laws, Reports, U.S. Code, and Statutes at Large. Departmental Jobs: Various publications produced for any Federal agency. They include, but are not limited to: the Budget of the United States of America, Public Papers of the President, Code of Federal Regulations, and various Federal agency publications. Congressional Record: The official record of the proceedings and debates of the United States Congress. It is published daily when Congress is in session. Congressional Record (Index): Serves as the index to the Congressional Record. When Congress is in session, the Joint Committee on Printing publishes the Congressional Record Index as necessary, generally between 12 and 20 volumes per year. Federal Register (Daily Issue): Published by the Office of the Federal Register, National Archives and Records Administration (NARA), the Federal Register is the official daily publication for rules, proposed rules, and notices of Federal agencies and organizations, as well as executive orders and other presidential documents. Federal Register (Unified Agenda): A compilation of select rules, proposed rules, and notices of Federal agencies and organizations from the Office of the Federal Register that is produced twice a year.
As-Is Processes
Federal Register (Index): Serves as the index to the Federal Register. The Office of the Federal Register publishes the Federal Register Index once a month. Blank Paper & Miscellaneous Items: Provides the ability for Congress and Federal agencies to purchase paper from GPO. The three types of blank paper jobs are mill shipment, ship direct from inventory, and cut & wrap. It also includes the ability to purchase miscellaneous items and services from GPO. These include ink, glue and adhesives, and knife sharpening services.
PEPS also utilizes product codes for job entry, scheduling, and billing purposes. A product code is an alphanumeric string used to categorize the type of job being produced (e.g., books, envelopes, pamphlets, blank paper, etc.). Job entry and scheduling screens within PEPS are customized to the specific product code that is entered. When a product code is entered and scheduled, select data fields are displayed or hidden from the user. Table 2 outlines the GPO product codes.
GPO Product Codes
O1 O2 O3 O4 O5 O6 O7 O8 O9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 Addressing & Mailing Bags Binders Binding Blueprints, Bluelines, & Paper Positives Books Boxes Calculators Color Separators Comic Books Composition (Cold Type) Composition (Foreign) Composition (Hot Metal) Composition (Composition) Copying Coupon Books/Tickets Decals Die-Cutting Duplicating Duplicating Masters Embossing Engraving Envelopes File Dividers/Index Tabs File Folders & Jackets Flight Strips Forms Forms, Carbon Overlaid Forms, Continuous Strips Forms, Marg. Punched Cont. Kit Folders Labels/Stickers Laminated Products Ledger Books Maps Matchbooks Microfilm/Microfiche Pamphlets Plastics Plates, Mats, Photoeng. Posters Sales Books Signs Snapouts Stencils Tabulating Cards Tags Thermography Tracing Paper 50 51 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 A1 A2 Word Processing Newspapers Repros Tapes from Manuscript Bills, Res., Amdts. Blank Paper Calendars Cards Catalog Cards Certificates, Awards Code of Federal Regulations Committee Prints Committee Reports Congressional Directory Congressional Record - Biweekly Congressional Record - Bound Congressional Record - Daily Congressional Record - Index Congressional Record - Microfiche Details Documents Document Envelopes Document Franks Dupe Tapes Economic Indicators Executive Journal Federal Register Federal Register Automation Federal Register Separates Government Manual Hearings House Journal Ink Laws Layout Sheets Letterheads Negatives Nominations Official Gazette Pads Patent Specifications Passports Postal Cards Presidential Documents Public Papers Freight Miscellaneous Reprints of Reports or Laws Serial Sets A3 A4 A5 A6 A7 A8 A9 B1 B2 B3 B4 B5 B6 B7 B8 B9 C1 C2 C3 C4 C5 C6 C7 C8 C9 D1 D2 D3 D4 D5 E1 E2 E3 E4 E5 E6 E7 E8 E9 F1 F2 F3 F4 F5 F6 F7 F8 F9 Senate Journal Soil Survey Special Binding Speeches Speech Envelopes Standard Forms Stamping Binders CD-ROMS Bill Corner Work Congressional Record - Indexers Leased Equipment & Maintainance Congress, Security Screening Congress, Printing Management Access Databases Floppy Diskettes Developing Web Sites Statutes at Large Telephone Directory Testing & Formatting Tapes Treasury Checks Treaties U.S. Code & Supplements International Exchange International Exchange - Microfiche International Exchange - Reg. Prt. Members Only - Stock Federal Register Index LSA (List of Sections Affected) Regional Printing Offices Direct Deal Contracts Comp. Committee Print Comp. Reports Comp. Hearings Comp. Committee Print Bills Comp. Misc. Publications Comp. Misc. Printing & Binding Committee Print Bills Comp. Documents Comp. Calendars Comp. Bound Record Comp. Bound Record Index Blank Cartons Blank Envelopes Sharpening Knives or Saws Glue or Adhesives Electronic On-Line Record Electronic On-Line Products Electronic Support Services
Table 2: GPO Product Codes
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As-Is Processes
Destination codes are used in PEPS for job tracking and scheduling purposes. A destination code is a numeric identifier used to designate a particular Plant Operations section or department. When a destination code is entered in a PEPS tracking transaction screen it denotes the next division or section that is scheduled to work on the job. Table 3 outlines the GPO destination codes.
PEPS Destination Code 1116 1126 1136 1495 3600 4310 4320 4330 4340 4510 4520 4900 5000 5100 5200 5300 5400 5600 5700 6000 6200 6300 6600 6700 6800 6900 6901 6902 7000 7100 7101 7200 7300 7400 9331 9999 Destination Title Term Contracts Division Purchase Division Procurement Support Division Shipping and Receiving Section Support Services Division Planning Service Division Plant Planning Division Typography and Design Division Congressional Information Division Production Control Delivery Section Graphic Systems Development Division Electronic Photocomposition Division Proof and Copy Markup Section Video Keyboard Section Text Processing Computer Section Phototypesetting and Processing Section Electronic Job Section Hot Metal Section Press Division Letterpress Section Postal Card Press Section Copy Preparation Section Negative Section Offset Plate Section Offset Press Section Work on Press Work Partially in Bindery Binding Division Pamphlet Section Work Delivered to Basket, Pamphlet Section Blank Section Book Section Record Room Warehouse Division Work Advanced - Not Completed
Table 3: GPO Destination Codes
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As-Is Processes
Section codes are used in PEPS for job tracking and scheduling purposes. A section code is an alpha identifier used to designate a particular operation within Plant Operations section or department. When a section code is entered in a PEPS tracking transaction screen it denotes the specific operation that is being performed on the job. Table 4 outlines the GPO destination codes.
PEPS Section Code ABG ABST BCO BFP BLC BTP COVR CPK CPT CRSV DIS DPR DPRS DPTH DRL DSHT DTEK DTP EDT EJS FLD HND ITS LIB LOS LP MRM MU NEGT OCE OPL OPR PCO PDS PHP PLAN PRM REC REV RVW SEC SEW SHK STC STP TE VK VKC XRX Section Title Adhesive Bind/Gather Adhesive Bind/Stitch Bindery Control Back from Press Bill Corner Back to Press Covers Cutting & Packing Text Creative Services Blank Distribution Dummy Prep Digital Prepress Digipath Drilling/Perforating Data Sheet Docutech Direct to Plate Edition Electronic Job Room Folding Hand Unit Information Technology Systems Library Fifth Floor Locator Letterpress Mail Room Mark-Up Text OCE Offset Plate Offset Press Production Control Pamphlet Distribution Photopolymer Production Planning Proofread Record Room Revise Review Security Room Sewing Shrink Wrap Stitching/Trimming Stamping Text Editing Video Keyboard Video Keyboard Correction Digital Print Center
Table 4: GPO Section Codes
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As-Is Processes
1.4 Context Diagram

Figure 1 outlines PEPS system functional components and interfacing systems.
Materials Management and Procurement Control System (MMPCS)
Jacket Billing System
Entry & Inquiry Functions
Estimating Functions
Scheduling Functions SERsynergy
Work in Process (WIP)
Distribution Management Functions
Reporting/Output Functions
Tracking Functions Procurement Information Control System (PICS)

Depository Distribution and Information System (DDIS)
Standard Functions
PEPS
Production Managers Subsystem (PM)
Federal Register Subsystem (FR)
Blank Paper Subsystem (BP)
Congressional Open Requisition System (FoxPro)
CARL (MS Access)
Mail List System
Envelope/Label System (EL)
Distribution List Management

Subsystem Functions
MS Excel MS Word
Key:
PEPS
PEPS Transaction
Interfacing System
Figure 1: PEPS Context Diagram The purpose of each interfacing system is as follows: Materials Management and Procurement Control System (MMPCS): Supply Chain Management at the GPO is handled mainly by MMPCS. This system is responsible for purchase requests, purchase orders, receiving, issue of materials, Inter-Inventory transfers, returns to stores, discarding of materials of no value, and returns to vendor. Inventory information in MMPCS is utilized by PEPS in the production planning and estimating process.
13
As-Is Processes
SERsynergy: Produces e-form reports from PEPS and any Mainframe system. Jacket Billing System: Manages product code and billing address code information. Job information from PEPS is utilized by the Jacking Billing System. Jobs are billed based on established page rages, firm estimates, or charges entered into the Probe system. Work in Process (WIP): Accumulates job (jacket) costs from Probe system from jobs created in PEPS. Procurement Information Control System (PICS): Manages and tracks processes for procuring printing services from third-party commercial print vendors. PICS interfaces with PEPS for job inquiry purposes. Depository Distribution and Information System (DDIS): Manages delivery quantities for the Congressional Record, Congressional Record Index, Federal Register (Daily Issue), Federal Register (Index), and Federal Register (Unified Agenda). DDIS interfaces with PEPS to provide final delivery quantities for these products. Distribution Management Systems/Applications: o Congressional Open Requisition System (FoxPro): Manages distribution lists for select congressional jobs and GPO customers. Note: PEPS has the ability to upload FoxPro files to print delivery and shipping receipts and labels. o Customer Agency Request Log (CARL): Manages distribution lists for select departmental jobs. Note: PEPS has the ability to upload CARL files to print delivery and shipping receipts and labels. o Mail List System: Manages distribution lists for Congressional Record jobs. o Microsoft Excel: Manages distribution lists for various congressional and departmental jobs and GPO customers. Note: Distribution lists managed in Microsoft Excel must be manually imported into a PEPS Access System in order to print delivery and shipping labels. o Microsoft Word: Manages distribution lists for various congressional jobs. Note: Distribution lists managed in Microsoft Word must be manually entered into PEPS in order to print delivery and shipping receipts.
1.5 Plant Operations Organizational Structure

Figure 2 outlines the major divisions and sections within the Plant Operations department that utilize PEPS. Please note that the Customer Services departments Congressional Publishing Services and Requisition section, the Information Technology and System Departments Application Support section, and Library Services & Content Management department are all major users of PEPS.
14
As-Is Processes
PLANT OPERATIONS
ENGINEERING SERVICE
PRODUCTION
QUALITY CONTROL AND INVENTORY MANAGEMENT
PRODUCTION MANAGERS OFFICE
CONGRESSIONAL RECORD INDEX BRANCH
PRODUCTION ENGINEERING DIVISION
PRODUCTION PLANNING AND CONTROL DIVISION
PREPRESS DIVISION
PRESS DIVISION
BINDING DIVISION
DELIVERY SECTION
COMPOSITION SUPPORT
INDUSTRIAL AUTOMATION
PRODUCTION CONTROL CENTER
PAPER & MATERIALS CONTROL SECTION
DIGITAL PRE-PRESS SECTION
PROOF ROOM SECTION
OFFSET PRESS SECTION
PAMPHLET SECTION
PRODUCTION PLANNING & SCHEDULING COMMITTEE
ESTIMATING & JACKET PREPARATION SECTION
ELECTRONIC JOB ROOM
VIDEO KEYBOARD SECTION
WEB PRESS SECTION
PAMPHLET SECTION, Record Room
POSTSCRIPT SERVICE SECTION
TEXT PROCESSING SECTION
SHEETFED PRESS SECTION
BLANK SECTION
INTERNAL PRINTING MANAGEMENT SECTION
OFFICE OF THE SUPERINTENDENT BILL END SECTION
JOB PRESS SECTION
BINDERY PASSPORTS
SECURITY PRINTING
LIBRARY BINDING
DIGITAL PRINT CENTER
Figure 2 Plant Operations Organization Chart (PEPS users)
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As-Is Processes
2 Entry & Inquiry

2.1 Introduction
The focus of this section is to outline the high level as-Is functionality for job entry and inquiry provided by specific PEPS transactions. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
2.2 Entry & Inquiry Context Diagram
CO
OE
XC
OU
DQ
BC
BP,OU
FR, BS
FR, UB
PE, F21
BP, OE
Job Entry
PI PI, F2 PI, F3 CM JD CL CI DL
LM
BL
OK
PM
BP, IN
SS
HB
PD
BP, DR
BP, OJ
BP, RH
CW
RO
PT
PL
RL
SB
EO
EL
FL
CB
Job Inquiry
Key:
PEPS Transaction
Transaction that is no longer used
Figure 3 Entry & Inquiry Context Diagram
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As-Is Processes
2.3 As-Is Transactions

The following table lists the individual PEPS transactions that are performed to execute the various job entry and inquiry functions as denoted in Figure 3, above. These transactions focus on the ability to create, accept, manage, and view business process information (BPI) for all Plant Operations jobs. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. Job Entry Transactions: PEPS Transaction Name Congressional Order Entry (CO) Transaction Purpose To enter in-plant congressional jobs. Primary Division Responsible Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem Congressional envelope/label (EL) subsystem used by Congressional Publishing Services Enrolled bill system (ER) which is infrequently used by Congressional Publishing Services Notes
Congressional Jobs Congressional Record (Index)
Departmental Order Entry (OE)
To enter in-plant departmental jobs.
Requisition Section
Departmental Jobs Federal Register (Index)
None
Distribution lists for congressional jobs are kept in FoxPro applications and not in PEPS. PEPS has the ability to upload FoxPro files to print delivery and shipping receipts and labels. All 5 digit jackets for Congressional jobs are entered on this transaction screen. Jacket numbers are entered at this screen. Distribution lists for departmental jobs are kept in CARL applications and not in PEPS. PEPS has the ability to upload FoxPro files to print delivery and shipping receipts and labels. All 6 digit departmental jobs and 5 digit GPO only open jacket jobs are entered on this transaction screen. Jacket numbers are entered at this screen.
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As-Is Processes
PEPS Transaction Name Enr Bills Corrections Order Entry (XC) Order Entry Update (OU) Transaction Purpose To enter page corrections for enrolled bills jobs. To allow the addition of basic job information not included at job entry (CO, OE, XC), to update previously entered data, and to delete records entered in error. This function allows the addition and display of delivery quantities for the Congressional Record, Congressional Record Index, Federal Register (Daily Issue), Federal Register (Index), Federal Register (Unified Agenda), and Presidential documents. To allow the addition of basic job information not included at job entry (BP, OE), to update previously entered data, and to delete records entered in error. Also used to Primary Division Responsible Bill End, Congressional Publishing Services Congressional Publishing Services, Requisition Section, Production Planning & Control Division Library Services & Content Management Products Used For Interfacing External Systems or Internal Subsystem None Notes
No longer used
Transaction screen is no longer used by Congressional Publishing Services Used to manage both congressional and departmental jobs.
Congressional Jobs Congressional Record (Index) Departmental Jobs Federal Register (Index)
None
Delivery Quantities (DQ)
Congressional Record Congressional Record (Index) Federal Register (Daily Issue) Federal Register (Unified Agenda) Federal Register (Index) Presidential documents
Interfaces with the PEPS Mail List Browse/Update (MB) subsystem Interfaces with DDIS Interfaces with the Mail List System
None
Blank Paper, Order Entry Update (BP, OU)
Paper and Materials Control Section
Blank Paper & Miscellaneous Items
Interfaces with MMPCS
None
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As-Is Processes
interface with MMPCS to allocate materials. PEPS Transaction Name Federal Register, Breakdown/Status (FR, BS) Federal Register, Breakdown/Status Unified Agenda (FR, UB) Delete Plan (PE, F21) Transaction Purpose To display and update related to the production of the daily Federal Register. To display and update data related to the production of the Federal Register Unified Agenda. Used to delete a job plan. Primary Division Responsible Proof Room Section Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of FR Notes
Federal Register (Daily Issue)
The breakdown is a page and parts view of the daily Federal Register. None
Proof Room Section
Federal Register (Unified Agenda)
Sub-screen of FR
Production Planning & Control Division Paper and Materials Control Section
N/A
Sub-screen of PE
None
Blank Paper, Order Entry (BP, OE)
Bindery Communications (BC)
To enter, schedule and plan blank paper order (mill shipment, ship direct from inventory or cut & wrap) and miscellaneous items. To enter job comments and communicate about bindery operations.
None
None
Binding Division
No longer used
None
Not being used anymore
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As-Is Processes
Job Inquiry Transactions: PEPS Transaction Name Order Inquiry (PI) Transaction Purpose To view in-plant congressional and departmental orders. Primary Division Responsible Any GPO department Products Used For Interfacing External Systems or Internal Subsystem None Notes
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index)
Provides view only capability.
Order Inquiry, Proof Schedule (PI , F2)
To view in-plant congressional and departmental order proof schedule.
Any GPO department
Sub-screen of PI
Order Inquiry, Delivery Schedule (PI, F3)
To view in-plant congressional and departmental order delivery schedules.
Any GPO department
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Congressional Record (Index) Departmental Jobs Federal Register (Index)
Sub-screen of PI
Jacket Display (JD)
To display all job information.
Production Planning & Control Division
None
View only capability.
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As-Is Processes
PEPS Transaction Name Priority and Misc Lists Menu (LM) Transaction Purpose Transaction menu for inquires that are based upon the progress of a job by specific function or product. Inquiry for congressional jobs. Primary Division Responsible Any GPO department Products Used For Interfacing External Systems or Internal Subsystem Contains submenus for specific products. Notes
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Congressional Record (Index)
View only capability.
Congressional List (CL)
N/A
Sub-screen on LM
View only capability. List created in PM subsystem
Congressional Prtg Mgmt List (CI)
Inquiry for hot congressional jobs.
N/A
Sub-screen on LM
View only capability. List created in PM subsystem A hot job is one that must be delivered ASAP. The proof room enters the breakdown on this screen and it is able to be viewed by all users.
Congressional Record Breakdown (CB)
Used to enter and view daily Congressional Record section/page breakdown per issue and other related production information.
Proof Room Section
Congressional Record
None
Departmental List (DL)
Inquiry for all departmental jobs.
N/A
Sub-screen on LM
21
As-Is Processes
PEPS Transaction Name House Bill Clerk List (HB) Transaction Purpose Inquiry for House Bill jobs. Primary Division Responsible N/A Products Used For Interfacing External Systems or Internal Subsystem Sub-screen on LM Notes
Congressional Jobs (Bills and Reports only)
Partial Delivery List (PD)
Inquiry for jobs that have been partially delivered.
N/A
PM Section Tracking List (PT)
Inquiry for jobs from the PM list that have not yet been completed.
N/A
Priority List All Jobs (PL)
Inquiry for jobs from the PM list broken into each Plant Operation division and section. Inquiry for select jobs that have yet to be produced.
N/A
Reports Document List (RL)
N/A
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs (Reports and Hearings only)
Sub-screen on LM
Sub-screen on LM
Sub-screen on LM
Sub-screen on LM
Senate Bill Clerk List (SB)
Inquiry for 6AM Senate Bills and Reports.
N/A
Congressional Jobs (6AM Senate Bills and Reports only)
Sub-screen on LM
View only capability. List created in PM subsystem 6AM Senate Bills and Reports are also referred to as Bates list.
22
As-Is Processes
PEPS Transaction Name Electronic Online Products (EO) Transaction Purpose Inquiry for jobs that have been posted online at GPO Access. Primary Division Responsible N/A Products Used For Interfacing External Systems or Internal Subsystem Sub-screen on LM Notes
Emergency Back to Press List (EL)
Inquiry on display the jobs or parts that are sent back to press.
N/A
No longer used
Sub-screen on LM
Federal Register Rider List (FL)
Inquiry on display the rider information for the Federal Register.
N/A
Sub-screen on LM
Serial Set List (SS)
Inquiry for select Congressional jobs.
N/A
Congressional Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Congressional Record (Index) Federal Register (Index)
None
OK List Reassignments (RO)
Used to remove jobs from the OK list and return them to the CL list.
N/A
None
Not on the transaction menu
23
As-Is Processes
PEPS Transaction Name Bills to Press List (BL) Transaction Purpose Inquiry for bills being worked in Production. Jobs are assigned to the list sequentially by scheduled delivery date, current date first; followed by all other previously scheduled, but undelivered bills, in descending order from the oldest to the most recent. Dynamically created inquiry by job that is based upon the job being delivered. States if a job from the Production Managers list (PM) has been delivered (partial or full deliveries). Dynamically created inquiry for each shift that provides a snapshot of where high priority jobs are in the production process. Primary Division Responsible Bill End Products Used For Interfacing External Systems or Internal Subsystem None Notes
Congressional Jobs (Bills only)
Output is by schedule date sequence.
Delivered Work List (OK)
Any GPO department
Congressional Jobs Departmental Jobs
None
Report is based upon destination codes signifying delivery in a GPO division/section. Provides view only capability.
Production Managers List (PM)
Office of the Production Manager
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index)
Production Managers (PM) Subsystem
Blank Paper, Job Inquiry (BP, IN)
To view blank paper orders.
None
Through the Production Managers (PM) subsystem system users can schedule the priority of jobs. Not all jobs go on the PM list. Only jobs that are designated by the Office of the Production Manager are on the PM list. Provides view only capability. Provides view only capability.
24
As-Is Processes
PEPS Transaction Name Blank Paper, Department Requisition (BP, DR) Blank Paper, Open Jacket (BP, OJ) Blank Paper, Receipt History (BP, RH) Congressional Work Report (CW) Congressional Members Inquiry/Update (CM) Transaction Purpose To view blank paper orders by open requisitions and BAC. Not used anymore Primary Division Responsible Paper and Materials Control Section Paper and Materials Control Section Paper and Materials Control Section N/A Products Used For Interfacing External Systems or Internal Subsystem None None Notes
No longer used
None
Not used anymore.
To view blank paper order delivery receipts by BAC by fiscal year. Not used anymore
None
None
No longer used
None
No longer used by Congressional Publishing Services
Used to manage envelope and label accounts for Congressional members.
Congressional Publishing Services
Congressional Jobs
A component of the envelope/label (EL) subsystem
25
As-Is Processes
3 Estimating
3.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job estimating provided by specific PEPS transactions. These transactions provide the ability to estimate and manage job costs based upon historical GPO cost data (including cost centers, human resources, and material costs). These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
3.2 Estimating Context Diagram
Estimating
PE PE, F1 PE, F2
PE, F3
PE, F5
PE, F4
Key:
PEPS Transaction
Figure 4 Estimating Context Diagram
26
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various estimating functions as denoted in Figure 4, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name Planning and Estimating (PE) Transaction Purpose To enter planning information including specifications, the production plan, and work jacket instructions. It is also used to generate cost estimates. In addition, previous jobs and production plans can be stored, searched, retrieved, copied and updated. To enter job product specifications and planning information. Primary Division Responsible Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem MMPCS Notes
Not all jobs are estimated. PEPS utilizes 13 separate internal estimating applications for various operations (e.g. paper rates, equipment rates, labor rates) to generate a job estimates. Changes must be made to the source code itself for any price/cost changes.
Product Specification (PE, F1)
Sub-screen of PE
None
Prepress Specification (PE, F2)
To enter job prepress specifications and planning information.
Sub-screen of PE
None
27
As-Is Processes
PEPS Transaction Name Press Specifications (PE, F3) Transaction Purpose To enter job press specifications and planning information. Primary Division Responsible Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of PE None Notes
Bindery Specifications (PE, F4)
To enter job bindery specifications and planning information.
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs
Sub-screen of PE
None
Calculate Materials and Labor (PE, F5)
Provides the ability to automatically generate and print an estimate based upon job specifications.
Sub-screen of PE
PEPS utilizes 13 separate internal estimating applications for various operations (e.g. paper rates, equipment rates, labor rates) to generate a job estimates. Changes must be made to the source code itself for any price/cost changes. Includes the ability to print the estimate.
28
As-Is Processes
4 Scheduling
4.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job scheduling provided by specific PEPS transactions. These transactions provide the ability to schedule jobs to Plant Operations divisions and equipment. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
4.2 Scheduling Context Diagram
Scheduling
PE
PE, F1
PE, F2
PE, F3
PE, F4
PE, F7
PE, F8
PE, F16
PM
PE, F22
PS
PM
UCI
SCI
DCI
CI
UDP
DOK
SDP
DDP
DP
UHB
SHB
DHB
HB
USB
OK
SSB
DSB
SB
RLE
LA
PCI
PDP
PHB
BP, OE
PSB
ULE
DLE
LE
DSL
PAL
SPM
DPM
FR, ES
SL
FR, UE
Key:
PEPS Transaction
Interfacing System Transaction
Figure 5 Scheduling Context Diagram
29
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various scheduling functions as denoted in Figure 5, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name Planning and Estimating (PE) Transaction Purpose To enter planning information including specifications, the production plan, and work jacket instructions. It is also used to generate cost estimates. In addition, previous jobs and production plans can be stored, searched, retrieved, copied and updated. To enter job product specifications and planning information. Primary Division Responsible Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem MMPCS Notes
Not all jobs are estimated. PEPS utilizes 13 separate internal estimating applications for various operations (e.g. paper rates, equipment rates, labor rates) to generate a job estimates. Changes must be made to the source code itself for any price/cost changes.
Sub-screen of PE
None
Prepress Specification (PE, F2)
To enter job prepress specifications and planning information.
Sub-screen of PE
None
30
As-Is Processes
PEPS Transaction Name Press Specifications (PE, F3) Transaction Purpose To enter job press and paper specifications and planning information. Primary Division Responsible Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of PE Notes
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) N/A
None
Bindery Specifications (PE, F4)
To enter job bindery specifications and planning information.
Sub-screen of PE
None
Store Job as Standard Plan (PE, F7)
Used to create and save a new job from an existing plan.
Sub-screen of PE
None
Obligate Paper (PE, F8)
Used to obligate paper materials for a job.
N/A
Sub-screen of PE Interfaces with MMPCS
Interfaces with MMPCS for the obligation of paper
Bind Blurb Specification (PE, F16)
To enter additional bindery specification information.
Blurb Master File Maintenance (PE, F22)
Used to access all additional bindery specification information (from PE, F16).
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) N/A
Sub-screen of PE
Used because bindery specification screen (PE, F4) don't have the ability to capture as much information as needed. None
Sub-screen of PE
31
As-Is Processes
PEPS Transaction Name Planning and Scheduling (PS) Transaction Purpose To enter production and delivery schedules. Primary Division Responsible Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem None Notes
The schedules are entered by dates at the division and section level (prepress, press, bindery, delivery). This includes the ability to break a job into parts. Not on transaction menu The PM subsystem allows users to view and manage work lists for particular product types (congressional jobs, departmental jobs, house bills, senate bills, legislative reassignments) and also sequence the order in which they should be produced. It also provides view and print capabilities. Contains several subscreens that are used to generate and manage work lists for particular product types. Lists are created for each production shift.
Production Managers Subsystem (PM)
Used to identify and sequence jobs that are on the Production Managers List (PM). The sequence determines the priority that jobs should be produced.
Office of the Production Manger, Production Planning & Control Division
Production Managers (PM) List
Cong Prtg Mgmt Update/Delete (UCI) Cong Prtg Mgmt Sequence (SCI)
Used to manage the list of congressional hot jobs. Used to create the schedule of congressional hot jobs. Used to view the list and schedule of congressional hot jobs.
Congressional Publishing Services Congressional Publishing Services Congressional Publishing Services
Congressional Jobs Congressional Record (Index) Congressional Jobs Congressional Record (Index) Congressional Jobs Congressional Record (Index)
Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List
This transaction is to prioritize the schedule of jobs.
Cong Prtg Mgmt Display (DCI)
32
As-Is Processes
PEPS Transaction Name Cong Prtg Mgmt Print (CI) Transaction Purpose Used to print the list and schedule of congressional hot jobs. Used to manage the list of departmental hot jobs. Primary Division Responsible Congressional Publishing Services Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List Notes
Congressional Jobs Congressional Record (Index) Departmental Jobs Federal Register (Index)
Department al Update/Delete (UDP)
Departmental Sequence (SDP)
Used to create the schedule of departmental hot jobs. Used to view the list and schedule of departmental hot jobs. Used to print the list and schedule of departmental hot jobs. Used to manage the list of House Bills and Reports.
Sub-screen of Production Managers (PM) List
Departmental Display (DDP)
Departmental Print (DP)
House Bill Clerk Update/Delete (UHB)
Congressional Jobs (6AM House Bills and Reports only)
6AM House Bills are Reports are also referred to as Beitel list. These congressional jobs are received from the Committee on Rules and have top priority.
33
As-Is Processes
PEPS Transaction Name House Bill Clerk Sequence (SHB) Transaction Purpose Used to create the schedule of House Bills. Primary Division Responsible Office of the Production Manager, Production Control Center Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Notes
House Bill Clerk Display (DHB)
Used to view the list and schedule of House Bills.
Office of the Production Manager, Production Control Center
House Bill Clerk Print (HB)
Used to print the list and schedule of House Bills.
Senate Bill Clerk Update/Delete (USB)
Used to manage the list of Senate Bills.
This transaction is to prioritize the schedule of jobs. 6AM House Bills and Reports are also referred to as Beitel list. These congressional jobs are received from the Committee on Rules and have top priority. 6AM House Bills and Reports are also referred to as Beitel list. These congressional jobs are received from the Committee on Rules and have top priority. 6AM House Bills and Reports are also referred to as Beitel list. These congressional jobs are received from the Committee on Rules and have top priority. 6AM Senate Bills and Reports are also referred to as Bates list.
34
As-Is Processes
PEPS Transaction Name Senate Bill Clerk Sequence (SSB) Transaction Purpose Used to create the schedule of Senate Bills. Primary Division Responsible Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Notes
This transaction is to prioritize the schedule of jobs. 6AM Senate Bills and Reports are also referred to as Bates list. 6AM Senate Bills and Reports are also referred to as Bates list.
Senate Bill Clerk Display (DSB)
Used to view the list and schedule of Senate Bills.
Senate Bill Clerk Print (SB)
Used to print the list and schedule of Senate Bills.
6AM Senate Bills and Reports are also referred to as Bates list.
Legislative Reassignments (RLE)
Used to assign all congressional open jacket jobs from the LE list to the CI list. Used to assign any CL list jobs to the CI list. Used to update the list and schedule of congressional hot jobs (update CI list). Used to update the list and schedule of departmental hot jobs (update DP list).
Congressional Jobs (open jackets only)
An open jacket is an open requisition (request) for printing services throughout a fiscal year for a particular product.
List Assignments (LA)
Congressional Publishing Services Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center
Congressional Jobs
Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List
Cong Prtg Mgmt Update/Delete Sequenced Lists (PCI) Departmental Update/Delete Sequenced Lists (PDP)
Congressional Jobs Congressional Record (Index)
35
As-Is Processes
PEPS Transaction Name House Bill Clerk Update/Delete Sequenced Lists (PHB) Senate Bill Clerk Update/Delete Sequenced Lists (PSB) Add/Update/Delete Legislative IDs (ULE) Transaction Purpose Used to update the list and schedule of House Bills (update HB list). Used to update the list and schedule of Senate Bills (update SB list). Used to manage the list and schedule of hot open jacket House and Senate Bills, Reports, and Documents (not including the 6AM House and Senate Bills or Reports). Used to display the list and schedule of hot open jacket House and Senate Bills, Reports, and Documents (not including the 6AM House and Senate Bills). Used to print the list and schedule of hot open jacket House and Senate Bills, Reports, and Documents (not including the 6AM House and Senate Primary Division Responsible Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Notes
Congressional Jobs (House Bills and Reports only)
Congressional Jobs (Senate Bills and Reports only)
Congressional Jobs (open jackets Senate and House Bills, Reports, and Documents only)
Display Sequenced Lists Legislative IDs (DLE)
Print Sequenced List Legislative IDs (LE)
36
As-Is Processes
Bills).
PEPS Transaction Name Display Sequenced Lists (DSL)
Transaction Purpose To view the consolidated list and schedule for all jobs.
Primary Division Responsible Office of the Production Manager, Production Control Center
Products Used For
Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List
Notes
Congressional Jobs Departmental Jobs Congressional Jobs (6AM Senate and House Bills, Reports, and Documents only) Congressional Jobs (open jackets Senate and House Bills, Reports, and Documents only) Congressional Jobs Departmental Jobs Congressional Jobs (6AM Senate and House Bills, Reports, and Documents only) Congressional Jobs (open jackets Senate and House Bills, Reports, and Documents only) Departmental Jobs
Print Sequenced Lists (SL)
To print the consolidated list and schedule for all jobs.
Add Jobs Production Managers List (PAL)
To add jobs to the Production Managers List.
37
As-Is Processes
PEPS Transaction Name Sequence Production Managers List (SPM) Transaction Purpose To schedule the jobs on the Production Managers List. Primary Division Responsible Office of the Production Manager, Production Control Center Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Notes
Congressional Jobs Departmental Jobs Congressional Jobs (6AM Senate and House Bills, Reports, and Documents only) Congressional Jobs (open jackets Senate and House Bills, Reports, and Documents only) Congressional Jobs Departmental Jobs Congressional Jobs (6AM Senate and House Bills, Reports, and Documents only) Congressional Jobs (open jackets Senate and House Bills, Reports, and Documents only) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs
This transaction is to prioritize (in numerical order) the schedule of jobs.
Display Production Managers List (DPM)
To display the jobs on the Production Managers List.
Print Production Managers List (PM)
To print the jobs on the Production Managers List.
Office of the Production Manager, Production Control Center Office of the Production Manager, Production Control Center
Delivered Work List Display (DOK)
Displays the OK list.
Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List Sub-screen of Production Managers (PM) List
38
As-Is Processes
PEPS Transaction Name Delivered Work List Print (OK) Transaction Purpose Prints the OK list. Primary Division Responsible Office of the Production Manager, Production Control Center Proof Room Section Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of Production Managers (PM) List Notes
Federal Register, Estimate (FR, ES)
Federal Register, Update Estimate Unified Agenda (FR, UE)
Blank Paper, Order Entry (BP, OE)
To enter estimated production information (e.g., number of pages, folios) related to the daily Federal Register. To enter estimated production information (pages) related to the Federal Register Unified Agenda. To enter, schedule and plan blank paper (mill shipment, ship direct from inventory or cut & wrap) and miscellaneous items orders.
Sub-screen of FR
This is a page estimate from the Office of the Federal Register and not a cost estimate
Proof Room Section
Sub-screen of FR
This is a page estimate from the Office of the Federal Register and not a cost estimate
None
None
39
As-Is Processes
5 Tracking
5.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job tracking provided by specific PEPS transactions. These transactions provide the ability to manually enter and view job status throughout the Plant Operation process. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
5.2 Tracking Context Diagram
Tracking
BP, PR
BP, DS
CR
FR, DP
FR, PP
FR, UP
BI
CY
DS
EC
ER
PA
PP
PR
EB
WP
PC
CP
MP
VK
DR
Key:
PEPS Transaction
Figure 6 Tracking Context Diagram
40
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various tracking functions as denoted in Figure 6, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name Blank Paper, Job Progress (BP, PR) Blank Paper, Delivery/Shipping (BP, DS) Transaction Purpose To update the job progress for blank paper bindery operations. To update the job progress for blank paper delivery/shipping operations. To report Congressional Record tracking data and other related production information. To report production progress of the daily Federal Register. Primary Division Responsible Binding Division Products Used For Interfacing External Systems or Internal Subsystem None None Notes
Delivery Section
None
None
Congressional Record Information (CR)
All Plant Operations departments
None
None
Federal Register, Daily Progress Reporting (FR, DP) Federal Register, Presidential Proclamation Reporting (FR, PP)
Multiple divisions within Plant Operations Multiple divisions within Plant Operations
Sub-screen of FR
None
To track production progress related to Presidential Proclamations.
Federal Register (Presidential Proclamations)
Sub-screen of FR
Used to track up to four Presidential Proclamations per day in conjunction with the production of the daily Federal Register.
41
As-Is Processes
PEPS Transaction Name Federal Register, Progress Reporting Unified Agenda (FR, UP) Transaction Purpose To report production progress of the Federal Register Unified Agenda. Primary Division Responsible Multiple divisions within Plant Operations Products Used For Interfacing External Systems or Internal Subsystem Sub-screen of FR Notes
Provision has been made to report on up to four books of the Federal Register (Unified Agenda) on a daily basis.
Bindery Progress (BI)
To update the job progress for bindery operations.
Binding Division
Copy Center Progress (CY)
To update the job progress for copy center operations.
Digital Print Center
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index)
None
None
None
None
Delivery/Shipping Progress (DS)
To update the job progress for delivery/shipping operations.
Delivery Section
None
None
Electronic Comp Progress (EC)
To update the progress for prepress operations.
Prepress Division
None
None
42
As-Is Processes
PEPS Transaction Name Enrolled Bill Progress (ER) Transaction Purpose To update the job progress for enrolled bill operations. Primary Division Responsible Bill End, Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem None Notes
No longer used
No longer used.
Plate Progress (PA)
To update the job progress for plate operations.
Digital Prepress Section
Prepress Progress (PP)
To update the job progress for prepress operations.
Digital Prepress Section
Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) Congressional Jobs Departmental Jobs Congressional Record (Index) Federal Register (Index) No longer used
None
None
None
None
Press Progress (PR)
To update the job progress for press operations.
Press Division
None
Ink and stock orders are denoted on this screen.
Emergency BackTo-Press Request (EB)
This function handles back-to-press jobs in an emergency situation with notification to all affected areas.
N/A
None
No longer used.
43
As-Is Processes
PEPS Transaction Name Wastepaper Deductions Report (WP) Transaction Purpose This function is used to request destruction of stored paper products and report completion of the request. This function can be used by others for inquiry purposes. No longer used Primary Division Responsible All divisions Products Used For Interfacing External Systems or Internal Subsystem None Notes
All
None
Production Communications (PC)
N/A
No longer used
None
Not on transaction menu No longer used
Congressional Page Drop (CP)
Used to report extensions, frames, and pages for daily Congressional Record sections per issue and other related production information. To enter and display data related to the markup and processing of material received for the production of the Congressional Record per issue.
Proof Room Section
None
An extension is copy sent in from the Hill which can be 1 paragraph to multiple pages. GPO breaks extensions down into frames for faster proof reading time. The copy is set into pages and proofread. None
Congressional Record Copy Markup (MP)
Copy Markup Section
None
44
As-Is Processes
PEPS Transaction Name Congressional Record Video Keyboard Information (VK) Transaction Purpose Used to compile and display data related to the processing of composition received for the production of the Congressional Record per issue and other related production information. To view the daily progress of the Congressional Record and enter the quantity printed. Primary Division Responsible Video Keyboard Section Products Used For Interfacing External Systems or Internal Subsystem None None Notes
Congressional Record Report (DR)
Press Room
None
View only capability except for quantity printed field.
45
As-Is Processes
6 Distribution Management
6.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job distribution management provided by specific PEPS transactions. These transactions provide the ability to enter and upload distribution lists from legacy systems and print delivery labels and receipts. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
6.2 Distribution Management Context Diagram

Distribution Management
BP, RP
MT
MB
MC
MD
MU
PE, F15
RD
RR
SR
MR
Key:
PEPS Transaction
Figure 7 Distribution Management Context Diagram
46
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various distribution management functions as denoted in Figure 7, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name Blank Paper, Delivery Receipt Print (BP, RP) Bylaw Cong Record Distribution (MT) Transaction Purpose To print a copy of a blank paper job delivery receipt to a local printer. Displays information related to the bulk and labeled mail distribution of the bylaw Congressional Record and Congressional Record Index. Mail list distribution management for bylaw Congressional Record and Congressional Record Index. Manages the list of couriers that can pick up the Congressional Record and Congressional Record Index from GPO. Primary Division Responsible Paper and Materials Control Section Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem None None Notes
Congressional Record Congressional Record (Index)
None
Bylaw refers to a Congressional mandate that a minimum amount copies for a product must be printed and delivered.
Mail List Browse/Update (MB)
Interfaces with Mail List System files are used by inline inkjet printers in bindery.
Mail List Courier (MC)
None
Bylaw refers to a Congressional mandate that a minimum amount copies for a product must be printed and delivered. Not on transaction menu Not on transaction menu
47
As-Is Processes
PEPS Transaction Name Mail List Delete File Browse (MD) Transaction Purpose To view previously deleted mail lists for bylaw Congressional Record and Congressional Record Index. Used to retrieve distribution list records for Congressional Record and Congressional Record Index. Used to enter the local delivery address on the work jacket. Used to print receipts for Hearings Primary Division Responsible Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem Interfaces with Mail List System files are used by inline inkjet printers in bindery. Notes
Bylaw refers to a Congressional mandate that a minimum amount copies for a product must be printed and delivered. Not on transaction menu Not on transaction menu
Mail List Single Update (MU)
Interfaces with Mail List System files are used by inline inkjet printers in bindery.
Primary Distribution Address (PE, F15) Hearing Delivery Receipts (RD)
Production Planning & Control Division Congressional Publishing Services, Binding Division
Departmental Jobs Congressional Jobs
Sub-screen of PE
Used for jobs with local deliveries only.
Congressional Jobs
FoxPro
Rider Delivery Receipts (RR)
Used to print rider receipts and labels for department jobs
Congressional Publishing Services, Binding Division
Departmental Jobs
CARL
Distribution lists are kept in FoxPro applications and not in PEPS. PEPS has the ability to upload FoxPro files to print delivery and shipping receipts. Distribution lists are kept in MS Access applications (CARL) and not in PEPS. PEPS has the ability to upload CARL files to print delivery and shipping receipts and labels.
48
As-Is Processes
PEPS Transaction Name Special Items and Board Receipts (SR) Transaction Purpose Used to print receipts for house calendar, senate calendars, treaties, reports and other publications. Used to print receipts for Hearings, Bound Record, Congressional Directory, Home Telephone Directory, Pictorial Directory, Senate Telephone Directory, Statutes at Large, U.S. Code Supplements Primary Division Responsible Binding Division, Congressional Publishing Services Binding Division, Congressional Publishing Services Products Used For Interfacing External Systems or Internal Subsystem None Notes
Congressional Jobs
MS Word addresses are manually typed in. PEPS has the ability to upload to print delivery and shipping receipts. On the PEPS test system (the only PEPS application that is on the test system). PEPS has the ability to upload FoxPro files to print delivery and shipping receipts and labels. Not on main transaction menu
Miscellaneous Receipts (MR)
Congressional Jobs
FoxPro
49
As-Is Processes
7 Reporting/Output
7.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job reporting/output provided by specific PEPS transactions. These transactions provide the ability to print job jackets and specifications. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
7.2 Reporting/Output Context Diagram
Reporting/ Output
BP, JP PE, F5
PE, F6
PE, F14
Key:
PEPS Transaction
Figure 8 Reporting/Output Context Diagram
50
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various reporting/output functions as denoted in Figure 8, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name Blank Paper, Selected Jacket Print (BP, JP) Calculate Materials and Labor (PE, F5) Transaction Purpose To print a copy of a job jacket to a local printer Provides the ability to automatically generate and print an estimate based upon job specifications. Primary Division Responsible Paper and Materials Control Section Production Planning & Control Division Products Used For Interfacing External Systems or Internal Subsystem None None Notes
Sub-screen of PE
Print Jacket or Supplemental (PE, F6)
Provides the ability to print a job jacket.
Local Print (PE, F14)
Provides the ability to print a jobs specification.
Sub-screen of PE
PEPS utilizes 13 separate internal estimating applications for various operations (e.g. paper rates, equipment rates, labor rates) to generate a job estimates. Changes must be made to the source code itself for any price/cost changes. Includes the ability to print the estimate. Does not include the job estimate or specifications.
None
Does not include the job jacket or estimate.
51
As-Is Processes
8 Miscellaneous Transactions
8.1 Introduction
The purpose of this section is to outline the high level as-Is functionality for job reporting/output provided by specific PEPS transactions. These transactions provide the ability to access transaction menus and perform system administration functions. These transactions are used for a variety of GPO produced products and specific PEPS transactions have been created to meet the needs of Plant Operations.
8.2 Miscellaneous Transactions Context Diagram
Miscellaneous
PEPS Transaction Menu
BP
FR
EL
SE
TM
SF
Key:
PEPS Transaction
Figure 9 Miscellaneous Transactions Context Diagram
52
As-Is Processes

The following table lists the individual PEPS transactions that are performed to execute the various miscellaneous functions as denoted in Figure 9, above. The purpose of the following list is to identify the transaction, define its purpose, identify the GPO department who has primary responsibility for performing the transaction, what products it is used for, and identify any major external or internal systems used to perform the transaction. PEPS Transaction Name PEPS Transaction Menu Transaction Purpose Mainframe menu to perform specific PEPS transactions. Primary Division Responsible Information Technology & Systems Application Support Products Used For Interfacing External Systems or Internal Subsystem Federal Register Subsystem Blank Paper Subsystem Production Managers Subsystem MMPCS SERsynergy Envelope/Label System Jacket Billing System Work in Process Weigh Counting System PICS DDIS FoxPro CARL Mail List System Subsystem within PEPS Notes
N/A
Not all transactions are displayed. User name and password are required to access to specific transactions.
BP Transaction Menu (BP)
Mainframe menu to perform specific blank paper transactions.
Not on transaction menu Blank paper jobs are referred to as brown jackets
53
As-Is Processes
PEPS Transaction Name Federal Register Status (FR) Transaction Purpose Mainframe menu to perform specific Federal Register transactions. Primary Division Responsible Multiple divisions within Plant Operations Products Used For Interfacing External Systems or Internal Subsystem Opens Federal Register Tracking System Subsystem of PEPS Notes
Federal Register (Daily Issue) Federal Register (Unified Agenda) Federal Register (Presidential Proclamation)
Envelope/label (EL) system
Security Update (SE)
Tracks the number of envelope and label jobs ordered by congressional customers. Used to manage user accounts and access rights
Congressional Jobs
Subsystem within PEPS PEPS
Sequence File Intertest (SF)
Administrative function for system administrators
Terminal Update (TM)
Administrative function for system administrators
Information Technology & Systems Application Support Information Technology & Systems Application Support Information Technology & Systems Application Support
N/A
PEPS
There is no order entry (CO) for Federal Register. There is no planning or scheduling for Federal Register jobs. Riders are accepted for Federal Register jobs which are entered in the CO screen as a separate jacket. Job tracking is done in the Federal Register subsystem, and not the traditional tracking screens. Not on transaction menu Access limited to select users Retrieves data entered on CO and OU screens Not on transaction menu
N/A
PEPS
Not on transaction menu
N/A
PEPS
Not on transaction menu
54
As-Is Processes
9 As-Is PEPS Processes

9.1 Introduction
Plant Operations is responsible for producing numerous products. Each of these products utilizes PEPS for specific functionality. However, specific products may follow different steps or skip steps altogether. The product types are: Congressional Jobs: Various publications produced for the Congress of the United States. They include, but are not limited to: Bills, Hearings, Calendars, Private Laws, Public Laws, Reports, U.S. Code, and Statues at Large. Departmental Jobs: Various publications produced for the various Federal agencies of the Executive Branch. They include, but are not limited to: the Budget of the United States of America, Public Papers of the President, Code of Federal Regulations, and various Federal agency publications. Congressional Record: The official record of the proceedings and debates of the United States Congress. It is published daily when Congress is in session. Congressional Record (Index): Serves as the index to the Congressional Record. When Congress is in session, the Joint Committee on Printing publishes between 12 and 20 volumes of the Congressional Record Index per year. Federal Register (Daily Issue): Published by the Office of the Federal Register, the Federal Register is the official daily publication for rules, proposed rules, and notices of Federal agencies and organizations, as well as executive orders and other presidential documents. Federal Register (Unified Agenda): A compilation of select rules, proposed rules, and notices of Federal agencies and organizations from the Office of the Federal Register that is produced twice a year. Federal Register (Index): Serves as the index to the Federal Register. The Office of the Federal Register publishes the Federal Register Index once a month. Blank Paper & Miscellaneous Items: Provides the ability for Congress and Federal agencies to purchase paper from GPO. The three types of blank paper jobs are mill shipment, ship direct from inventory, and cut & wrap.
The purpose of the following as-is process workflows are to outline the nominal transaction steps that specific product types use within PEPS. They do not attempt to outline the various processes that occur outside of PEPS or alternate workflow steps that may occur.
55
As-Is Processes
9.2 Congressional Job As-Is PEPS Process

Congressional Job PEPS As-Is Process Manufacturing Workflow System (MWS) 4/4/08
Entry & Inquiry
PI Start 5 digit jobs (single jacket, open jacket) CO OU
JD
PM
OK
LM
BL (Bills only)
Inquiry As Needed
Estimating
PE F5
Yes
Scheduling
PS
PE
PE F1
PE F2
PE F3
PE F4
PE F8 (MMPCS)
Estimate Needed
PM Subsystem (If on PM List)
No
Tracking
EC
PP
CY
PA
PR
BI
DS
PE, F15
MR (Select products only)
RD (Hearings only)
SR (Select products only)
End
FoxPro
Reporting/Output
SerSynergy
PE F5
PE F6
PE F14
Estimate & Jacket Generation
Key:
PEPS Transactions
Process Outside of PEPS
Grouped / As Needed Functions
Decision Point
Nominal Process
If Needed Process
56
As-Is Processes
9.3 Departmental Job As-Is PEPS Process

Departmental Job PEPS As-Is Process Manufacturing Workflow System (MWS) 4/4/08
Entry & Inquiry
OE
OU
PI
JD
LM Inquiry As Needed
PM
OK
5 digit jobs (GPO open jacket only)
Yes
Estimating
Start
6 digit or 5 digit
6 digit jobs (single jacket, open jacket). Estimates are required
PE
PE F1
PE F2
PE F3
PE F4
PE F5
Estimate approved?
No
End
Scheduling
PS
PE
PE F1
PE F2
PE F3
PE F4
PE F5
PE F8 (MMPCS)
Tracking
EC
PP
CY
PA
PR
BI
DS
PE, F15
RR (Rider receipts)
End
CARL
MS Word
MS Excel
Reporting/Output
SerSynergy
PE F5
PE F6
PE F14
Estimate & Jacket Generation
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
57
As-Is Processes
9.4 Congressional Record Job As-Is PEPS Process

Congressional Record Job PEPS As-Is Process
Entry & Inquiry
3/3/08
Start
5 digit jobs (open jacket, date is the PO#)
DQ
MP
VK
CP
CB
DR Inquiry As Needed
Tracking
Scheduling
Estimating
CR
MT
MB
MC
MD
MU
End
Reporting/Output
SerSynergy
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
58
As-Is Processes
9.5 Congressional Record (Index) Job As-Is PEPS Process

Congressional Record (Index) Job PEPS As-Is Process Manufacturing Workflow System (MWS) 3/3/08
Entry & Inquiry
Start
5 digit jobs (open jacket, date is the PO#. New Index is created at users discretion. Proofs are mandatory)
CO
OU
DQ PI JD PM OK LM
Inquiry As Needed
Estimating
No
Proof Approved
Yes
Scheduling
PS
PE
PE F1
PE F2
PE F3
PE F4
PE F8 (MMPCS)
Tracking
EC
PP
PA
PR
BI
DS
MT
MB
MC
MD
MU
End
Reporting/Output
EPD Jacket Created
SerSynergy
PE F6
PE F14
Jacket Generation
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
59
As-Is Processes
9.6 Federal Register (Daily Issue) Job As-Is PEPS Process

Federal Register (Daily Issue) Job PEPS As-Is Process Manufacturing Workflow System (MWS) 3/3/08
Entry & Inquiry
Start
FR
FR, BS
DQ
Estimating
FR, ES
Tracking
Scheduling
FR, DP
FR, PP (If Pres. Proc.)
End
Reporting/Output
SerSynergy
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
60
As-Is Processes
9.7 Federal Register (Index) Job As-Is PEPS Process

Federal Register (Index) Job PEPS As-Is Process Manufacturing Workflow System (MWS) 3/3/08
Entry & Inquiry
Start
6 digit jobs (open jacket, date is the PO#. New Index is created every month.))
OE
OU
DQ PI JD PM OK LM
Inquiry As Needed
Estimating
Proof Approved
Yes
Scheduling
PS
PE
PE F1
PE F2
PE F3
PE F4
PE F8 (MMPCS)
Tracking
EC
PP
PA
PR
BI
DS
End
Reporting/Output
EPD Jacket Created
SerSynergy
PE F6
PE F14
Jacket Generation
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
61
As-Is Processes
9.8 Federal Register (Unified Agenda) Job As-Is PEPS Process

Federal Register (Unified Agenda) Job PEPS As-Is Process
Entry & Inquiry
3/3/08
Start
FR
FR, UB
DQ
Estimating
FR, UE
Tracking
Scheduling
FR, UP
End
Reporting/Output
SerSynergy
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
62
As-Is Processes
9.9 Blank Paper & Miscellaneous Items Job As-Is PEPS Process
Blank Paper & Miscellaneous Items Job PEPS As-Is Process Manufacturing Workflow System (MWS) 4/4/08
Entry & Inquiry
Mill Shipment Start Blank Paper Order Type Ship Direct from Inventory Cut & Wrap Misc. Items Inquiry As Needed BP BP, OE BP, OU BP, IN BP, DR BP, RH
Estimating
Ship Direct from Inventory, Cut & Ship, Misc. Items Manual Processes
Scheduling
BP, OE
Mill Shipment
Cut & Ship, Misc. Items
Tracking
BP, PR
BP, DS
Ship Direct from Inventory, Misc. Items
BP, RP
Reporting/Output
BP, JP
Mill Shipment
Purchase Request
Purchase Order
SerSynergy
End
Key:
PEPS Transactions
Decision Point
Nominal Process
If Needed Process
63
As-Is Processes
10 PEPS Transactions Screen Shots

10.1 Introduction
The purpose of this section is to provide screen shots (if available) for the PEPS transactions discussed in this document. Transaction Type Entry PEPS Transaction Name Congressional Order Entry (CO) Screen Shot
64
As-Is Processes
Entry Departmental Order Entry (OE)
Entry
Enr Bills Corrections Order Entry (XC)
65
As-Is Processes
Entry Order Entry Update (OU)
Entry
Delivery Quantities (DQ)
66
As-Is Processes
Entry Bindery Communications (BC)
Entry
Blank Paper, Order Entry Update (BP, OU)
67
As-Is Processes
Entry Federal Register, Breakdown/Status Unified Agenda (FR, UB)
Entry Entry, Scheduling
Delete Plan (PE, F21) Blank Paper, Order Entry (BP, OE)
Not available.
68
As-Is Processes
Entry Federal Register, Breakdown/Status (FR, BS)
Inquiry
Congressional Members Inquiry/Update (CM)
69
As-Is Processes
Inquiry Order Inquiry (PI)
Inquiry
Order Inquiry, Proof Schedule (PI, F2)
70
As-Is Processes
Inquiry Order Inquiry, Delivery Schedule (PI, F3)
Inquiry
Jacket Display (JD)
71
As-Is Processes
Inquiry Priority and Misc Lists Menu (LM)
Inquiry
Bills to Press List (BL)
72
As-Is Processes
Inquiry Blank Paper, Job Inquiry (BP, IN)
Inquiry
Blank Paper, Department Requisition (BP, DR)

73
As-Is Processes
Inquiry Blank Paper, Open Jacket (BP, OJ)
Inquiry
Blank Paper, Receipt History (BP, RH)
74
As-Is Processes
Inquiry Congressional Work Report (CW) Not available.
Inquiry
Congressional Record Breakdown (CB)
75
As-Is Processes
Inquiry Congressional List (CL)
Inquiry, Scheduling
Congressional Prtg Mgmt List (CI)
76
As-Is Processes
Inquiry Departmental List (DL)
Inquiry, Scheduling
House Bill Clerk List (HB)
77
As-Is Processes
Inquiry, Scheduling Delivered Work List (OK)
78
As-Is Processes
Inquiry, Scheduling Production Managers List (PM)
-----------------
79
As-Is Processes
Inquiry Partial Delivery List (PD)
Inquiry
PM Section Tracking List (PT)
80
As-Is Processes
Inquiry Priority List All Jobs (PL)
Inquiry
Reports Document List (RL)
81
As-Is Processes
Inquiry, Scheduling Senate Bill Clerk List (SB)
Inquiry
Electronic Online Products (EO)
82
As-Is Processes
Inquiry Emergency Back to Press List (EL)
Inquiry
Federal Register Rider List (FL)
83
As-Is Processes
Inquiry Serial Set List (SS)
Inquiry
OK List Reassignments (RO)
84
As-Is Processes
Estimating, Scheduling Planning and Estimating (PE)
Estimating, Scheduling
85
As-Is Processes
Estimating, Scheduling Prepress Specification (PE, F2)
Estimating, Scheduling
Press Specifications (PE, F3)
86
As-Is Processes
Estimating, Scheduling Bindery Specifications (PE, F4)
Estimating, Reporting/Output
Calculate Materials and Labor (PE, F5)
87
As-Is Processes
Scheduling Production Managers Subsystem (PM)
Scheduling
Federal Register, Update Estimate Status Unified Agenda (FR, UE)
88
As-Is Processes
Scheduling Federal Register, Estimate (FR, ES)
Scheduling
Blurb Master File Maintenance (PE, F22)
89
As-Is Processes
Scheduling
Store Job as Standard Plan (PE, F7)
90
As-Is Processes
Scheduling Obligate Paper (PE, F8) Bind Blurb Specification (PE, F16) Not available.
Scheduling
91
As-Is Processes
Scheduling Planning and Scheduling (PS)
Scheduling
Cong Prtg Mgmt Update/Delete (UCI)
Not available.
92
As-Is Processes
Scheduling Cong Prtg Mgmt Sequence (SCI) Not available.
Scheduling
Cong Prtg Mgmt Display (DCI)
Not available.
93
As-Is Processes
Scheduling Department al Update/Delete (UDP) Not available.
Scheduling
Departmental Sequence (SDP)
Not available.
94
As-Is Processes
Scheduling Departmental Display (DDP) Not available.
Scheduling
Departmental Print (DP)
Not available.
95
As-Is Processes
Scheduling House Bill Clerk Update/Delete (UHB)
Scheduling
House Bill Clerk Sequence (SHB)
96
As-Is Processes
Scheduling House Bill Clerk Display (DHB)
Scheduling
Senate Bill Clerk Update/Delete (USB)
97
As-Is Processes
Scheduling Senate Bill Clerk Sequence (SSB)
Scheduling
Senate Bill Clerk Display (DSB)
Not available.
98
As-Is Processes
Scheduling, Inquiry Senate Bill Clerk Print (HB)
Scheduling
Legislative Reassignments (RLE)
99
As-Is Processes
Scheduling List Assignments (LA)
Scheduling
Cong Prtg Mgmt Update/Delete Sequenced Lists (PCI)
100
As-Is Processes
Scheduling Departmental Update/Delete Sequenced Lists (PDP)
Scheduling
House Bill Clerk Update/Delete Sequenced Lists (PHB)
Not available.
101
As-Is Processes
Scheduling Senate Bill Clerk Update/Delete Sequenced Lists (PSB) Not available.
Scheduling
Add/Update/Delete Legislative IDs (ULE)
102
As-Is Processes
Scheduling Display Sequenced Lists Legislative IDs (DLE)
Scheduling
Print Sequenced List Legislative IDs (LE)
103
As-Is Processes
Scheduling Display Sequenced Lists (DSL)
104
As-Is Processes
Scheduling Print Sequenced Lists (SL)
105
As-Is Processes
Scheduling Add Jobs Production Managers List (PAL)
--------------
106
As-Is Processes
Scheduling Sequence Production Managers List (SPM)
107
As-Is Processes
Scheduling Display Production Managers List (DPM)
Scheduling
Delivered Work List Display (DOK)
108
As-Is Processes
Scheduling Delivered Work List Print (OK)
Tracking
Blank Paper, Job Progress (BP, PR)
109
As-Is Processes
Tracking Blank Paper, Delivery/Shipping (BP, DS)
Tracking
Congressional Page Drop (CP)
110
As-Is Processes
Tracking Congressional Record Information (CR)
Tracking
Congressional Record Copy Markup (MP)
111
As-Is Processes
Tracking Congressional Record Video Keyboard Information (VK)
Tracking
Federal Register, Daily Progress Reporting (FR, DP)
112
As-Is Processes
Tracking Federal Register, Presidential Proclamation Reporting (FR, PP)
Tracking
Congressional Record Report (DR)
113
As-Is Processes
Distribution Management Blank Paper, Delivery Receipt Print (BP, RP)
Bylaw Cong Record Distribution (MT)
114
As-Is Processes
Distribution Management Mail List Browse/Update (MB)
Mail List Courier (MC)
115
As-Is Processes
Distribution Management Mail List Delete File Browse (MD)
Mail List Single Update (MU)
116
As-Is Processes
Tracking Bindery Progress (BI)
Tracking
Copy Center Progress (CY)
117
As-Is Processes
Tracking Delivery/Shipping Progress (DS)
Tracking
Electronic Comp Progress (EC)
118
As-Is Processes
Tracking Enrolled Bill Progress (ER)
Tracking
Plate Progress (PA)
119
As-Is Processes
Tracking Prepress Progress (PP)
Tracking
Press Progress (PR)
120
As-Is Processes
Tracking Emergency BackTo-Press Request (EB)
Tracking
Wastepaper Deductions Report (WP)
121
As-Is Processes
Tracking Production Communications (PC)
Tracking
Federal Register, Progress Reporting Status Unified Agenda (FR, UP)
122
As-Is Processes
Distribution Management Primary Distribution Address (PE, F15)
Hearing Delivery Receipts (RD)
123
As-Is Processes
Distribution Management Rider Delivery Receipts (RR)
Special Items and Board Receipts (SR)
Miscellaneous Receipts (MR)
Not available.
124
As-Is Processes
Reporting/Output Blank Paper, Selected Jacket Print (BP, JP)
125
As-Is Processes
Reporting/Output Print Jacket or Supplemental (PE, F6)
126
As-Is Processes
Reporting/Output Transaction Menu Local Print (PE, F14) PEPS Not available.
Transaction Menu
BP Transaction Menu (BP)
127
As-Is Processes
Transaction Menu Federal Register Status (FR)
Transaction Menu
Envelope/label (EL) system
128
As-Is Processes
Miscellaneous Miscellaneous Miscellaneous
Security Update (SE) Sequence File Intertest (SF) Terminal Update (TM)
Not available. Not available. Not available.
129
As-Is Processes
11 Appendix A GPO As-Is Business Processes

11.1 Introduction
The following workflows outline the as-is GPO business processes for Order Entry, Pre-Press Production, Press, Bindery, Transportation, Blank Paper Sales, Financial Trial for In-House (Plant Operations) Work. PEPS is utilized throughout several of these processes.
130
Executive Agencies
Supplies Government Furnished Materials If Necessary Initiates Agency Order Prepares Standard Form 1
Order Entry (Business Process) System Architect Wed Mar 22, 2006 15:25 Comment
Agency Initiated Request for Order
Congress
Initiates Congressional Order
Prepares Order Form & Furnished Material
Fax or Call Estimate
Accepted or Declined Estimate
Congressional Initiated Request for Order
Customer Services
Congressional Publishing Services May Include Distribution Lists In FoxPro Processed Open Jacket Evaluate Open Jacket Bills
Sent to Production (Electronic Photocomposition Division)
Order Form with Furnished Materials Standard Form 1 and Government Furnished Material
Add Riders or Additional Orders
Reports and Other Orders
Assign Legislative ID# Legislative ID entered in Production Estimating & Planning System Data entered into Production Estimating & Planning System Order Request
Open Jackets Distribution List Files Are in FoxPro
Process Incoming Work Order and Log in to Manual System
All Orders
Evaluate Order and Type
Paper and Material Orders
Black Jackets. Evaluate Order (Open vs. New Jacket), Source (House vs. Senate), Type (Printed Work vs. Paper & Matrerials) and Content (Requisition Color)
Cut Black Jacket
Cut Black Jacket
Create Distribution List File and Attach to Work Order If Necessary
Order with Distribution List
Expedite Order?
Expedited Order
Update Production Managers List
Expedited Orders
Cutting Jacket: Assign Jacket Number, Fill out Plant & Billing Jackets, Proof out or Print in & enter into Production Estimating and Planning System New Orders Red or Black Jacket? Red Jackets Cut Red Jacket
Non-Expedited Order
Cut Red Jackets
Add Bylaw Distribution, Sales & Depository Library
Red Jacket with Addendum
Complete Additional In-House Work if Required
Finalize Completed Order for Prodcution Planning
Requisition Section Red Jacket (Job not offered to In-House) Job Package Assigned to Agency Publishing Services Team Agency Distribution Lists Found in Customer Agency Request Log Job is entered into Production Estimating and Planning System Assign Black Jacket Number Standard Form 1 w/ Jacket Number Processed Congressional Order Send to Printing Procurement In House Work Completed
Evaluates in-house offer by Plant capabilities and schedule
Clock in/Review
Standard Form 1
Chief, Requisition Section Reviews Standard Form 1
Offer Inhouse? Job offered to In-House Standard Form 1 & Government Furnished Materials
Prepare Package for Agency Publishing Services
Distribution Specialists add Riders and Distribution
Open package, separate Standard Form-1 from Government Furnished Materials
Assigned Job Package Agency Publishing Services Production package Log In and Prepare for Production Planning Teams Receive Estimate and Make Offer to Customer
Standard Form 1 Only
Procure Congressional Printing Order (Team 11)
Job Package
Estimate for Agency Publishing Services Team
Returned Offer
Plant Operations
Production Planning and Control Division
Evaluate the job according to schedule, stock available, budget, and etc.
Plant Planning reviews
Planner Creates Informal Estimate (Reviewed by Jacket Writer) for Customer
Returned Estimate
Accepted?
Customer Accepts Estimate
Return Job to Requisition Section for Black Jacket assignment Scheduler Formulates Schedule and Reviews Informal Plan Entire Production package Jacket Planner Developes Production Plan
Writer confirms stock check in Materials Management Procurement and Control System Moves to Production Mode To Jacket Writer Writer Reviews Jacket, Prints out & Pastes Up, and Updates Traffic if Required To Production Control Production Control Reviews Plan Controller Hand Delivers to Production
Package
Job Accepted By Plant
Estimate is prepared in Printing Cost Calculating System and Production Estimating and Planning System. Freight Rate Analysis Completed By Transportation in Transportation Management Solution System.
Customer Does Not Accept Estimate
Scheduler marries incoming Standard Form - 1 with Governement Furnished Materials. Schedule entered in Production Estimating & Planning System
Enters Information into Production Estimating and Planning System Data Entered into Production Estimating and Planning System
Estimate?
Job Not Accepted By Plant
Prepare package & Standard Form-1 to return to Customer Services
Standard Form - 1 and Government Furnished Materials
Office of Federal Register

OFR Pre-Press Production (Business Process) System Architect Thu Mar 23, 2006 13:41 Comment
Agency Composes Federal Register Federal Register Manuscript Manuscripts or Copy Sent to Prepress Approved or Corrected Proofs Receive Proofs for Approval Federal Register Proofs
Federal Register Manuscript or Proof
Customer Service
Congressional Publishing Services Received Bills Received Bills Submit Bills To Bill End Congressional Proofs Receive Congressional Proofs To Congress For Approval Congressional Proof
Agency Publishing Services Bills Project work is tracked using Probe and FileMaker Receives Job from Proof & Copy and sends Proof to Customer for Approval
To Agency For Approval Agency Proofs Proofs
Job is Logged in to FileMaker
Job is closed out in Production Estimating and Planning System and FileMaker Creative Services To Financial Managerment
Production Manager Receives Job
Logged Job And Work Jacket
Accept Job?
Accepted
Work Is Assigned To A Designer
Completed Design Work
Technical Review reviews job and preflights electronic files
Technical Reviewed Work
Production Manager Receives Completed Job and Forwards
Jacket
Not Accepted By Creative Services Creatvie Services Job
To PostScript, Other Prepress or Agency Publishing Services (Team1)
CD's or Electronic Files
Production (9907)
Production Planning From Order Entry Begin Prepress Production Analyze Job for Type of Work Non-Production Job Send to Creative Services
Electronic Photocomposition Bills Are Logged Into Production Estimating And Planning System And In Manual Slate Logged Out In Production Estimating and Planning System Logged In Typeset Bill 12 Or Fewer Pages
To Bindery (Douctect) Size Of Bill?
Bill End Receives Bill
Jacket And Copy
Bills Are Processed By Desk Person
Reviewed Jacket
Bills Are Logged In
Logged In Jacket
Markup Marks Bills
Marked Up Bills
Text Edit Receives Bills And Typesets Page Run
Typeset Bill
Bills Are Returned To Markup, Logged In and Sent To Reader
Readers Read And Revise Bill
Finalized Bill
Bill Is Logged Out
Logged Out Bill
Bills Classified As Hot, Medium, or Cool Congressional Read Only Jobs
Jacket Is Reviewed, Electronic Files Are Located and 'Bill List' and 'Bills To Press' Documents Are Created
Logged into Production Estimating and Planning System and Manual Slates
Job is Logged In To and Out Of Production Estimating and Planning System Proof Room Proofreads Galleys and Returns Edits To Video Keyboard Proofread Galleys
Markup Referrees Disputes In Copy Pages Requiring Correction 13 Or More Pages
Job Is Logged Into and Out Of Production Estimating and Planning System Job is Logged in to Production Estimating and Planning System and Updates Jacket Job is Logged Out in Production Estimating and Planning System Job is Logged In To Production Estimating and Planning System Yellow Galleys
Proof Room Reviews Typeset Page
Reviewed Typeset Page
Status of Reviewed Pages? No Corrections Needed
Typeset Page Markup Marks Manuscript with Computer Markup Codes Jacket and Marked Up Manuscript Markup Logs out Jacket and Forwards to Video Keyboard Manuscript and Jacket Video Keyboard Logs in Incoming Jacket Logged In Video Keyboard Job Video Keyboard Updates or Keys File and Creates Galley Video Keyboard Makes Corrections To Galleys Video Keyboard Completed Galley Text Edit Receives Jacket Electronic File Text Edit Typesets Pages
Congressional Work
Mark Up Receives Jacket and Manuscript
Incoming Jacket and Manuscript
Text Edit Completes Electonic File
Department Proofs for Agency or Congress
Send Jacket and Proof to Customer Service
Text Edit Logs Jacket into Production Estimating and Planning System Work is Tracked in Production Estimating and Planning System and Production Units Charged in Probe OK To Print Send Digital Files to Direct to Plate and Jacket and Materials To Copy Prep
Logs Out Jacket in Production Estimating and Planning System Jacket and Digital Files Digital Files For Direct To Plate Negatives Retrieved Using Reproducible Inventory Control System
Red Jacket
GPO Access Maintenance, Barcodes, Photography, Posters, Color Proofing and more
PostScript Services Job Received and Completes Work
PostScript Completed Jacket
EJS and PostScriptWork
Log in Electronic Jobs Section Job
Logged in Job
Typesetting or Post Script Work?
Digital Files are Preflighted or Other Work Completed
Digital Files and Work Jackets Received by Direct to Plate Job is Logged Out in Production Estimating and Planning System and Probe Logged Out Jacket, Copy and Materials OK To Print? Jacket and Copy Digital Files for Digital Printing Center
Digital File Married With Work Jacket
Are negatives Required?
Negatives Required
Retrieve Negatives from Archive
Review Jacket
Red jacket or Black Jacket?
Black Jacket To Press Logged into Production Estimating and Planning System File Sent to Server Completed Plates, Jacket and Copy
Logged in to Production Estimating & Planning System and Manual Log book
Completes Data Sheet, Verifies Pagination and Formatting and Closes Job in Production Estimating and Planning System Electronic Job Section Receives and Completes Typesetting or Other Work EJS Completed Jacket Logged into Production Estimating and Planning System
No Negatives
Impositions Completed in Preps Software
Produce Plates and Send Finished Plates to Press
Congressional Hot Jobs, Seals, Letterheads, Stationery and other Small Jobs Requires Scanning or Negative
Jacket Ready for Digital Prepress Not OK To Print Production and Logged Out Data Entered in Production Estimating and Planning System Digital Prepress (Copy Prep) Receives and Logs in Jacket Jacket is routed to proper personnel Digitial Prepress Completes Work and Closes Job Digital Prepress Completed Work Evaluate Job Status Department Proofs Ready for Agency Approval
Scanned Proof (Mostly Congressional)
Graphic Systems Development Division Compact Discs, Retrieve, Edit and Format Files from Online Logged Job And Work Jacket Graphic Systems Development Design Completes Work Completed Work With Work Jacket Logged Out Job And Work Jacket
Receive GSDD Job
Job Is Logged Out
Determine Next EPD Section To Complete Task
Work Jacket
Send Job To Appropriate Prepress Department
Bindery Job Is Logged Into Production Estimating and Planning System Department Completes Wide Variety of Markup, Proof and Keyboard Functions Job Is Logged Out In Production Estimating and Planning System and In PROBE Jacket May Be Sent To Proof Room, Text Edit, Keyboard or Copy Prep To Delivery or Transportation Copy Job (Copy Requisition or Appropriate Expeditred Order) Receive Job For Digital Printing Center To Library Binding Bylaws, Case Bind and Other Hand Binding Work Jacket is Logged in to Production Estimating and Planning System Logged out in Production Estimating and Planning System and Probe System Bindery Job and Receipt Electronic or Paper File Process Job By Scan or Printng Completed Work Write receipt for finished job for Production Control Receipt and Jacket Determine Next Stop Production Complete
To Bindery
Press Production
Production Planning Production Planning Plans Jacket Work Jacket, Digital Files Press (Revised) (Business Process) System Architect Fri Mar 24, 2006 14:54 Comment
Electronic Photocomposition Division
Digitial Prepress Creates Press Service Card
To Copy Prep When Job Is Completed
Digital File
Digital Prepress Creates Plate
Copy, Proofs, and Breakdown Lists
Press Press Archive Files Press Service Card, Press Card, Jackets Closed (1533), Offset Delivery (2588)
Press Service Card
Revise Room Receives Copy, OK to Print and Breakdown Lists
Received Job Information
Verify Print Job is Completed
Completed Job's Copy, Proofs, and Breakdown Lists
Green Sheets (1583)
Work Leader Receives Green Sheets
Green Sheets
To Financial Management Checks "Hot Lists" and Logs Job In and Checks Status In Production Estimating and Planning System Job Press Original Work Jacket, Plates, and Copy No Material Needed All Materials Verified On Hand Daily Report Of Jackets Closed (2030), Envelope Work Jackets Charges Roll Stock Against Jacket Number In Materials Management and Procurement System
Offset Press Line Office Receives Press Service Card
Printing Specialist Orders Ink Via Credit Card or Purchase Order
Order Is Recorded In Production Estimating and Planning System and In Ink Ledger
To Bindery Press Completed Paper Work Ink Is Received Via Central Receiving Operators Complete Delivery Slip (1530) and Enter Manufacturing Data Into PROBE Non Delivery Slip Paperwork Job Is Closed Out Original Work Jacket
Received Jacket Copy Card Is 3" X 5" Color Coded And Is Produced For Head Desk Person Rack Head Desk Person Creates Press Card
Logged In Production Estimating and Planning System
Ink Needed
Verbal Ink Order Placed With Printing Specialist
Ink Order
Ink Order Is Recorded In Line Office
Ink Delivery
Ink
Job Is Closed In Production Estimating And Planning System And Close Out Ledger Out of Town Envelopes
To Shipping
Job Press Supervisor Receives Jacket, Copy & Plates Envelopes Needed
Paper Orders Made In Materials Managment and Procurement Control System Envelope Order Envelopes Are Issued to Job or Stored Until Needed
Head Pressman Completes Job Envelopes Envelopes
All Finished Work
Delivery Personnel Receive Work
Delivery Completes Appropriate Forms Including 1533 and 2030
Supervisor Orders Stock Against Jacket
Completes Certificate of Inspection (1911) Escorted Envelopes
Completed Job
Logged In Jacket
Web and Line Press Original Work Jacket, Plates, and Copy
Job For Press Paper Orders Made In Materials Managment and Procurement Control System Press Operator Completes Green Sheets for Roll Stock Roll Order Roll Stock Roll Stock Received Into Substore Roll Stock Manufacturing Data Also Entered Into Roll Tracking Database Assigned Job
Printed Envelope Work
Type of Envelope Job
Congressional Envelopes
Foreperson Assigns Escort
To 1st Floor Delivery Section Local Envelopes
Roll Stock Needed
Work Leader Orders Roll Stock Against Substore
Sheet Fed or Web Press?
Web Press Job
Web Press Supervisor Receives Press Service Card
Web Press Service Card
Paper Orders Made In Materials Managment and Procurement Control System
Proper Size
Press Card
Job Is Assigned To Press Based On Hot Lists And Schedules
To Bindery Locator Goup 86 Press Work With Delivery Slip Work is Weighed, Counted and Labelled Using Fairbanks Weigh Count System Weigh Count System Produces Delivery Slip and Bundle Label 92 and Group 98 Bindery Locator Work Weighed Work With Weigh Count Delivery Slip
Verify Material Is On Hand
Sheet Stock Needed
Clerk Orders Stock Against Jacket Number
Sheet Order
Appropriate Personnel Records Paper Order
Paper Delivery Is Accepted And Receipt Is Signed
Sheet Stock
Stock Control Receives Paper and Verifies Count
Sheet Stock
Proper Sheet Size ?
Clerk Updates Signature Breakdown Cards If Necessary
Not Proper Size Sheet Fed Press Job Clerk Receives Press Service Card Sheet Fed Press Service Card Appropriate Personnel Reviews Jacket, Plates and Service Card Job For Press Paper Order Logged Into Production Estimating and Planning System and Recorded On Work Jacket
92 Press and Group 98 Printed Work With Delivery Slip
Submit Stock and Work Request To Bindery Paper Order/ Transfer Request Paper Delivery
Delivery Person Weighs Load and Attaches Label
Weighed Work With Delivery Slip
Determine Destination
Delivery Completes Offset Delivery Form (2588) 92 and Group 98 Bindery Production Work
Advanced Notice Of Color Inks Job Press Supervisor, Web Press Supervisor and and Line Press Clerk Line Offce Receives Advanced Notice Of Color Inks Required Via Fax
Line Press Work With Delivery Slip And Job Press Sheet Work Cut Sheet Stock
Advanced Notice of Colored Inks
2nd Floor Delivery Receives Work
Printed Work With Delivery Ticket
Sheet Stock And Cut Stock Request
To Bindery Section Load is Weighed, Count is Verified and Delivery Ticket Created. Delivery Completes Offset Delivery Form (2588)
QC&IMD (Supply Chain Management) Order/ Transfer Request
Picking Ticket Received
Paper Is Sent or Transferred To Press
Bindery
Stock Is Cut and Delivered To Production
Uncut Sheet Stock
Bindery Receives Request For Cut Stock
Production (9907)
Work Jacket Docutect Work
Electronic Photocomposition Division
Bindery (Revised) (Business Process) System Architect Wed Mar 22, 2006 16:56 Comment
Docutect Work Press Division Work Jacket Offset Work
Press Printed Work Production Planning Production Planning Work
Work Jacket
Information Is Entered Into Production Estimating and Planning System Bindery Bylaws, Case Bound, and Hand Binding Work
Bindery Receives Work
Locator Storage Weighs, Records, and Stores Work
Recorded Work
Stored Or Production Unit?
Stored Work
Work Is Assigned ID Number and Stored
Production Estimating and Planning System Entry Is Made Noting Receipt and Storage ID Number
Attaches Certificate of Inspection
Responsiblity For Work Transport Transfers to GPO Police
to Delivery Received Work Received Work Work Retrieved From Storage Supervisor Inspects Delivery Inspected Delivery Supervisor Accompanies Work to Delivery
Work For Delivery
Receiving Location?
Locator Storage
Locator Storage Receives Work and Signs Delivery Form
Production Unit
Work Sent to Production Unit is Logged Out Congressional Delivery GPO Delivery
Checker/Leader Verifies Distribution, Delivery Is Noted In Production Estimating and Planning System
Logged Out Of Locator Unit in Production Estimating and Planning System
Logged Out Work
to Transportation Production Work Distribution Lists and Labels Production Units Include Fold/Cut-Pack, Stitching, Record Room, and Blank Section Work Work For Production Work Jacket Noted In Production Estimating And Planning System Control Center Closes Out Job, Completes Daily Close Out Report Work Jacket and Daily Closeout To Financial Managment Work Is Sent To Production Unit Additional Bindery Production Work Determine Next Destination Finished Product Bill Corner Logs Incoming Work Logged In Work Is Delivered Via Messenger or Bindery Personnel Transportation Delivery
Completed Work
Control Center Receives Distribution Lists or Labels
Distribution Lists
Clerk Generates Barcode Labels and Receipts
Distribution Lists, Barcodes, Labels and Receipts
Section Supervisor Notes Work as Received
Logged In Production Work
Work is Assigned to Equipment
Assigned Work
Work Is Performed and Tracked
Work Initiated By Production Units
Entry Made in Production Estimating and Planning System
OK To Bind Notification
Information on Job Is Entered In Production Estimating and Planning System and in PROBE
Job Closed Out In Production Estimating and Planning System
Control Center Receives Work Jackets
Jacket
Required Materials Are Ordered And Charged To The Apprpriate Jacket
Materials For Work Dummy
Work Printed Dummy For The Jacket Is Prepared
Competed Dummy
Work Dummies Are Sent To Customer For Approval
Approved Dummy
Approved Dummies Are Labeled 'OK to Bind'
Work Is Logged In To Production Estimating and Planning System
If Necessary Entries Are Made in Production and Estimating Planning System
Noted in Production Estimating and Planning System
GPO Wide
Small Package Small Package Submit Small Package To Transportation Small Packages
Government Printing Office
Transportation & Delivery (Business Process) System Architect Thu Mar 23, 2006 10:02 Comment
Customer Service
Red Jacket Distribution Lists
Agency Publishing Services Team
Bill of Lading Request
Submit Request for Bill of Lading
Request for Bill of Lading
Production Planning Black Jacket Distribution Lists Distribution Lists
Submit Black Jackeet Distribution Lists
Production
Record Room Printed Work Congressional Record and Delivery Slip
Delivery Section Congressional Record Log Receipt Of Congressional Record Logged In Record Delivery Receipt and Delivery Data Entered Into Production Estimating and Planning System
Central Receiving Delivery Central Receiving Delivery and Delivery Slip Receive Work and Delivery Slip Delivery Slip Log Delivery Into Manual Record Log Logged In Delivery Type of Delivery Other Delivery Create Trip Manifest for Driver and Assign Truck Delivery Driver Completes Delivery and Returns Signed Receipt to Delivery Office Copy of Receipt
Origin of Delivery (GPO Section)
Black Jacket Distribution Lists
Other Press and Bindery Printed Work Other Press and Bindery Delivery and Delivery Slip Driver Picks Up Delivery and Receipt and Completes Manifest Information At Time of Pickup Returns With Signed Delivery Receipt And Manifest Customer Signs Delivery Receipt and Receives Copy
Copy of Receipt
Building 4 Printed Material Phone Call Receive Call From Building 4 To Arrange Delivery Building 4 Delivery Request Create Manifest and Dispatch Truck for Pickup Building 4 Delivery Driver Completes Delivery and Returns Paperwork To Office Copy of Delivery Receipt Delivery Is Logged Into Manual Log Book Signed Delivery Receipt
Delivery Section Archives Transportation Management To Bindery To Delivery Section Small Package, Local Delivery Send Package and Delivery Slip to Delivery Section Local Delivery Package
Package and/or Distribution List Generate Label For Small Package Carrier Label Created in Ship Manager Label and Package Copy of Bill (Black Jackets) Assign Carrier, Enter Shipping Information/Cost
To Carrier Small Package, Non-local Delivery
Receive Packages and/or Distribution List
Package and/or Distribution List
Return Black Jacket Distribution List to Bindery
Package Information
Determine Shipping Method
To Contractor, Files, Misc. Black Jackets, Bill of Lading Required Retrieve and Enter Data Black Jackets Generate Bill of Lading Bill of Lading Create Copies of Bill
Copy of Bill (Red Jackets)
Data Entered in Production Estimating and Planning System To Financial Management Red Jackets, Bill of Lading Required Retrieve and Enter Data Red Jackets Copy of Bill (All Jackets) Data Entered In Procurement Information Control System
Customer Agency
Initiates Blank Paper Request Internal Request Creates Standard Form 1 Paper Shipment Receives Paper Stock Validates Stock and Verifies Receipt Trucking Company Receipt to Trucking Company
Give to trucking company driver
Blank Paper Sales (Business Process) System Architect Thu Mar 23, 2006 14:58 Comment
Delivery Receipt
Signs Delivery Receipt
Delivery Receipt
GPO or Trucking Company?
GPO Delivery Receipt
Send to GPO by Driver
Receipt to GPO
Vendors
Paper Mill Internal Process
Receives Purchase Order
Fills order and ships to Customer Agency
Billing Data
Prepares Invoice for Stock
Trucking Company
Standard Form 1
Receives request and picks up shipment from GPO
Paper Stock Billing Information
Prepares Invoice for Shipping
Verifies receipt and forwards to GPO
Approved Delivery Receipt
Customer Services
Requisition Section
Two types of purchase are: -Open Market -Term Contracts for On-Hand Purchase
Purchase Order
Paper Acquisitions Logged Into Materials Management Procurement and Control System and Production Estimating and Planning System
Receives and Reviews Purchase Request
Requirements Documents
Decides on method of purchase
Requirements Metadata
Selects Contractor
eData
Creates Purchase Order
The Purchase Order is created in Materials Management Procurement Control System
Verifies receipt and logs into data
Purchase Request
Plant Operations
In House or Procure from Contractor? Paper Control Section Procure Paper Control Specialist Creates a Purchase Request Purchase Request is created in Materials Management Procurement Control System
Confirmed Delivery Receipt
Breaks down Job Jacket and files the Brown jacket and Prepares White jacket for Finance and Administration
Paper Control Specialist reviews package
Standard Form 1
Determination of Source for Stock and Price
Standard Form 1 with Metadata
Cut Work Jacket and Billing Jacket
Brown and White jacket Cut and Pack? Government Bills of Lading Paper Stock Requires Cut and Pack Initiates request for Bindery to Cut and Pack Stock Brown Work Jacket Invoice
Receives receipts and verifies delivery with customer Invoice for Shipping
Verified Receipts
Close Job in Production Estimating and Planning System
-Look in Materials Management Procrement Control System for -Stock Availability -View Current Paper Stock Levels Report -View Paper Pricing Report -View GPO Paper Catalog
Brown work jacket and White billing jacket information entered into Production Estimating and Planning System
Ship from Warehouse
Obligate Inventory
Metadata
Inventory Obligated In Materials Management Procurement Control System
Not to Cut and Pack ePicking Ticket Receives request to send stock to Bindery for cut and pack
Stores (Warehouse) Requested Stock
Issues Picking Ticket
Stock issued from Stores through MMPCS Process
Picking Ticket Issued In Materials Management Procurement Control System Create Picking Ticket Picking Ticket
Bindery Updates PEPS and Brown Jacket
Cut and Pack stock per request
Shipping and Receiving Picking Ticket Created In Materials Management Procurement Control System Stock Prepared to Ship Requests GBLs from GBLS Confirms delivery and signed receipts Confirmed Delivery Receipt Closed Out Jacket
Trucking Company Stock to Ship Receives request to ship stock from Warehouse Stock with Request to Ship GPO Delivery Receipt GPO Delivery or Trucking Company? Loads Delivery Truck with Stock
Finance and Administration

Accounts Payable Receives Invoice for Stock Receives Invoice for Shipping Shipping Invoice End Accounts Payable Invoice for Paper Stock Examine Invoices Voucher Data Create Voucher and Authorize Payment File Documents Billing information is gleaned from PEPS and GBLS and entered into Oracle Financials
The invoices are compared and validated with the Purchase Order, shipping documents, and Receipts as well as PEPS, MMPCS, and any other pertinent information.
Accounts Receivable End Accounts Receivable Billing Documents Filed Accounts Receivable Documents
Brown and White jacket
eBilling
Enters billing information
Bill Customer Agency
Usually billed using IPAC, however, some direct billing can be done
Customer Services
Requisition Section Begin Tracking/Financial Process Agency Furnished Materials Enters Agency Jobs into the Production and Estimation Planning System At this point, the job is assigned a Jacket Number and a physical work jacket and a physical billing jacket is made out. The orginal paper work such as the Standard Form 1 is placed into the billing jacket and a copy is placed in the work jacket. Congressional Publishing Management Jobs that originate in congress Materials supplied by congress Enters Congressional Jobs into the Production and Estimation Planning System Congressional Billing Jackets Congressional Billing Jacket Financial Trail for In-house Work (Business Process) System Architect Thu Mar 23, 2006 15:28 Comment
Agency Publishing Teams Billing Jacket kept in Customer Services until Job is completed. Creative Services Billing jacket with copies of all pertinent paper work. Congressional Billing Jackets Work Request Completed Work Agency Billing Jacket If a job requires graphic work, Creative Services will Probe time and enter other charges into Production Estimating and Planning System
All furnished materials and the Work Jacket
All materials and Work Jackets
Work Jacket is necessary
Plant Operations
Production Planning
At this point, the plan, schedule and production instructions are written on the work jacket.
Estimate cost and materials for the job
Job requirements and Material Obligation
Job Requirements entered into Production Estimating and Planning System
Job requirements are taken from the specifications on the Standard Form 1. The material obligations are taken from inventory in Materials Management Procurement Conrol System. Work Jacket
Pre-Press
All Pre-Press costs for the job are entered into Production Estimating and Planning System
Work Jacket With Pertinent Paper Work
Pressroom All Press Room charges for time are entered into PROBE. Material costs and waste is entered into Production Estimating and Planning System Work Jacket with additional information from Pre-press
Work Jacket with Data
Bindery Work Jacket with instructions for Bindery
Work Jacket with information from pressroom
Time is entered into PROBE. All other costs into Production Estimating and Planning System
Shipping and Receiving Work Jacket with Shipping instructions and distribution lists Government Bill of Lading Government BIll of Lading if needed
Work Jacket for completed Job Completed Job Jacket
Time is entered into PROBE. Other costs into Production Estimating and Planning System
Transportation
Request for Government Bill of Lading
Determination if shipment needs Government Bill of Lading for commercial shipping. If so, they are sent to Shipping. The system used is GGBLS.
Finance and Administration

Accounts Receivable Moves into Financial Systems The last area working on a Job sends the Jacket to Accounts Receivable. Billing Section closes the job out in Production Estimating and Planning System. Billing received Jacket Cost Summaries (JCS) from the Work in Process System (WIP). Billing process is begun. Work Jacket for completed Job Billing information
Plant billing is a manual process performed by Printing Specialists. They get information from WIP, Production Estimating and Planning System, and the Finished Work System. They collect the Billing Jackets from Customer Services.

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United States Government Printing Office

Manufacturing Workflow System (MWS) As-Is Process Document

Document Change Control

TABLE OF CONTENTS 1 Overview ........................................................................................4

2 Entry & Inquiry .............................................................................16

6 Distribution Management .............................................................46

9 As-Is PEPS Processes ................................................................55

PEPS Transactions Screen Shots ...........................................64

Appendix A GPO As-Is Business Processes ......................130

Introduction ........................................................................................ 130

1.2 Document Purpose & Scope

Manufacturing Workflow System (MWS)

1.3 PEPS Overview

Manufacturing Workflow System (MWS)

Manufacturing Workflow System (MWS)

Manufacturing Workflow System (MWS)

Manufacturing Workflow System (MWS)

Manufacturing Workflow System (MWS)

Table 2: GPO Product Codes

Manufacturing Workflow System (MWS)

Table 3: GPO Destination Codes

Manufacturing Workflow System (MWS)

Table 4: GPO Section Codes

Manufacturing Workflow System (MWS)

1.4 Context Diagram

Jacket Billing System

Entry & Inquiry Functions

Scheduling Functions SERsynergy

Work in Process (WIP)

Distribution Management Functions

Tracking Functions Procurement Information Control System (PICS)

Federal Register Subsystem (FR)

Blank Paper Subsystem (BP)

Congressional Open Requisition System (FoxPro)

CARL (MS Access)

Mail List System

Envelope/Label System (EL)

Distribution List Management

Manufacturing Workflow System (MWS)

1.5 Plant Operations Organizational Structure

Manufacturing Workflow System (MWS)

QUALITY CONTROL AND INVENTORY MANAGEMENT

PRODUCTION MANAGERS OFFICE

CONGRESSIONAL RECORD INDEX BRANCH

PRODUCTION ENGINEERING DIVISION

PRODUCTION PLANNING AND CONTROL DIVISION

PRODUCTION CONTROL CENTER

PAPER & MATERIALS CONTROL SECTION

DIGITAL PRE-PRESS SECTION

PROOF ROOM SECTION

OFFSET PRESS SECTION

PRODUCTION PLANNING & SCHEDULING COMMITTEE

ESTIMATING & JACKET PREPARATION SECTION

ELECTRONIC JOB ROOM

VIDEO KEYBOARD SECTION

WEB PRESS SECTION

PAMPHLET SECTION, Record Room

POSTSCRIPT SERVICE SECTION

TEXT PROCESSING SECTION

SHEETFED PRESS SECTION

INTERNAL PRINTING MANAGEMENT SECTION

OFFICE OF THE SUPERINTENDENT BILL END SECTION