No longer buried in equipment and systems specification documents, Job Definition Format (JDF) is moving up in the world to become the key to solving the newest technology challenge: how to best manage the entire print production process from creation to completion. Print production is a fragmented process, with many print jobs starting in a marketing or advertising agency, going to a prepress bureau, then to a printer, then to a binder before finishing in a fulfillment house. At the end of this fragmented tunnel, JDF promises to deliver a better product and, above all, enhanced customer service to customers of print vendors.

JDF has been adopted by the International Cooperation for the Integration of Processes in Prepress, Press and Postpress (CIP4) as a standard designed to streamline the entire print production workflow by integrating all of its diverse systems and stages including procurement, management and production. CIP4 is an international standards body based in Switzerland and consists of all the major graphic arts vendors in the world.

What Is JDF?

Even with CIP4 backing, this recent elevation of JDF has been difficult to grasp. What is JDF? How does it actually work? How will it really benefit the print and graphics industry and its customers?

JDF is a standard for a non-proprietary digital file specifically designed to act as an "electronic job ticket." The standard aims to describe every possible specification required to produce any type of print job such as number of pages, color and ink settings, binding type, deadline and even shipping instructions. A JDF file also defines all the processes and resources needed to get a print job done and incorporates a standard method for communicating instructions to equipment and retrieving information about the status of a print job at every stage of the process.

The elevation of JDF as an industry standard translates into an invitation for all kinds and brands of equipment and systems manufacturers servicing the print and graphics industry to allow their systems to read JDF files and facilitate interaction between them all.

There are three components of JDF that allow it to integrate diverse systems throughout a workflow. First, JDF is an eXtensible Markup Language (XML). XML is a mechanism of data exchange that allows the sharing of information between different kinds of computer systems. This XML component is the key to linking different brands of equipment throughout the entire print workflow.

Second, JDF has a messaging subsystem that allows actual communication between the entire workflow to take place for both systems and the human controllers of these systems. By using the Job Messaging Format (JMF), JDF facilitates a network where every system and · person at any stage of a print workflow will have instant messaging capabilities to communicate about the status of a print job, regardless of diversity of manufacturers or brands.

Third, the most impressive component of the JDF standard is its ability to define every resource needed to complete a print job. As Diagram 1 shows, in addition to outlining a job's specifications, JDF provides a mechanism for ensuring that all the resources and equipment time required to complete a process or manufacture an item are available before the process runs.

Print Workflow Using JDF

In a JDF workflow, the press-control system checks with the operator to ensure the correct paper is loaded and the correct inks are on board. It checks its own internal adjustments to ensure the correct pressure is exerted on the rollers for the specified type of paper, that the flow rate for the inks is correctly set and many other similar actions. This occurs in seconds and is all based on the information received in the JDF file from the workflow computer.

Let's examine a print workflow using JDF (Diagram 2). A print buyer or other individual first creating the print job starts the JDF file by entering job specifications into a JDF-capable system, either directly into a particular printer's online management information system (MIS) or via an online procurement system that sends jobs to a printer over the Internet.

Arriving at the printer's MIS encoded in a JMF message, the information in that single JDF file initiates the required tasks. In the case of a request for a quote, JDF data combines with the estimation capability of the printer's MIS and makes generating a quote virtually effortless. There is no re-keying of the data and no interpretation of longhand descriptions of what the job entails. The quote is automatically generated within the MIS, reviewed and transmitted back to the print buyer in another JMF message.

Once the job is awarded, the JDF file is passed on to the printer's workflow system for execution of the job. The workflow system decides how to route the job through the factory based on the JDF file's job requirements and resource availability. Via JMF messages, each piece of equipment also keeps the workflow system and MIS appraised of its availability and status and can respond to queries sent by the workflow system in real time.

While workflow systems currently exist featuring print equipment interaction without JDF, there is currently one key factor, which limits these systems: No one system can communicate with the entire workflow using the same original data because each manufacturer programs communication capabilities differently. JDF allows machines and software from multiple vendors to read and understand the data in the same way as well as to send and receive messages in the same way.

Accuracy of Estimates and Costs

By connecting production and management systems with JDF, printers will experience more accuracy in determining costs and estimates, not to mention the more efficient use of resources. The benefit of a fully connected and automated workflow will also allow printers a broader choice of vendors from which to purchase equipment and systems while at the same time maintaining a tightly integrated information flow throughout the factory. To put things simply, a connected workflow will allow printers to do more work with the exact same resources.

JDF will also dramatically improve customer service. Sales staffs currently spend a substantial amount of time tracking down a job and ascertaining its status. The amount of time saved by a connected workflow can dramatically improve customer relationship management and allow printers to deliver better value to customers. With JDF, information about a print job will be available in real time. A JDF workflow will re-deploy customer service staff on building relationships and ensuring customer satisfaction with the product, not struggling with the process of getting information.

JDF Workflow Is Coming

Without a doubt, JDF workflows are coming. As JDF capability begins to spread, the industry will have to shift from the current "wait and see" mode to one where everyone takes an active role in the JDF conversation with equipment manufacturers and systems integrators. After all, it is for the benefit of the entire print industry that JDF is developing.

Gareth O'Brien is vice president of Objective Advantage, Inc., a software business development company based in Houston, Texas. O'Brien and Objective Advantage have been leading the development of JDF implementation tools for the printing industry. Contact him by email at gobrien@oai.cc or visit www.objectiveadvantage.com.