Before you start creating Schedule Templates, you should have created your Tasks first. To be able to start working on individual books, you then must establish your Default Schedules, which will allow you to then allocate a set of tasks to the creation of a title.
The first step is to create a schedule called ‘Default’ that will automatically be applied to all of your titles until you create form-specific schedules (eg paperback, reprint etc).
If you don’t do this, you won’t be able to access your titles in the Book Production screen.
Setting Up Schedule Templates:
Select Schedule Templates from the main Production Admin menu, and you will be taken to a new screen. The list will be empty if you haven't created any schedule templates. In the image below, we have added some schedules as examples.
1. Click on Create New.
2. Form/Class: Choose a format from the list of options in the drop-down menu, which contains all of the possible publishing formats (ie Book, Video, PB, HB). If you are creating your general Default schedule, then leave this item at Default. What you are doing is creating schedules that can be lumped by product type or form.
If you want a format that is not on the list, click on the little blue button called NEW and you will be able to type a name of your schedule manually. To go back to the drop-down menu, click on Select existing.
There are 3 sub-tabs that come up when you create a schedule template. They are as follows:
Deadlines: This is the first sub-tab, and is where you will set your deadlines and durations for your tasks. Deadlines are part of the editorial workflow and are tasks that occur prior to a title entering the actual production schedule. For instance, you cannot begin the schedule until the manuscript is received from the author. You can add as many deadlines as needed by clicking on the blue Add another task item. Deadlines are the final dates and so it would make the most sense in this case to leave the 'duration' field as either blank or 0. You will have date ranges within the Production Roles tab.
4. Select a Task from from the drop-down menu.
5. Add the Duration of the deadline by typing in a numerical value, and chose the Period from the drop down menu as either days or weeks. You must set at least 1 deadline in your schedule; otherwise, you will get an error message when accessing a title in Book Production. You can tick the boxes to mark whether your deadline is a milestone or is immovable.
6. Repeat items 4 and 5 until you've added all of the tasks related to that schedule template.
To modify your dependencies, that is, how your work flow phases are connected to each other (or not), and if they are not going to be in a linear order A, B, C, click on Modify dependencies. We've marked the button with a red square in the image below:
All dependencies will appear on the screen so that you can put them in any logical order you want. For example, proofreading can’t start before the manuscript is in, but design can be independent and components can be dependent on design etc. Please see an example below:
To hide your dependencies, click on Hide Dependencies.
7. Click Update when you are done.
8. Move into the next sub-tab: Roles.
The Roles sub-tab is where you will be able to add details about individual roles throughout the actual production process of the item (assuming that the editorial workflow process has now been completed):
Roles make up the production workflow and are tasks that are needed to create the title and move it from concept into publication. Roles differ from deadlines in that they are assignable. Please note that some client publishers decide to hide the Deadlines tab in order to use this Roles tab only.
Choose a Task from the drop-down menu. Set the Duration of the deadline by typing in a numerical value and label the period either by days or weeks.
It is vital that you include durations in your schedule templates as this is what triggers the system to include a title on your Prod Scheduling. If you do not do this, then you will need to go into the Deadlines tab of each title you have added to your production schedule and manually add information to the column we have circled below in red. Click 'cancel' when the system tries to 'automatically update' rest of the items in the schedule and continue to type items in manually.
You can tick the boxes to mark whether your deadline is a Milestone or is Immovable. You can add as many roles as needed by clicking on the blue Add another task before moving to the next tab.
9. The Costs tab is where you will set up a set of costs to remind users about which costs would normally be related to the schedule. This is used in Pre-production, in the Costs tab as well.
Here you can add information about costs connected to tasks and set the basis on which the costs are being built, whether it is a fixed cost or by copies ordered or by a page, and you can set the rate and currency. This will then go into your profit and loss estimation. You can add as many costs as needed by clicking on the blue Add another task button.
Once you have created your Default schedule, you can create as many schedules as needed for different formats. If you want to copy an existing schedule, click on the looking glass symbol (shown in the image below) and a pop up window will appear enabling you to choose from the list of schedules you have already created:
Click on the relevant item and the screen will be populated with the tasks related to that schedule. You can start to manipulate in there, adjusting where necessary..
To remove a Schedule template, click on a box in front of the Schedule template and click Remove Selected:
Top Tip for Schedule Templates:
If you change any elements of a template that have already been applied to a project in Book Production, these changes will not filter through to the rest of the system. You will need to go back into the individual titles within Book Production and adjust the schedule.
We've have circled the relevant item in the image below:
You have two options.
- You can click on a different schedule template and then back onto the original one (in this case Default). When the screen refreshes, the schedule should update accordingly.
- If it does not, then you can click onto the Edit All button. By doing so, you will be able to adjust the various tasks within the schedule against this individual title only.
Click Update when you are done.