Higher Education Content Lifecycle Management Asset Management Services

Transcription

1 Higher Education Content Lifecycle Management Asset Management Services Requesting an Extract from Page Layout Files (InDesign and Quark) Last Revised 12/07/2017 Introduction Asset Management Services offers content extraction services to the Editorial and Production teams. Two types of text extracts are offered: Classic Text Extract This extract yields Word documents from either InDesign or Quark files. Key styling is preserved (e.g. bold, italic, underlines). PowerMath equations are converted to Math- Type equations. Many loose elements which are not considered part of the contiguous text (image captions, feature boxes, glossary terms and footnotes) will appear at the bottom of each Word document. Each page extracted in the classic style costs 60 cents ($0.60) excluding math equation costs*. Enhanced Text Extract The key difference between this extract and a classic extract is that preview images are added to an enhanced text extract. Loose elements which are not part of the contiguous text will also appear close to their original position. An enhanced extract will better reflect the pages set in InDesign or Quark but the contiguous text will be a bit more difficult to work with. Enhanced extract are typically considered superior for Production needs but are a bit more expensive. Each page extracted in the enhanced style costs 80 cents ($0.80) excluding math equation costs*. *Math equations set in the Classic and Enhanced text extracts cost 45 cents per display equation ($0.45) and 20 cents per in-line equation ($0.20). 1

2 Step 1: Use web form to request an extract. A requester should visit this web form to submit their request: The requester should input basic title information of the product they want extracted Step 2: Release a PCS Plant PO to the vendor and archivist. Once you have submitted a request for an extract, one of the archive coordinators will pull the necessary files from Alfresco and communicate an estimated page count and cost estimate for which you should prepare a plant PO. SPi will handle the text extraction, but the PO is made out to Cognizant. Cognizant: PCS Plant ID is , SAP vendor number is You should use this estimated page count and identifed vendor to draft a Plant PO in PCS. Once generated, a copy of the Plant PO should be given to the vendor and archive coordinator. The process will not move forward until the Plant PO has been supplied. Here is detail on how to generate the Plant PO: Pull up the product you need to generate a PO for in PCS and then click on the Plant PO tab in order to access the Plant PO Module of PCS. Select the Create Vendor Services PO option. Search for the appropriate vendor (Cognizant) by using the PCS Plant ID number identified in this document and click Associate to PO. 2

3 At this point, PCS will frequently prompt you to complete a foreign vendor questionnaire. Complete this questionnaire and proceed to entering Purchase Order details as follows: Add the following details to the Purchase Order you are creating: A. Select Content Management from the Services radio button menu. B. Select Content Extraction from the Task drop-down menu. C. Leave the Description blank for now, details on entering a description can be found later in these instructions. D. Enter a Due Date that equates to two weeks after the Purchase Order creation date. E. Select Pages from the Unit Type drop-down menu. F. Enter the estimated page Quantity provided by the archive coordinator. G. If you requested a classic extract, enter a Rate of $0.60. If you requested an enhanced extract, enter a Rate of $0.80. Note that minor quantities of Math equations encountered will be handled via a PO amendment. The vendor will report back an estimated number of math equations if a significant number are encountered. H. The amount field will calculate to total estimated cost (based on estimated page count). Click Save to record your entries. No Payment Schedule is required. A B C D E F G H 3

4 After saving the PO, click the View PO button in the upper right hand corner of the screen. Click on where the blue link which reads Enter Description of Service Paste the following text into the Description of Services text field and select the Save button: Vendor will extract text from page layout files (Quark or InDesign) and prepare well-formed extracts saved in Word format: Bold, italic, superscript, subscript and underline styling should be preserved. Margins should be normalized (made consistent and fit within a standard letter page). Fonts should be normalized (All non-math fonts should be coereced to a Times Roman font). Fonts should be converted to stylized instances rather than actual instances (e.g. convert the actual font Times Italic to Times Roman styled as Italic). Tables should be converted a Word friendly format. They should be easy to read, intepret and edit as presented in Word. If enhanced extracts are requested the following additional actions should also be taken: FPO images should be generated and placed in the extraction. Floating text elements (photo captions, figure captions, glossary terms, feature boxes) should be placed where they appear in the manuscript rather than at the bottom of the manuscript. Care should be taken to have each page present well when compared to the original textbook pages. Footnotes should be placed into the Word footnote engine. 4

5 Equations identified in layout files should be converted from PowerMath to MathType so they display in Word: Once equations are identified, vendor should count equation volume. Vendor can continue with extraction if equations costs encountered total less than $100. If total equation costs will be more than $100 then the extraction vendor should check in with Pearson before proceeding. Vendor should use this table of costs: Classic extract: $0.60/page Enhanced extract: Add $0.20/page to Classic expense for a total of $0.80/page Disply equations: $0.45/equation Inline equations: $0.20/equation Once extractions are complete, extraction vendor should post final files to Pearson via a Secure File Transfer Protocol server (SFTP) and notify the Pearson contact who contracted the extraction. When you return to the View PO screen, review the PO carefully. Once you are satisfied that no changes are needed, click the Select Approver button. Find and select your manager and then hit the the Submit button. Once you click the Submit button, your browser will show a reminder pop-up window that you must click through. 5

6 The Route for Approval button will no longer be grayed out. You must click it in order to route the PO to your manager. Once your manager has approved and finalized the PO, you will receive an notification to that fact. You can use the PO hyperlink from the approval or access your In-Progress Queue History Tab from the Plant PO Splash Page and select the corresponding PO in order to view the finalized PO. Once open, click View PO and you will then find the Send to Vendor button at the bottom of the PO. Click Send to Vendor. The To: field of the pop-up PO will auto-populate with the currently recorded vendor . Whatever is recorded for the vendor, please type in the appropriate Demand Manager for PO routing : Annmarie Franklin: Annemarie.Franklin@spi-global.com Arts, Business & World Languages Laura Weaver: Laura.Weaver@spi-global.com WFR Cindy Miller: Cynthia.Miller@cognizant.com Math, ECS & Science Also be sure to use the Cc: field to ensure that the archive coordinator handling your request gets a copy. Click Send and you will receive the message that it was successfully sent. Click Close to exit. 6

7 Step 3: Approve PO for payment After the extraction vendor has created an extraction it will be sent to the Pearson archive coordinator who will archive the extraction in Documentum and relay a copy of the extraction to the requester. The extraction vendor will follow delivery of the extraction with an invoice submission to Pearson via E-Payables. Invoice submission will prompt the PCS system to notify the Project Manager that an invoice has been received that requires confirmation of services received. Once you have confirmed receipt of services, assess your Release Payment Queue either from the Plant PO splash page or from your GR Pending Approval notification. Review the quantity and amount posted against the invoice. If everything matches or is within the tolerance rules, click Approve for Payment (See Plant PO Training Manual Sections 23.0 and 23.1 for more information regarding approving invoices and communicating with Accounts Payable when there is an invoicing error.) This prompts payment to be released to the vendor and completes handling of the invoice. If you need additional detail on using the Plant PO system you can find extensive information here: If you have any questions specific to preparing extraction Plant PO s please contact scott.garrison@pearson.com and william.walsh@pearson.com Visit us on the NEO system at: pages/about-rp 7