Data Asset Management at Nice Shoes

By Jerry Haggart
Director of technical operations
Nice Shoes/NYC

As director of technical operations at Nice Shoes, one of my main tasks is to ensure that all the support systems and computers are keeping pace with the high-end machines used daily in our color correct, editorial and graphics departments.

When I first started at the company, the partners asked me to come up with a data asset management system with strong capabilities for labeling, library management, shipping/receiving, purchase orders and inventory control that would meet and exceed the needs of our clients. Since day one, it has been the Nice Shoes philosophy to provide our clients with the best personnel and equipment, in order to create the highest quality spots in the fastest time possible. The data asset management system would be expected to perform along those same guidelines, but none of the existing offerings was flexible and user-friendly enough to meet those needs.

I had heard of Intrinet Systems' (www.intrinetsystems.com) DataNet through a friend, so I suggested that Nice Shoes take a look at it. What immediately impressed all of us was the intuitive nature of the user interface combined with the intelligent and intricate level of detail that is automated by the software. Most important, DataNet was designed to keep data entry to a minimum , and it was very fast, flexible and easy to use.

It was clear to all of us within a few minutes that DataNet was written by people that intimately understand the post production business. What made the decision to purchase DataNet even easier was that Intrinet Systems not only listened to our input, but intimately understood the context in which it had to function as well. Between the people at both companies, there was a wealth of knowledge learned from years in the business, so the integration of each of our suggestions into DataNet always met or exceeded our expectations.

As data is entered in one part of the system, it immediately becomes available to use in other parts of the system. When we order tape stock from a vendor with a DataNet purchase order, each previously entered line item for that vendor is displayed - which enables fast and accurate orders. When the tapes are delivered, the PO is reconciled and DataNet has the capability to place the blank tape stock in inventory. As new client tapes are made, DataNet removes the appropriate amount of tape stock from inventory. This internal management of information keeps data entry errors down to a minimum. This can also be seen when going through the process of making new tapes.

In our business, it is not uncommon for several versions of a spot to be created. When the session is over, we need to dub different versions and label them quickly, so the client can walk away with them. In the case of most other software solutions, you have to redundantly enter spot information for each tape that is made - which is very time consuming. With DataNet, you enter the information for a spot once, and then in the Media Orders form, you assign the spots to any number of tapes, in any order - fast and simple. We are also able to put spot data into the system anytime it becomes available during a session, without committing to a particular number or type of media. Later, that info is recalled and specific labels are created.

The WYSIWYG label editor allows us to preview labels before we print them. You see, on-screen, an outline of the specific size label for the tape, and within it is the layout of the spots, product info, ISCIs, notes, and even your company logo - exactly as they will print. At this point, you are able to adjust spacing and font size to optimize the label look, and also add "notes" for any information the client may want on their label that does not fall into the normal categories.

Labels created in-house are provided with a bar code printed directly on them to facilitate error-free tracking and shipment. We attach a QuickPass barcode label to tapes and film elements that are created out of house. The QuickPass system allows us to rapidly enter all pertinent information into DataNet without holding up a session. So we are able to track outside elements, as well as those that we generate internally, with equal ease.

In our business, tapes and film frequently travel in and out of a facility many times. DataNet keeps a history of each of those moves, as well as the internal whereabouts of all media. You can store elements on shelves and/or automatically assign them to unique bins. In addition, the system allows each element to be tracked under multiple job numbers. When shipping and receiving elements, DataNet produces a report listing each element - and it can display and/or print the individual spots on every one of those elements.

At the beginning of each job, DataNet also creates the work orders (or job cards) and assigns a unique number that is used to identify which job each label was created under, as well as tracking the billing information for tapes and shipping. There are many aspects of DataNet where it excels - I have only touched upon a few of them.

Intrinet Systems is very attuned to satisfying their customer's needs - much as we are for our customers. We are currently cooperating in the creation of a scheduling module for DataNet to manage that part of our business within the system. We saw a preview of an alpha version in October, and are very excited about the quality of the software and the richness of the feature set. The scheduling module contains powerful new capabilities that will help us to stay ahead of our customer's growing needs.

DataNet has been in use at Nice Shoes for nearly five years - it worked right out of the box and has had almost zero down time. During that period there have been regular upgrades that further refine it, and add new capabilities. It is now tracking over 200,000 tape and film items here. The success of the software is easy to measure - when our clients want to know where their elements are, they frequently turn to Nice Shoes to provide that information within seconds. Even if the elements are no longer in our possession, we can tell them where they were last shipped. Several of them were so impressed that they purchased DataNet for use in their own company after seeing how well it worked for us.

04-Jan-01