internal time reduction in preparing catalogue data


internal time reduction in Title Information sheet preparation and jacket image creation


hours saved annually in updating systems with the latest ONIX data through BiblioLIVE’s automated metadata output

The Bind

Martin Klopstock, Digital & Operations Director, outlined the following reasons for changing Kogan Page’s publishing management system:

  • Digital supply chain fast fragmenting
  • Legacy systems not adapted for fast evolving hybrid print & eBook publishing models and couldn’t be upgraded
  • More work and data entry to manage increasing eBook list and increasing metadata requirements
  • How to exploit the IP we own?
  • Need for a new website that could be automatically updated with bibliographic information

The Solution

BiblioLIVE Bibliographic and Production modules available through the internet. The project was delivered on time and on budget.

Process for Selection

Kogan Page reviewed all the main publishing systems available including Klopotek, Publishing Technology, Avatar and Virtusales. Each vendor was requested to follow a number of pre-prepared scenarios and demonstrate how these could be completed in their software. This gave users a fantastic opportunity to understand the ease of use and practicality of each software option. After benchmarking each of the vendors,Virtusales’ BiblioLIVE publishing solution was selected.

Why Virtusales

Martin explains, “It is critical for Kogan Page to find a partner that could support SMEs and Virtusales have proven that they can not only provide solutions to the biggest publishers but also independents! One of our goals is to focus on publishing content and not on managing IT systems. The fact that BiblioLIVE was fully hosted was an additional plus.”

With BiblioLIVE, Virtusales manages everything to do with the software including servers, back up, disaster recovery and upgrades. All a customer requires is an internet connection.

Another key point Martin adds, “One of the reasons we had to change systems in the first place was that our legacy system was no longer maintained by the original vendor. The chosen system had to have a robust upgrade path. In addition, the BiblioLIVE User Group gives all customers the opportunity to actively input into the wish list of new functionality.”

Every publisher has data but how good is the quality of their data? With BiblioLIVE I am certain my data is as good as it can be.

Martin Klopstock, Digital & Operations Director, Kogan Page

Benefits of BiblioLIVE

Significant Time Savings

  • Ability to automate legacy processes to free up time for dealing with new digital product requirements.
  • 50% internal time reduction in preparing catalogue data.
  • 50% internal time reduction in Title Information sheet preparation and jacket image creation.
  • 300 hours saved annually through efficiencies gained in the use of BiblioLIVE production module for areas such as automated acquisition estimates, production scheduling and purchase order management.
  • 250 hours saved annually in updating other systems and 3rd parties with the latest ONIX data through BiblioLIVE’s automated output of metadata.

Improved Data Quality

  • ONIX metadata compliance and BIC Data Excellence award within four months of going live.

 Productivity Gains

  • Gone from 150 annual print-only books to 150 annual print and eBooks without extra staff.
  • Significantly increased eBook sales.

Ability to Change Quickly

  • Tools to respond effectively to market trends and changes.

Acquisition Process

The first step in the process for Kogan Page is assessing the profitability of potential projects. Before BiblioLIVE this was very time-consuming but Biblio’s powerful estimating engine imports supplier scales and uses them to automate the process. Kogan Page can review various specifications and suppliers to quickly and accurately produce P&L for a single book or multi-book project. The scales management also enables Kogan Page to change specifications throughout the production process and automatically recalculate production costs and P&Ls.

Title appraisal scenarios and cost estimating options for the development of project P&Ls save Kogan Page 15 minutes per estimate. Following up from this, BiblioLIVE automatically creates the project proposal for the acquisitions meeting saving a further 15-20 minutes per proposal.

Managing bibliographic data

One of the most important elements for Kogan Page and the service they offer to their authors is maintaining rich and accurate metadata. Martin adds,

We use our high service levels for current authors to win new authors.

Martin Klopstock, Digital & Operations Director, Kogan Page

BiblioLIVE’s ONIX wizard is a sophisticated piece of functionality that allows users to check the status of a title and its data, identifying where data is missing and allowing users to click into the wizard and input the required data.

BiblioLIVE is an integrated solution so data is only entered once, leading to improved efficiencies for staff. There is functionality in BiblioLIVE that enables the automatic syncing of metadata between linked editions, meaning that you can develop multiple formats of a book (e.g. print and eBook) but only set up the metadata once. Once this is done, the metadata for all editions are automatically in synch, even if changes are only applied to one of the editions.

Metadata and Marketing

BiblioLIVE supports sales and marketing through the automatic creation of Title Information sheets saving around 15 minutes per title to create. Producing catalogues has become much simpler as Kogan Page can easily access all the data they need in 20 minutes, whereas extracting the data for a catalogue could previously have taken four hours or longer. Multiply that by six catalogues per year and these are great efficiency gains for Kogan Page.

Martin outlines, “Aside from the time saving it is the accuracy of the data that is the most important part of BiblioLIVE. Based on the maintain-one/output-many principle, the same data is used in catalogues, website, ONIX feed and TIP sheets. Before, there was a good chance each of these had some different information in them.”

Prior to BiblioLIVE, Kogan Page had to rely on their software vendor to complete their ONIX feeds but now this is automated and in their control. Kogan Page send a monthly full feed of ONIX data to eight third-parties followed by daily ONIX feeds for titles that are new or titles where fields have changed. This is automated without Kogan Page touching anything.

Production Management

Once the title is acquired, Kogan Page can take advantage of the sophisticated production management functionality available in BiblioLIVE including scheduling and automated re-flowing of schedules along with cost management and purchase order creation. Apart from the automated production estimating and P&L creation, the key benefits revolve around managing front list cover production and schedules. It is very easy to see, for example, how many front list covers have visuals, because interactive reports show the cover thumbnails and allow users to click into gaps and upload an image.

Equally, as schedules are regularly maintained, supplier load reports, schedule progress reports and front list publication program management have access to live information at any time. Maintaining purchase order delivery details and generating POs is also automated and the CRM module in Biblio integrates with the Production module, so that all third parties are only present once in the system.

Reporting BiblioLIVE

Martin outlines his thoughts on BiblioLIVE reporting,

I cannot emphasise just how good the reporting engine is in BiblioLIVE. Users can report on any field in the database and create and edit their own reports without IT.

Martin Klopstock

Unexpected Benefits

Martin comments, “Something that really impressed me with BiblioLIVE is the grouping functionality which allows you to group elements such as titles, costs and contacts. This supports analysing costs, managing publication lists, catalogue production and mailing lists. We use this every day and totally under-estimated the value of this functionality.”

With Virtusales, new releases are supplied more frequently every 6-8 weeks and installed free of charge giving us not just a lower cost of ownership but the latest software functionality sooner. In addition, the BiblioLIVE User Group gives all customers the opportunity to actively input into the wish-list of new functionality.

Martin Klopstock, Digital & Operations Director, Kogan Page

Kogan Page Publishers

You’re not just buying a system for today, but for the future.

Martin Klopstock, Digital & Operations Director, Kogan Page

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