IPPOR Instructions

In-Plant Printing Operations Report (IPPOR) Instructions

State agencies that operate in-plants are required to provide an annual report detailing their printing operations to the State Printer. The agencies must use the State Printer’s In-Plant Printing Operations Report (IPPOR) to fulfill this requirement. This document details how each agency should complete its annual IPPOR.

The agency must complete a Plant Information Worksheet for each in-plant location the agency operates. The agency must complete an Equipment Information Worksheet for each piece of equipment the agency operates. 

(Additional Plant Information Worksheets and Equipment Information Worksheets may be created within the IPPOR as needed by right-clicking the “Plant Information (Extra)” or “Equipment Information (Extra)” tabs, selecting “Move or Copy” from the menu and checking “Create a copy” and the desired worksheet location from the Excel dialogue box.)

Pursuant to SAM Section 2877, all in-plants must maintain detailed records of their production activity. These records are not submitted with the IPPOR, but must be furnished to the State Printer upon request.

The agency must include each of the following components in its IPPOR:

1. Identification Information

The agency should detail each of the following components on this report:

a. Agency Name: Enter the name of the department which operates the in-plant;

b. Head of Printing Operations: Enter the name of the person who oversees the regular operation of the in-plant, this person’s job title, and contact information;

c. Number of Printing Operation Locations: Enter the total number of printing operation locations within the department. There should be one Plant Information worksheet included for each printing operation location;

d. Location: Enter the name, address, and city where each printing operation is located.

2. Certification

The agency’s Deputy Administrative Director must certify that the information contained within the IPPOR is true and correct. The Certification section is designated on the Identification Information worksheet. The Deputy Administrative Director should select the certification button and complete the electronic signature. The Deputy Administrative Director must electronically submit the certified IPPOR to the State Printer, IPPORs submitted by other department personnel will not be accepted.

3. Plant Information

The agency should detail each of the following components on this report:

a. Location: Enter the name of the location and its address;

b. Facility: Enter the square footage attributed to the printing operation at this location (including any administrative and meeting space affiliated with the printing operation), and whether the facility is state-leased or state-owned; 

c. Personnel Total: Enter the total number of personnel affiliated with the printing operation in the total box. For personnel who have partial responsibilities independent of the printing operation, a partial allocation may be used; this partial allocation should be based on the percentage of printing operation job duties included in the position duty statement;

d. Personnel Classifications: Identify the number and classification of personnel in the appropriate management, production, and support staff tables;

e. Total Pieces Printing and Press Equipment: Enter the total number of pieces of printing and press equipment owned and/or operated by the printing operation;

f. Printing and Press Equipment Inventory: List all pieces of printing and press equipment owned and/or operated at this location in the Printing and Press Equipment table;

g. Total Pieces Bindery and Finishing Equipment: Enter the total number of pieces of bindery and finishing equipment owned and/or operated by the printing operation;

h. Bindery and Finishing Equipment Inventory: List all pieces of bindery and finishing equipment owned and/or operated at this location in the Bindery and Finishing Equipment table;

i. Shift Schedule: Enter the number of shifts operated at this location per day. For each shift, indicate the hours of operation designated for that shift.

Changes from Previous Version:

  • Added Shift Hours field. During the 2020 review, many in-plants advised that they ran non-standard shift hours, which, in turn, impacted other criteria on the IPPOR. Identifying the shift hours in the Plant Information worksheet can pre-emptively address potential discrepancies during OSP’s review.

4. Equipment Information

The agency should detail each of the following components on this report:

a. Location: Identify the location where this piece of equipment is operated.

b. Equipment Description: Enter the manufacturer, make, model, equipment type, the State Asset Tag number, and the year the piece of equipment was acquired;

i. Use the drop down menu under “Type” to indicate whether the equipment is an offset press, digital press, or bindery & finishing equipment;

ii. If the equipment does not meet the dollar value threshold for a State Asset Tag, please advise on this line – do not leave blank;

iii. If the operation’s records cannot establish a year acquired date, please indicate “Unknown” in the Year Acquired field – do not leave blank.

c. Shifts: Enter the number of shifts this equipment is operated per day;

d. Output Hours: Enter the number of annual output hours – the amount of time the equipment is used for a production job – for the equipment. The state “standard of 1500 hours” refers to the threshold for continuous (“non-stop”) operation during a standard eight-hour shift. Annual output hours are required for every piece of printing equipment, including all bindery and finishing equipment. The annual output hours for each piece of equipment should be supported by the production records kept pursuant to SAM Section 2877. 

e. Operating Speed (for printing and press equipment): Enter the average operation speed in the appropriate unit of measurement (feet per minute, impressions per hour, etc.) (e.g., 125 pages per minute);

f. Final Meter Read (for digital printing and press equipment only): Enter the total meter read on the last production day of the year-do not list the meter reads by color or black and white separately; 

g. Click Charges (for digital printing and press equipment only): Enter the click charge rate(s) on the equipment;

h. Operator Information: Enter the number of personnel assigned to operate the equipment per shift and the classifications of those personnel; and

i. Outputs Table: Enter the quantity, description, and recipient(s) of each product type this equipment is used to produce. 

i. Quantity: Enter the number (in completed units – not clicks or impressions) of each type of product the equipment was used to produce;

ii. Type of Product: Products of different types should be included on different lines (Individual forms may be grouped together as “forms,” but “booklets” and “letters” should be listed on separate lines.)

iii. Recipient: Identify the recipient of each product. Any work produced for an external recipient (not for the department operating the equipment) must identify the name of the department, board, commission, or entity receiving the final product.

Changes from Previous Version:

  • Added Final Meter Read for Digital Presses. This field was added at the request of some in-plants.

Please remember that the IPPOR is an official report from the Deputy Administrative to the State Printer and Department of General Services about the printing operation. The Deputy Administrative Director must electronically submit the IPPOR and the IPPOR Certification form to inplantopsmanager@dgs.ca.gov by February 1. IPPORs that do not align with these instructions will be returned to the submitting Deputy Administrative Director for correction.

Please contact the Statewide In-Plant Operations Manager at inplantopsmanager@dgs.ca.gov with any questions with regard to completing the IPPOR.