Marketing Service Requests

Transcription

1 Marketing Service Requests GUIDELINES Updated

2 Table of Contents Creative Services Request Form (CSR)... 2 What is a Creative Services Request form?... 2 Why is it used?... 2 Who needs the CSR form?... 2 Where can I access the form?... 2 Who receives the CSR and who enters it into Basecamp?... 2 New projects... 2 Updating existing collateral... 2 Division Codes... 3 Production and Creative Development Lead Times... 3 Project lead times for print production projects... 3 Project leadtimes for ads... 4 Project lead times for multimedia projects... 4 Project lead times for interactive/web projects... 4 Project lead times for communications... 4 Basecamp... 5 Project set-up and notifications... 5 Kickoff meetings... 5 Inside the project... 5 Timeline... 6 To-do s... 6 Timeline example with naming conventions... 6 Communicating in Basecamp via timeline... 7 Pending and Off Schedule Projects... 8 Pending projects due to awaiting assets... 8 Pending projects due to no activity... 8 Projects that are off schedule

3 Creative Services Request Form (CSR) What is a Creative Services Request (CSR) form? The Creative Service Request (CSR) form is an internal document that GDEcD s Marketing team uses to process and track projects. Why is it used? It provides a starting point for the Marketing team to understand the type of project, scope, team members, deadlines, audience, and many other details required to complete the project. Who needs the CSR form? GDEcD staff requesting creative collateral, graphics, interactive, or communication projects from the Marketing team. Where can I access the form? To submit a CSR or Web Request (WR), please go to CSR Portal to complete your request. If you are making small edits to certain website pages, please submit a Web Request (WR). Who receives the CSR and who enters it into Basecamp? Once submitted, the completed form is reviewed by the Marketing team. If needed, a brief team meeting is scheduled to discuss additional details or special requirements. The CSR and supporting documents are uploaded into Basecamp as a new project. Once uploaded you will receive notifications and access to projects through Basecamp. New Projects When you are submitting a new project, please provide copy in a Word document. Updating Existing Collateral When submitting a CSR to simply update an existing piece of collateral, edits MUST be made on the current PDF file, using Adobe Acrobat Reader mark-up tool. Edits will be more legible for our designers to read and update collateral when using this tool. If edits are not made using the PDF mark-up tool, the project requestor will be notified to provide edits in the proper format. Click here to learn how to use the Adobe Acrobat Reader mark-up tool. 2

4 Division Codes Division Job Codes help us to track, manage and retrieve individual projects for research purpose. At any one time, there may be more than a hundred projects in progress. Each project will be assigned a project number appearing as the fiscal year, department code, job number, and job name (YR.CODEJob# Job Name=10GC007_Logistics 1Pager). Each project is organized in Basecamp by department division. The new form is also updated for both communication and interactive project requests. Division Codes: Division Allies Centers of Innovation Commissioner Film, Music, Digital and Entertainment GA Council for the Arts Global Commerce International Relations International Trade Marketing Communications Studio (Last minute requests: printing, logos, photos, etc.) Tourism Workforce Codes ALLI COI COMIS FMDE GCA GC IR IT MCOM STUDIO TOUR WF Production and Creative Development Lead Times The following represents development and production estimates for various creative projects. Lead times may vary based on job volume within the Marketing & Communications team. ***For projects that require infographics with statistics and rankings, please note any recent updates or changes to avoid delays or inaccuracies. The Communications team will also review for accuracy and required updates. Please keep in mind that at any one time, we have more than one hundred projects in progress. Project Lead Times for Print Production Projects (print times are built in): New Brochure (8-10 pages) New Brochure (10+ pages) Briefing Book New 1-Pager/Flyer Edit Existing 1-Pager/Flyer Pop-up Banners-New Creative Signage New Invitation - Print Reprints Under 500 Business Cards Typical vendor production lead times: Collateral: 4 6 days after release to print (digital) Signage: 4 6 days after release to print Booklets: 7 10 days after release to print 5 weeks prior to print delivery to GDEcD 7 weeks prior to print delivery to GDEcD 4 weeks prior to print delivery to GDEcD 3 weeks prior to print delivery to GDEcD 2 weeks prior to print delivery to GDEcD 4 weeks prior to shipping/use 3 weeks prior to production 4 weeks prior to event 2 business days 1 month re-order cycle 3

5 Print Production Process To prevent delays in printing materials, the supplied print quote must be approved and a purchase order number is required in order to move forward with print production. Once a PO is created for that particular job, simply post the PO into the related job in Basecamp and send design a notification. When the job is complete, the invoice will reference the PO number, Basecamp end-user (requestor) name and the project number to help track the project details. Invoices should not be processed unless a PO corresponds with the job referenced. If a P-card is being used for payment, then a PO is not required. Project Lead Times for Ads: Existing Ad Resize 1 week New Creative for Ad 3 weeks prior to ad delivery to publication Advertorial 2 weeks prior to due date to publication Project Lead Times for Multimedia Projects: Banner Ad Resize 1 week prior to sending to media outlet Banner Ad New Creative 2 weeks prior to sending to media outlet Interactive Forms/Flyers 3 weeks prior to posting New Invitation Digital 3 weeks prior to event Print Brochure to Interactive 3 weeks DVD Copies 1 week for 25 Presentation (PowerPoint) 1 week after receiving all content E-Blast 2 weeks after receiving all content Video Production 2 weeks after shoot <10 minutes Project Lead Times for Interactive/Web Projects: Website Development 3 weeks Website Content Updates 1 day (depending on amount of content) Graphic Updates to Website 1 day (depending on amount of content) Upload Excel, Word, PDF Documents 1 day (depending on amount of content) to Website Upload Video to Web 1 day Project Lead Times for Communications: Writing requests Proof/edit requests 3 weeks in advance 2 weeks (Large projects (10+ pages) 1 week (Medium projects (3-9 pages) 3 days (Small projects (up to 2 pages) 4

6 Basecamp Project Set-up and Notifications Once the submitted CSR has been reviewed for completeness, then the CSR and supporting assets are uploaded into Basecamp as a new project. The project requestor, along with the assigned team members will be notified via Basecamp that a new project has been opened. ** If a CSR is incomplete outlining the scope of the project, the CSR form will be returned to the requestor to provide more detailed information or a kickoff meeting will be requested. Kickoff Meetings If a project and/or campaign requires high level strategic planning, then a kickoff meeting will be scheduled with marketing services, creative design and the project requestor, to discuss additional details and/or special requirements before moving forward with the project and/or campaign. Inside the Project In the new project, you will see the delivery due date, kickoff message, timeline with assigned To-do s (tasks) and supporting assets. The delivery due date is the date the project must be completed by and all final files delivered to the project requestor. The kickoff message is where you ll find the description of the project, mandatory components and any additional information related to the project. Project Title: includes the department name, job number and name of project Kickoff Message: includes the project description & additional information/files related to the project. Timeline: is a schedule of assigned To-do s (Tasks) 5

7 Timeline The timeline is a schedule to help all assigned to the project stay on task for each assigned To-do. To-Do s To-do s are assigned tasks within the timeline with due dates noted. To learn more about To-do s, click here. Timeline Example with Naming Conventions: Assigned To-do s (Tasks) Assignee Call to Action Project Set-up Marketing Services New incoming project to be set up by the project manager Kick-off Meeting Marketing Services A meeting is required to discuss additional details and/or special requirements before moving forward with the project and/or campaign. Supply Content/Specs/Images Project Requestor The requestor to provide missing assets Initial Design Layout Creative Design Design/Layout is in development Print Quote Creative Design Designer to coordinator print estimate with vendor 1st Client Review Project Requestor Project is in progress but needs feedback from the requestor Design Edits to Make Creative Design Creative to make edit adjustments that the requestor has provided 2nd Client Review Project Requestor Project is in progress but needs feedback from the requestor Design Edits to Make Creative Design Creative to make edit adjustments that the requestor has provided Ready for Final Client Review/Approval Project Requestor Project is in progress but needs final /review approval from the requestor Final Proofing by Editorial Communications Quality checking of content Preflight - Release to Print Creative Design Creative to confirm that the production files required for the printing process are all present, valid, correctly formatted, and of the desired type, then release files to printer Post Final Files in Rosita + Creative Design Creative to post final native files Basecamp Production Delivery Vendor/Creative Design Materials are due to arrive from vendor Close/Archive Project Marketing Services The project is completed and the project manager archives the job 6

8 Communicating in Basecamp via Timeline Communicating via timeline is used to post designs, edits, feedback, approvals, etc. To-do s are a guide in passing the torch in the next steps of the project. It is important that each assignee mark their To-do s complete to help identify the current status of the project. When the initial design/layout is completed by creative, the designer will post the initial design in the 1 st Client Review To-do and notify the project requestor to review the design/layout. Example of 1 st Client Review To-Do: Next, after the project requestor has reviewed the initial design/layout, the project requestor should note their edits/feedback on the PDF (using the mark-up tool). They should then attach file in the design edits, create To-do and send a notification to the designer. Example of Design Edits to Make To-do: 7

9 Pending and Off Schedule Projects Pending Projects Due to Awaiting Assets After a new project has been set-up in Basecamp and awaiting assets, the project will remain in pending status until all assets have been received. The timeline and due date will need to be adjusted if there has been a significant delay in receiving all of the assets. Pending Projects Due to No Activity Projects in progress with no activity for two weeks or more, will be archived. Marketing Services will notify the project requestor via Basecamp advising them why the project will be archived. The project can be re-opened once the project requestor is ready to moving forward. There may be cases where the project requestor will have to submit a new CSR if the original project has been archived for more than six months. Projects That Are Off Schedule If the project requestor is not able to meet the assigned To-do (task) that s built into the timeline, the project requestor must communicate with Marketing Services that they ll need more time to complete their assigned To-do (task). Marketing Services will make adjustments to the timeline ensuring the project stays on schedule. If there are delays with design, Marketing Services will update the project requestor on the expected timeframe the layout or updated version will be posted for their review. 8