Set up check list WO CRM 4.0 WO Media Sales

Transcription

1 Set up check list WO CRM 4.0 WO Media Sales 2012 WIDEORBIT INC.

2 At WideOrbit, we re focused on delivering the most advanced, total solution in the broadcast industry.

3 WO CRM 4.0 Check List Please use the following steps when setting up a new WO CRM 4.0 Client 1. Request the following files from station contact 1. Revenue Export 2. AE Export 3. Product Export 2. Send WO CRM 4.0 work sheet to station to be filled out 3. Send files from station to Bridgette Juett at WO Birmingham to setup CRM Database and verify numbers from Station back up. 4. Turn on WO CRM 4.0 in WO Media Sales 5. Set up all options under system set up in WO Media Sales

4 WO CRM 4.0 Check List When setting up WO CRM 4.0 you will need to set up all the information under system set up for CRM Accounts Set up CRM Pending Setup CRM Reporting Set up

5 WO CRM 4.0 Check List CRM Accounts Setup Account Origins Where did the idea come from to call on the account? Account Classes This is a status of the account Account Product This is product category from WO Traffic Account Appt. Reasons Why are you scheduling this appointment? Account Media Types What Media Types listed here? Approval Workflows Who approves accounts to be added to AE s List? Approval Alternates Who approves accounts when main contact is out (Do not set up) Profile Questions Client questions that AE s should ask all their Accounts Account Imports This is an option to import accounts from multiple sources for set up. CRM Pending Setup Promotions What promotions do they have running they need to report revenue for? Packages What packages do they need to report revenue for? Lead Sources What pending buys are related to an event or action Stages Where are you at in the stage of the buy based on a percentage CRM Report Setup Default Report Parameters Set up for Gross/Net, Calendar, Items to include or Exclude Default Date Parameters New Business/Rollover/Non-Returning/Fiscal rules Report Links Linking of products Reporting Groups Ability to create multiple types of groups for reporting Station Roll ups Ability to combine data for stations. Budgets Set up AE Budgets Import Utilities Import Revenue Figures.

6 WO Media Sales Install Checklist Request the following from the GSM, LSM, or RD at station: User List: Name, Title/Role, Phone, Have IT define or confirm Network Logon for each user Current and future Rate Cards and/or Program Grids Any specific Access rules for users in Multiple Market/Multiple Stations Request Nielsen Data Clearance For internal workflow: Add all users, management, and station contact names to CRM or Salesforce Create Sales Order and install Case to initiate workflow internally

7 WO Media Sales System Setup SYSTEM SET UP Primary Station Set up Primary Station(s) Add Logo (bmp or jpg) Add static station comment if required by group ( or station)this is usually a legal phrase that is required to appear on every report and cannot be removed by the User. This is optional. Exit and come back in Define User Roles Add User Role Definitions, i.e. Sales Assistant, AE, LSM, GSM, CSR, NSM, RD etc. Select Access options for Each User Role. This will be the default Access as you Add the Users and assign them a ROLE Add Users Add Display Name How the user wants their name to appear on reports Add User s initials Add the Logon Name This is their network logon. This is typically their login, example jfriberg Add password. The default password is wo - then first/last initial Check box if user should be notified of data delivery (Managers and/or RD) User Access Select Role from drop down menu. These are the roles you defined earlier Market/Station Access Select Market (s) And Station(s) for each User

8 WO Media Sales System Setup Add Users cont. Traffic Links - Select MANAGE TRAFFIC LINKS Find User from the right hand column and double click to select Skip Address Add Phone number(s) Add Address Add Website If IT at the station has given permission, you can the Install to the User. Set Up Time Blocks Define each Daypart the way the station sells it, i.e. Is Early Morning 5a-9a? 5a-8a? Default Load should be PAV, Exact Days Early Local News can be defined as Program Source Local News All Dayparts except for Prime and Weekend is typically defined under Default Load Options as PAV, Exact Days Prime should be PAV, Individual Days, unless it is a network where Prime runs M-F, i.e. Univision or Telemundo, or Independent stations that run strip programming Set up the Sports Only Time Block., M-Su 6a-2a, PAV, All Days, Program Type is Sporting Event and Local Sports Set up the All Local News Time Block as M-F 5a-1130p, Program Source Local News, PAV, Exact Days Set up the Weekend Local News Time Block as Sa-Su 5a-1130p Program Source, Local News, PAV, Individual Days Save

9 WO Media Sales System Setup Spot Lengths Define Ratings Multiplier (where applicable Define Rate Multiplier Add Custom Spot Lengths (i.e. 4 sec ID) Add Rate Rounding Rule Inventory Daypart Make sure you define the exact start/end times of each Daypart. This affects the way the Daypart is defined when you post. Is your Daytime defined from M-F 9a-3p, or 9a-5P? Edit your times for each Daypart Is your actual start of the Prime break 657p or 757P? How do you sell Early News? Do you have more than one Early News? If you need to add under the Early News selection add as M-F 4-5p, then hit ADD and add M-F 6-7p If you are not using a Daypart that is listed here, you can t delete it. You can trick the system. Change the time to W 3a-3a You should define your competitors as well. You can be basic with them, knowing where there they start/stop in Daytime, News, Prime, and Late News

10 WO Media Sales System Setup Static Average Books This is where the RD can create an average book for all users to access. A typical example might be for an LPM market to average 3 books from a quarter, such as 1QTR13 This book will appear in the TP column when the AE s create a campaign. Once these are created, they cannot be deleted. Users can create their own on the fly, but the Static Average books are handy to have saved for all users. Nielsen Book Options This is where Metered and LPM markets can choose what data their AE s can see. For example, in an LPM Market the only currency that may be used is Live SD. In this case, you can turn off the other books If station does not want the Auto Created books from the overnights created once the sweep ends, you can check the books

11 WO Media Sales Setup Station Inventory New Station Create inventory from latest PAV, Excel Import (from Marketron file), Rep Import, Traffic Import (future option) or Select Empty If you select PAV, it will bring in EVERYTHING from the last book. It will create the typical Product Folders and automatically place your programs into the right folders where possible You will need to clean it up by removing old programming, single day programs, Paid Programs, sports and specials from the last book, etc. You may need to tag programs and moved tagged programs to the correct folders. If you select Empty, you can simply create your own Product Folders, than hand enter in each program into the folders, usually matching the rate card they provided you. Edit Product Folders as necessary for the station. For example, a CW station may not have Late News, a FOX station may want extra folders like NFL, Baseball, Nascar, etc. Verify that the Daypart Code is correct for each program. The first Daypart code is the most important Delete or change outdated programs Add new programming Edit start/end dates and add Hiatus dates where necessary Add Sort Codes by Product

12 WO Media Sales Setup WORK WITH STATION RD /ADMIN ON THESE STEPS. THIS IS USUALLY DONE VIA WEBEX THE WEEK PRIOR TO TRAINING AT STATION Station Inventory > Add PAV If this an LPM or Metered Market, find out if the station wants Live, Live SD, Live 7, or all three data streams defined for PAV Tracks Verify PAV program match to each program in each Product Folder. Use Filters for ease in checking (by program or by book) If PAV doesn t match, double click on the program on the right column and find a suitable match. For example, if you have two sitcoms that run back to back, and you sell it that way, you may want to select both of them for the PAV match. If there is no match, you may want to choose to leave it as TP. If it is a Sport or Special program, and that program only runs in one book you can undefined the program in all other books Station Inventory > Add Selling (Estimate) Books Once you have defined your PAV books, you can create your Selling Books. Since Selling Books are usually created off a PAV book, it is very important that you have defined your PAV books accurately first. You can create your book from either the Standard Selling Books (these are pre-named or select Custom Selling Books (you can name these yourself) You may want to create a Sports book that can only contain Sports programming, and a Specials book with only Specials. All programs that are not S for sports or X for Specials can be Undefined in these books. Comments are automatically generated once you create these books Publish your inventory, then exit the system an come back in.

13 WO Media Sales Setup Rate Card Once you have the Inventory created and Published, you can add the rate card From the Sales Button Select TV Rate Card Select the primary station you are adding the Rate Card for/ Open Define the type of Rate Card you want,: Quarterly, Monthly, Weekly Select the number of levels Select how you want your Averaged Rates to appear (if using Weekly Rate Card) Edit Rate Level Names Select whether you want to show you programs by Daypart Code or Inventory Product Select options to show/hide from Grid Settings Show/Hide CPP and start/end dates Export Rate Card to Print. Whatever options you have checked, is how it will print, WYSWYG Save Internet Inventory Select Primary Station and Add Source Name Add Domain Name Add Visitors Add Unique Visitors Add Pages, Banners, promotions

14 Contact List by Product WO CRM Bridgette Juett WO CRM PDC x 241 WO Media Sales Support Department sales-support@wideorbit.com WO Media Sales Training sales-training@wideorbit.com WO Media Sales support hours of operation Monday Thursday 7:00am 7:30pm Friday 7:00am 7:00pm

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