Mandy
Adam Steel
Peter Overland
Operation Manager
Producer
Department Head
Mandy – Operation Manager “I work for the Lorem Ipsum as part of my job I need to monitor the development process of the spots” She is a ‘single point of contact’ for everyone in the team and hence plays a crucial role in the whole process
Characteristics
Needs
Decision Factors
Likes • To be able to find information quickly and easily • Conveying the right information to the right person in time • Work efficiently and effectively
• Easy way to track the progress of projects and scheduling • Standardize way to get approvals • Streamlined way to convey the changes suggested by the BS department. • A better system to reallocate assignments • An effective way to generate promo codes
• Easy way to segregate information • A common platform to find, share, and organize information and tasks. • Tools that make her life easier
Dislikes • Waiting for relevant inputs. • Communication chaos • Inconsistencies in a creative process
Goals • To ensure high quality, error-free, and timely delivery of spots.
Creative Phase
Producer (Adam Steel)
Operations Manager (Mandy)
sends mail or phone call for project initiation
Creates Work Order
Updates his “spots being produced” whiteboard with scheduling grid
Department Head
Broadcast Standards
Music Department
Editor (Tony)
Assign Preliminary Editor
Starts searching for assets while waiting for WO
Starts working on the spots
Sends WO Ref to Producer
Creates the script for the spot, creates PDF and sends to editor
Once or twice a day
Creates Graphics request and notifies graphics department through email Works with Editor in edit bay and searches for music for the spot marking the ones he likes Request approval for music from the “boss”
??
Collect spots that are ready for approval and create briefcase
Sends email to dept. head with briefcase for approval
Mark Spot as Ready for Approval
No
Review spots
Approved Yes
Do rework
Mark as Approved Add advisement notes and rating designation
How Often? Gather approved spots and create email
No
Approved
Finishing Phase
Producer (Adam Steel)
Operations Manager (Mandy)
Department Head
Generate Unique Promo code for each spot tag
Extract and send email with promo codes and recommended BS&P ratings ??
Schedule resources to finish the Spot (edit bay, audio resources, voice over, etc.)
Create email with all resources and send to ??, also print a hard copy (to be used by ??) How Often? Poll Mixing and Editing for status
Notify rework done No
Done
Create email with video links for requesting approvals
Coordinate Rework
No
Approved
Yes
Send spot file to encoding
Request final file is sent to encoding
QC final video reference of the video uploaded by the producer Notify editor or machine room that video is ready for archiving
Provide final spot info
Request final spot info
Close work order
??
Yes
Broadcast Standards
Approved
Music Department
Editor (Tony)
Delivery Phase
Producer (Adam Steel)
Operations Manager (Mandy)
Department Head
Broadcast Standards
Close work order
Many times a day
Compile and send email blast to stakeholders with finished spots info
Extract and send email with promo codes and recommended BS&P ratings Employees from multiple departments request spots combos with special instructions [Multiple times a day] Assemble packages for special requests with links to CMS Run reports for Dept. Head and manually compiles info in Excel
Anytime Requests reports
Anytime
Runs reports for music department (retypes missing info)
Provide missing info
Requests missing info from Producers
Finalize report
Provide final spot info
Request final spot info Close work order
Requests reports
Music Department
Editor (Tony)
Lets see a day in the life of Mandy, and find out the tasks she performs throughout the “Creative Phase”.
Let’s consider a scenario
Mandy Operation Manager
Mandy has been working with the Lorem Ipsum department for 3 years now. As a part of her role she communicates with the entire team on the work progress, monitors the status of projects and gets all the required approvals from the related departments.
Her goal is to ensure a high quality, error-free and timely delivery of spots.
Lorem Ipsum From: Adam Steel
Home
Projects
| Sub: New Spot Request
Welcome Mandy
Library
Sessions
Calendar
5
Mail 16
Titles
Drop Zone Auto Collections
My Tools Notifications
Contacts
View
You have 16 Emails and 5 Notifications
Create New
Graphics
Projects
Graphics
Program Planning
Shows
5
Approved Today Finished Today Shipped Yesterday
Email 12
Acquisitions / Shoots
Resources
Custom 1
Custom 2
Needs Approval - 5
TBD
Needs Cue Info - 5
Compilations
9 5 3 12
Rough Cuts Reviews & Approvals BS&P Compilation TBD Compilation
Needs QC - 5
Terminator: The Sarah Connor Chronicles
1
Master chef Junior
1
Animation Domination
2
Animation Domination
2
Terminator: The Sarah Connor Chronicles
2
Master chef Junior
3
Glee
3
Animation Domination
3
Terminator: The Sarah Connor Chronicles
4
Cosmos: A Spacetime Odyssey
4
Glee
4
Glee
5
Master chef Junior
5
Cosmos: A Spacetime Odyssey
5
Cosmos: A Spacetime Odyssey
Announcer Schedule
1
Glee
2pm
AUD 402
James Taylor
2
Terminator: The Sarah Connor Chronicles
3pm
AUD 402
George Del Hoyo
3
Animation Domination
5pm
AUD 403
Scott Rummel
Daily Work Order Billable Projects Music Report TBD Report
Search with name
Projects Pipeline Upcoming Projects In-process Projects
85
8 5 3 9
My Contacts
1
Needs Update - 5
Reports
6 5 3 5
Lorem Ipsum
16
Adam Steel
Home
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New Spot Request
Library
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Titles
Mail 16
Lorem Ipsum
Home
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Library
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Graphics
New Spot Request Adam Steel (Adam.steel@21cf.com) 16
To: mandy@21cf.com Adam Steel
Spot Request
Spot Request
Brooklyn 99 shorts
20
Contacts
Titles
Mail 16
Lorem Ipsum
Home
Projects
Welcome Mandy
Library
Sessions
Graphics
Drop Zone Auto Collections
My Tools
Calendar
5
Notifications
Mail 16
Titles
View
You have 16 Emails and 5 Notifications
Create New
Contacts
Projects
Graphics
Program Planning
Shows
Approved Today Finished Today
5
Shipped Yesterday
Email 12
Acquisitions / Shoots
Resources
Custom 1
Custom 2
Needs Approval - 5
TBD
Needs Cue Info - 5
Compilations
9 5 3 12
Rough Cuts Reviews & Approvals BS&P Compilation TBD Compilation
Needs QC - 5
Terminator: The Sarah Connor Chronicles
1
Master chef Junior
1
Animation Domination
2
Animation Domination
2
Terminator: The Sarah Connor Chronicles
2
Master chef Junior
3
Glee
3
Animation Domination
3
Terminator: The Sarah Connor Chronicles
4
Cosmos: A Spacetime Odyssey
4
Glee
4
Glee
5
Master chef Junior
5
Cosmos: A Spacetime Odyssey
5
Cosmos: A Spacetime Odyssey
1
Glee
2pm
AUD 402
James Taylor
2
Terminator: The Sarah Connor Chronicles
3pm
AUD 402
George Del Hoyo
3
Animation Domination
5pm
AUD 403
Scott Rummel
Upcoming Projects In-process Projects
21
85
Daily Work Order Billable Projects Music Report TBD Report
Search with name
Projects Pipeline
Announcer Schedule
8 5 3 9
My Contacts
1
Needs Update - 5
Reports
6 5 3 5
Lorem Ipsum
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Contacts
Titles
Mail 16 3
New Work Order - #9666
01-18
All Projects
General Info W.O.#
9666
Theme
Work Order Name Upfront Campaign 2014
Rpt. Category
Programming Sp Ops/CS/GFX
Ratings
Work Order Notes Overall Notes
Producer Adam Steel
Client#
Client Name
Rate 1
Card Master Rate Card
Editor Tony
Language
Status
English
Active
Estimate
Billable
English
Neo Code
EA Code
Z054, BONE
204433322
Work Order Info
Save
Reset
Submit
Lorem Ipsum
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New Work Order - #9666
01-18
All Projects
General Info
Work Order Info SHOW INFORMATION #
Code
9/31/2014
Ship Due Date NO.
Show Title
WO From Plan
Export Tags
View Shows
Accounting
DATE CODE EPIS#
Episode Title
Date
Air Date
Day
Air Time
1
SPOT LIST LET Z
Spot#
Length
Spot Type
Spot Title
Notes
01
TAG VERSIONS LIST MAT. ID#
Category
House#
Setup
LET.TAG
AUX
Tag Description
1st Air
23
Kill Date
QT
ISCI Code
Save
Reset
Submit
Adam Steel Producer
Adam has been working with the Lorem Ipsum department for 10 years now. Adam is responsible for all aspects of production of a ‘spot’. He is accountable for the success of the spot. He steers the creative from beginning to completion. After he receives a response from Mandy, who creates a work order for him, he quickly gets on with his work. After an epic effort from him and his team, he manages to complete the spot just in time to be sent for further approvals.
Mandy Operation Manager
Mandy receives the finished spot from Adam. She receives a notification of the same on her dashboard.
Lorem Ipsum
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Notification: You have a new spot from Adam ready for approvals View
Welcome Mandy
Drop Zone Auto Collections
You have 16 Emails and 5 Notifications My Tools Create New
Calendar
5
Notifications
Projects
Graphics
Program Planning
Shows
5
Approved Today Finished Today Shipped Yesterday
Email 12
Acquisitions / Shoots
Resources
Custom 1
Custom 2
Needs Approval - 5
TBD
Needs Cue Info - 5
Compilations
9 5 3 12
Rough Cuts Reviews & Approvals BS&P Compilation TBD Compilation
Needs QC - 5
Terminator: The Sarah Connor Chronicles
1
Master chef Junior
1
Animation Domination
2
Animation Domination
2
Terminator: The Sarah Connor Chronicles
2
Master chef Junior
3
Glee
3
Animation Domination
3
Terminator: The Sarah Connor Chronicles
4
Cosmos: A Spacetime Odyssey
4
Glee
4
Glee
5
Master chef Junior
5
Cosmos: A Spacetime Odyssey
5
Cosmos: A Spacetime Odyssey
Announcer Schedule
1
Glee
2pm
AUD 402
James Taylor
2
Terminator: The Sarah Connor Chronicles
3pm
AUD 402
George Del Hoyo
3
Animation Domination
5pm
AUD 403
Scott Rummel
Daily Work Order Billable Projects Music Report TBD Report
Search with name
Projects Pipeline Upcoming Projects In-process Projects
85
8 5 3 9
My Contacts
1
Needs Update - 5
Reports
6 5 3 5
Lorem Ipsum
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Contacts
Mail 16
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4
Single Spot View
Quick Filter:
By Date
By Show
"I'm A Scary Robot"
TERMINATOR: THE SARAH CONNOR CHRONICLES TSCC508 (The End In The Beginning) Spot View
P. Overland OAP
Spot
Team
Sources
Promo Codes
Key due dates
Audio Status
R/C DUE Day/Date
Video Status
Resources EDIT 1 T. Nol ley
Distribution
:30
Add to Briefcase
R/C DUE Day/Date
R/C DUE Day/Date
SMOKE 2 D. Yount
AUDIO 433 C. Hogan
Archiving Info
Launch Spot for Awesome Season Premier Episode, featuring Thomas Deccar and Lena Headley.
1:08 / 4:27
Additional Spot Notes Free Text Entry here for Operation/Admin
Closing Info Approval
Kill Date Monday 7/7/14
Project Umbrella Info PROJECT W/O #3948333
UPFRONT
Generic/BTS
By Resource
By R/C Only
By (Custom)
Review & Approval Kill Spot Delivery Phase Finishing Phase
Spot Description Restriction
By Dept.
01-18
"PROJECT TITLE"
PROJECT DESCRIPTION Lorem ipsum dolor sit amet, consectetur adipiscing elit. Duis massa erat, aliquam vel facilisis id, aliquam nec lorem. Donec malesuada scelerisque tellus eget vulputate.
Creative Phase
Approved
Producer
Adam Steel Ready for Dept. Head Approval
2 day
Lorem Ipsum
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Single Spot View
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"I'm A Scary Robot"
TERMINATOR: THE SARAH CONNOR CHRONICLES TSCC508 (The End In The Beginning) Spot View
OAP
Spot
Promo Codes
Team
Sources
:30
Add to Briefcase
By Resource
By R/C Only
By (Custom)
Review & Approval Kill Spot
Delivery Phase Finishing Phase
Dept. Head
Audio Status
Creative Phase P. Overland
Video Status
Approved
Distribution
Producer
Adam Steel Ready for Dept. Head Approval
High Restriction Archiving Info
P. Overland
By Dept.
01-18
Add Notes
Closing Info Approval Send for Approval
2 day
Lorem Ipsum
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Single Spot View
Quick Filter:
"I'm A Scary Robot"
P. Overland
TSCC508 (The End In The Beginning)
Promo Codes
OAP
AUDIO 433
C. Hogan
C. Coggins
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
Restriction
LOAD
PREP
VO
MIX
APP
SENT
PATH
Archiving Info
LOAD
PREP
VO
MIX
APP
SENT
PATH
Closing Info
LOAD
PREP
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
LOAD
PREP
VO
MIX
APP
SENT
PATH
Distribution
Approval
By Resource
By R/C Only
By (Custom)
Review & Approval Kill Spot
Finishing Phase
PREP
Video Status
:30
By Dept.
Delivery Phase
Audio Status
LOAD
Audio Status
By Show
01-18
TERMINATOR: THE SARAH CONNOR CHRONICLES Spot View
By Date
01-18
Creative Phase
Approved
Producer
Adam Steel Ready for Dept. Head Approval
2 day
Lorem Ipsum
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Current Spots View (7 Days)
Show Title: I’m a scary robot Producer: P. Overland Show Air Date: 9/1/08
Show Details
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
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Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
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Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
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Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
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Current Spots View (7 Days)
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
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Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
Show Details
By Date
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By Dept.
01-18
By Resource
By R/C Only
By (Custom)
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
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Today
Quick Filter:
Show Title: I’m a scary robot Producer: P. Overland Show Air Date: 9/1/08
Show Details
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
By Date
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
By Show
By Dept.
01-18
By Resource
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
By R/C Only
By (Custom)
Show Title: The Simpsons Producer: KIM Show Air Date: 9/1/08
Show Details
Show Title: I’m a scary robot Producer: P. Overland Show Air Date: 9/1/08
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Lorem Ipsum
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Dept. Head
Peter Overland
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Peter Overland Department Head
Peter has been working with Lorem Ipsum department for 11 years now.
He is responsible for overseeing the creative aspects of a spot. He is responsible for the overall quality control of productions.
Once Dan receives the finisher version of the spot from Mandy, he reviews the spot and approves it.
Lorem Ipsum
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Notification: Department Head approved the spot.
Spot View
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By Date
By Show
"I'm A Scary Robot"
TERMINATOR: THE SARAH CONNOR CHRONICLES TSCC508 (The End In The Beginning) Spot View
P. Overland OAP
Spot
Team
Key due dates
Audio Status
R/C DUE Day/Date
Video Status
Resources EDIT 1 T. Nol ley
Archiving Info Closing Info
R/C DUE Day/Date
R/C DUE Day/Date
SMOKE 2 D. Yount
AUDIO 433 C. Hogan
Kill Date Monday 7/7/14
Project Umbrella Info PROJECT W/O #3948333
UPFRONT
Generic/BTS
By (Custom)
Kill Spot
Creative Phase Operation Manager Dept. Head Approved
Mandy
Thanks Adam
Approved
Additional Spot Notes
By R/C Only
Review & Approval
Launch Spot for Awesome Season Premier Episode, featuring Thomas Deccar and Lena Headley.
1:08 / 4:27
Free Text Entry here for Operation/Admin
Approval
By Resource
Finishing Phase
Spot Description Restriction
By Dept.
Delivery Phase
Sources
Promo Codes
Distribution
:30
01-18
"PROJECT TITLE"
PROJECT DESCRIPTION Lorem ipsum dolor sit amet, consectetur adipiscing elit. Duis massa erat, aliquam vel facilisis id, aliquam nec lorem. Donec malesuada scelerisque tellus eget vulputate. 35
P. Overland
1 2 day
Nice Job!
Producer
Adam Steel Ready for Dept. Head Approval
2 day
Mandy Operation Manager
Mandy has set things right for the new spot. Now she checks the calendar view for checking other priorities.
Lorem Ipsum
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Ship View (7-Day) Monday 9/19 (Today)
Tuesday 9/20 Wednesday 9/21 Thursday 9/22 Friday 9/23 Saturday 9/24 Sunday 9/25
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Monday 9/19 (Today)
XKeyKDueADates Y B R/C
Tag Status
Mon 3/17
X
FINAL Wed 3/19
S
SHIP
Fri 3/19 10:00am
Tuesday 9/20 Wednesday 9/21
Thursday 9/22 Friday 9/23
K
A
Y
B
Q
S
Assignments
Projects Info
EDIT 1
T. Nolley
Z373.CNPT
SMOKE 2
D.Yount
Generic/BTS
AUDIO 433
C.Hogan
311477 Upfront
Recent Notes/Updates # Spots Due / # Tags Due P.Overland: R/C Approved (3/17 4:33) D.Barry-Audio finished
By (Custom)
40
41