Project Management Overview

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Project ManagementProject Management--Gatekeepers of ProcessGatekeepers of Process

Structure and WorkflowStructure and Workflow

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Team Structure at Team Structure at GlobalHueGlobalHueAccount, Creatives and Project ManagersAccount, Creatives and Project Managers

Assigned per client and productAssigned per client and productAccount SupervisorsAccount SupervisorsAccount ExecutivesAccount ExecutivesProject ManagersProject ManagersCopywritersCopywritersArt DirectorsArt DirectorsPrint ProducersPrint ProducersEditorial (Translator and Proofreader)Editorial (Translator and Proofreader)

Work as an integrated teamWork as an integrated teamInformation shared from initiation to completionInformation shared from initiation to completionWhole team integration for the lifecycle of the projectWhole team integration for the lifecycle of the projectFrom CIR to Final ReleaseFrom CIR to Final Release

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The role of the Project ManagerThe role of the Project ManagerProject Managers assigned to each client/product teamProject Managers assigned to each client/product team

Facilitate the internal meetingsFacilitate the internal meetingsDistributes the informationDistributes the information

Action ItemsAction ItemsSchedules Status meetingsSchedules Status meetings

Gathers information for the creation of timelines Gathers information for the creation of timelines Provides a recap of the CRI MeetingsProvides a recap of the CRI MeetingsTracks job through status reportsTracks job through status reportsInforms departments of work flowInforms departments of work flowMaintains status of active jobsMaintains status of active jobsEnters Production estimates and purchase orders into the systemEnters Production estimates and purchase orders into the systemResponsible for routing the actual pieces of Responsible for routing the actual pieces of a job (manuscripts, Art Directora job (manuscripts, Art Director’’s layouts, s layouts, mechanicals, etc) through the Agency for signature approvals andmechanicals, etc) through the Agency for signature approvals and/or corrections/or corrections

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Project ManagerProject Manager’’s roles roleLiaison to all Agency departments, working specifically within Liaison to all Agency departments, working specifically within client/product team to provide information on each job to:client/product team to provide information on each job to:

Account ManagementAccount ManagementCreative (Art Directors and Copy Writers)Creative (Art Directors and Copy Writers)EditorialEditorialStudio ImprintStudio ImprintProductionProduction

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All job requests concerning agency projects must be communicatedAll job requests concerning agency projects must be communicated through the assigned through the assigned Project Manager. Any requests that are made between departments Project Manager. Any requests that are made between departments without a Project without a Project ManagerManager’’s knowledge should be rejected.s knowledge should be rejected.

Production

Editorial/Proofreading

Studio Imprint

Copy Writers

Art Directors

Account Management

Project Manager

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Project ManagerProject Manager’’s roles role

Sets up Job Jackets for each assigned projectSets up Job Jackets for each assigned project

Schedules work for other key support service Schedules work for other key support service departments of the Agency departments of the Agency (Studio, Editorial, and Production) (Studio, Editorial, and Production) on the basis of advance warning. on the basis of advance warning.

Priority jobs must be noted by Project Manager and group signPriority jobs must be noted by Project Manager and group sign--off meetings off meetings arranged to expedite the approval process when necessaryarranged to expedite the approval process when necessary

Enters estimates into AdvantageEnters estimates into Advantage

Enters Purchase Orders into AdvantageEnters Purchase Orders into Advantage

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Tracking the jobTracking the job

Project Manager creates an initial schedule/timeline for the jobProject Manager creates an initial schedule/timeline for the job based on based on input from account, production and media.input from account, production and media.

Project Managers file paperwork in the job jacket for the trackiProject Managers file paperwork in the job jacket for the tracking of the jobng of the job’’s s history.history.

Work with Account on the daily progress of their assigned projecWork with Account on the daily progress of their assigned projects.ts.

Provides daily action lists to the team.Provides daily action lists to the team.

Provides Editorial EOD job listing that requires their services.Provides Editorial EOD job listing that requires their services.

Runs the weekly team status meetings.Runs the weekly team status meetings.

Provides input on the current state of a job during the daily PMProvides input on the current state of a job during the daily PM meetings.meetings.

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WorkflowWorkflow--Begin at the beginning:Begin at the beginning:

Communicate the clientCommunicate the client’’s needs need

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Account Team: Defines the assignmentAccount Team: Defines the assignment

Provides the clientProvides the client’’s input.s input.Plots the path of the assignment.Plots the path of the assignment.Is aware of the client budget contingencies.Is aware of the client budget contingencies.Determines the approximate timeframe for the project Determines the approximate timeframe for the project deliverables based on Agency as well as Client deliverables based on Agency as well as Client feedback.feedback.Communicates the client direction to the team.Communicates the client direction to the team.

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The CIRThe CIRThe CIR is the starting point for all creative executions. It prThe CIR is the starting point for all creative executions. It provides the team with the key ovides the team with the key information for the proper execution of the job.information for the proper execution of the job.

The CIR The CIR containscontains the the followingfollowing information:information:

BillableBillable/Non/Non--billablebillable: :

Purpose: Purpose:

Target Audience: Target Audience:

Communication Objective: Communication Objective:

Promise: Promise:

Delivery Vehicle: Delivery Vehicle:

Format/Initial Specs: Format/Initial Specs:

Mandatories: Mandatories:

Considerations/Additional Client instruction:Considerations/Additional Client instruction:

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CIR CIR Meeting Meeting

Account, Creatives and Project Manager, Studio Imprint, EditoriaAccount, Creatives and Project Manager, Studio Imprint, Editoriall’’, Print Production , Print Production must attend all CIR Meetingsmust attend all CIR Meetings

Distribute the preliminary information and discuss the Creative Distribute the preliminary information and discuss the Creative Brief/Brief/project with project with the teamthe teamAccount to ensure that Project Management has the proper guideliAccount to ensure that Project Management has the proper guidelines to nes to distribute to all assigned departmentsdistribute to all assigned departmentsSchedule follow up meetings to discuss direction and concept Schedule follow up meetings to discuss direction and concept Review hours for each discipline for the projectReview hours for each discipline for the projectDetermine need for support (freelance help)Determine need for support (freelance help)Project Management to provide a recap of the CIR for all team meProject Management to provide a recap of the CIR for all team membermber

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Stages of the ProcessStages of the Process

Timeline: Timeline: A timeline is created and approved by all involved departments A timeline is created and approved by all involved departments prior to submission to the clientprior to submission to the client

ConceptConcept ReviewReview : : Initialion and submission of concepts and copy to clienInitialion and submission of concepts and copy to clientt

Layout RevisionsLayout Revisions: : Review/revise Review/revise layout layout and submit to Clientand submit to Client

MechanicalMechanical ReviewReview: : Create productionCreate production--ready files and prep artwork for final ready files and prep artwork for final releasreleasee

FileFile ReleaseRelease: : After client approvals/ revisionsAfter client approvals/ revisions-- load and release of final filesload and release of final files

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Editorial Functions: Editorial Functions: Involvement from the concept stage to proof review.Involvement from the concept stage to proof review.

If the job is out of scope it must have estimate on fileIf the job is out of scope it must have estimate on fileIf not, process is halted and Account Team notified If not, process is halted and Account Team notified

ResponsibilitiesResponsibilitiesTranslationTranslationProofreadingProofreading

•• Initial ConceptsInitial Concepts•• Copy decksCopy decks•• ProductionProduction--ready mechanicalsready mechanicals•• Story Boards and ScriptsStory Boards and Scripts•• Vendor/Printer ProofsVendor/Printer Proofs

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Concept ReviewConcept ReviewAccount issues a CIR to discuss the scope and parameters of the Account issues a CIR to discuss the scope and parameters of the project. project. Files are either provided from the general market agency or creaFiles are either provided from the general market agency or created ted internally if an original piece.internally if an original piece.

11. . EditorialEditorial’’: Translates provided general market creative or, if original, : Translates provided general market creative or, if original, proofreads document.proofreads document.

2. Copy: Reviews From A to Si2. Copy: Reviews From A to Si’’ translation and/or commentstranslation and/or comments-- Signs off on Signs off on document.document.

3. Art: Updates/Creates layout with current copy deck3. Art: Updates/Creates layout with current copy deck-- signs off on the signs off on the document.document.

4. Account: Reviews layouts/concepts4. Account: Reviews layouts/concepts-- signs off on the document.signs off on the document.5. Editorial5. Editorial’’: Proofreads layouts and reviews and comments made by the team.: Proofreads layouts and reviews and comments made by the team.Repeat Steps 1Repeat Steps 1--5 until the document is clean.5 until the document is clean.

7. Account & Creative: Presents layouts/concepts7. Account & Creative: Presents layouts/concepts to the client.to the client.

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Layout RevisionsLayout Revisions1. 1. Account: Notes and marks layouts with client comments.Account: Notes and marks layouts with client comments.2. Creative: Reviews client comments.2. Creative: Reviews client comments.3. Editorial: Reviews comments to check for consistency and curr3. Editorial: Reviews comments to check for consistency and current guidelinesent guidelines-- signs off signs off

on the layout.on the layout.4. Creative: Revise layouts and/or Copy decks to reflect client 4. Creative: Revise layouts and/or Copy decks to reflect client commentscomments-- signs off on the signs off on the

documentdocument5. Account: Reviews revised layouts and notes makes comments if 5. Account: Reviews revised layouts and notes makes comments if necessarynecessary-- signs off signs off

on the document.on the document.6. Editorial: Proofreads revised layouts and makes comments if n6. Editorial: Proofreads revised layouts and makes comments if necessaryecessary-- signs off on signs off on

the document.the document.Repeat Steps 4Repeat Steps 4--6 until clean6 until clean7. Account: Submits for client approval7. Account: Submits for client approvalIf there are additional client comments repeat process until appIf there are additional client comments repeat process until approval is received.roval is received.

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Studio Functions:Studio Functions:Involvement from the mechanical stage to the file releaseInvolvement from the mechanical stage to the file release

Job must have estimate on fileJob must have estimate on fileIf not, process is halted and Account Team notified If not, process is halted and Account Team notified

Production specs, die strikes, comps and printerProduction specs, die strikes, comps and printer’’s s dummies prepared at this pointdummies prepared at this pointQC checks layout against spec sheetQC checks layout against spec sheetDiscrepancies are followed up with Production or ADDiscrepancies are followed up with Production or AD

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RetouchingRetouching

Job must have estimate on fileJob must have estimate on fileIf not, process is halted and Account Team notified If not, process is halted and Account Team notified

Preparation of final high res artwork occurs Preparation of final high res artwork occurs simultaneously with layout and copy revisions to speed simultaneously with layout and copy revisions to speed processprocess

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Preparing for Production/ Mechanical StagePreparing for Production/ Mechanical StageThis is the stage where the files are transferred from Creative This is the stage where the files are transferred from Creative to Studio Imprint for the creation of the to Studio Imprint for the creation of the mechanicals. The job folder for studio must contain the Studio Tmechanicals. The job folder for studio must contain the Studio Ticket as well as the proper reference icket as well as the proper reference materials. Studio will not begin a job unless they have all the materials. Studio will not begin a job unless they have all the information they require.information they require.

1.Production: Creates studio ticket for submission to Studio Imp1.Production: Creates studio ticket for submission to Studio Imprintrint2. Studio : Creates mechanical based on layout and specs provide2. Studio : Creates mechanical based on layout and specs providedd--Studio operator and Studio operator and

QC signs off on the mechanical.QC signs off on the mechanical.3. Art: Double checks mechanical and notes and changes if necess3. Art: Double checks mechanical and notes and changes if necessaryary--signs off on the signs off on the

mechanical.mechanical.4. Editorial: Proofreads mechanical4. Editorial: Proofreads mechanical-- signs off on the mechanicalsigns off on the mechanical5. Copy/ Art/ Account: Reviews proofreaders comments and makes a5. Copy/ Art/ Account: Reviews proofreaders comments and makes any necessary ny necessary

changeschanges-- CreativesCreatives and Account must sign off on the mechanical.and Account must sign off on the mechanical.6. Studio Imprint: Incorporates any comments on mechanical 6. Studio Imprint: Incorporates any comments on mechanical Repeat Steps 2Repeat Steps 2--6 until Clean6 until Clean7. Account: Submits mechanical to client for approval7. Account: Submits mechanical to client for approval8. Account: Marks client changes on mechanical8. Account: Marks client changes on mechanical9. Art/Copy: Reviews client comments9. Art/Copy: Reviews client comments-- marks any additional changes, and signs marks any additional changes, and signs

mechanical.mechanical.10. Editorial: Reviews client comments10. Editorial: Reviews client comments-- marks any additional changes and signs marks any additional changes and signs

mechanical.mechanical.11. Studio Imprint: Incorporates comments into mechanical11. Studio Imprint: Incorporates comments into mechanicalRepeat Steps 7Repeat Steps 7--11 until clean11 until clean

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Print Production Overview and Print Production Overview and FunctionsFunctions

Digital and traditional delivery of all final production files tDigital and traditional delivery of all final production files to vendors and clientso vendors and clients

Works with Client, Account, Art Department, Studio Imprint,Works with Client, Account, Art Department, Studio Imprint,and printers on cost, timing, and specsand printers on cost, timing, and specs

Checks file integrity and construction of files at the beginningChecks file integrity and construction of files at the beginning and prior to the release and prior to the release of the jobof the job

Works with Studio Imprint, as final highWorks with Studio Imprint, as final high--resolution artwork is preparedresolution artwork is preparedChecks specs during internal routing (at the beginning and at tiChecks specs during internal routing (at the beginning and at time of release)me of release)

Requests Estimates and Purchase Orders from Project ManagementRequests Estimates and Purchase Orders from Project Management

Reviews vendor proofsReviews vendor proofs

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Production: PreProduction: Pre--Release Release

PrePre--File ReleaseFile ReleaseEstimate Request must specify:Estimate Request must specify:

Job NumberJob NumberDescription: Should include size, colors, quantities, delivery/rDescription: Should include size, colors, quantities, delivery/run un datesdates

Vendor bidsVendor bidsWritten estimateWritten estimate

Estimate request to Project ManagementEstimate request to Project Management

Approval of Studio roundsApproval of Studio roundsFile Release to Vendor/Publication/PrinterFile Release to Vendor/Publication/Printer

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Production: Post ReleaseProduction: Post Release

PostPost--File Release ProcessFile Release ProcessFile received by vendorFile received by vendorApproval proof to AgencyApproval proof to AgencyRevision/approval of proofRevision/approval of proofRevised proofRevised proofFinal approvalFinal approvalPrinting/letter shop/manufacturingPrinting/letter shop/manufacturingDelivery of jobDelivery of jobKeeps job history on file for future referenceKeeps job history on file for future reference

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Mechanical ReleaseMechanical Release1. 1. Account: Receives final client approval on the mechanical, givesAccount: Receives final client approval on the mechanical, gives the the

mechanical a final read and signs off on the checklist mechanical a final read and signs off on the checklist 2. Studio Imprint: Gives the mechanical a final read and signs o2. Studio Imprint: Gives the mechanical a final read and signs off on the ff on the

checklistchecklist3. Editorial: Final Read3. Editorial: Final Read-- signs checklistsigns checklist4. Account/Copy/ Creative/Production: Final Read4. Account/Copy/ Creative/Production: Final Read-- signs checklistsigns checklist5. Production: Signs checklist5. Production: Signs checklist--Releases files to publication/print vendorReleases files to publication/print vendorVendor Proofs ReceivedVendor Proofs Received6. Production: Provides PM with vendor proofs as well as back up6. Production: Provides PM with vendor proofs as well as back up from from

final read.final read.7. Editorial: Proofreads proofs against backup7. Editorial: Proofreads proofs against backup8. Account/Art/Copy: Reviews proofs and makes comments if 8. Account/Art/Copy: Reviews proofs and makes comments if

necessarynecessary9.Production: Gives corrected proofs to the vendor.9.Production: Gives corrected proofs to the vendor.Repeat steps 6Repeat steps 6--9 until clean9 until clean

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How Revisions Impact CostsHow Revisions Impact CostsOn a timeline: earlier in the process = less On a timeline: earlier in the process = less $$Changes can be made at any pointChanges can be made at any pointNear the end of the process = more Near the end of the process = more $$Overtime and rush charges become prohibitiveOvertime and rush charges become prohibitiveChanges at the printer are the most costlyChanges at the printer are the most costly

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$$$$

$

JOB

CO

ST

Concept Layout Art Selection Mechanical Disk Release Printer

Rising Cost of Change Over the Rising Cost of Change Over the Life of a JobLife of a Job

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The Routing System for The Routing System for approvals/revisonsapprovals/revisons

The Routing System is in place to ensure that anyone can The Routing System is in place to ensure that anyone can look at the job jacket and:look at the job jacket and:

Determine a jobDetermine a job’’s current state and the next appropriate s current state and the next appropriate stepsstepsSee the history of the jobSee the history of the jobTrack down errorsTrack down errors

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The Transition MeetingThe Transition MeetingThe purpose of the transition meeting is to ensure that the propThe purpose of the transition meeting is to ensure that the proper information is shared er information is shared

between the project managers incase a job has to be temporarily between the project managers incase a job has to be temporarily handed off.handed off.

The PM assigned to the project calls for a transition meeting ifThe PM assigned to the project calls for a transition meeting if the EOD the EOD deliverables need to be covered by a 2deliverables need to be covered by a 2ndnd PM.PM.

The The PMPM’’ss supervisor as well as Account Management must be invited to thesupervisor as well as Account Management must be invited to themeeting.meeting.

The PM assigned to the project must fill out the transition formThe PM assigned to the project must fill out the transition form which the which the covering PM will refer to for the EDO deliverables.covering PM will refer to for the EDO deliverables.

The covering PM will provide a recap of the meeting to all team The covering PM will provide a recap of the meeting to all team members members involved in the project.involved in the project.