xbox - online ads - workflow and documents

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Xbox– OnlineAdsDocumentationandWorkflowThursday3rd January,2012

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Thisdocumenthasbeencreatedtoprovide ProductionManagerswiththetoolstheyneedto

successfully deliverXboxOnlineAdcampaigns.

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Introduction

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Introduction

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TheOnlineAdsproductionworkflowwascreatedoveratwoyearperiod.WhenusedsuccessfullyProductionManagersareableto:

• Manage thecompleteendtoendworkflowofacampaign.

• Centralise allcommunicationandfiles.

• Capturebannerspecificationsforpublisherswithinacentraldatabase.

• Capturethenumberofformatsrequiredforeachcampaign.

• Capturethetypesofformatsrequiredforacampaigne.g.300x250,300x250Rich,PreRoll etc.

• Capturequeriesandinformationpertainingtoaspecificformat.

• Filterdeliverablesbyformat,market,responsibility,statusetc enablingProductionManagerstobetteridentifyspecificrequirements.

• Generate uniqueformatnamestohelpidentifydeliverables.

• Generate aresourceandcommercialestimateforbetterplanningandcommunicationwiththeclient.

• Generate areportontheactualstatusofacampaign.

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DocumentsandCollaborationTools

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PublisherSpecification Sheet(PSS) CampaignSpecification Sheet(CSS) PODLite

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PSS(PublisherSpecificationSheet)

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PSS

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• Themaster database forallformatsrequestedbyUMover thelastfewyears.

• There are twotabswithinthespreadsheetPLACEMENTSPECIFICATIONSandSETUP.

• Wheninsertinganewrowitisadvisedtocopyandpastetherowaboveorbelowthenewrow.Thiswillensurethatformatting andformulasaremaintainedwithinthedocument.

• DonotrenamethedocumentAKQA_PUBLISHER_SPECIFICATIONS.xlsx asthelinkwiththeCSSwillbreak.

• AlwaysopenupthePSSbeforeopeninguptheCSS.PublisherSpecification Sheet(PSS)

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PSS– SETUPtab

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Update documentdatehere

• TheSETUP tabcapturesallmasterformats,adservers,markets andestimates,theseare dynamicallypulledintothePLACEMENTSPECIFICATIONS tab.

• Centralising thisinformationensuresthatdataonlyneedstobeupdatedonceacrossboththePSSandCSS.

• WheninsertinganewformatdonotaddittothebottomofthelistasExcelwillautomaticallyexcludeitunlessyouupdatethenamerange.Insteadinsertthenewrowaboveanexistingrowandreorganise accordingly.

• Wheninsertinganewrowitisadvisedtocopyandpastethecellsfromandexistingformat.Thiswillensurethatformattingandformulasaremaintainedwithinthedocument

OP=OutsourcingPartner

Standardformat typescapturedhere

Effort requiredforeachformatagainstresources

AdServers typescapturedhere

Countriescapturedhere

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PSS– PLACEMENTSPECIFICATIONStab

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Dropdownlist,optionsarebeingpulledinfromthePSSSETUP tab

Specificationsarecapturedafter thiscolumn

Uniqueplacementnamerequiredforeveryformat.NamingconventionsmustfollowCOUNTRY_PUBLISHER_FORMAT_VIDEDURATION



Usefilters toviewspecificdata

Different format typescreatedifferent estimates,ensuredetailsare correct

Estimatesare pulledinfromthePSSDATAtab.Thesechangedependingontheformat typeselected.

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CSS(CampaignStatusSheet)

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CSS

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• Themaster documentforeachcampaign.TheCSSdocumentcaptureswhatformatsneedtobedelivered,whoisresponsibleandwhatthedeadlineisforeachformat.

• OpenthePSSbeforeopeninguptheCSS.

• AlwaysenableMacroswhenopeningthedocument.

• TheCSSdocumentpullsin80%ofdatadirectlyfromthePSS.IfchangesarerequiredforaformatthenmakethechangeswithinthePSSandnottheCSS.

• Onlyupdatefieldswhicharewhite,colour codedcolumnsshouldnotbeedited.

CampaignSpecification Sheet(PSS)

• FourtabsavailablewithintheCSS:

• SETUP - IsusedtomanagetheCampaignName,DocumentDate,Creative ExecutionandResponsibility.

• CAMPAIGNSTATUS- Providesasnapshotofthecampaignandisusedforhighlevelplanningandtounderstandwhatformatsarepending,inprogress,completedandhavebeendelivered.

• CAMPAIGNSPECIFICATIONS- IsthekeypartofthedocumentandisusedtopullindetailsfromthePSS.EachformatwithinthistabeventhoughisacopyofwhatcanfoundinthePSSadditionalcolumnsareavailabletohelpmanagethedaytodayworkflow.

• CAMPAIGNFINANCIALS- Automaticallygeneratesaresource andfinancialestimateforacampaign.Actualcostsarealsogenerated ifactualhoursarecapturedandentered duringproduction.

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CSS– SETUPtab

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SetupthecampaignnamewithintheSETUPtab

MultiplecreativeexecutionsaresupportedwithintheCSS.Ifthereisonlyonecreativethenleavetheotherrowsblank

Thisdataisusedtohelpassignaformattoanowner.

Changethedocumentdatewhenupdateshavebeenmade.Thisdatewillbereflected acrossallsectionswithinthedocument

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CSS– CAMPAIGNSTATUStab

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Capturehighlevelactions,dependenciesandrisks

Keyformatsgenerally usedinacampaign.Ifaformatismissingreplaceanunusedformatwiththeformatrequired.Thischangewillautomaticallyeffect theCAMPAIGNFINANCIALStab.Ifaformatismissingfromthedropdownlist,itwillneedtobeaddedintheSETUPtabwithinthePSS

Highlevelplantoillustratewhatwillbehappeningduringthecampaign

Aformulaisbeingusedtocountwhetherthere isamatchwiththeformatsandtheirstatuswithinthetabCAMPAIGNSPECIFICATIONS



Aformulaisbeingusedtocountwhether there isamatchwiththecountriesselectedwithinthetabCAMPAIGNSPECIFICATIONS

Changingthedateherewillupdatetheentire plan

Snapshotoftheoverallstatusofacampaign

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CSS– CAMPAIGNSPECIFICATIONStab

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Usethe providedbuttonstohelpquicklyfilterdatawithinthespreadsheet

TheStatus columnisusedtoidentifywhatstageaformat isin

ThecolumnTypeincludesthefollowingvalues"Master","Master OP","Adapted"and"Duplicated".Eachtypewillcalculatetheformatwithadifferentcost

Filenamesaregenerated byappendingthecreativetotheplacementname

Dropdownlist dataisbeingpulledfromthePSS.Changingaformatwillupdatetheadserver, specificationsandestimatedeffort forthatrow

Delivery Dates are automaticallygenerated bythedatawithintheLiveDatecells.AKQAareresponsiblefordeliveringformats2weekspriortolaunch

Agencycolumnidentifieswhoisresponsiblefortheproductionofacampaign.AKQAareresponsibleforRichandMasterOpformats,outsourcingpartnersare responsibleforstandardformats,whilstpublishersareresponsibleforpublisherformat.

Usethe Notescolumntospecificallycapturedetailsforaformate.g.ConfirmAdServer

Usefilters toviewspecificdata

Selectingacreative typewillhelpidentifydifferentcreativeexecutionsforacampaign

Wheninsertinganewrowitisadvisedtocopyandpastetherowaboveorbelowthenewrow.Thiswillensurethatformattingandformulasaremaintainedwithinthedocument

Estimatesforaformat areautomaticallypulledinfromthePSS,however actualsarecanbeinsertedwhere there are columnswhichincludethetext(A).ThisinformationwillbeusedwithintheCAMPAIGNFINANCIALStab

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CSS– CAMPAIGNFINANCIALStab

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Data isautomaticallypulledinbasedontheformatsselectedwithintheCAMPAIGNSTATUStabandwiththedatawithintheCAMPAIGNSPECIFICATIONSTAB.Thesheetcountstheformatsagainstresponsibilityandwilldisplaydetailsaccordingly.

HighlevelAKQAandOutsourcingpartnerestimatesandactuals

AKQAestimate,brokendownbyformatandsupportrequirementsfortheOutsourcingpartner(Master OP)

Outsourcepartner estimate,brokendownbyformat

AKQAactualsbrokendownbyformatandanysupportrequirementsforthe Outsourcingpartner

Outsourcepartner actualsbrokendownbyformat

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PODLite(Modified)

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ProjectDocuments

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• Capturesthedeliverablesandcostsfortheproject.ThisdocumentmustbesharedandapprovedbyXboxbeforestarting anyproduction

• TheCost_Estimate tabcapturesmanagement andspecificresourcerequirementsforacampaign

• TheCampaign_Estimate tabcapturesthecostsforalltheformatswhichneedtobebuilt

• NumberofformatsneedtobeaddedtotheCampaign_Estimate tab.ThetotalnumberandcostsshouldbecrossedreferencedwiththeCampaignStatusSheet (CSS)

• BothtabsareusedtocalculatethetotalcostfortheprojectintheSummarytab

PODLite(Modified)

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Basecamp&Dropbox

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Basecamp

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• UseBasecampwhencollaboratingwithallpartieswithinacampaign,includingUM.

• Don’tcreate multiplemessagesifitisn’trequired.Fewermessageswithlongerthreadsmakeiteasiertoread andfollow.

• UploadthelatestPSSandCSSdocumentsinBasecamp.Whenyouneedtomakeachangesendamessageinformingtheteamthatyouwillbeeditingit.Thiswillprevent teamsfromhavingtomergedocumentslater(incrediblycumbersome).

• Dropbox hasproveninvaluablewhensharingdataacrossdisperseteams.KeyfileswhicharesavedonDropboxare:

• Publisherspecifications

• Campaignsassets,translationandmasterfiles

• Finaldeliveryfiles

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THANKYOU

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