Project Management Overview


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Project Management Overview

  1. 1. Project Management- Gatekeepers of Process Structure and Workflow 1
  2. 2. Team Structure at GlobalHue Account, Creatives and Project Managers Assigned per client and product Account Supervisors Account Executives Project Managers Copywriters Art Directors Print Producers Editorial (Translator and Proofreader) Work as an integrated team Information shared from initiation to completion Whole team integration for the lifecycle of the project From CIR to Final Release 2
  3. 3. The role of the Project Manager Project Managers assigned to each client/product team Facilitate the internal meetings Distributes the information Action Items Schedules Status meetings Gathers information for the creation of timelines Provides a recap of the CRI Meetings Tracks job through status reports Informs departments of work flow Maintains status of active jobs Enters Production estimates and purchase orders into the system Responsible for routing the actual pieces of a job (manuscripts, Art Director’s layouts, mechanicals, etc) through the Agency for signature approvals and/or corrections 3
  4. 4. Project Manager’s role Liaison to all Agency departments, working specifically within client/product team to provide information on each job to: Account Management Creative (Art Directors and Copy Writers) Editorial Studio Imprint Production 4
  5. 5. All job requests concerning agency projects must be communicated through the assigned Project Manager. Any requests that are made between departments without a Project Manager’s knowledge should be rejected. Account Management Production Art Directors Project Manager Copy Writers Editorial/Proofreading Studio Imprint 5
  6. 6. Project Manager’s role Sets up Job Jackets for each assigned project Schedules work for other key support service departments of the Agency (Studio, Editorial, and Production) on the basis of advance warning. Priority jobs must be noted by Project Manager and group sign-off meetings arranged to expedite the approval process when necessary Enters estimates into Advantage Enters Purchase Orders into Advantage 6
  7. 7. Tracking the job Project Manager creates an initial schedule/timeline for the job based on input from account, production and media. Project Managers file paperwork in the job jacket for the tracking of the job’s history. Work with Account on the daily progress of their assigned projects. Provides daily action lists to the team. Provides Editorial EOD job listing that requires their services. Runs the weekly team status meetings. Provides input on the current state of a job during the daily PM meetings. 7
  8. 8. Workflow -Begin at the beginning: Communicate the client’s need 8
  9. 9. Account Team: Defines the assignment Provides the client’s input. Plots the path of the assignment. Is aware of the client budget contingencies. Determines the approximate timeframe for the project deliverables based on Agency as well as Client feedback. Communicates the client direction to the team. 9
  10. 10. The CIR The CIR is the starting point for all creative executions. It provides the team with the key information for the proper execution of the job. The CIR contains the following information: Billable/Non-billable: Purpose: Target Audience: Communication Objective: Promise: Delivery Vehicle: Format/Initial Specs: Mandatories: Considerations/Additional Client instruction: 10
  11. 11. CIR Meeting Account, Creatives and Project Manager, Studio Imprint, Editorial’, Print Production must attend all CIR Meetings Distribute the preliminary information and discuss the Creative Brief/project with the team Account to ensure that Project Management has the proper guidelines to distribute to all assigned departments Schedule follow up meetings to discuss direction and concept Review hours for each discipline for the project Determine need for support (freelance help) Project Management to provide a recap of the CIR for all team member 11
  12. 12. Stages of the Process Timeline: A timeline is created and approved by all involved departments prior to submission to the client Concept Review : Initialion and submission of concepts and copy to client Layout Revisions: Review/revise layout and submit to Client Mechanical Review: Create production-ready files and prep artwork for final release File Release: After client approvals/ revisions- load and release of final files 12
  13. 13. Editorial Functions: Involvement from the concept stage to proof review. If the job is out of scope it must have estimate on file If not, process is halted and Account Team notified Responsibilities Translation Proofreading • Initial Concepts • Copy decks • Production-ready mechanicals • Story Boards and Scripts • Vendor/Printer Proofs 13
  14. 14. Concept Review Account issues a CIR to discuss the scope and parameters of the project. Files are either provided from the general market agency or created internally if an original piece. 1. Editorial’: Translates provided general market creative or, if original, proofreads document. 2. Copy: Reviews From A to Si’ translation and/or comments- Signs off on document. 3. Art: Updates/Creates layout with current copy deck- signs off on the document. 4. Account: Reviews layouts/concepts- signs off on the document. 5. Editorial’: Proofreads layouts and reviews and comments made by the team. Repeat Steps 1-5 until the document is clean. 7. Account & Creative: Presents layouts/concepts to the client. 14
  15. 15. Layout Revisions 1. Account: Notes and marks layouts with client comments. 2. Creative: Reviews client comments. 3. Editorial: Reviews comments to check for consistency and current guidelines- signs off on the layout. 4. Creative: Revise layouts and/or Copy decks to reflect client comments- signs off on the document 5. Account: Reviews revised layouts and notes makes comments if necessary- signs off on the document. 6. Editorial: Proofreads revised layouts and makes comments if necessary- signs off on the document. Repeat Steps 4-6 until clean 7. Account: Submits for client approval If there are additional client comments repeat process until approval is received. 15
  16. 16. Studio Functions: Involvement from the mechanical stage to the file release Job must have estimate on file If not, process is halted and Account Team notified Production specs, die strikes, comps and printer’s dummies prepared at this point QC checks layout against spec sheet Discrepancies are followed up with Production or AD 16
  17. 17. Retouching Job must have estimate on file If not, process is halted and Account Team notified Preparation of final high res artwork occurs simultaneously with layout and copy revisions to speed process 17
  18. 18. Preparing for Production/ Mechanical Stage This is the stage where the files are transferred from Creative to Studio Imprint for the creation of the mechanicals. The job folder for studio must contain the Studio Ticket as well as the proper reference materials. Studio will not begin a job unless they have all the information they require. 1.Production: Creates studio ticket for submission to Studio Imprint 2. Studio : Creates mechanical based on layout and specs provided-Studio operator and QC signs off on the mechanical. 3. Art: Double checks mechanical and notes and changes if necessary-signs off on the mechanical. 4. Editorial: Proofreads mechanical- signs off on the mechanical 5. Copy/ Art/ Account: Reviews proofreaders comments and makes any necessary changes- Creatives and Account must sign off on the mechanical. 6. Studio Imprint: Incorporates any comments on mechanical Repeat Steps 2-6 until Clean 7. Account: Submits mechanical to client for approval 8. Account: Marks client changes on mechanical 9. Art/Copy: Reviews client comments- marks any additional changes, and signs mechanical. 10. Editorial: Reviews client comments- marks any additional changes and signs mechanical. 11. Studio Imprint: Incorporates comments into mechanical Repeat Steps 7-11 until clean 18
  19. 19. Print Production Overview and Functions Digital and traditional delivery of all final production files to vendors and clients Works with Client, Account, Art Department, Studio Imprint, and printers on cost, timing, and specs Checks file integrity and construction of files at the beginning and prior to the release of the job Works with Studio Imprint, as final high-resolution artwork is prepared Checks specs during internal routing (at the beginning and at time of release) Requests Estimates and Purchase Orders from Project Management Reviews vendor proofs 19
  20. 20. Production: Pre-Release Pre-File Release Estimate Request must specify: Job Number Description: Should include size, colors, quantities, delivery/run dates Vendor bids Written estimate Estimate request to Project Management Approval of Studio rounds File Release to Vendor/Publication/Printer 20
  21. 21. Production: Post Release Post-File Release Process File received by vendor Approval proof to Agency Revision/approval of proof Revised proof Final approval Printing/letter shop/manufacturing Delivery of job Keeps job history on file for future reference 21
  22. 22. Mechanical Release 1. Account: Receives final client approval on the mechanical, gives the mechanical a final read and signs off on the checklist 2. Studio Imprint: Gives the mechanical a final read and signs off on the checklist 3. Editorial: Final Read- signs checklist 4. Account/Copy/ Creative/Production: Final Read- signs checklist 5. Production: Signs checklist-Releases files to publication/print vendor Vendor Proofs Received 6. Production: Provides PM with vendor proofs as well as back up from final read. 7. Editorial: Proofreads proofs against backup 8. Account/Art/Copy: Reviews proofs and makes comments if necessary 9.Production: Gives corrected proofs to the vendor. Repeat steps 6-9 until clean 22
  23. 23. How Revisions Impact Costs On a timeline: earlier in the process = less $ Changes can be made at any point Near the end of the process = more $ Overtime and rush charges become prohibitive Changes at the printer are the most costly 23
  24. 24. Rising Cost of Change Over the Life of a Job $$$$ JOB COST $ Concept Layout Art Selection Mechanical Disk Release Printer 24
  25. 25. The Routing System for approvals/revisons The Routing System is in place to ensure that anyone can look at the job jacket and: Determine a job’s current state and the next appropriate steps See the history of the job Track down errors 25
  26. 26. The Transition Meeting The purpose of the transition meeting is to ensure that the proper information is shared between the project managers incase a job has to be temporarily handed off. The PM assigned to the project calls for a transition meeting if the EOD deliverables need to be covered by a 2nd PM. The PM’s supervisor as well as Account Management must be invited to the meeting. The PM assigned to the project must fill out the transition form which the covering PM will refer to for the EDO deliverables. The covering PM will provide a recap of the meeting to all team members involved in the project. 26