V. Work Begins

• Creative Brief
• The creative brief is the most important project document–it is how we communicate the project intentions to the Project team and Client. It is also used to set and manage Client expectations related to the assignment, along with a scope of work document and the approved estimate.
• All new projectss require a brief. If in doubt, the VP of Account Strategy (VPAS) or Executive Creative Director (ECD) will provide guidance.
• The brief must be approved by the VPAS, ECD/Digital Director and Client prior to kickoff.
• If the Client changes direction after they approve the brief, an incremental fee may be appropriate.

• Schedules
• When a project is kicked off, the team will collaboratively discuss timing and establish the “Copy to Account” and “Internal Review” dates by close of kick off meeting.
• The Resource Manager (RM) or Digital Project Manager (DPM) will work with Account to finalize the schedule within 48 hours of kickoff, ensuring agency and Client needs are considered.
• The RM/DPM will share the final schedule with the team through a WMJ “Schedule Complete” conversation.
• Schedules are forwarded to the Client to confirm final delivery date and Client availability for scheduled tasks.
• Any changes in the schedule are shared with the team through a WMJ “Schedule Update” conversation.
• Schedule updates are shared with the Client through the Account Client Status Report.
• When a job is delayed or it is determined that the delivery date cannot be met, it is important for Account and RM/DPM to establish a new delivery date that meets Client expectations ASAP.
• It is everyone’s responsibility to manage their own schedule tasks and alert the RM/DPM when a deadline is in danger of being missed BEFORE the deadline. RM/DPM must notify Account as far in advance as possible of any compromises and provide options for meeting the deadline. Escalation to the ECD/Digital Director can help to identify additional resources and keep the project on track. It’s important to be proactive with the Client vs. reactive.
• Mark your tasks complete and enter project time in WMJ. Marking tasks complete is necessary for an automated message to alert the team that the next task is ready to begin. If tasks are worked on over a period of time, a percentage of task completion can be entered so that RM’s can monitor progress.

• Kickoff Meeting
• Once Account has an approved the Creative Brief, Account should schedule a kickoff meeting with Creative team and RM/DPM (plus other departments if appropriate). Include Production if printing or shooting custom video or photography are included. Include Media for publisher custom content creation.
• Any schedule red flags should be discussed. “Copy to Account” and “Internal Review” dates should be established by close of kick off meeting.

• Internal Review Meeting and Client Review
• Prior to the internal review meeting, the ECD/Digital Director will have collaborated with all cross-functional team members including the PM to confirm specs and feasibility within budget parameters or identify if additional budget will need to be requested from the Client to fulfill any of the concepts (such as photography or illustration). It is very important that this is done before anything goes to the Client.
• During the Internal Review, work is shared with Account team and others, preferably
  2—3 days before work is presented to Client. Revisions are agreed upon. Creative must notify RM/DPM early if layouts are taking longer than expected.
• Designs are provided to Account by the RM/DPM in a WMJ delilverable. Work is presented or shared with the Client on the scheduled date, and additional fees are mentioned as part of the work sell-in process.

• Routing

Note: The Creative/Digital team may go through several rounds of internal revisions before the project is actually routed. Department heads should review work prior to releasing to the RM/DPM to route.

• RM/PDM creates WMJ “Internal Route” deliverable, establishing review order and deadlines. Quality Standards is typically the first stop.
• The RM/DPM may stop the route after Quality Standards proofing if extensive revisions are needed.
• Be clear and specific with comments and direct if mandatory or a suggestion.
• Reminder that briefs, content outlines and scope documents can be uploaded to the WMJ project files for team reference.
• Spec sheets can include printing, photography, video or media details and are part of the WMJ project.

• Change Management

Note: Account must check with RM/DPM before promising a date to the Client. This helps with managing workflow and identifying if changes require an incremental estimate based on supplemental scope opportunities. Two rounds of Client revisions are typically included in project estimates, however, simple projects may specify one round.

• Account provides Client revisions back to RM/DPM in the deliverable. Copying the entire project team on the feedback creates confusion.
• Please be as directive as possible in communicating revisions and next steps. Summarizing needed revisioins in a checklist is helpful and may reduce revision rounds.
• In-person conversations are encouraged between Account and Creative/Digital teams to ensure Client-suggested revisions are on brief. Don’t forget to inform the RM/DPM.
• Relevant documents should be attached to the associated Comment in tne Deliverable. If too large, save in Assets folder on Active Jobs and provide filepath in the Deliverable Comment.
• RM/DPM assigns revisions to appropriate resource and designs are routed through deliverable rounds until final Client approval is provided.
• RM/DPM will revise schedule accordingly and send a WMJ Schedule Update conversation to the team.

• Release File
• Once a Client approves a project, a final Delivearble will route and the files will be collected.
• A “Collected Files” conversation will be sent from the designer to the RM/DPM for file release.
• The RM/DPM will send a “Release” conversation to Production (for vendor release), or Account (for Client or publisher release).
• For publisher releases, Account will be assigned a task to update the Client media close list with the final file name and UTM. The Media Traffic Manager will release agency-created files (not a part of custom content). The Media Coordinator will release custom content and all related components.
• Account will release files to Client, if required.

• Testing
• Marriner-blasted emails, dev links, and publisher placements are tested.
• All testing is managed through WMJ deliverables.
• The RM/DPM test projects based on team assignement.
• Publication testing for paid placements is routed by the Media Traffic Manager
• Publication testing for custom content is rounted by the Media Coordinator/Planner.

• Server Organization

Note: All Client creative projects are organized on a central Datahost “Active Jobs” allowing 24/7 secure access and backup of critical files.

• See document “MMC Digital Guide 2017 with mandatory information located here: smb://192.168.17.5/Office_Data/i'M@WORK FILES/MMC INFO /MMC_DigitalGuide_2017_11x85_M1.pdf