ONBOARDING and planning workflow

This is a step-by-step guide to illustrate how projects can be successfully onboarded into the business. It gives a general representation and guidance to all parts involved, however exceptions to this may apply.

It also gives a top line description on how the Billing Forecast sheet is used, its purpose and who is responsible to keep it updated.

step 0 - PROSPECT WORK in 80% and pipline

The Billing Forecast sheet is where we log and track any revenue or pottencial revenue work that comes into the business.

The top part of the Summary Tab gives a good overview of any work that is completed or already in production for each client.

Any potential upcoming work is monitored at the bottom of the Summary Tab in 50% Prospective and 80% Prospective.

Pipeline Projects [Responsability: Client Services, New Business]:

- Any project enquiries with outline brief information
- Estimated cost allocated to the month(s) where work is expected to be done
- At this stage either a full brief or cost estimation is missing
- Figures are usual ballpark

80% Prospective Projects [Responsability: Client Services, New Business]:

- At this stage we should have an overall brief outline and approved Cost Template Document filled in with:
  - - project description;
    - number of deliverables/outputs;
    - whereabouts of product information;
    - any caveats.

Notes:

- Respective 'Brief' and 'Cost Approved' ticks must be in place by CS & NB (see on the left). This indicates that project is ready to be briefed to a Project Manager by CS or NB.
- If a Project Manager is not already assigned, Lead Producer to review team's capacity and assign a Project Manager for planning.
- Lead Producer to create Ftrack Project, P Drive Folder and MS Teams Project channel.
- Cost Template Document must be linked by Client Services to the project row in Ftrack.

Complete Project Plan in Ftrack with bid days and milestones.

Step 1 - PLANNING

Once a project reaches 80%, Project Managers should have all the information they need to complete a Plan in Ftrack (ref. left hand side).

A project is fully planned when:

Events are created in Ftrack with top line information on work that needs to be completed (no. products, no. sets, etc.)
Events have bid days (budget allocated based on cost estimation)
Key Milestones

Notes:

Bid days attributed to events may be different from the quote breakdown given by Client Services. Project Managers can redistribute the budget based on when they think is appropriate to each team.
Client friendly timeline is optional at this stage, but recommended (see below example).

Step 2 - sharing the plan

Once a project is fully planned, Project Managers to engage with Resource Managers and Senior Managers in the respective project channel and share the following details:

Project Overview
Project Plan in Ftrack Completed
Key Milestones
Billing Split
Resourcing Notes
Actions Required from Resource Managers/HODs
Next Steps

Notes:

The billing split needs to be confirmed by Project Managers when a plan goes over 2 or more months, with exact breakdown on how revenue is planned.
If the project plan changes affecting the original split, this must be communicated by Project Managers to Client Services promptly throughout the project.
For further details on how to calculate the billing split please see below:

Password: dFve7@hbl4w

Step 3 - ASSIGNING PEOPLE

Resource Managers and HODs to assign the team based on availability and skills required to complete the project.

All events in Ftrack must be assigned.
When resourcing is completed, the last Resource Manager should communicate this in the project channel. The 'resource' square in 80% should also be ticked to confirm the project is fully resourced.

Step 4 - 100% projects

Once the project is fully resourced and all ticks are in place (completed brief received, costs approved, plan completed, people assigned) - the revenue is ready to be moved up to the respective monthly tab(s) where the work is being completed.

100% Completed Projects [Responsability: Operations Director, Production Director]:

Projects need to have:

- - All the above mentioned in 80%, plus
  - Project Plan in Ftrack completed with bid days [Responsability: Project Manager]
  - Project Plan in Ftrack fully resourced, people assigned [Responsability: Resource Manager]

Notes:

Operations Director or Production Director(s) are responsible to move the revenue to the respective monthly tab(s), considering the revenue split provided by Project Managers.
If project plan changes during production affecting the original revenue split, Project Managers to updated ADs on the new split.
ADs to flag any plan changes and revenue split changes in the Friday New Business call. New splits will then be considered for revision and updated if agreed by Senior Management.

The 'Quote Template Document' and other Client Services templates' documents can be retrieved from the following LINK.

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