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HIPZONE’s Integrated Media Planner (IMP) tool coordinates the development, digital rights and labor costs of content across an enterprise.

What is typically managed via spreadsheets and off the shelf database systems to manage multiple stories and staff across multiple media platforms can now be cared for in a single, unified web based application.

Features

  • IDEATION AND CALENDAR. IMP's centralized repository lets editors approve, hold, share or discard story ideas. IMP's master calendar syncs with the database to identify upcoming milestone events based on previous story dates. The calendar provides production with approved story lists and schedules for every delivery platform.
  • CONTENT FLOW: IMP supports story-level tracking across all selected delivery platforms and versions. Every content project's details and status of can be viewed by department, date, team member or freelance contributor.
  • TASKS: IMP helps publishers keep track of every schedule, element and effort associated with a given project. Project tasks can be viewed by department, date, individual team member or freelancer. Users can start, stop or resume open tasks to accurately capture costs and update payment records.
  • CONTRACTS: IMP solves the challenge of assigning work items and tracking payments to staff, agencies and freelancers. IMP has powerful business information tools that manage complex digital rights agreements and freelancer contracts. IMP also provides publishers with the ability to upload payment approvals directly to their own enterprise financial system.
  • Benefits

  • ENTERPRISE INTEGRATION: IMP's open application programming interface supports integration with Content Management Systems or third party apps. IMP is delivered pre-integrated to K4 and Telescope.*
  • CUSTOMIZATION: User Interface and front end design is easily adapted to support client branding. Features such as Single Sign-On (SSO), and third party security integration are supported by the IMP platform's open architecture.
  • HOST FLEXIBILITY: The application can be self-hosted behind a firewall, or made available via Software as a Service model (SaaS) for a simple per-user monthly fee.
  • BUSINESS INFORMATION ACROSS LEVELS: Real-time reporting provides executives with "full cost of issue" information, and allows managers to monitor department progress against budgets. Staff can view specific tasks sorted by priority and/or due dates. IMP tracks content development within a master editorial calendar that contains costs by department, at every stage and level.
  • *K4 is a trademark of Vjoon Corp. Telescope is a trademark of North Plains. All rights reserved.
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    WELCOME

    IMP, Integrated Media Planner, allows editorial staff to manage content across multiple brands, create print and web assignments for internal and freelance staff, and track article production for a given issue or time period. Editorial, art and freelance staff will interact with the system as articles and related tasks are assigned.

    Feel free to browse this online manual or jump to the cheat sheet section which contains summarized instructions for each job roll. If you found a particular page helpful, hit the “thumbs up” button at the bottom of each page. You can also leave a comment on how we can better improve this manual.

    Workflow Overview

    Common terms used in this manual:

    • Content Item – a record of an article, set of images, and/or video that will published
    • Assignment – a piece of work and associated information assigned for someone to provide content
    • Project – a group of Content Items,information, and related tasks used to produce a print issue or articles for the web for a given period; a digital runs heet
    • Task – assigned work to complete a Content Item or Project
    • Task Template – a predefined set of tasks that can be applied to a Content Item or Project
    • On-Boarding – the process of getting a freelance contributor added to the system, registered with Accounts Payable, and user credentials
    • Buyout – the process submitting a payment request for freelance work for a project

    Editorial workflow overview

    http://cdn.manula.com/user/1713/img/large/ice-edit-content-workflow2.png

    ACCESSING IMP

    All internal and freelance users must have an IMP user profile before they can access the system.

    Access for internal staff – Internal staff must be added to the system before they are able to log in. Please email ming@hipzoneinc.com to request access or click Request Access on the IMP log in page.

    Access for freelance contributors – Freelance contributors need to be on-boarded before they can access the system. Additionally, they need to provide updated payment information at the same time. Assigning editors need to request freelance contributors provide necessary information directly to IMP administrators. Assigning editors should use the on-boarding email template on the next page to email prospective freelance contributors. Once added to the system, the freelancer will receive credentials and instructions on accessing the system.

    Logging in

    1. Go to http://imp.hipzoneinc.com
    2. Enter your standard network credentials*
      • Username: [first].[last]
      • Password: standard network password
    3. Click LogIn

    *If you do not have credentials, click Request Access

    *When logging in for the first time, freelancers will be asked to agree to the standard Contributor Agreement. A link will be provided so that they may review the contract before agreeing. Note that by agreeing, freelancers will not need to physically sign any contracts. They are agreeing to the Agreement electronically.

    http://cdn.manula.com/user/1713/img/large/ice-login.jpg

    On-boarding email template

    *Assigning editors can use the following text to on-board a prospective freelance contributor. Simply copy & paste the text into an email and send to the prospective freelance contributor.

    Email subject line:The Enthusiast Network’s IMP system for freelancers

    Email body text:

    The Enthusiast Network (formerly Source Interlink Media) is rolling out a new editorial production tool called IMP. As a freelancer, you will have the opportunity to agree to the Contributor Agreement, receive assignments, submit content, and eventually track payments within the system. In order to give you credentials to the system, please provide the contact information listed below and an updated tax form.

    • First name:
    • Last name:
    • Make checks payable to (if different from above) (optional):
    • Name(s) to appear on byline:
    • Email address:
    • Phone number:
    • Payment mailing address as it appears on W-9:
    • Type of content you generally provide (e.g. articles, photography, illustrations,video, etc.):
    • Primary Source Interlink Media contact(s):

    If contracted through an agency, fill in the following fields

    • Agency name (optional):
    • Agency mailing address (optional):
    • Agency email address (optional):

    Attach completed W-9 tax form (W-8BEN for international). Please be sure to fill out the form completely with your signature. (If you want to sign your tax form digitally, see this link: http://tv.adobe.com/watch/acrobat-x/using-digital-signatures-in-a-pdf)

    Please forward this information along with the appropriate signed tax form directly to ming@hipzoneinc.com. Within a few days of submitting your info, you will receive an IMP welcome email. Please let me know if you have any questions.

    PROJECTS

    Overview

    A project is the central management point for the creation of content for a specified time period or publication, e.g. a specific magazine issue or a given month’s worth of web content. A project can be thought of as a digital run sheet, but with far more tools and capabilities to manage the all aspects of the production of content across multiple brands and media platforms.

    Project page

    To view a list of projects available to you, click Projects in the menu bar. The Project page will list all projects within your group. This is where projects can be both created and saved within the system.

    Project detail

    Click on a project name to view Project Details. The Project detail contains all information related to a given project. It is where the basic information is defined, benchmark and due dates are defined, and all tasks associated with the production of the project.

    Creating a Project

    1. Click Project from the menu bar
    2. Click Add Project, input fields will appear. If you belong to more than one editorial group, you will be asked to pick a group to associate the project with.
    3. Fill in all required fields and provide any additional information that will be useful.
      • Name – Project name (e.g.CLTP-141200 print), see Project Naming Rules below for more details.
      • Description – A brief description of the project, optional
      • Brand – Publication or associated brand
      • Platform – The media channel with which the project is associated, usually print or web. Note that fields change with each platform.
      • Department – The department responsible for the project, e.g. Editorial, Finance, etc.*****
      • On Sale Date (print) –The on-sale date for the print issue.
      • Pub Code (print) – The pub code for the associated print issue.
      • Issue Code (print) – The issue code for the associated print issue.
      • Destination Website (web)– The URL of the destination website.
      • Type – This describes what kind of project is being created, e.g. print run sheet,web run sheet, etc.
      • Owner – Usually Managing Editor.
      • Status – Whether or not the project is currently active.
      • Start Date – The beginning date of the project, will be automatically calculated based on the Completion date and task durations
      • Due Date – Project end date, should coincide with due date of the final task
    4. Click Save

    Project Naming Convention (sample)

    Projects names should generally follow a naming convention for easy identification and uniformity across all brands. Projects are named with a brand/pub code, date/issue code, and project type.  Confer with your users to determine what works best for you.

    Rules (sample)

    Brand/pub codes – Use a 4 character code for print projects and a 3 character code for group projects (i.e. weblog):

    • TTN – Truck Trend Network
    • FWN – Four Wheeler Network
    • HRN – Hot Rod Network
    • SSN – Super Street Network
    • SCN – Super Chevy Network
    • M3N – Mustang 360 Network

    Month/issue code

    • Use 6 digits to specify a date/issue code.
    • The last two digits are usually “00” except when identifying an SIP or projects that occur more than once a month in which case these numbers would be 01, 02, 03, etc.

    Examples

    • Print run sheet – TRUP-140400 print
    • Web run sheet – TRU-140400 web
    • Web log – TTN-140401 weblog (for first week in April)
    • Print to XML to Web – TRUP-140400 XML
    • Buyout – TRUP-140400 buyout

    Related Content & Tasks

    Related Tasks

    All individual pieces of work required to complete a project are represented as individual tasks. Each task is assigned to the individual responsible for that work item and contains a name, description, a start and due date. There is also an area where notes and other information can be recorded to provide additional information to the assignee. See Tasks section for more information and instructions on how to relate tasks with projects.

    Related Content

    If a content item has been associated with the project, it will be listed under the Related Content Items tab. See CONTENT: Related Projects for more information and instructions on how to relate content items with projects.

    CONTENT

    Overview

    A Content Item refers to the “home page” for any piece of content that will be created for publication. The Content Item detail page contains all of the information about the piece, provides the workflow tools to manage its creation, and serves as the repository for all of the assets related to it. This includes the text, images, videos, associated projects, assignments, and contracts, etc. It is the one-stop shop for everything relating to that piece of content.

    *A Content Item is brand and platform universal meaning that a content item can be associated with any brand, type of project (i.e. run sheet or buyout) or platform (i.e. web or print). Therefore, brand information and platform specific information is associated at the project level, not on the content item level.

    Contents page

    Click Content> Content Items to see a list of all content that is available to you. The Content Item page is the repository for all Content Items in IMP. It is where content is both created and saved within the system.

    Content Item detail

    To view content details, choose a content item. The content detail displays all information related to a piece of content. It is where the basic information is defined, content creators are assigned, tasks and workflows are executed and where the associated assets are submitted.

    Creating a Content Item

    1. Click Content> Content Items from the menu bar
    2. Click Add Content
    3. Fill in all required fields and provide any additional information that will be useful.
      • Title – The content item name (e.g. CLTP-141200 print), see Content Naming Rules below for more details.
      • Assigning Editor – the editor responsible for this content, not necessarily the content creator, but the editor in charge of managing its creation.
      • Description – a brief description of the content item
      • Category – Section groupings to help organize content
      • Type – This refers to the type of content being defined (text, photography, video, illustrations, etc.)
      • Notes – An open text field for any notes about the content
      • Due Date – the delivery date for the final content
    4. Click Save

    Content Naming Convention

    Content Item names need to follow strict naming convention for easy identification and uniformity across all brands.

    Guidelines

    • Naming convention should be 4-8 descriptive words. This is similar to a subject line of an email.
    • Should be descriptive so that any lay person can understand the title
    • Must be channel and brand neutral (no slug or issue code)
    • Should be search friendly

    Exceptions

    In order to differentiate among several recurring print-based departments (such as cover, masthead, table of contents, statement of ownership, ad index, indicia, etc.), a pub/issue code should be added to the end of the Content Item title.

    Examples:

    • Table of contents TRUP-140400
    • Masthead TTRP-140900
    • Cover DSLP-140700

    Related Tasks

    All tasks associated with the creation and/or production of a content item. Each task has a name, description, an assigned user, and a start and due date. There is also an area where notes and other information can be recorded. See Tasks for more information and instructions on how to relate tasks with Content Items.

    Related Projects

    Content items are created independently of where/when they will be published. Once that information has been defined, it must be associated with the Project that is managing the production of that publication (e.g. print run sheet project).

    • A single piece of content can be associated with multiple projects. It should be associated with a project each time it’s published across different publications and/or platforms
    • Content items are media neutral, i.e. they are not associated with any specific publishing channel or platform. The platform is defined by the project with which the content is associated. Platform specific information can be provided when the project association is made.

    Associating Content Items to Projects

    1. Click Related Projects
    2. Click Associate Project
    http://cdn.manula.com/user/1713/img/large/content-project-association1.jpg

    3. Check the box next to the desired project. Employ the search and filters to help locate the desired project, if necessary.
    4. Click Save to Content
    http://cdn.manula.com/user/1713/img/large/content-project-association2.jpg

    5. Add Version Detail overlay loads, requiring certain information based on the type of project and associated media platform. Fill in all information and click Save.
    http://cdn.manula.com/user/1713/img/large/content-project-association3.jpg

    Repeat as necessary if this content will be included in multiple projects.

    Related Assets

    Any photos and videos associated with the content item will be submitted and referenced in the Related Assets area. IMP has been integrated with the Photo Portal so that submitted images are sent there directly upon upload. Information about and the URL for each image are then captured and stored within Related Assets, making it quick and easy to locate and review those images in Photo Portal.

    Submitting Assets

    1. Click on the related assets tab
    2. Click Add Image to launch the Photo Portal window
    3. The required metadata fields will be pre-filled based on the information in the Content Item detail
    4. Drag-and-drop images into the upload area and click upload
    5. Click upload to submit the assets to Photo Portal

    Reviewing Assets and Submitting to Production

    1. After assets have been sent to Photo Portal, the names and URL links to those images and their associated Collection are stored under the Related Assets tab.
    2. To view the assets in Photo Portal, click on either the individual photo link or the Collection link to view all images in the collection.
    3. Once in Photo Portal, follow the normal procedure to make selections and submit images to production.
    4. Once photos have been submitted to production they will automatically be renamed. The changed image names will be reflected in the Related Assets tab in IMP.

    Related Assignments

    • An Assignment must be created for each content item in order to assign a staff or freelance content creator (author, photographer, videographer, etc.) to the content item. This is where the details and expectations of the content item and associated deliverables will be defined. For freelancers, the assignment record allows them access to a content item, and ultimately drives the payment/buyout process.
    • A content item can have multiple assignments associated with it. For example, if one person has been assigned to write the article and another is assigned to take photographs, each would have their own, separate assignment.

    *See Assignmentsfor more details and instructions on how to associate an assignment with a Content item.

    Related Documents

    Any documents associated with the content item will be submitted and stored in the related documents area. This includes both documents that may be useful for the content creation (e.g. spec sheets, charts, etc.) and the content text itself (e.g. MS Word documents). This area can be used by the editor to provide the content creator with useful documentation as well as by the author to provide the assigned content.

    Submitting Content Documents

    1. Click Related Assets tab
    2. Click Add Document
    3. Click Browse
    4. Navigate to and select the desired document, click Open
    5. Provide a description of the uploaded document, if desired
    6. Click Save
    7. The document is now saved to the related documents tab and can be downloaded at any time by clicking on the document’s name.

    TASKS

    All of the individual pieces of work required to create content or complete a project are represented as individual tasks. Each task is assigned to the individual responsible for that work item and contains a name, description, a start and due date. There is also an area where notes and other information can be recorded to provide additional information to the assignee.

    • Tasks will be automatically routed to the assignee, who will be notified upon assignment and at the defined start date.
    • As soon as a task is begun, the assignee should click the Start the button to mark it as In Progress. Once the assignee is finished with the task, they must click Complete Task to mark it as complete and to notify the next task owner that they may begin the work on their task.
    • Optional: Each task contains both a start and a stop button. In addition to marking a task as In Progress,these can also be used to track real time spent on a given task. The assignee would click start when they begin working and stop whenever they stop working on the task. This does not signify that the task is complete,but that the user’s focus has shifted away from the task. They would do this every time they work on the task and then click Complete Task when i thas been completed. This is not required, but may be a useful for assessing time management.

    My Tasks

    • All of the tasks assigned to a user can be found under My Tasks in the Tasks menu. This is also the home screen that each user is taken to upon log in.
    • Tasks are listed by name, in due date order.
    • Each listing has the task name,associated Project or Content Item, Assignee name, status, and start and due dates.
    • From this screen the assignee can click the task name to view the task detail, or can click the blue Actionicon and select Start to mark it as in progress or Completewhen the task is finished.

    Tasks Page

    • An Assigner can view all of the tasks for all projects/content items in the Task overview page found under Tasks in the Tasks menu. See Search for details on how to navigate this page.
    • Tasks status can also be defined on this page by clicking the arrow head or Play button to mark the task as In Progress, or the check box button to mark it as complete

    Relating Tasks to Projects & Content

    Adding Tasks to a Project or Content item

    Tasks can be created and added individually or by task template. Task templates are pre-defined sets of tasks commonly associated with a project or the production of content. Each task in a task template is pre-filled with information that makes all of the tasks easy to customize to a specific content item or project, including due dates and task owners.

    Add Tasks individually

    1. Click Related Tasks
    2. Click Add Task
    3. Fill out all required and necessary fields
    4. Click Save
    5. Repeat as necessary until all tasks required for the content creation have been added

    Add Tasks by template

    • Click Related Tasks
    • Click Create Tasks by Template
    • Check the box next to the desired Task Template. Employ the search and filters to help locate the desired Task Template, if necessary.
    • Click Add

    1. Review all added tasks, insure that all due dates are accurate and adjust as necessary.

    • Individually: click the edit button next to an individual task. Alter start date, due date, or duration. Click Save

    • By Template: at the top of the Related Tasks tab area, alter the final due date in the “New Due Date” field. Click Task Recalculation. All task due dates will be recalculated according to the new due date. Review again to ensure accuracy of all task due dates.

    Assigning tasks to the task owners (assignees)

    1. From the Job Role for Task drop down menu, select a job role.
    2. From the Assign To drop down menu, select the name of the user that corresponds to that job role, and that will be responsible for those tasks.
    3. Click Assign to update all tasks assigned to that job role
    4. Repeat for all remaining job roles

    Customizing tasks

    • Click the edit button next to a given task to open the task in the edit mode
    • Confirm all details of the task or edit as necessary
    • Click Save

    Adding additional tasks

    If additional tasks are necessary for a particular Content Item, follow the instructions for creating tasks individually

    FREELANCE MODULE

    The Contracts area is the Freelance module in the IMP system. It is the hub of all information associated with freelancers, their assignments, and payments.

    Freelancers

    • All freelance contributors must have a freelancer profile page in order to paid.
    • Freelance contributors who do not deliver content and will not need to access IMP will need an IMP freelance profile but will not need a User profile (models, photo assistants, etc.).This will create a record for them in the system, allow them to receive payments and be associated with content or projects, but will not give them access to the system.

    SeeAccessing IMP for information on how to on-board freelancers.

    SeeFreelancer Cheat Sheet for detailed information about how to use IMP as a freelancer.

    Assignments

    An Assignment must be created for each content item in order to assign a staff or freelance content creator (author, photographer, videographer, etc.) to the content item. This is where the details and expectations of the content item and associated deliverables will be defined. For freelancers, the assignment record allows them access to a content item, and ultimately drives the payment/buyoutprocess.

    General Information

    Assignment Id: Automatically generated
    Group: Automatically assigned
    Assignment Type: Relates to the type of content to be delivered (e.g. Photos, text, etc.)
    Assignment Category: Freelance
    Contract Type: Contract associated with this particular assignment (if different than the one agreed to when first logging in to IMP)
    Assignment Contracts: If additional or different contracts must be associated with the assignment, they can be uploaded under the Assignment Contracts tab and will then be listed here.
    Related Freelancer: Assigned freelancer
    Supplier Number: Automatically generated number used by the Oracle payment system*

    Content Information

    Associated Content: select the Content item that the assignment is associated with

    Fee Information

    Fee type: Basis for the rate associated to the assignment, e.g. per assignment, per word, per page
    Agreed Fee: Rate to be applied to the assignment, e.g. $0.50
    Fee Note: Any additional information related to the fee

    Assignment Information details

    Editorial Status: Status of the assigned content item
    Person making assignment: Assigning Editor
    Department: Should be used to define the department that will be associated with the content being delivered.

    • Video content should be marked as Video
    • All other content should fall under Editorial
      Assignment Type Details: Variable information depending on assignment type. This area should be used to detail the assignment specifics and expectations, i.e. content description, amount, due dates,etc.

    Related Info Tabs

    Assignment Contracts
    Releases
    Payments
    Expenses

    Buyout & Payment

    Freelance payment will now be handled via IMP. Follow the steps below to create a Buyout report and begin the approvals and payment process.

    • Open Run sheet project
    • Click Save As
    • Rename project to say Buyout instead of Print or Web

    http://cdn.manula.com/user/1713/img/large/payments-01.jpg

    • Click edit
    • Change Type to Buyout
    • Change owner to yourself, if not already the owner
    • Change due date (+8 days from today)
    • Click Save

    http://cdn.manula.com/user/1713/img/large/payments-02.jpg

    • Click Related Tasks
    • Click Create Tasks by Template
    • Select appropriate Buyout task template for your title

    http://cdn.manula.com/user/1713/img/large/payments-03a.jpg

    • Verify task assignees, alter as needed

    http://cdn.manula.com/user/1713/img/large/payments-03b.jpg

    Create a payment record for each freelance assignment associated with the project:

    • Click on Related Content Items
    • Select a Content Item requiring payment

    *TIP: When selecting a content item,right click or command click to open in new tab. This will leave the project page open for easy access.

    http://cdn.manula.com/user/1713/img/large/payments-05.jpg

    • Click related assignment
    • Select [Assignment]

    http://cdn.manula.com/user/1713/img/large/payments-06.jpg

    • Click Payment
    • Add Payment

    http://cdn.manula.com/user/1713/img/large/payments-07.jpg

    • Click Select Related Project
    • Click Add next to appropriate project name
    • Fill in required fields,note that all accounting codes will be automatically generated.
    • Click Save (closes payment detail and returns you to related payments list page)

    http://cdn.manula.com/user/1713/img/large/payments-08.jpg

    • Return to the project to return to the list of content items and create additional payment records for each assignment in the project
    • If you opened the content item in a new tab, simply close the tab to get back to the project page. Otherwise, click on the payment ID number and then click [project name]
    • Once all payments records have been created, return to Buyout project
    • Click Related tasks and mark your task as complete. Doing so will notify your buy out approver that the buyout has been prepared and is ready for review.

    http://cdn.manula.com/user/1713/img/large/payments-09.jpg

    • View complete buyout report: Report>Operations>View Payment Report by Project & Brand> [Project Name]

    http://cdn.manula.com/user/1713/img/large/payments-10.jpg

    • The buyout report has 2 levels: summaryof all payments and detailed report by freelancer. Click the invoimp number to access the detailed report for a given freelancer.

    http://cdn.manula.com/user/1713/img/large/payments-13.jpg

    Creating a Buyout

    Freelance payment will now be handled via IMP. Follow the steps below to create a Buyout report and begin the approvals and payment process.

    • Open Run sheet project
    • Click Save As
    • Rename project to say Buyout instead of Print or Web

    http://cdn.manula.com/user/1713/img/large/payments-01.jpg

    • Click edit
    • Change Type to Buyout
    • Change owner to yourself, if not already the owner
    • Change due date (+8 days from today)
    • Click Save

    http://cdn.manula.com/user/1713/img/large/payments-02.jpg

    • Click Related Tasks
    • Click Create Tasks by Template
    • Select appropriate Buyout task template for your title

    http://cdn.manula.com/user/1713/img/large/payments-03a.jpg

    • Verify task assignees, alter as needed

    http://cdn.manula.com/user/1713/img/large/payments-03b.jpg

    Create a payment record for each freelance assignment associated with the project:

    • Click on Related Content Items
    • Select a Content Item requiring payment

    *TIP: When selecting a content item,right click or command click to open in new tab. This will leave the project page open for easy access.

    http://cdn.manula.com/user/1713/img/large/payments-05.jpg

    • Click related assignment
    • Select [Assignment]

    http://cdn.manula.com/user/1713/img/large/payments-06.jpg

    • Click Payment
    • Add Payment

    http://cdn.manula.com/user/1713/img/large/payments-07.jpg

    • Click Select Related Project
    • Click Add next to appropriate project name
    • Fill in required fields, note that all accounting codes will be automatically generated.
    • Click Save (closes payment detail and returns you to related payments list page)

    http://cdn.manula.com/user/1713/img/large/payments-08.jpg

    • Return to the project to return to the list of content items and create additional payment records for each assignment in the project
    • If you opened the content item in a new tab, simply close the tab to get back to the project page. Otherwise,click on the payment ID number and then click [project name]
    • Once all payments records have been created, return to Buyout project
    • Click Related tasks and mark your task as complete. Doing so will notify your buy out approver that the buyout has been prepared and is ready for review.

    http://cdn.manula.com/user/1713/img/large/payments-09.jpg

    • View complete buyout report: Report>Operations>View Payment Report by Project & Brand> [Project Name]

    http://cdn.manula.com/user/1713/img/large/payments-10.jpg

    • The buyout report has 2 levels: summary of all payments and detailed report by freelancer. Click the invoimp number to access the detailed report for a given freelancer.

    http://cdn.manula.com/user/1713/img/large/payments-13.jpg

    Approving a Buyout

    Editors will create buyouts in IMP and submit them to their Content Directors, General Managers and ultimately Finance for review and approval. The review and approval process is the same for each job role and is detailed below.

    ACCESSING THE BUYOUT PROJECT

    After the editor has created the buyout and ready to be submitted for approval, the Editor marks the associated task as complete, automatically generating an email to the next task owner, the Content Director, stating that the buyout is ready for review.

    • Click the link in the email to view your task and get more detailed information about the run sheet and related content.

    http://cdn.manula.com/user/1713/img/large/1-buyout-emailnote.png

    http://cdn.manula.com/user/1713/img/large/taskview-from-email-link.jpg

    REVIEWING THE BUYOUT REPORT

    • View the buyout report by clicking Reports and selecting Operations from the drop down menu.
    • Click View next to the Buyout Report listing
    • Click on the name of the appropriate buyout report to view the buyout

    http://cdn.manula.com/user/1713/img/large/reports.jpg

    • The top level of the report is a summary of all of the freelancers and related payment amounts to be paid for this project.
    • Click the invoimp number to view the details of the payments to be made to each freelancer.

    http://cdn.manula.com/user/1713/img/large/buyout-summary.jpg

    • The detail view provides specific information about the payment, including the name of the content being paid, a description of the work provided, the type of expense, the amount total of that expense, and all related accounting codes.
    • There are also links to the content item details, assignment and payment record for even more detailed information about this payment.

    http://cdn.manula.com/user/1713/img/large/invoice-detail.jpg

    APPROVING THE BUYOUT

    • After reviewing the buyout report and all payments, click the link to the project to go back to the project details.

    http://cdn.manula.com/user/1713/img/large/buyout-returntoproject.jpg

    • To approve the buyout, type the word “Approved” in the comment box nd click Add (orhit Return). This will add the comment with your name, and a date and timestamp.

    http://cdn.manula.com/user/1713/img/large/approval-comment.jpg

    • Click on Tasks in the left hand navigation area.
    • Click the blue box next to the task that has been assigned to you and click “Completed.” This will mark the task as complete and send an email notification to the next approver notifying them that the buyout is now ready for their review.

    http://cdn.manula.com/user/1713/img/large/complete-task.jpg

    How to Create a Payment Routine

    Creating payments for freelance assignments is now combined within the Project Overview page. There is no longer a need to build a separate Payment Routine report or associate a buyout task template. Payment approval order is automatically applied based on Editorial group. To create and submit a Payment Routine report, follow the steps below.

    • Openthe corresponding project associated with the Freelance assignments
    • Inthe Project Details page, click or scroll down to the Assignments area
    • Inthe Assignments area, all freelance assignments associated with this project will be listed. Note the status column showing whether payments have already been created for each assignment. Select one or more assignments to be paid by checking the box next to the assignment name,then click Start Payment.

    http://cdn.manula.com/user/1713/img/large/buyout-assignment-screen.jpg

    • A Create Payment window will appear. Select the Platform Exclusivity and Expense type and then verify, edit, and/or input the payment amount, accounting codes, vendor invoice number (if supplied) and description for each payment entry.

    http://cdn.manula.com/user/1713/img/large/buyout-payscreen.jpg

    • Click the Submit button to save and submit the buyout for approval
    • Once submitted, the Project Detail page will appear. New payments will be displayed in the Payments area. For each entry, the current approver, next approver, and payment status is also displayed along with other payment information.
    • Payment entries can be edited by selecting one or more entries and clicking Edit.Please note that only ICE administrators can edit payment amounts.

    http://cdn.manula.com/user/1713/img/large/paymentscreated.jpg

    How to Approve a Payment Routine

    Since the buyout process has been revamped, there are a few changes:

    • Viewing, editing and approving payments is now centralized within a project page. No more opening up multiple windows.
    • The approval process is no longer task based. Therefore, payments waiting for approval will no longer appear in your task list. Additionally, there is no due date for approving buyout payments. Payments approval email notifications should be addressed asthey are received.
    • There is now an Approvals dashboard on the ICE homepage containing a list of every buyout that is awaiting your approval.

    Approving Payment Routine

    • Approvers will be notified via email when payment entries are ready for approval. The email will contain a link directly to project that requires approval.
      • If necessary, Approvers may edit payment information by selecting one or more entry and clicking Edit. A few notes:
      • Only ICE administrators have the ability to change payment amount once original payment entry has been made


    CHEAT SHEETS

    The pages in this section are designed to get users using the system quickly. The pages are organized by user role.

    Brand Manager Cheat Sheet

    1. On-boarding freelancers into the system

    Freelance contributors need to be on-boarded before they can access the system. Additionally, they need to provide updated payment information at the same time. Assigning editors need to request freelance contributors provide necessary information directly to IMP administrators. Assigning editors should use the on-boarding email template to email prospective freelance contributors. Once added to the system, the freelancer will receive credentials and instructions on accessing the system.

    2. Creating content

    Below are the basic steps to creating a new Content Item. Refer to the Step by Step: Creating Content page for detailed instructions.

    1. Create a new content item in IMP and populate with necessary information
    2. Using a content task template, assign tasks to individuals, work with Managing Editors to define due dates
    3. Create an assignment for staff and freelance contributors
    4. Associate content with a project (run sheet)

    3. Buyout Process

    Coming soon!

    Step by Step: Creating Content

    Create Content Item

    For more detailed information about creating a content item, see the Creating a Content Item page

    • 1. Click Content under the Content Items menu
    • 2. Click Add

    http://cdn.manula.com/user/1713/img/large/1-add-content-item.jpg

    • 3. Fill inall required fields and provide any additional information that will be useful.
    • 4. Click Save

    http://cdn.manula.com/user/1713/img/large/2-content-item-details.jpg

    Associating Content Items to Projects

    • 5. Click Projects under the Related tab in the left hand navigation column

    http://cdn.manula.com/user/1713/img/large/3-saved-content-details.jpg

    • 6. Click Associate

    http://cdn.manula.com/user/1713/img/large/4-related-projects.jpg

    • 7. Click ADD next to the desired project. Employ the search and filters to help locate the desired project, if necessary.

    http://cdn.manula.com/user/1713/img/large/5-assoc-related-projects.jpg

    • 8. The Add Version Detail page requires information based on the type of project and associated media platform. Fill in all relevant information.
    • 9. Click Save

    http://cdn.manula.com/user/1713/img/large/6-version-details2.jpg

    Adding Tasks to a Content item

    • 10. Click Tasks under the Related tab in the left hand navigation column
    • 11. Click Create Tasks by Template

    http://cdn.manula.com/user/1713/img/large/7-add-tasks.jpg

    • 12. Click ADD next to the desired Task Template. Once the tasks have loaded, review all due dates and insure that they are all accurate, adjust as necessary in the task detail.

    http://cdn.manula.com/user/1713/img/large/7-select-tasks.jpg

    • 13. To assign tasks to the task owners (assignees), select a job role from the Job Role for Task drop down menu
    • 14. From the Assign To drop down menu, select the name of the user that corresponds to that job role, and that will be responsible for those tasks.
    • 15. Click Assign to update all tasks assigned to that job role
    • Repeat steps 13-15 for all remaining job roles

    http://cdn.manula.com/user/1713/img/large/8-assign-tasks-2.jpg

    Adding Assignments to a Content item

    • 16. Click Assignments under the Related tab in the left hand navigation column
    • 17. Click Add

    http://cdn.manula.com/user/1713/img/large/ice-add-assignment-01.jpg

    • 18. Select Assignment Category to define whether the assignment is for a staff or freelance contributor.
    • 19. Select appropriate type from the Assignment Type drop down menu
    • 20. Select Related Freelancer or Staff member by clicking on the blue text link. This will launch a new page, click Add next to the name of the desired assignee.
    • 21. Provide all relevant details for the given assignment
    • 22. Click Save

    *Notethat the options and requested details may change according to the assignment type and categories chosen.

    More information about Assignments and an explanation of these fields can be found under Assignments

    http://cdn.manula.com/user/1713/img/large/ice-add-assignment-02.jpg

    Freelancer Cheat Sheet

    The Enthusiast Network (formerly Source Interlink Media) is rolling out a new editorial production tool called IMP. As a freelancer, you will have the opportunity to agree to the Contributor Agreement, receive assignments, submit content, and eventually track payments within the system. This cheat sheet is designed to provide a quick tutorial on using IMP.

    Accessing the IMP system

    • You should have received an email from your primary editorial contact requesting freelance information and a completed tax form. Submit the information along with a signed and completed tax form directly to ming@hipzoneinc.com.In approximately 1-2 days, you will receive an IMP welcome email containing credentials and web links to access and use the system.
    • When logging in for the first time, you will be asked to agree to the Contributor Agreement. A link will be provided so that you may review the contract before agreeing. Note: By agreeing, you will not need to physically sign any contracts and are agreeing to the Agreement electronically.
    • The initial Home Page screen will display any recent assignments & task(s) thathave been assigned to you.

    Receiving assignments

    • When an editor creates an assignment, you will automatically receive email notifications
    • Log into IMP to view the details of the assignment. Click the link within the email notification or within IMP, go to Contract> Assignments. Feel free to contact your assigning editor directly with any questions related to the assignment.

    Submitting articles and images

    Once you are ready to submit articles, images, videos, etc., click the Associated Content Item link in your assignment or go to Content> Content Items and choose the associated Content Item from the list.

    Submitting images & videos

    • Click on the Related Assets tab
    • Click Addto launch the Photo Portal upload window in a new browser tab/window. Photo Portal is our Image Asset Manager.
    • Drag-and-drop images into the upload area and click upload
    • Keep the upload tab/window open until the upload is complete. Upon completion, you may close the tab/window to return to IMP.

    Submitting Word documents

    • You may upload off imp-type documents such as article text in Word format, spreadsheets, etc.
    • Click the Related Documents tab
    • Click AddDocument

    ! Do not upload hi-res images to Related Documents tab. Images and videos should be submitted using the Related Assets tab.

    Marking tasks as complete

    • After completing a task, it is necessary to mark it as complete to automatically notify the appropriate editor
    • Choose a Tasks in the IMP menu. A list current tasks will be displayed. If you are unable to see tasks listed, check your task filters to view all tasks.
    • Select the appropriate task and click Complete Task

    Releases, expenses & payment status

    • Go to Contract>Assignments and select the appropriate assignment
    • Choose the Related Releases tab and click Add Release to upload associated releases for the assignment. Blank release forms can be found at http://procedures.sourceinterlinkmedia.com/freelance/
    • Choose the Related Expenses tab at the bottom and click Add Expense to upload invoimps, related receipts, or other expense related document
    • To view payment information, choose the Related Payments tab and select a payment

    Resources:

    Managing Editor Cheat Sheet

    Coming soon!

    Art Staff Cheat Sheet

    Coming soon!

    Staff Editor Cheat Sheet

    This cheat sheet is designed to provide a quick tutorial on using IMP for staff editors.

    Accessing the IMP system

    • IMP can be found at imp.hipzoneinc.com
    • Enter your credentials and click Login
    • The initial Home Page screen will display any recent assignments & task(s)that have been assigned to you.

    Receiving assignments

    • When an editor creates an assignment, you will automatically receive email notifications
    • Log into IMP to view the details of the assignment. Click the link within the email notification or within IMP, go to Contract> Assignments.Feel free to contact your assigning editor directly with any questions related to the assignment.

    Submitting articles and images

    Once you are ready to submit articles, images, videos, etc., go to Content> Content Items and choose the associated Content Item from the list.

    Submitting images & videos

    • Click on the Related Assets tab
    • ClickAdd Image to launch the Photo Portal upload window in a new browser tab/window. Photo Portal is our Image Asset Manager.
    • Drag-and-drop images into the upload area and click upload
    • Keep the upload tab/window open until the upload is complete. Upon completion,you may close the tab/window to return to IMP.

    Submitting Word documents

    • You may upload off imp-type documents such as article text in Word format, spreadsheets, etc.
    • Clickthe Related Documents tab
    • ClickAdd Document

    !Do not upload hi-res images to Related Documents tab. Images and videos should be submitted using the Related Assets tab.

    Marking tasks as complete

    • After completing a task, it is necessary to mark it as complete to automatically notify the appropriate editor
    • Choose a Tasks in the IMP menu. A list current tasks will be displayed. If you are unable to see tasks listed, check your task filters to view all tasks.
    • Select the appropriate task and click Complete Task

    Uploading releases


    IMP SYSTEM UPDATE

    IMP System Update v. 1.2.1 12/22/14

    The IMP system has been updated as of 12/22/14. It is highly recommended that users clear their web browser cache and/or update to the latest browser version in order to take advantage of these updates. For instructions on clearing you web browser cache, click here.

    New features and changes:

    Content Items now display the content item details as well all related items in one, scrollable screen. See brief video below.

    Added the ability to add additional tasks by template when tasks have already been added to a content item.

    Introducing a new type of task notification for tasks that have become overdue because the previous task has not yet been completed.

    • Automatic update of payment status upon submission, approval, and payment.
    • Payment records will automatically be updated with status, payment number payee name and address upon completion of payment.

    Bug Fixes

    Fixed a bug that was causing overdue task notifications to be sent to users unassociated with the task, content item and/or project.

    System Update 9/29/14

    The IMP system has been updated as of 9/29/14 and primarily affects TEN internal staff. It is highly recommended that users clear their web browser cache and/or update to the latest browser version in order to take advantage of these updates. For instructions on clearing you web browser cache, click here.

    New features and changes:

    In a project’s related content tab, the story order can now be defined by dragging and dropping content items in the desired sequence.

    Modification to the notification process that sends an email each night with a list of all new tasks that were created that day. Instead, an email will be sent immediately when a task is set to begin or when the previous task has been completed.

    New content item fields

    • Embargo date and time to specify the exact date and time a piece of content can be published (when applicable)
    • Sources/Advertisers text field in which to list the sources and/or advertisers referenced in a content item, to more easily provide this information to the sales team and General Manager.

    New Web Version detail field: Preview URL field in which a Digital Production Editor can provide a link so that the editor can review a post before it is published online.

    Editors now have the ability to view the freelancer search page(Contracts>Freelancers) in order to determine whether a freelancer has already been on-boarded.

    Tasks

    • Task action buttons: Start/complete button has been added to the related tasks area of projects and content items. Simply click the action button to mark a task as in progress or complete rather than opening the task to update the status.

    Task completion status: Last completed tasks will now show the last task that was completed according to the task order not the time stamp.

    Bug Fixes

    Assignments

    • The Work to be Provided field in staff is now an optional field.
    • Assignment type drop down list is now alphabetized

    Tasks

    • Fixed a bug that was incorrectly calculating due dates when holistically applying a New Task Due Date to a set of tasks.
    • Newly created tasks are defaulting “New” status rather than completed.
    • The task status drop down list is now alphabetized
    • Fixed a bug that sent task notification to the wrong user when the task was unassigned.

    Web Version Detail: Add to Flipper toggle no longer reverts back to No automatically when Yes was selected.

    Print Version Detail – No. of Pages field: Now accepts a decimal number without the need to type in 0 (.67 vs. 0.67)

    System Update 8/24/14

    The IMP system has been updated as of 8/24/14 and primarily affects TEN internal staff. It is highly recommended that users clear their web browser cache and/or update to the latest browser version in order to take advantage of these updates. For instructions on clearing you web browser cache, click here.

    New features and changes:

    Assignments

    • Staff and Freelance Assignments have been simplified and standardized. There are fewer fields to fill out and many fields are now optional that were previously required.
    • New assignment types have been added to accommodate Video assignments and cases in which a single contributor will provide both Text and Photos. Additionally, there are also some unnecessary assignment types have been removed (Stringer, researcher, reporter).
    • Releases field: There is now a check box that should be used to indicate whether all necessary signed Releases have been uploaded into IMP (either by the assigning editor or the assignee). For each assignment there is a related Releases tab where all necessary releases should be uploaded.
    • Notifications: Email notifications will now be sent immediately upon creation of an assignment.

    Payment area: There are fewer fields to fill out and some fields are now optional that were previously required.

    Task Status: The Not Required status option has been put back into the tasks status drop down in the task detail.

    Bug Fixes

    • Task schedule: Corrected the bug that task dates were not appearing accurately in the task schedule Gantt chart.
    • Payments: The Add button has been disabled in Staff assignments
    • Time stamps: Time stamps will now match the time zone of the computer used to login to IMP.
    • Column sorting: All columns are now sortable.
    • Alphabetized drop down menus: All drop down menu items are now listed in alphabetical order. Names in menus throughout the system are now alphabetical by last name.

    System Update 8/3/14

    System Update 8/3/14

    New features and changes:

    • Content Item Task Templates have been updated. There are now three separate task templates for Content Items. Editors should use the appropriate task template based on the 33%, 66% or 100% release schedules.
    • Assigning Editor and Lead Editor fields now auto-populates with the current users name which means less fields for users to choose when creating a content items, assignments, etc.
    • The Platform Exclusivity field has been moved from the content detail to the Payment Detail as this field is for accounting purposes only.
    • The Run Sheet Overview report is now available under Reports> Operations. Users can also access this report from a print run sheet project directly by clicking the Overview button when viewing the print run sheet project details.
    • The Status Update report is now available under Reports> Operations.
    • Related documents can now be added to a pitches

    Bug fixes

    • Task email notifications – A bug that caused all users with the same job role to receive notifications for all unassigned tasks and see each others email addresses in the notification emails has been corrected. All notifications will be emailed as one compiled notification email to be sent nightly at 12:00 AM Pacific Time (3:00 AM Eastern time).
    • Accounting codes – A bug that caused some accounting code logic errors has been corrected.
    • Payment records – A bug that prevented payment records from saving has been corrected.
    • Assignment releases – A bug affecting the ability for users to save assignment releases has been corrected.
    • Task status – A bug that caused a task status to read “In Progress” when a user selects “Not Running (Cancelled)” has been corrected.
    • Modified time stamps – A bug that cause modified time stamps not to update when an item is modified has been corrected.
    • Inactive users – A bug that caused inactive users to appear in drop down lists when assigning tasks, selecting assigning editor, etc. has been corrected.
    • Assignment staff list – A bug that caused users outside a group to be listed in the staff assignment list has been corrected.
    • Assigning editor list – A bug that cause non-assigning editors to show up in the assigning editors list has been corrected.
    • Incorrect column display – A bug that caused the Assignee and Department columns to display incorrectly under Content Item> Related Assignments has been corrected.
    • Incorrect completed task display – A bug that caused the Last Completed Task to display incorrectly under Project>Related Content has been corrected.
    • Assignee name display – A bug that caused the Assigning Editors name to display instead of an Assignees name to display under Related Assignments has been corrected.

    System Notifications

    TEN email address update 9/12/14

    Note that this effects TEN internal staff only. Effective Monday 9/15 at 9AM PT, we are updating all SORC email addresses to TEN email addresses. This change should not be notimpable and users do not have to do anything. However, if you are no longer receiving IMP emails, unable to upload assets to Photo Portal via IMP or experience any strange behavior, please contact Ming@hipzoneinc.com or click the support link in the bottom right of this browser window.

    Overdue Task Notifications update 9/15/14

    As of 9:00 am overdue tasks with a due date prior to 8/15/14 have been nullified. Most of these tasks were from initial test content or old, live content that was not completed in IMP. This should greatly reduce the amount of tasks listed in the nightly overdue task notification email. Users will still receive notification of tasks that are overdue with due dates after 8/15/14. If these newer tasks have been completed or are no longer required, users will need to mark each task as “complete” or “not required” in order to stop receiving overdue notifications.


    FAQ’s

    Frequently Asked Questions

    How do I clear my web browser cache?

    • Clearing your browser cache after a system update is critical to take advantage of any bug fixes or new features in IMP. Click the appropriate link below for instruction on clearing web browser cache.
      Firefox, Chrome, Internet Explorer, Safari

    How do I resolve the following error: “Experiencing problems connecting to the server”?

    • Ensure your Internet connection is working correctly by going to another website. If you are unable to connect to a different website, your Internet connection may not be working.
    • If you are experiencing this error after filling out form fields, it is possible that you have used an invalid character where the system is expecting only numerical values. For example, when creating assignments the use of non-numeric characters in the fee or length fields is known to cause this problem. We are working to make the error messages more descriptive.
    • Users may experience this error after a system update. It is highly recommended to clear your web browser cache after a system update for the new features and bug fixes to take effect. For instructions on how to clear your web browser cache, see FAQ on clearing browser cache.