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      vPRO Implementation & Training

      vPro Market Implementation Guide

       

      Contact Information

      vCreative Support Main Number: 800-605-9889 or support@vcreativeinc.com

       

      Unlimited technical support is included in the monthly licensing fee.

      • Toll Free or Live Chat Help Desk to all users Monday through Friday 8 am to 8 pm ET 

      (excludes holidays)

      • Email with vCreative Point-of-contact
      • Help Center User Guide within your account

      ROLL OUT PROCEDURES
      Normal Implementation is 2 – 3 weeks for setup and training phase, but can be as little as a few days. The learning curve is short for most users and stations are typically up and running quickly.

      IMPLEMENTATION
      In order to provide a smooth implementation of vPro, consistent coordination and communication between the two companies is vital. Please be sure that we have your best contact information.

      All training is done remotely via GoToMeeting webinars.

       

      Phase 1

      • The Product Manager will oversee your vPro roll out.
      • 1 or 2 employees from your market (i.e. Traffic and Production Directors) appointed as your point-of-contacts.
      • Market/Station information is gathered and each station is set up into vCreative. Learn more about this under Firm Setup & Training Begin
      • A follow up meeting to make sure that all is correct, and to go over market workflow and schedule training sessions. Your market point-of-contact(s) will determine a Go Live Date. Learn more about this under Firm Setup & Training Begin

      Phase 2

      • Once firm setup is complete, all employees will be given instructions to sign up for a vPro User Account.
      • Your vCreative Point-of contact will conduct online live training webinars for Production, Traffic, Digital and all Producers, and a separate training for Sales.

      Phase 3

      • An all staff follow up Q&A session is recommended within 2 weeks of initial training/Going Live. Your vCreative point-of-contact will reach out to get this scheduled.

      IT REQUIREMENTS

      To insure optimal performance for the vPro system please follow these common practices and requirements.

      Browser & Settings

      vPro is web-based and works with all common, up-to-date browsers. We recommend Chrome, Firefox, MS Edge or Safari as the best browsers. We do not support Internet Explorer. (We recommend setting the browser to clear temporary internet files after each use and to freshly load a new page with each session. Errors may occur due to old files remaining in browser cache.)

      Bookmarks/Shortcuts

      When setting up bookmarks and shortcuts, the best practice is to use the following login page as a direct link. (Do not use the corporate website, vcreativeinc.com)

      Clients should use vcreative.net for product signup and use.

      Email

      To be sure that your staff is receiving  the email notifications that they should, vCreative’s IP addresses should be white-listed on your spam blockers. vCreative accounts associated with email addresses that repeatedly generate bounced replies will be set to the disabled status.

      Before making changes to your email system that may result in bounced or failed emails, please notify vCreative so that we can prevent any valid user accounts from being locked out. Please preemptively whitelist our senders and IP addresses to ensure staff receive the email notifications that they should.

      o1.email.vcreativeinc.com (198.21.7.117)
      o2.email.vcreativeinc.com (167.89.19.194)

      JavaScript/ActiveX

      JavaScript must be enabled for the use of vPPO. Some browser security settings may disable JavaScript and/or ActiveX, so it is important to be sure that they are enabled.

       

      Firm Setup & Training Begin

      • vCreative will send an intro email with setup link and  instructions.  (Include vC Sales)
      • Establish training timeline (using Calendly schedule Sales, Prod/Traffic, On Air & Digital.)
        Voice Pool/Auto Dub and other automations are priority after the basic training)
      • vCreative will begin setup of firm parent and all dependent markets.
      • Add Stations, File Types, Ad Types, Media Services, Update Firm CRM, Upload Client Logo, Replicate any provided forms.
      • CALL with Production Director, DOS, GM to go over Firm Setup, Workflow Logic and Customizations
      • Any Customizations/Changes needed will be confirmed in a follow-up call.
      • Once trainings are scheduled the signup link will be shared for users to begin creating their accounts
      • User Signup Report will be shared with markets
      • Training begins (email to vC Sales person assigned and invite trainings@vcreativeinc.com to all scheduled trainings) 

      Updates and Bug Fix Releases

      vCreative has an active update schedule with new features being implemented regularly.

      • Users can submit new feature requests and bug reports directly from user options within your account.
      • Software updates are pushed live during off-hours to prevent interruptions

       

      The following is an itinerary for each training session by department

      Sales Training:

      Login/Layout

      • Inbox/Filters/Custom Filters/Layout & Colors
      • Each column of each spot in the Inbox/Blog/History
      • Functionality in Files Column (Attached Files, Script, Send Email, notes, etc…)
      • Help Options
      • Notifications
      • Search
      • View/Folder Settings
      • Account Settings (location)

      +New Request

      • Required fields
      • Explanation of fields
      • Explain Starting Statuses
      • Talk about customizations/default values
      • Attaching files
      • Co-Op/Tag/Script field
      • Script/Spot Approval options (send email and/or Advertiser Landing Page)
      • Voice Selection
      • Adding Multiple Requests to an order
      • Submitting/Approvals/C-E-R processes

      Resource Availability

      Edit Profile

      Account / vPRO / Notifications

      vPro: Site Options (3 month/Broadcast calendar/OnSubmitGoTo)

      Notifications Recommended for Sales: Attention, Review, Blog, Final Spot Upload

      Miscellaneous

      Script Library, Script Timer

       

      Production Training:

      Login/Layout

      • Inbox/Filters/Delegated, Mybox, voice requests/Starts Soon/Starts 2mrw, Custom Filters/Colors
      • Each column of each spot in the Inbox/Blog/History
      • Functionality in Files Column (Attached Files, Script, Send Email, notes, etc…)
      • Job Delegation/Due Date/Completion Checks
      • Book Resources for jobs / Booking Resources without a request
      • Add Voice for voice overs
      • Script/Spot Approval options (send email and/or Advertiser Landing Page)
      • Completing Spots/Status advancement
      • Help Options
      • Notifications
      • Search
      • View/Folder Settings
      • Account Settings (location)
      • Edit Profile: Account+Voice Setup/vPro/Notifications
        Recommended Notifications - New Requests, Deleted/Cancelled, Extend, Revise, Blogs, Script/Spot Approved
      • Ingest/ Auto Dub and other integrations when available
      • Billing
      • Revision Tracking
      • Customizations/Default Values

      Discuss Local Admin Abilities (should require a separate call when setting up and training this section)

       

      Talent / Job POC Training:

      (everything in the Production Training and specific to job completion)

      • Marking Spot as Produced/Dubbed (or other Job POC)
      • Help Options
      • Edit Profile: Account+Voice Setup/vPro/Notifications
      • Recommended Notifications: New Requests, Deleted/Cancelled, Extend, Revise, Blogs, Script/Spot Approved

      Traffic Training:

      (everything in the Production Training and specific to scheduling completion)

      Login/Layout

      • Inbox/Filters/Delegated, Mybox, voice requests/Starts Soon/Starts 2mrw, Co-op,Custom Filters/Colors
      • Each column of each spot in the Inbox/Blog/History
      • Functionality in Files Column (Attached Files, Script, Send Email, notes, etc…)
      • Job Delegation/Completion Checks
      • Adding CartID / House #
      • Completing Spots/Status advancement
      • Help Options
      • Notifications
      • Search
      • View/Folder Settings
      • Account Settings (location)
      • Edit Profile: Account+Voice Setup/vPro/Notifications
        Recommended Notifications - New Requests, Deleted/Cancelled, Extend, Revise, Blogs, Script/Spot Approved
      • Ingest/ Auto Dub and other integrations when available
      • Billing
      • Revision Tracking
      • Customizations/Default Values

      DIGITAL TRAINING 

      (everything in the Production Training and specific to scheduling completion)

      • Quick descriptive: scheduled+uploaded = archive
      • Marking a spot as Scheduled (schedule via platform or check for billing)
      • Station Filters: Create Custom Folders or Remove Terrestrial if not needed or build Digital only folders via adtype search
      • Spot approval/Needs Uploaded
      • Review form field options (custom fields needed, default values)
      • Edit Profile: Account/vPro/Notifications
        Recommended Notifications - New Requests, Deleted/Cancelled, Extend, Revise, Blog Messages, Approval

      Once all trainings have been completed and GoLive Date is established

      • vC Sales Person will be notified
      • Establish a date for 7 day Followup Review & Q&A
        (Email  trainings@vcreativeinc.com when scheduled)
      • Hold 7 Day Followup Q&A
      • Voice Pool /Integrations Discussions continue
      • Voice Pool Setup (if interested)
      • 30 Day Followup
      • 60 Day Followup
      • 90 Day Followup
      • vCreative will conduct quarterly check-ins to the market point of contact to ensure they are utilizing the product to its fullest potential and offer any recommendations for better usage, offer support through additional training and advise of any updated features or functionality. 





      Updated: 11/2020