I. PURPOSE & SCOPE

Purpose: Our Multimedia Content team is dedicated to delivering high-quality work that meets the needs and objectives of our clients. To ensure clarity and efficiency in the multimedia content process, we have established the following guidelines for submitting requests.

Scope: This procedure applies to the Multimedia Content Marketing Services Request.

II. POLICY

A. Background: The Multimedia Content Team is committed to being a reliable business partner that supports growth and innovation across the organization. To attain this, the Multimedia Content Team aspires to become financially independent and capable of generating income while providing essential support. Through this transformation, the Multimedia Content Team aims to serve as a cornerstone of the
organization’s success.

B. Purpose: The primary objective of the Multimedia Content Marketing Section is to enhance service delivery by improving quality, speed, and quantity. The focus is on maximizing internal customer satisfaction.

C. Policy Stakeholders:
Policy Authors: Head of Multimedia Content Marketing
Process Owners: Head of Multimedia Content Marketing and Marketing
Policy Sponsor: Chief Operation Officer
Customers: All local departments PH Sante, Sante Group of Businesses, and International Marketing

D. Overview of the Marketing Process: The Marketing Process aligns with the Brand Team’s Marketing Implementation (Cycle Calendar), Direct Selling (Business Brand Marketing), Retail Business (Optimum), and other country businesses.

E. Types of Requests Accepted:

1. Design Projects: This encompasses, but is not restricted to, the creation of logos,branding materials, marketing collateral's, and digital assets.
2. Content Creation: Such content includes blog posts, social media content, videos, and infographics.
3. Campaign Development: Requests for the development of comprehensive campaigns, involving strategy, design, and content creation.

F. Submission Process:

1. Request Form: All project requests must be submitted exclusively through our designated request form, accessible at [http://acrf.mysante.com].
2. Details and Requirements: All requestors must provide comprehensive details regarding their projects, including objectives, target audience, preferred style or theme, and any specific requirements or constraints. This information plays a critical role in ensuring strategic alignment, effective planning and execution, and accurate request outputs. Stakeholders are encouraged to provide thorough and detailed design requirements, especially those that require specific text and mandatories.
3. Timeline: Requestors are required to specify their desired project deadlines. It should be noted that complex projects may necessitate additional development time. The allocation of sufficient time allows for enough time for planning, execution, and the delivery of high-quality results.
4. Attachments: Relevant files or reference materials should be attached to the request form to provide a comprehensive understanding of the project’s vision and requirements.
5. Brief/MMCRF Requests and Development Lead Time: All requestors must strictly abide by the provided brief/MMCRF (Multimedia Content Request Form) requests and adhere to the stipulated development lead time. Failure to comply may result in project delays or require outsourcing. Adherence to initiated procedures ensures streamlined processes and optimized efficiency.
6. Options/Studies: In adherence to our commitment to providing flexibility and fostering a choice-oriented multimedia content process, three options or studies will be presented for each project. This approach allows for a range of creative options in a participatory approach.

G. Prioritization Rules:

1. Urgency: Projects with urgent deadlines or time-sensitive deliverables will be prioritized in accordance with their criticality. This ensures that the necessary resources and attention are allocated for their prompt and efficient completion.
2. Resources: Projects requiring specialized skills or resources may be prioritized based on the availability of these resources. This allows for effective utilization and allocation of expertise for better project management.
3. Strategic Importance: Projects that align with long-term strategic objectives or initiatives of the organization may receive higher priority in the project queue. This ensures that resources are allocated to projects that contribute significantly to the overall organizational goals.
4. Dependencies: Projects that have dependencies on the completion of other tasks or projects may be prioritized to maintain workflow efficiency. This helps in ensuring that no bottlenecks occur in the project pipeline and maintains a smooth progression of interrelated projects.
5. Client Priority: Priority may be given to internal customers with established relationships or high-value accounts, then the next in line that will be deprioritized will need to be informed of the adjusted timeline.

H. Production Lead Time:

I. Communication and Feedback:

1. Updates: As part of our commitment to transparency and effective communication, requestors will receive periodic updates on the progress of their projects. These updates will provide valuable insights into the status of the requests, ensuring requestors are kept well-informed throughout the lifecycle of the projects.
2. Feedback: We highly value the input of requestors and encourage them to provide feedback at any stage of the project. If revisions are necessary, requestors are requested to provide clear and constructive feedback to guide our efforts in meeting their expectations. This collaborative approach enhances the quality and relevance of our deliverables, ensuring successful outcomes that align with requestor needs.
3. Final Approval: Once the final deliverables are ready, requestors will be provided with the opportunity to review and approve them before the projects are finalized. This step allows for a final quality check to ensure that the output meets the specifications and requirements of the requestors. Requestor approval is integral to the completion and closure of the projects.
4. Modes of Approval: For Static Key Visuals (KVs)- PowerPoint comment feature will be used for securing feedback documentation. For Videos – Frimio application will be used for comments on the specific frame and time stamp.

J. Revision Policy:

1. Number of Revisions: Our policy allows 2-3 rounds of revisions per project for minor adjustments and fine-tuning. Only a maximum of 3 revisions is standard. Any exceptions require approval from the Marketing Director. Additional revisions may impact on the project timeline and will need a reassessment.
2. Scope of Revisions: Revisions should be limited to the scope of the original request. Minor modifications and refinements that align with the initial brief are accommodated within the revision process. However, any significant changes or deviations from the original scope may require a reassessment of the project timeline. It is essential to maintain alignment with the project’s objectives and ensure efficient resource allocation.

Disclaimer: While we strive to meet all project requirements and deliver high-quality work, the communication effectiveness of our outputs also depends on factors such as market dynamics, audience preferences, media spending (reach and frequency), and other external circumstances that may impact the effectiveness of our multimedia content solutions.

Contact Information:For any questions or assistance regarding your multimedia content requests, please contact any of our Multimedia Content Team members.