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Implementation Plan

OpenAsset Launch Plan

We have implemented hundreds of OpenAsset Media systems all over the world. While each implementation is different, there are a few basic steps that are common for all clients who successfully implement OpenAsset. While the average implementation takes around 3 months from installation to launch, this timeframe can differ based on the scope of the project and the resources available.    

1. Define Ownership and Goals

  1. Who is going to "own" the OpenAsset implementation? It is critical to have one owner of this project that will work with your assigned Axomic Account Manager to make OpenAsset a success.
    1. What are the resouces available to the owner to help with the implementation?
    2. Can colleagues help with organizing files for upload? Can they help with tagging files with keywords?
  2. Agree on goals:
    1. What is your timeline for launching OpenAsset to core users? All users?
    2. Do you want to integrate OpenAsset with a project database? Intranet?
    3. Do you have users spread across multiple offices? If so, consider DFS replication.
    4. Do you want to build custom InDesign or PPT templates? If so, do they need to be part of the initial launch?
    5. Any other goals for OpenAsset?

2. Getting Started - Populate OpenAsset with Projects & Images

  1. Agree on strategy for uploading projects and images into OpenAsset. Manual upload or Axomic Data Migration service?
  2. Create projects
  3. Add project images
  4. Set up procedure for uploading new project images moving forward

3. Tagging Projects with Keywords

  1. Finalize project keyword structure
  2. Set date for completion of project keyword tagging
  3. Start tagging projects with keywords
  4. Complete project keyword tagging

4. Tagging Files with Keywords*

  1. Finalize files keyword structure
  2. Agree how access levels & rank will be used
  3. Determine who will be tagging files with keywords 
  4. Set a realistic deadline for completing the tagging of files
  5. Complete the tagging of files with keywords
  6. Complete the tagging of files with access levels

* Note: Tagging all files with keywords does NOT have to be completed prior to rolling out to core users or even launching to the entire company. Even if all files are not tagged with keywords in advance of a roll out, users will still be able to search by project name/number and other project keywords. 

5. Set up User/Group Permissions & Homepage

  1. Who are the different types of users that will be using OpenAsset?
  2. What permissions do they need?
    1. Who needs to upload?
    2. Who needs to tag files with keywords?
    3. Who needs to share albums?
  3. Set up groups (E.g. User, Marketing, Administrator)
  4. Set up global home page for all users

6. Launch to Core users

  1. Agree on 30-day (minimum) period where the core users (Marketing) use OpenAsset and build it into their workflow.
  2. Train core users on product and internal processes
  3. Confirm any additional image sizes required and set up in OpenAsset
  4. Complete any tagging of images that needs to be completed 
  5. Stop saving to and using images from old folder structure
  6. Gather feedback from marketing team & log any changes required
  7. Discuss feedback and make any required changes to system

7. Populate OpenAsset with Non-Project Files*

  1. Finalize and setup additional image categories required (e.g. Reference, Staff)
  2. Add non-project files to OpenAsset
  3. Agree on most suitable file keyword structure
  4. Agree how access levels & rank will be named and used
  5. Tag files with keywords and other info and set realistic deadlines
  6. Complete the tagging of files with keywords
  7. Complete the tagging of files with ranks and access levels

* Note: Populating OpenAsset with non-project files can take place earlier in the implementation (along with populating of project files). We do stress the importance of starting with project files first though, as they take the most effort and coordination. 

8 Launch to All Users

  1. Finalize all internal procedures
  2. Agree who will be performing the OpenAsset launch to all users and how Axomic can be involved
  3. Agree whether launches are required in different offices
  4. Prepare agenda and set date for OpenAsset launch to all users
  5. Set deadline for archiving and removing old image folders
  6. Consider the OpenAsset iPad app for the launch
  7. Launch and train all OpenAsset users

9. Archive & Remove Old Image Folders

10. Project Review

  1. Ongoing project review

  2. Implement templates

  3. iPad app

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