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Implementation Plan

OpenAsset Launch Plan

We have onboarded more than 600 OpenAsset clients. 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 kickoff to launch, this timeframe can differ based on the scope of the project and the resources available.    

1. Kickoff - 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 resources 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 goal for a timeline timeline to launch OpenAsset to core users? All users?

    2. Do you want to integrate OpenAsset with a project database? Intranet?

    3. Do you want to build custom InDesign or PPT templates? If so, do they need to be part of the initial launch?

    4. Any other goals for OpenAsset?

2. Content Upload 

  1. Set a goal for migrating/uploading files into OpenAsset. 

  2. Agree on strategy for uploading projects and images into OpenAsset. Manual upload or Axomic Data Migration service?

  3. Create projects (Our Onboarding Team can upload a list of projects with keywords for you!)

  4. Add project images

3. Configure Keywords and Permissions 

  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

  5. Finalize file keyword structure

  6. Agree how access levels & rank will be used

  7. Determine who will be tagging files with keywords 

  8. Set a realistic deadline for completing the tagging of files

  9. Complete the tagging of files with keywords. 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. 

  10. Complete the tagging of files with access levels

  11. Who are the different types of users that will be using OpenAsset?

  12. What permissions do they need?

    1. Who needs to upload?

    2. Who needs to tag files with keywords?

    3. Who needs to share albums?

  13. Set up groups (E.g. User, Marketing, Administrator)

  14. Set up global home page for all users

4. Integrate with a Project Database, Intranet or Website

  1. Do you want to integrate with Deltek Vision? If so, we'll help you configure the link to Vision and then map data to fields or keywords in OpenAsset.

  2. Do you want to integrate with another database? Lets have your Developer chat with our Support team about using our APIs.

  3. Any other integration needed? Check our our integration options available on Zapier

5. Add InDesign or PPT Templates 

  1. Create and then upload your PowerPoint template to OpenAsset

  2. Provide our Onboarding team with the master InDesign templates you'll need built into OpenAsset. We'll then get started configuring those in OpenAsset. 


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. 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

8. Archive & Remove Old Image Folders

 

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