Media plan header

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Media Plans consist of a header which contains general information about the Media Plan and the Media Plan Item Grid. The Media Plan Item Grid contains the individual items - spots, insertions, banners, etc. - that make up the Media Plan. More information: Add items to a media plan.

Performance

Media Planners often have goals or targets that drive the elements of a Media Plan. Each Media Plan has a Performance section that enables Users to enter the Performance Goals for the Plan; Microsoft Dynamics Marketing tallies the Plan's Actual Performance and compares the Actual Performance of the Plan with its Goals.

Default values obtained from the Media Outlet

  • Billing Account

  • Expense Account

  • Time Zone

  • Format

  • If there is only one Vendor Contact listed on the Media Outlet's Contacts tab the Vendor Contact is used as the default; if there are more than one Vendor Contact's the Vendor isn't defaulted.

  • If a Rate is selected, the Weekday, Duration (spot length), Daypart, Market, GRP, Share and Reach are defaulted.

Is there an Advertiser?

If the Advertiser field is displayed:

  • The Parent, Agency, Discount and Surcharge are defaulted from the Advertiser's Company record. If an Advertiser isn't specified, the fields are not defaulted.

  • Vendor Contacts are defaulted to Contacts that have the same Vendor Code as the Advertiser's Company Code.

To work with media plans, you must have Edit/View Media Plans privileges. More information: Work with user accounts and staff contacts

To create a new Media Plan:

  1. On the Home tab, choose Assets & Media.

  2. Under Media Planning, choose Media Plans. 

    Microsoft Dynamics Marketing displays Media Plans.

  3. Click New New button button.

  4. Enter the information:

Field

Description

Active

Click the Active check box to mark the Plan active.

Status

Select a value from the pull down menu. More information: Create custom drop-down values and folders

Name

Enter a name for the Plan. An entry is required.

Prepared For

Enter the name of the Contact the Plan is for. Select the Contact from the pull-down menu. Required.

Description

Enter a description of the Plan.

Memo

Enter a memo (long description, or additional information) for the Plan.

Start Date

Enter a start date for the Plan. Required.

End Date

Enter an end date for the Plan. Required.

Interval

The Plan Interval must be specified to setup the plan for data entry. The Plan Interval sets the basic format of the Plan. A selection is required. Once a selection has been made, and items have been added to the Plan the Interval can no longer be changed.

  • Details: The Plan displays all the ads/insertions/spots for one date (the date must be between the Start Date and End Date) on one row in the Plan. The Details Interval is often used for Plans for Newspapers and Insert Programs.

  • Day: The Plan displays a grid for each row that enables users to enter the quantity of ads for each day from the Start Date to the End Date.  The Day Interval is often used for Plans for Network TV and Radio.

  • Week: The Plan displays a grid for each row that enables users to enter the quantity of ads for each week from the Start Date to the End Date.  The Day Interval is often used for Plans for Network TV and Radio.

  • Month: The Plan displays a grid for each row that enables users to enter the quantity of ads for each month from the Start Date to the End Date.  The Month Interval is often used for Plans for Magazines.

  • Quarter: The Plan displays a grid for each row that enables users to enter the quantity of ads for each quarter from the Start Date to the End Date

  • Year: The Plan displays a grid for each row that enables users to enter the quantity of ads for each year from the Start Date to the End Date.  

    Why Is an Interval Required?

    Microsoft Dynamics Marketing requires users to set a default interval so that it can accommodate the needs of the broadest range of planners and so that it can handle all media types. For example, simple plans for a few Magazine ads are typically prepared and displayed in a list format where each row in the plan corresponds to each insertion. As the plan gets more complex, it becomes more common to display the plan in a tabulated or columnar format wherein a column is displayed for each month the ad appears in.  On the other hand, TV and Radio ads are rarely displayed in a list format because even simple plans contain lots of advertisements; TV and Radio are typically planned for 1- to 4-weeks at a time; and plans usually display columns for each day of the planning period.

Calendar

The Calendar pull down menu enables Users to specify which calendar is being used to tabulate the Plan. Select Calendar, Broadcast, Retail or Fiscal. A selection is required and once items have been added to the Plan, the Calendar can no longer be changed.

Bill To

Enter the name of the Contact the Plan is being billed to. Select the Contact from the pull-down menu. Required.

Bill To Company

Enter the name of the Company the Plan is being billed to. Select the Company from the pull-down menu. Required.

Prepared By

By default, Microsoft Dynamics Marketing sets the Prepared by Contact to the name of the Contact that created the Plan. Users can also enter the name of a different Contact. Select the Company from the pull-down menu. Required.

Details

The Details section enables Users to associate a Plan with a business unit or project.

Department

Select the Department the Plan is for.

Division

Select the Division the Plan is for.

Program

Select the Program the Plan is for.

Campaign

Select the Campaign the Plan is for.

Event

Select the Event the Plan is for.

Job

Select the Job the Plan is for.

Category

Select a value from the pull down menu.

More information: Create custom drop-down values and folders

PO #

Enter the Client's Purchase Order #.

Market

Select a market from the pull down menu.

More information: Markets

Demo

Select a market from the pull down menu.

More information: Markets

Advertisement

Select an advertisement from the pull down menu.

More information: Manage advertisements

Currency

Select a currency from the pull down menu.

Report Template

Select a Report Template from the pull down menu. the Report Template is the Media Plan's default report.

System_CAPS_importantImportant

You must be a member of the Team to view and edit information about a Media Plan. More details, Teams

The Performance section enables Users to set performance goals for the Plan and to compare the Plan with the goals. To view or enter Performance Goals for a Plan:

  1. Go to the Media Plan list page and open the Media Plan you want to work with.

  2. Click the Performance + button.

    Microsoft Dynamics Marketing displays the Performance grid.

  3. Enter the information.

  4. Click Submit.

Field

Description

Cost

Enter the Cost Goal for the Plan. The Cost Goal is compared to the total of the Expenses associated with the Plan.

Price

Enter the Price Goal for the Plan. The Price Goal is compared to the total of all the invoices for the Plan.

Reach/Audience

Enter the Reach/Audience Goal for the Plan. The Reach/Audience Goal is compared to the total of the Reach/Audiences for all the items in the Plan.

GRPs

Enter the Gross Rating Point Goal for the Plan. The GRP Goal is compared to the total of the GRPs for all the items in the Plan.

CPP

Enter the Cost Per Point Goal for the Plan. The CPP Goal is compared to the total CPP for the Plan.

CPM

Enter the Cost Per Thousand Goal for the Plan. The CPM Goal is compared to the total CPM of the Plan.

Plan

Microsoft Dynamics Marketing displays the Plan's actual performance.

Variance

Microsoft Dynamics Marketing calculates the difference between the Plan's goals and actual performance.

Var %

Microsoft Dynamics Marketing calculates the percentage variance between the Plan's goals and actual performance.

Analysis Tab

The Analysis Tab displays a summary financial analysis of the Plan.

Comments Tab

The Comments tab enables Users to add information to the Plan and associated Media Orders, Media Invoices, Traffic and Reconciliation.

Memo

Click the button to enter comments about the Plan. The Memo is usually printed out on Media Plan reports.

Order Comments

Click the button to enter information to be included in the memo field of Media Orders made from the Plan.

System_CAPS_noteNote

If the Client has default order comments they are automatically added to the Media Plan Order memo (the default comments are displayed on the Details tab of the Company maintenance page).  You can change them at any time.

Invoice Comments

Click the button to enter information to be included in the memo field of Media Invoices made from the Plan.

Traffic Comments

Click the button to enter Traffic comments for the Plan. The Traffic Comments is usually printed out on Custom Media Plan reports.

Reconciliation Comments

Click the button to enter Reconciliation comments for the Plan. The Memo is usually printed out on Custom Media Plan reports.

The PrintPak tab enables users to export Media Plans in a format that is compatible with Donovan Data System's PrintPak format. More information: Export the media plan

To add a Contact to the Team:

  1. Click the Team tab.

  2. Click the New button New button.

  3. Select a Contact.

  4. Select a role for the Contact.

  5. Click Submit. 

To remove a Contact from a Team:

  1. Click the Team tab.

  2. Click the check box Check box symbol next to the Contact you want to remove from the Team.

  3. Click the Delete button Delete button.

    Microsoft Dynamics Marketing prompts you: "Are you sure you want to delete this team member?

  4. Click OK

  5. Click Submit.

To change a team member:

  1. Click the Team tab.

  2. Click the Contact you want to remove from the team.

    Microsoft Dynamics Marketing opens the Edit Team Member page.

  3. Select the new Contact from the pull-down menu.

  4. Click Submit.

Microsoft Dynamics Marketing enables Administrators to setup User Defined Fields. More information: Configure user defined fields

  1. On the Home tab, choose Settings.

  2. Under Administration, choose Languages.

  3. Click the Language, for example, English (United States). Three columns appear.

  4. In the first column, click the area that you’d like to add a UDF to, for example, Lead Management. This will filter the results.

  5. Type user in the Search bar and click Go.

    Anything with the word User appears. User Defined fields typically end with User # (user and then its corresponding number)

  6. Replace the Site Label text with the desired name for the field.

  7. Click Save.  

System_CAPS_noteNote

You can hide an enabled UDF. This will remove the field from the page but will retain the field data. Follow the exact same steps as described above except that you must replace the “Site Label” with the “Default Label” text. Then click Save.

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