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Before beginning a Project

All of the information for your project must be handed off to the Marketing Operations Manager before any work on the project can begin. Incomplete information will stall a project and delay deadlines. Also, while it is understandable if some of the information provided changes during the production time, making subjective changes throughout the various stages of production can greatly hinder a project’s deadline, time and cost. Please make all changes in the early stages of production. Timelines will be determined by the complexity of a project and Marketing and Public Relations currently scheduled projects.

Initiating a Project

The first step in all projects is to fill out an Action/Purchase Requisition form, which initiates the process. Purchase Requisition forms are available online at http://w3.palmer.edu/finance/Forms/purchase_requisition.asp. (Note: You may fill the form out online, but you must print it out, as the form cannot be saved online.)

  1. The department requesting a project fills out the Action/Purchase Requisition form, including:
    • Department/contact person/phone number
    • Quantity required
    • Description of project (action required, format, size and usage; include as many details as possible)
    • Deadline date (a proposed date must be assigned; “ASAP” is not acceptable)
    • If this is a reprint of an existing item (even if no changes need to be made), always provide Marketing and Public Relations with a sample piece
  2. The Action/Purchase Requisition form must be given to the Marketing Operations Manager, who may request additional information and/or meetings to discuss the scope of the project.
  3. The Marketing & Communications Director must review and approve to continue.
  4. The Marketing Operations Manager proceeds by:
    • Researching vendors
    • Getting cost estimates
    • Preparing the production timeline
  5. All of the above information will then be returned to the requesting party for approval to proceed.
  6. The Purchase Requisition process then begins.

Costs

All costs are to be paid by the department or individual requesting the project. Once the charges are formally presented to that department or individual, the following steps will be taken:

  1. A completed Purchase Requisition form (include all projected costs) must be signed by the authorized person from the requesting department.
  2. The completed form is given to Marketing and Public Relations to proceed.
  3. A Purchase Order Number is assigned to the project by the Marketing Operations Manager. No project will proceed with out a Purchase Order Number.
  4. A copy of the purchase requisition will be provided to the requesting individual.
  5. Upon completion, invoices will be charged to the requesting department with reference to the Purchase Order Number.

Purchase Request Process

In-house Projects:

  1. Marketing and Public Relations will try to keep as many projects in-house as possible. This depends on the projects deadline, as well as the amount and complexity of current and upcoming scheduled projects.
  2. All projects will be assigned to fit into our existing projects timelines.
  3. If a project requires inside work by Marketing and Public Relations the signed and approved Purchase Requisition form is all that is required for us to proceed. If the project also requires a cost of any kind, a Action Requisition will be required (see Costs above).
  4. The Marketing Operations Manager will delegate responsibilities as required.
  5. As the project proceeds, proof approvals from both Marketing and Public Relations and the requesting party will be required before they may proceed.
  6. If a project is designed and then goes out to a vendor, an additional print proof will be required.
  7. When the project is completed, Marketing and Public Relations will check the materials for any errors or defects.
  8. Once checked, the materials are delivered to the department requesting the materials or other appropriate location.
  9. Samples of most jobs are kept on file by Marketing and Public Relations.

Out-sourced Projects with Outside Vendors:

  1. If the project requires an outside vendor, the requestor fills out a Purchase Requisition form, including:
    • Department approval with the signature of authorized person
    • Department account number
    • Quantity required
    • All information required
    • Deadline date
  2. A Purchase Requisition must be given to the Marketing Operations Manager, who may request additional information.
  3. A Purchase Order number must be assigned to all projects prior to the actual placement of the order by the Marketing Operations Manager.
  4. The Marketing Operations Manager will then begin the process and place the order with the appropriate vendors, providing Purchase Order numbers.
  5. As the vendor proceeds with the project, proofs are required. Both Marketing and Public Relations and the requesting party must proof and approve all projects before they may proceed.
  6. When the project is completed and shipped, in most cases it will be delivered to Marketing and Public Relations.
  7. It will be checked immediately for any errors or defects.
  8. Once checked, materials are delivered to the department requesting the materials or other appropriate location.
  9. Samples of most jobs are kept on file by Marketing and Public Relations.

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