Purpose
This document outlines the key processes and turnaround times for a typical Digital Experience Team project. This cannot be applied on projects that include JSON or AB Tests with Analytics.
Policies and Procedures
Submitting a Project Request
In order to submit a project request to the DXT Visual Designers, you must fill out the Marketing Request Form found in the drop down on this page in Workfront: https://ferguson.my.workfront.com/requests
Make sure you select the following fields on the form in order to route your request to the DXT Project Manager:
What teams would be needed for the success of this request?
eBusiness
Job Type
Website Content
Please make sure you fill out the section in the screenshot below. The boxes filled in are just examples…
DXT Deliverables Sheet
Purpose
In order to get the Merchandisers, Visual Designers, Copywriter and SEO literally on the same page for each project, we have created the DXT Deliverables Sheet.
Submission, Sharing and Editing
The Merchandiser can submit the DXT Deliverables Sheet at the time of the request, at the Kickoff/DPR, or at a later specified date. It must be provided as a link. The document must be editable by “People in MyDigitalSpace with a link.” This allows us to work from one true document at the same time.
Description
Each Merchandiser has their own sheet. They are to use a new one each calendar year. The spreadsheets all contain the following:
A “Promo” tab that can be duplicated for each new promotion. Each promotion should have its own named tab.
WF Project # (you only need to put this number in one cell as it pertains to the entire promo tab)
Deliverable
Hero
Secondary
Skinny
Catalog
Catalog Skinny
Side
Landing Page
JSON
Primary Message
Secondary Message
CTA
Disclaimer (if any)
Imagery Specifics/Details/Etc.
Tracking Code
An “Example” tab explaining how to fill it out. It is locked so it cannot be edited.
A “Dropdown” tab which houses the data for the drop downs in column B of the “Promo” tab. You can ignore this tab. It is locked so it cannot be edited.
Kickoff Meeting/Daily Project Review (DPR)
The goal of the project kickoff meeting is to discuss the project details with all parties involved, establish tasks needed and a timeline, and get commitment from everyone. There is a daily project review meeting called the DPR which is scheduled every morning at 8:30. This allows for a consistent blocked period of time when everyone can come together to discuss new project requests.
If you wish to discuss your new project request in the following day’s DPR, you must submit the request by 2:00 and it must be reviewed by the DXT Project Manager before 2:30. If you are near the cutoff time, please contact the DXT PM directly to ensure your request makes it into the following day’s DPR. If there are no projects to discuss for the following day, a cancellation for that DPR is sent out around 3:00pm. The reason for this is so everyone can plan to be in attendance for the early morning meeting the next day.
Brief Outline of a Typical Merchandise/DXT Project from Start to Finish
Merchandise has an idea for a promotion and gathers information needed so it can be submitted.
Merchandise fills out the project details on the Marketing Request form and submits the request in Workfront.
DXT Project Manager receives the request and forwards the details to stakeholders, designer, copywriter and SEO for their review.
DXT PM schedules a kickoff meeting/DPR
All parties involved attend the kickoff/DPR and the project is reviewed.
All parties involved commit to their tasks and dates.
DXT PM converts the Workfront request into a project in Planning mode.
DXT PM adds tasks to the project and sets the project status to Current.
All work is completed and the deliverables are published to Production.
Once all tasks are marked complete, the project's status automatically changes to Complete.
DXT Project Phases
The Digital Experience Team separates out their projects in 6 main phases:
Define
Design
Design Review
Develop
Testing
Deliver
Define
Includes kickoff meeting, research, and any tasks that need to be completed before Design can begin.
Discovery - The Designer uses the “Discovery” time to make sure they have what they need to get started. They can also use this time to complete any research that is needed for the project.
Copy & SEO – Tasks to be completed by a Copywriter and an SEO Strategist.
Additional tasks might be added here and assigned to the appropriate person if there are outstanding items needed before someone’s work can begin.
Design
Can include the following tasks:
Initial wireframes
Design time
Design reviews
Design Review
Can include the following tasks:
Peer review - designs are shared internally with either the DXT Manager or Design Lead
Design review - designs are shared with the requestor and anyone else who is marked as approver on the project
Design copy review - designs are shared with the Copywriter to ensure copy is correct
Design final edits - time allowed to make corrections before development based on feedback from reviews
Develop
Can include the following tasks:
Development - work needed to get the designs coded and into WCS
Testing
Can include the following tasks:
Test on Staging - Assigned to the requestor, this is time allotted to test assets on Staging
Develop Final Edits - time allowed to make corrections to the copy before Go Live
Deliverables are tested on Staging by the Merchandiser and any additional approvers. Marking the “Test on Staging” task as complete indicates approval of the assets on Staging.
Deliver
Can include the following tasks:
Publish - this task has Includes publishing to production and any additional tasks required post Go Live.
Project Requirements
The DXT team needs several pieces of information before they can begin their work.
Kickoff meeting
Goal of the banners and/or landing page(s)
Imagery
URLs with tracking codes
Copy or outline of copy needed
Approved creative from Marketing (if applicable)
Workfront request
Workfront project
Commitment from other teams involved in the project