CREATING A NEW SCREENING IN THE SCHEDULING · SCHEDULING DATABASE – ADMINISTRATOR USER GUIDE – March 2011 – 4.0 Page 10 of 58 CREATING A NEW SCREENING IN THE SCHEDULING DATABASE

SCHEDULING DATABASE – ADMINISTRATOR USER GUIDE – March 2011 – 4.0 Page 1 of 58

ADMINISTRATOR USER GUIDE for the

SCHEDULING DATABASE As of March 2011

Table of Contents

INTRODUCTION .......................................................................................... 2

LOG IN ......................................................................................................... 3

CREATING A NEW SCREENING IN THE SCHEDULING

DATABASE ......................................................................................... 10

ASSIGNING CLIENTS TO A SCREENING EVENT ................................... 15

ASSIGNING A COMPANY TO A CLIENT ................................................. 22

SUBMITTING AN EVENT FOR APPROVAL ............................................. 27

RECALL FOR CHANGES ......................................................................... 30

DELETE SCREENING ............................................................................... 31

ADDING NEW CLIENTS TO THE DATABASE ......................................... 32

ADDING A NEW CLIENT WHEN CREATING A SCREENING

EVENT ................................................................................................. 36

ADDING A NEW COMPANY TO THE DATABASE ................................... 39

ADDING A NEW COMPANY WHEN ASSIGNING COMPANIES TO

CLIENTS FOR A SCREENING EVENT ............................................... 44

SEARCHING THE DATABASE FOR A SCREENING THAT HAS

BEEN CREATED ................................................................................. 50

REVISING DETAILS (Client, Company, Date or Time) FOR A

SCREENING THAT HAS BEEN CREATED ........................................ 53

GLOSSARY OF TERMS ............................................................................ 55


INTRODUCTION This document is the User Guide for Administrators (Sales Person support staff). The Scheduling Database is located on the SPTI.com website. If you do not have access to SPTI.com, see the ―Log In‖ instructions on page 3. OVERVIEW

The Screening Database is used by SPTI’s Sales Team to coordinate Screenings at Conventions (LA Screenings, MIPCOM, MIPTV, NATPE, MWC, etc.). For each Screening event, Administrators in our Field Offices enter the following information in the Database: Screening Date Screening Time Number of Clients Attending (names and company information) Number of SPE employees attending (including Primary Sales Person) Meal information Once this information is completed by the Field Office, it is ―Sent for Approval.‖

The Screening information is reviewed and:

Approved or Rejected (sent back to the Field Office with notes to revise/add information) After the Screening information is approved, the Screening can be ―Booked‖ into a Screening Room location by the Home Office. Booking the Screening location usually occurs the week before the Convention. Screening events can be revised by the Field Office. If needed, use the ―Recall for Changes‖ button on the bottom tool bar and the Database will allow you to make changes and resubmit them for approval. Screening Room location information is provided to the Sales Person before the start of the Convention. Location changes may occur on the day of the Event. The Event Staff assists Clients to their Screening Location.

This User Guide is designed to assist you while you use the Database. This User Guide is not a complete reference tool for all the Database functions. Please contact Ron Edwards with any feedback regarding this guide or problems you have while using the Database.


LOG IN The new Scheduling Database is accessed through SPTI.com. If you have not registered for SPTI.com, you will need to go to our website: http://www.spti.com You will be directed to this page:

You can register by clicking on the ―New User? Register!‖ link. This is listed under ―Client Login‖ at the top right of the screen

http://www.spti.com/


To Log In, click on ―Login‖ at the top right hand corner under the ―Client Login‖ choices. The following screen will appear:

Enter your User name and Password in the Pop Up Window.


Once you have logged in to SPTI.com, you will see the following screen: Click on ―I Agree‖.

(Continued next page)


This will take you to the following screen: Please notice the toolbar about a quarter down the screen.

Choose ―SPT‖



Once you choose ―SPT‖ you will get the following drop down menu, Choose ―Scheduling Database‖ from the drop down menu.

If ―Scheduling Database‖ does not appear on your drop down menu, please contact Ron Edwards ([email protected] or 310-244-7351) or Mark DeRosa.


mailto:[email protected]


Once you choose ―Scheduling Database‖ you will get a pop up window containing the database:



Enlarge the window to the full screen view.

This is the Home Page. On the upper left hand corner, under the SPTI logo, you will see a personalized welcome. This screen grab reflects an example of the personalized identification for the current user:

―Welcome David Stevens!‖

―David Stevens‖ has access to the Database as an ―Administrator‖. In the ―Administrator‖ role, David Stevens will be able to:

Create Screening Events for a Convention (i.e., NATPE 2008) Assign Clients to the events Assign a Company to the Client Submit the Screening Event for approval.

Once a Screening Event has been approved, it is confirmed for the Convention.


CREATING A NEW SCREENING IN THE SCHEDULING DATABASE

On the left hand side of the screen, there is a column beginning with ―Home‖. (See screen grab below.) Click on the green box that says ―Manage Screenings‖.

―Search / Add Screening‖ should appear under ―Manage Screenings‖.

Click on ―Search / Add Screenings‖.

Your screen should be similar to the ―Search Screening‖ screen below.

Notice that the words on the Tool Bar to the right of the ―Home‖ have changed to ―Search Screening‖. This Tool Bar’s text changes to help identify the action being taken.


The screen below allows us to create a new Screening event or search for a Screening event that has already been created in the Database.

CREATE A NEW SCREENING EVENT At the bottom of the screen you will see another Tool Bar with the word ―Events‖ on the left hand side. On the right hand side there is a darker box with the words ―Add New Screening‖-- click on this box.



The ―Create Screening‖ Tool Bar appears (see screen grab below).

Under ―Create Screenings‖ there are two tabs, ―Event List‖ and ―Client List‖.

The ―Event Details‖ need to be created and saved before the Database will allow you to add Clients. The fields marked with a red asterisk ( * ) are required fields.

CONVENTION: A list of conventions appears in the drop down field. Contact Ron Edwards or Lara Sortomme if the convention you need does not appear. EVENT NAME: A unique Event Name is associated with each meeting and used on all the

reports generated containing this meeting. There are two types of Event Names – Auto Generated and User Generated. If you do not enter a ―User Generated‖ name, the Database will assign an ―Auto Generated‖ name using the first three letters of the companies attending the meeting. To create your own ―User Generated‖ Event Name, click on the ―User Generated‖ button and the ―Event Name‖ field becomes active. Enter a unique Company name for the event (i.e., Forta). You will also be able to search for this event by the Event Name.


PRIMARY SALES PERSON: A ―Primary Sales Person‖ must be identified for each event. If other Sales People will be attending the event, you can include up to four (4)

in the ―Additional Sales Person(s)‖ field. The Database will include all the Sales People you identify in its Search and Report functions. Contract Ron Edwards if a Sales Person needs to be added to the drop down list.

PRIVATE MEETING ROOM: For each event, the User needs to identify if a ―Private Meeting Room‖ is required. If ―Yes‖ is indicated, the Room will be assigned by

the Home Office. If ―No‖ is indicated, the drop down field becomes active and the user must choose a location for the meeting.

SPE COUNT: This number needs to include the Sales Person hosting the event as well as any other SPE employees who are attending. MEAL REQUIRED: When a Meal is required, choose ―Yes‖ to activate the fields under ―Meal Details‖ and provide the details.


In the screen grab below, details have been entered for a ―fake‖ meeting for NATPE 2008. The drop down fields were used to complete most of the information. Under ―Event Details‖, ―2‖ was chosen as the ―SPE Count‖. Under ―Meal Details‖, ―Yes‖ was chosen and ―4‖ was selected as the ―SPE Count‖. On the bottom tool bar there are three choices. Select ―Save‖ to save this information and create a Screening.


ASSIGNING CLIENTS TO A SCREENING EVENT After choosing ―Save‖ the screen below appears. Above the Tool Bar, the Database has confirmed: ―Event created successfully.‖ On the right hand portion of the ―Assigned Client List‖ tool bar, you will see: ―Assign Client‖ Once an Event is created, it is automatically saved in the Database. Clients can be assigned to an Event immediately or at a future time. Before we assign Clients, I want to discuss the screen below on the next page.


Notice the two tabs that appear under ―Assigned Client List‖ Tool Bar are ―Event Details‖ and ―Client Details‖. For the Screen Grab below, the ―Client Details‖ tab has been selected. No clients have been assigned to this event. To view all the information used to create this Screening, I would click on the ―Event Details‖ tab. However, in the screen grab below we find basic details (―Sales Person‖, ―Date‖ and ―Time‖) for the event listed in blue. To assign a Client, On the right hand side of the ―Assigned Client List‖ tool bar, click on ―Assign Client‖.


A pop up window appears that allows you to search for Clients. As of October 2008, there are over 3,600 Clients in the Database. You can search by ―First Name‖, ―Last Name‖ or ―Country‖. Additionally, from this screen you can ―Add New Client‖ if your search does not find the client in the Database. (Adding new clients will be discussed later in this User Guide.)

On the following page, I’ve enlarged the pop up screen.



These are the clients who need to be assigned to this Screening Event. (Client lists are determined by the Sales Person.) Paola Felgueres Jorge Arregui Solange Rivero Luis Guillermo Camacho Bernadette Delmas The screen below shows I have assigned two clients to this Screening. To continue assigning the other three Clients, I’ll choose the ―Assign Client‖ button. Then I’ll use the pop up ―Search Client‖ screen to search by name to assign other Clients to the screening.


I used the last name ―Camacho‖ as my search choice to find ―Luis Guillermo Camacho‖. In order to assign a Client to an event, click on the box to the left of their name (even if there is only one Client listed in the search). See the example in the pop up screen below. After selecting the name, I clicked on the ―Assign Client‖ button (located on the bottom tool bar) to add this Client to the Screening.



The screen below reflects that all five Clients have been assigned to the Screening. The Clients are sorted in Alphabetical order according to their first name. At the bottom of the Client list, the Database has ―Total No of Clients: 5‖. This total is automatically added to the ―Events Details‖ screen.

The next page displays the screen that appears when I click on the ―Event Details‖ tab. (Companies will be assigned to the Clients listed above after we explore more of the options on the ―Event Details‖ tab.



Under the ―Modify Screening‖ Tool Bar, you will see two tabs – ―Event Details‖ and ―Client Details‖. Under the column ―Event Details‖ at the bottom, you will see that ―Client Count‖ is listed as ―5‖. This total is automatically added from Client List. However, under ―Meal Details‖ you will need to enter the number of clients. This is not an automatic count, because some clients may not be able to stay for the meal. In rare cases, the number of clients attending the meal will be greater than those attending the screening.

The next step is to assign Companies to the Clients. I’ll return to the ―Client Details‖ by clicking on that tab. See screen grab on the next page.


ASSIGNING A COMPANY TO A CLIENT

The ―Assigned Client List‖ screen below shows the five clients that were previously assigned to the Screening. The first two columns reflect the names of the clients. The third column reflects ―Company Name‖, which is blank in the screen grab below. Each of the Clients need to have their correct Company assigned. If more than one Client shares the same Company name, that name can be assigned at the same time. Two of the Clients below share the same Company name—Paola and Jorge. I’ll click the boxes to the left of their names to let the Database know these are the Clients I want to assign to the same Company. (See screen grab next page.)


I’ve selected the two Client names I want to assign to the same Company in the screen grab below. When I click on the box next to a Client’s name, the ―Assign Company‖ button (located in the left hand side of the tool bar directly above the list of Client names) becomes active. I can now click on ―Assign Company‖ and a pop up screen will appear.



The pop up screen below for ―Assign Company‖ has a similar format to the pop up screen we used to assign Clients. The search choices are: ―Company Name‖, ―Country‖ or ―Status‖. If information is not entered into the ―Search‖ fields, the entire list of Companies will be displayed. I want to assign the Company name, ―AF & Associates‖ to the two clients I selected. On the next page, I’ve enlarged the pop up screen and entered ―AF & Associates‖ as my search choice.


The screen grab below displays the result of the search. I’ve checked the ―circle‖ to the left of the Company name to identify the Company that will be assigned to the Client(s).

If the Company, ―AF & Associates‖, had offices in other countries then the list below would include each office location. I would need to select the ―circle‖ next to the Company’s Country location in order to assign that Company to the selected clients.

The tool bar located below the Company Names has ―Assign Companies‖ on the left hand side. Click on ―Assign Companies‖.

If your search contains a long list of Company names, you will need to scroll to the bottom of the list to click on ―Assign Companies‖


The screen grab below confirms the Company has been assigned to the two Clients selected. Above the ―Assigned Client List‖ tool bar, you will see the Database has confirmed the following information:

Client details modified successfully. The event name has been changed due to the company assignment.

If you have created a ―User Generated‖ Event Name, that Event Name remains constant. However, if the ―Event Name‖ is auto generated, the unique Event Name is composed of the first three letters of each Company, separated by a comma and then followed by a number. Each time a new Company is assigned to a Client for an ―Auto Generated‖, the Event Name is updated.


SUBMITTING AN EVENT FOR APPROVAL

Often all the Client details for a Screening cannot be entered in one session. The Database saves the Screening information for future editing. The User can return to the Event and update meeting details and change Clients information as it becomes available. (We’ll discuss how to locate and modify an existing Screening later

in this User Guide.) When a User has finalized all the Event details and the Client / Company information is completed, the Event is ready to be sent for approval. In the screen grab below, Company names have been assigned to all five clients.

After all the Clients for a Screening have been assigned Company names, the Screening needs to be sent for Approval. Click on the ―Event Details‖ tab in order to send a Screening for Approval. (See screen grab on the next page.) The Database will prompt you to send the event for approval when exiting the screen if all the conditions are met (Client and Companies assigned to event).


I’ve centered the screen grab below to review all the details for the Screening. On the right hand side of bottom tool bar you will find ―Submit for Approval‖. Click on this button when the Screening has all the Companies assigned to the Clients.

Event Name: This event has been assigned an ―Auto Generated‖ name--―AF, Ais,Ame,ArtEvent781‖. The Database creates the Event Name by using the first three letters of each Company’s name and assigns this to the event. If additional Company names are added, the Event Name will change. If a ―User Generated‖ event name is assigned, that name remains constant.



After selecting ―Submit for Approval‖, the Database displays the screen below. Above the ―Assigned Client List‖ tool bar, the Database has confirmed:

Event submitted for approval.



RECALL FOR CHANGES

When a Meeting has been ―Approved‖ and a location is assigned, the Meeting’s status becomes ―Final.‖ However, if the Meeting needs to have any of the details changed (i.e., change the time; add or remove clients) there is now a ―Recall For Changes‖ button. ―Recall For Changes‖ immediately allows the User to make changes to the Meeting. Once the User has made changes, the Meeting must be ―Re-Submitted for Approval.‖

The ―Recall for Changes‖ selection is on the bottom task bar.


DELETE SCREENING

The User has the ability to request a Screening (meeting) be deleted. The ―Delete Screening‖ selection is located on the bottom tool bar. After ―Delete Screening‖ is selected, the following email screen appears (see screen grab below). The email automatically populates the basic details of the event to be deleted. There is additional space at the bottom of the ―Content‖ field after the ―Screening Time‖ where the User can add other information, if needed. After the User chooses ―Send Mail‖, the email is forwarded to Super Admin. After verifying the data, the Super Admin will delete the meeting from the Database.


ADDING NEW CLIENTS TO THE DATABASE As of February 2009, there are over 3,600 clients in the database. If your client does not exist in the Database, there are two ways to add Client information:

1. Using the ―Manage Clients‖ function or

2. While adding a Screening to a Convention

MANAGE CLIENT On the ―Home‖ page there is a column on the left hand side. In the screen grab below, I’ve clicked on ―Manage‖. After clicking on ―Manage‖, the following choices are displayed— ―Company‖, ―Client‖, ―Venue‖. Click on ―Clients‖ (see next page for results).


The ―Search Clients‖ screen below is similar to the pop up screen that is displayed when Assigning Clients to a Screening (see page 14). Both Screens allow new Clients to be added to the Database. Click on the ―Add‖ button on the bottom tool bar to display the ―Create Client‖ screen (see next page).



The fields in the screen grab below identified with a red asterisk ( * ) are required

fields. The required fields are:

First Name Last Name Work email Status (automatically set as ―Active‖)

Please enter Country information using the drop down list. ―Country‖ is one of the three search options for Clients and can be helpful for future searches.

Please enter as much Client information as possible. Because Clients change their Company affiliation, Clients are assigned to Companies only when they are scheduled to attend a Screening event. This will allow the Database to accurately reflect the Client’s Company affiliation at each individual market.

Choose ―Save‖ in the bottom tool bar to save your Client information in the Database.


After you click the Save button, the following screen will appear. The Database confirms:

Client successfully created To continue adding new clients, choose the ―Add‖ button on the ―Clients‖ toolbar.



ADDING A NEW CLIENT WHEN CREATING A SCREENING EVENT

To add a new client when creating a screening event, click on ―Assign Client‖ on the right hand side of the ―Assigned Client List‖ toolbar.

The following page has a screen grab with a pop up window



The pop up window below allows you to add a new Client or search for existing Clients to assign to a Screening that has been created. When a Client name is not found during a search, you can immediately add a new Client to the Database using this screen. On the tool bar labeled ―Client List‖ (located half way down the pop up window) you will see ―Add New Client‖ on the right hand side. Click on ―Add New Client‖.



The ―Search Client‖ pop up is replaced with the ―Create Client‖ pop up below. After you have entered all the new Client data, click ―Save‖ at the bottom of the pop up. The new Client information will now be in the Database. The Pop Up screen with the new Client information remains active. This active screen allows the User to choose the new Client and then assign the new Client to the Event.



ADDING A NEW COMPANY TO THE DATABASE

As of February 2009, there are over 1,400 Companies listed in the Database. There are two ways to add new Company information to the Database:

1. While Assigning Companies to Clients for a Screening. 2. Use the ―Manage Company‖ function

On the ―Home‖ page there is a column on the left hand side. In the screen grab below, I’ve clicked on ―Manage‖. After clicking on ―Manage‖, the following choices are displayed— ―Company‖, ―Client‖, ―Venue‖. Click on ―Company‖ (see next page for results).


The ―Search Company‖ window appears. If you do a search for a Company name and do not find the Company, you can add a new Company. On the bottom tool bar labeled ―Company‖, click on the ―Add‖ button on the right hand side to display the ―Create Company‖ screen. (See next page.)



The fields in the ―Create Company‖ screen grab below identified with

a red asterisk ( * ) are required fields.

The required fields are:

Company Name Country

Please enter as much Company information as possible.

FYI, some Companies may have the same name but have offices located in different Countries. Additionally, a Company may have more than one location in the same Country. You can add information to the Company Name to distinguish different locations, i.e., ―Fox – Latin America‖, ―Fox – Asia‖.

After entering the Company information, click on the ―Save‖ button located on the bottom Tool Bar.


Here’s a sample ―Create Company‖ entry:



After choosing ―Save‖ the following ―Search Company‖ screen appears (see screen grab below). The Database confirms:

Company successfully created. Continue creating Companies by choosing the ―Add‖ button in the ―Company‖ toolbar.



ADDING A NEW COMPANY WHEN ASSIGNING COMPANIES TO CLIENTS FOR A SCREENING EVENT In the ―Assigned Client List‖ screen grab below, I’ve clicked the box to left of the name ―Analia Pollero‖ to indicate I want to assign a Company.

I then click on the ―Assign Company‖ button that is located on the right hand side above the list of Client’s names. (See screen grab next page.)



The ―Assign Company‖ pop up screen appears. This screen will allow me to search for Analia’s Company – ―Claxon‖.



―Claxon‖ was not found in the Database. The Database confirms: No results found for the given search criterion. Please change the search criteria and try again.

In order to add ―Claxon‖ to the Database, from the ―Company List‖ tool bar, choose ―Add New Company‖ (see screen grab next page).



The ―Create Company‖ pop up appears. I’ve added the Company information for ―Claxon‖ in the screen grab below

After entering the information, choose ―Save‖ from the bottom tool bar.



A Pop Up screen with the new Company remains active. This active screen allows the User to choose the Company and assign it to the Clients that have been selected.



The Company name, ―Claxon‖, has been assigned to the Client, ―Analia Polerro‖

Once all the Clients have Company names assigned, forward the Screening for Approval.

IMPORTANT: An event is not Active until it has been approved by a Super

Admin (Ron Edwards or Lara Sortomme). Approval is needed for an Event to be included in the Reports for a Convention. An event cannot be assigned a Screening Room unless it is Approved.



SEARCHING THE DATABASE FOR A SCREENING THAT HAS BEEN CREATED To find a Screening that has been created, go to the Home Page. Choose ―Manage Screenings‖. A drop down, ―Search / Add Screenings‖ appears. Choose ―Search / Add Screenings‖. The Search Screening screen grab appears below. The only required search field is ―Convention‖. However, if you only search by convention, you will get information for all the screenings that have been entered for that convention. These will include every Sales Person’s screenings. If you know the Event Name, enter this information to find the meeting. You can also use the ―Sales Person‖ drop down search field to find all the Screenings you have entered for a Sales Person. The Database will search for all the meetings the Sales Person is attending as a ―Primary Sales Person‖ or an ―Additional Sales Person‖.


The Search Screening screen grab below shows ―MIPCOM 2007‖ has been selected as the Convention and ―Helios Alvarez Filho‖ has been selected as the Sales Person. Adding additional information in other search fields would narrow your results. (See next page for Search results.)



The Search reveals only one screening has been entered for Helios for this Convention. If Helios had additional screenings entered, the Database would list each one on a separate line. To choose the event you want to revise, click on the ―Event Name‖. The Database will retrieve the event and allow you to make changes.



REVISING DETAILS (Client, Company, Date or Time) FOR A SCREENING THAT HAS BEEN CREATED The ―Modify Screening‖ tab appears after you have clicked on an Event Name from your Search Screening results. There are two tabs for this Screening, ―Event List‖ and ―Client List‖. The ―Event Details‖ appear on the Event List tab. (See screen grab below.) You can revise any details on this screen but will need to choose ―Save‖ at the bottom of the screen for the changes to be made by the Database.

To revise Client information, click on the Client List tab. (See screen grab next page.)


The Database confirmed the time change with the notice:

Event details modified successfully. A Client can be assigned or deleted by using the ―Assign Client‖ or ―Delete‖ buttons located on right side of the ―Assign Client List‖ tool bar. FYI, if changes are made to an approved Event, the system automatically returns the Event to unapproved status. The system then resends the event for approval. Choose ―Save‖ when you have completed your changes.

If you have questions regarding any aspects of this Administrator User Guide, please contact Ron Edwards, Kimberly Kernodle or Lara Sortomme for assistance.


GLOSSARY OF TERMS

Administrator Role – This Role allows the User to create Screening Events

(meetings) in the Database. Once a Screening Event has been approved, it is included in the Convention Reports and an Administrator can run Reports which reflect the details for that Convention.

Approval – A Screening Event (meeting) must be submitted for Approval in

order for it to be included in a Convention. The event is reviewed by the ―Super Admin‖.

When the Super Admin has questions or concerns regarding the meeting, the meeting is rejected and information is provided to the ―Administrator‖ to change the details. Once the details are changed, the meeting is resubmitted for approval. After a meeting has been approved, it is included in the Convention Reports. The meeting is then eligible to have a Screening Room assigned.

Booked (Final) – The status of a Screening Event (meeting) that has been

approved and assigned to a Screening Room by the Super Admin. Client – A person representing a Company who buys SPTI product. Client Count – The number of Clients attending an Event. This number is

automatically totaled by the Scheduling Database--it is the number of Clients that the User has entered under ―Client Details‖.

However, for the ―Meal‖, the number of clients must be manually entered. For example, an Event may have 6 Clients attending but the Meal may only include 3 Clients due to the Client’s availability.

Company – The organization the Client represents and funds the purchase of

SPTI product.

Company Name – has to be unique – i.e. BBC entered once cannot be

entered again for a different country. It would need to be entered as BBC – Turkey.


Control Key – Using the ―Control‖ key function on the computer keyboard

allows the user to select more than one Sales Person from the drop down menu for a Screening Event. The Control key also allows you to select more than one option in other drop down menus.

Convention – An event where SPTI and other media companies sell their

product. Major yearly conventions include: LA Screenings, MIPCOM, MIPTV, NATPE, Mobile World Congress.

Emailer – As of September 2007, we are requesting the email function of the

Scheduling Database not be used. This function is still in development and will be enhanced when the Database is upgraded in the future.

Event Name –Can be Auto generated or User Generated. If User Generated,

it must be a unique name, however, adding the date of the event at the end of the name usually makes the name unique. There is an 80 character maximum length with limited on screen display.

Event Notes – This field allows the User to include notes that are specific for

this Event. For example, ―One Client is in a wheelchair and needs assistance.‖ Or ―Michael Grindon will be joining the event for the first hour.‖

Field Office – A worldwide location where SPTI has an office. For example,

London, Miami, Hong Kong, Sydney and Tokyo all have Field Offices for SPTI.

Home Page – The main page which allows the User to navigate the

Scheduling Database.

Lunch / Meal – The term ―Meal‖ will be changed to lunch in future updates of the Scheduling Database. Lunch is served as requested by the Sales Person during a Convention. However, for LA Screenings, Lunch usually follows or precedes the morning or afternoon screening. Lunch Location – Each Convention has defined locations for Lunch. These

locations are accessed by a drop down menu. The Administrator cannot originate Lunch Locations.

Lunch Notes – This field allows the User to include notes that are specific for

this Meal. For example, ―Two vegetarian meals requested.‖


Primary Sales Person – The person deciding which clients will be invited to

a Screening Event. For some Conventions, the term ―Sales Person‖ is expanded to include any SPTI employee who uses the Venue facilities for meeting purposes.

Pop Up Window – A screen that appears in front of the active screen when

selecting specific options in the Scheduling Database. For example, when in the ―Assigned Client List‖ screen, the Pop Up Window is displayed when the ―Assign Client‖ button is selected. Product – The television shows, movies and other media which SPTI has the

rights to sell to the Client for a specific region.

Required Fields – These are Fields on a screen identified by a red asterisk

( * ). If information is not selected for these fields, the Scheduling Database will display an error message and not allow the transaction to proceed.

Reports – Once a Screening Event has been approved by a Super Admin, it is

included in the Convention and all the details are available in a Report. Report choices include: Attendee Report Client Report Summary Report Detail Report Lunch Report

Sales Person / Primary Sales Person – The person deciding which

clients will be invited to a Screening Event. For some Conventions, the term ―Sales Person‖ is expanded to include any SPTI employee who uses the Venue facilities for meeting purposes. Sales Person – A Sales Person can attend an event as the Primary Sales Person or an Additional Sales Person. By including a Sales Person in either of these fields, that Sales Person will be associated with the meeting in all the Report and Search functions for the Convention.

Screen Grab – A visual representation of how the computer screen appears to

illustrate a specific example in the Screening Database User Guide.


Screening Dashboard – As of September 2007, this feature is still in

Development and is not available for use.

Screening Room – The location where a Screening Event (meeting) occurs.

Each Screening Room has a seating capacity and includes screening equipment which enables the Sales Person to present Product to Clients to view.

Screening / Screening Event / Meeting – Each of these terms refer to a meeting scheduled at a convention. The meeting many not include a

screening, it could just be an informal meeting. The meeting occurs on a specific day, for a scheduled amount of time. It may also include Lunch.

SPE Count – The number of SPE (SPTI) employees who will be attending a

Screening Event. This number includes the Sales Person who originated the event. The Sales Person provides this information to the Administrator.

The SPE count for the ―Event‖ and for the ―Meal‖ are separate entries. Each must be entered manually. An Event may have ―1‖ SPE employee attending but the Meal may

have ―5‖ SPE employees attending.

SPTI.com – The web site which hosts the Scheduling Database. FYI, only

people who have been granted a role as an Administrator, Sales Person or Super Admin have access to the Scheduling Database through SPTI.com. Once the Scheduling Database is chosen in the drop down from SPTI.com, it appears in Pop Up window.

Status – Approved; Booked; Assigned; Pending Client Assignment; Client

Assignment; Pending Approval; Rejected; Active; Inactive. These terms reflect the stages that occur while processing a Screening Event.

Super Admin Role – This Role is only granted to the Event Planning Staff. It

allows them to perform all the tasks of an Administrator and enables them to approve Screening Events (meetings) in the Scheduling Database.

Tool Bar – A horizontal bar which provides navigation information and action

options within the Scheduling Database.

Venue – The location for a Convention. For example, MIPCOM occurs at the

Palais in Cannes; LA Screenings occurs in Culver City on the Sony Lot.

(end)

Documents

CREATING A NEW SCREENING IN THE SCHEDULING · SCHEDULING DATABASE – ADMINISTRATOR USER GUIDE – March 2011 – 4.0 Page 10 of 58 CREATING A NEW SCREENING IN THE SCHEDULING DATABASE