Overall Mailing / Proofing Process
Strategic, DM, ATL and
Digital Development
A1 – DM
A2- ATL
D) Proximity account
handling and operations
C) After Checkpoint 3
team manage variable / look
Proximity account handling
up data process
B) Orchestra Wooton print
produce Data Matrix and
D1 PayPoint
and hold base stationery
brief Orchestra Bristol
D2 Signatory
E) After Checkpoint 3 Proximity data
selections team develop data
selections brief
F) Orchestra Bristol produce white
proof documents and post to BRAIN
G) Proximity account handling and
operations coordinate and manage
sign off of white proofs using BRAIN
H) Checkpoint 4
Ops and Orchestra accept job and
proceed to live production
I) Orchestra Bristol produce live
proof documents and post to BRAIN
J) Proximity account handling and
operations coordinate and manage
approval of live proofs through
BRAIN
Orchestra print, enclose and mail
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A1) DM Strategic and Creative Development
Process for new initiative
Process for existing initiative
Strategic initiative agreed in Pod meetings.
Course of action agreed by relevant parties
Changes to initiative are agreed within Pod
(BBC, Proximity, Capita, Fishburn, AMV,
leadership group in Pod meetings
PHD)
Proximity Account Handling amend the
Proximity Account Handling develop Project
relevant Project Brief involving BBC and
Brief involving BBC and Capita
Capita
back
back
Project brief approved by Proximity,
mments/feed
mments/feed
o
BBC and Capita and stored in Project
o
C
brief library on BRAIN
C
Ops briefs pass through capacity
Checkpoint 1: section1 of Ops brief
planning
developed by Proximity Account
Plans are agreed by Proximity and
Handling and approved by GAD, Ops
BBC
and BBC
See notes section
Ops Briefs that pass Capacity Model
See notes section for an example of
are allocated a scenario based on
Scenarios
required change
Checkpoint 2/ Operational Planning
stage: a schedule has been issued;
ck
Creative brief, timings and costs are
developed by Proximity
The BBC use their ‘approvals process’
chart to ensure that all the relevant
internal checks are carried out.
See notes section
Creative brief, timings and costs
mments/feedba
approved by BBC
Co
Proximity will consult with Orchestra on
all new formats. Orchestra will perform
a risk assessment, using a Production
Checkpoint 2.1: Proximity develop
brief (section 2 of Ops Brief)
creative concepts and production brief,
See notes section
dback
then present to BBC
s/fee
The BBC use their ‘approvals process’
chart to ensure that all the relevant
BBC provide feedback / approve a
internal checks are carried out.
Comment
creative concept
See notes section
Proximity Develop Copy and 1st stage
visuals (Mac visuals where appropriate)
dback
The BBC use their ‘approvals process’
chart to ensure that all the relevant
internal checks are carried out.
See notes section
BBC provide feedback / approve copy
and visuals
Comments/fee
Approved visuals pass
Checkpoint 3
ck
and Proximity develop artwork
The BBC use their ‘approvals process’
chart to ensure that all the relevant
internal checks are carried out.
BBC provide feedback / approve
Proximity will send Artwork checklist
mments/feedba
artwork, using Artwork Checklist
with final artwork.
Co
See notes section
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B) Creative Development / Base Stationery Process
B1) Process for new
B2) Process for existing
Laser Copy
B3) Print Matrix Process
creative
creative
Final approved copy is named
Orchestra Wooton
Requirements for stock
according to a convention and
Orchestra Wooton
monitors stock levels and
saved in the letter copy library
are listed in the Monthly
produce print proofs and
future stock requirements
and the relevant job bag on
Print Matrix document by
post to BRAIN
are fed through the
BRAIN by Proximity Account
Orchestra Wooton
Monthly Planning Meeting
Handling
Copy is then referenced
Monthly print matrix is
Orchestra Wooton re-print
by its code in the Data
updated with the latest
base stationery as
Matrix, and available for all
stock codes and stored on
required
to reference on BRAIN
BRAIN for all to reference
Proximity Account
Handling coordinate
approval of print proofs
using BRAIN
back
BBC, Capita (Welsh
Translator) and Proximity
Comments/feed
account handling approve
base stationery using
BRAIN
Orchestra Wooton print
Base stationery held in
base stationery
stock at Orchestra Wooton
Base stationery called off
from stock according to
requirements documented
in the Data Matrix (using
stock codes in the Print
Matrix) on an individual
campaign basis
Required stationery is sent
to Orchestra Bristol to be
used in that month’s
mailings
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C) Data Selections Process
The scenario allocated to each
campaign details dictates the need
for a data brief
At Checkpoint 3, Section 2 of Ops
Scenarios 2, 3, 5, 7, 9, 10, 11
Brief developed by Proximity
and 12 always require amends to
Account Handling must be approved
the data brief
by GAD, BBC and Capita
Example of Section 2 of Ops
Brief can be found in the notes
section
Proximity Account Handling develop
or amend Data Matrix to be
approved by BBC
Example of Data Matrix can be
found in the notes section
Proximity Data Selections team
updates the Siebel data processing
brief where necessary
Example of the Siebel data
processing brief can be found in
the notes section
Briefs affected by contact strategy
changes will be reviewed and
impact-assessed by the Ops
Director
Proximity Data Selections team post
ck
the revised brief for approval on
BRAIN. Capita also see the brief as
an FYI.
Example of the checklist can be
found in the notes section
The BBC, Proximity
mments/feedba
Analytics, Ops Director (or
Co
GAD Ops) and Account
handling approve the brief
using BRAIN and the data
selections checklist
The approved brief is stored on
BRAIN for reference
Proximity Data Selections develop/
amend segmentation on Siebel and
test run selection
New/ Amended data selection is
approved in Siebel by Proximity
Data Selections
After Checkpoint 4
Campaign is executed and mailing
files are generated from Siebel
Orchestra Bristol receives files and
uses the data matrix and the
production brief to correctly process
the files
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F&G) White Proof Creation and Approval Process
Orchestra Bristol receive
Data Matrix from Proximity
London
Base Stationery from
Orchestra Wooton,
referenced by the Print
code
Copy documents from the
relevant job bag on BRAIN
One example for each
mailing cell on the Data
Orchestra Bristol prepare
Matrix
white proofs, and add a
Variable data is inserted
using last month’s live data
proofing checklist to the
Other specific information
job bag on BRAIN
from the Data Matrix
Orchestra Bristol post the
white proof document to
the Production section of
the relevant job bag in
BRAIN, and notify
Proximity Account
Where SLAs permit,
Handling
Proximity Account Handling
will check the proofs before
circulation
Proximity account handling,
the BBC and Capita
ck
approve every white proof
Proximity account
document
handling access the file on
For Welsh versions, the
BRAIN and then set
Welsh translator (Ken
Owen) will also add his
approvers, relevant to the
approval
job
mments/feedba
Co
The checklist is used to
ensure that all necessary
items are checked. For an
example of the checklist
and full details, please see
All parties (Proximity,
the notes section
BBC, Capita) approve the
SLAs for approval of whites
proof using the interactive
and lives is 48 hours
checklist on BRAIN
(checkpoint 4 has been
passed)
Once approval has been
given from the BBC,
Capita and Proximity
account handling,
Proximity account
handling advise Orchestra
Bristol to proceed to Live
proofs
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H&I) Live Proof Creation and Approval Process
Orchestra Bristol receive
approval of white proofs
by Proximity London, and
approval to proceed to
Live proofs
All details as per the approved
white proofs
Inclusion of live data mailing files
referenced from the data matrix on
BRAIN
Inclusion of live lookup / variable
Orchestra Bristol prepare
data, using the lookup table stored
Live proofs and data
on BRAIN
dumps, adding a proofing
Inclusion of data dump from live
mailing files
checklist to the job bag on
BRAIN
Orchestra Bristol post the
live proof document and
data dump to the
Production section of the
relevant job bag in BRAIN,
and notify Proximity
Account Handling
Proximity account handling, the
BBC and Capita approve every live
proof document
ck
For Welsh versions, the Welsh
Proximity account
translator (Ken Owen) will also add
handling access the file on
his approval
BRAIN and then set
approvers relevant to the
job
mments/feedba
Co
The checklist is used to ensure that
all necessary items are checked
Orchestra send live SEPs to Capita
for OCR and 2D barcode test
scanning
For an example of the checklist and
All parties (Proximity,
full details, please see notes
BBC, Capita) approve the
section
proof using the interactive
checklist on BRAIN
Once approval has been
Senior countersigning is performed
by Account Directors and
given from the BBC,
Operations Manager
Capita and Proximity
account handling,
Proximity account
handling take proofs to
daily proofing clinic for
countersigning by
Account Director
Once senior
countersigning has taken
place then Proximity
account handling give
Orchestra Bristol approval
to print and mail
R2 Proofing Process FINAL 081009 0.01 Commercial in Confidence