MARKETING AND CREATIVE SERVICES TEAM PRIORITIZATION SYSTEM

Overview

This system will serve as a guide that the Marketing and Creative Services team will use to prioritize projects when multiple projects have competing deadlines and a decision is needed as to how the projects get completed.

The system applies to all requests of the Marketing and Creative Services team, including, but not limited to, apparel, graphics, photography, promotional items and videography.

The system is not intended to replace the standard workflow.

Communication

The Marketing and Creative Services team will be responsible for communicating throughout the process so that requesters are aware of the status of the project. This includes, but is not limited to:

• When a request is received and assigned

• When a project needs to be shifted in the queue based on a project with a higher priority

• If a project deadline needs to be shifted and/or is unable to be fulfilled

• Questions and/or clarifications needed in relation to the submitted request and/or project information

• Debrief on projects to be used to create more efficiencies for the future

Requirements

For each priority level, project requests must be submitted on time and with all required information. On the occasion when complete information may not be fully available at the time of the request, it will be the requesting party’s responsibility to inform the Marketing and Creative Services team, so an agreed-upon plan can be developed. The order in which projects are worked on will be determined based on the date of submission, then by the event/effort date.

If a project request is not submitted on time or without all required information, its priority will be evaluated based on other prioritized requests already in the queue.

Priority 1: Development and Fundraising p rojects

Development and Fundraising projects will receive Priority 1 status.

Priority 2: Major p rojects

Major projects such as Aggie Muster, Distinguished Alumni Gala, Pass It Back Day, Resource Guide and Travel Catalog will receive Priority 2 status.

Priority 3: Date-Specific p rojects

Projects for events/efforts that have an immovable date will be given Priority 3 status.

Priority 4: Non-Date-Specific p rojects

Projects that are not tied to a specific event/effort and do not have an immovable date will be given Priority 4 status.

Special Approval High Priority Projects

If there is a need for a project to be completed, but the project cannot be fully submitted in a timely manner, it will require the approval of the vice president of the requesting department, PLUS approval from the vice president of the project that it will jump in the queue. If during this process, an agreement between vice presidents is unable to be made, then Nic Taunton ’07 will provide a final decision.

If approval is not given by either vice president, then the request will be evaluated and slotted accordingly based on the prioritized requests already in the queue.