NEW BRIEFS & BIDDING

Please see below for the process to follow when receiving a new brief.

  1. ENTER TIMINGS TO PRODUCTION SCHEDULE & WIP

    Please create a new job on the production schedule, and also add to the Global WIP.

2. CREATE A JOB ON CIMS

Use CIMS Software to create a JOB NUMBER.

Log in using your unique log in details. If you don’t have a log in, please use the Freelance log in: Username: Freelance 1, password: old street station.

If the job is for a new client (not already on the system), you’ll need to create the client first and then assign them a particular job. CIMS will generate a job number to use across the bidding/production/wrap process.

** Please note that the name of Producer, Artist and Client contact need to be added to system prior to create a new job.

3. CREATE A JOB FOLDER ON DROPBOX

Once the job is created on CIMS and a job number has been allocated, create a JOB FOLDER on DROPBOX - 01. JOBS_BIDDING folder by copy & pasting the 00. JOB FOLDER TEMPLATE.

The folder must be labelled correctly with JOB NUMBER_CLIENT_JOB NAME. Example: CB2000_LGA_CHASE BANK

4. BIDDING

When creating a budget in CIMS, please ensure that the correct ‘Client Contact’ is selected on the details tab.

Please check with the client which currency they would like you to build the estimate inland whether VAT needs to be included. If working with a foreign currency, please allow a 5% conversion allowance. This can be calculated using the conversion chart.

Please also allow for the relevant bank charges.

  • UK charges - 20p per normal transaction, £5 per same day payment.

  • EU charges - £5 per normal transaction, £12 per same day payment.

  • Outside EU - £18 per transaction.

The ‘Details’ tab in CIMS is where you should detail everything that is ‘INCLUDED’ and ‘NOT INCLUDED’ in the estimate.

When bidding for regular clients, please ensure you are aware of rates cards or restrictions detailed in the specific client process docs. These can be accessed via the client area on the intranet. Or, if estimating for Apple can be viewed here.

All estimates and estimate revisions need to be approved by an Executive Producer before they can be shared with the client.

When sending an estimate to client, please copy in accountslondon@creativebloodagency.com, and amy@creativebloodagency.com so they are aware that a job is being estimated for.

Please send client approved estimate to amy@creativebloodagency.com.

5. CONFIRMATION OF JOB

Once the shoot is confirmed, move the job folder into ‘02. JOBS_ACTIVE’ keeping the same name. 

Copy the approved estimate into 01. ADMIN > 01. BUDGET > 03. APPROVED BUDGET, re-name it with APPROVED at the end of the title.

If you need to start optioning a team, use the Google Docs master document that lives on 02. PRODUCTION > 00. TEMPLATES > 00. GOOGLE DOCS_Master Template.

6. CREATING A WORKING BUDGET

You will also need to copy the details from the estimate over into the recon, so that the producer can keep a working budget throughout the job.

  • Open Google Chrome, and log into CIMS.

  • Open the job that you need to create the working budget for, and click on the Variance tab, and download the CSV file.

  • Select columns A ‘TYPE’, B ‘DESCRIPTION, C ‘EXPENSE’, and copy them into the recon document to create a working budget for the job.

  • Save the working budget in: 02. PRODUCTION > 01. BUDGET > 02. WORKING BUDGET.

7. HANDING A JOB OVER

When a producer joins the Creative Blood team to work on an approved job please:

  • Send a handover email including access details to the intranet. Please note that producers working on specific clients e.g Apple will require an extra pass to access the Client folder on the intranet.

  • Copy the approved estimate into: 02. PRODUCTION > 01. BUDGET > 01. APPROVED BUDGET.

  • Give your producer access to the Dropbox job folder.

  • Ask your producer to get online the Google docs template, using their own Google Drive linked to their CB email address, and share with the relevant people in their teams.

  • Please brief the producer in 2 part:

    • Kick Start - The kick start covers all of the job details up to the date of handing the project over. e.g any studios / people you have optioned etc.

    • Job Start - The job start is the back story of how Creative Blood have come to work on the job. e.g Existing client, referral, friend of CB etc. It’s important that the producer taking over this job is aware of this before engaging in any client conversations.

8. PRODUCERS WRAP APPROVAL

On the producers approval of the recon:

  • Complete the folders in: Dropbox > Job Folder > 02. Production > 12. Recon > 03. Client recon, saving out the following:

    • 01. Client recon - please save a PDF of the approved CLIENT RECON in this folder.

    • 02. Invoices - please copy all invoices into this folder (saved as per recon)

    • 03. Receipts - please copy all receipts into this folder (saved as per recon)

    • 04. NDA’s & Contracts - please save all talent & location contracts, along with all NDA’s & any other legally binding documents related to the project in this folder.

  • Please compress the 03. Client recon folder, and email it to your client for their approval.

9. COMPLETION OF A JOB

After the job is reconciled and all sales invoices are sent the accounts department will:

  • Alter the status in CIMS to ‘COMPLETED’

  • Move the job folder in Dropbox to ‘03. JOBS_COMPLETED’.

Every few months all completed jobs will be archived from Dropbox onto the server.

10. Cancellation of a job

If the job doesn’t get confirmed, please follow the steps below:

  • Move change the job status in CIMS to ‘GONE AWAY’

  • Move the folder on Dropbox to: 04. JOBS_ GONE AWAY, keeping the same name as above.