MediaCentre Planning Workshop

MondayJanuary 14th, 2013

Agenda of the day - Monday

Monday, 14 Jan Day 1

10:00-12n 2 hrs Ian/Andy/Eric/Michael Workshop setup Core TeamNoon -1p Lunch Brought in

1-3p 2 hrs Bob B/Mark G Project Overview, Objective & Goals, Week Overview (for upper mgmt, Programming)

Core team, LA & UK Mgmt team, Programming (UK,CE,SP,AF, RU?)

3-3:15p     Break  

3:15-4:00p .75 hrs Michael RFP Process Overview and Discussion Core team, LA & UK Mgmt team, Programming (UK,CE,SP,AF, RU?)

4-4:15p     Break  

4:15-5:45p 1.5 hrs Eric/Kelly/Ian Library & Acquired Program setup within the BMS/MAM (capture specific data requirements) Programming and Core Team

5:45-6:30p .75 hrs Core Team Rest of week review - Recap Core Team

6:30p END OF SESSION

Presentation Place Holder

• Project Overview, Objective, & Goals

Break

MediaCentre RFP

Where we are, Where we are going

Agenda

• Where we are now• Where we have been• RFP Overview• What’s not in the RFP• Selection Process• Team Discussion• Report Back• Wrap-up

Many details will be settled during detailed design after Greenlight. However, we need to wrap up some lose ends before greenlight

Final Vendor Scope (RFP) & Selection

andRefine Overall Project Scope

Project Greenlight Launch Project & Detail Design

Where we are now…

Question for this Session: Do we have everything we need to move forward with the vendors to do a final selection and final cost?

MediaCentre Requirements(within RFP scope)

Business SystemsRequirements(outside RFP scope)

How the MediaCentre RFP relates

The RFP Story… So Far…

March 2012 – TSL consultant provides Workflow and Content Process analysis, content flow numbers, and recommendations.

June 2012 – RFP written and distributed January 2013 – Involve Procurement, Legal, Risk Management,

InfoSec January 2013 – Validation & Review of Functional Design Jan-Mar 2013 – Decision Process to select vendor

Current Goal: Decision by April 1st

AnalysisMar 2012

RFP ReleaseJun 2012

Final Decision Process

Jan – Mar 2013

Final SelectionApr 2013

Importance of the Worklows

The value of the workflows to the effort cannot be understated.

The entire RFP and wider effort is based on these.

Huge thanks to the entire team for their time, knowledge, and effort to make these comprehensive touchstones.

Initial Downselection

Sony Professional Services and TSL both are capable of doing the project successfully

Initial responses returned

Some vendors excluded due to high costs and poor technical solution

RFP distributed

Went out to 5 vendors(Sony Professional Services, TSL, Globecomm, BCE, & IBM)

Who was given the RFP

RFP Overview - 5 Major Areas in the RFP

TechnicalBuildout

Content & Workflow

Management

System (Workflows)

Regional Requirement

s

Project Managemen

tRequirement

s

Supporting Informatio

n

A compilation of specific technical requirements, workflow diagrams, functional specifications, scenario descriptions, planning assumptions, and project guidelines.

Reference & Test Signals

Status & Alarm

Monitoring

Signal Monitoring & Measurement

Technical Buildout – Central Technical Area“Things that bolt into racks and have LED lights”

Comms/Talkback

External Feeds

Automated QC

Signal Routing

Disk & DatatapeStorage

With HSM

Transcoding

Technical

Buildout

Technical Buildout – Key Items

6 New QC/Version Edit RoomsNew Traffic Area for 8 people

New Playout Area for 3 people

Technical

Buildout

Technical Buildout – Key Items

New Storage Infrastructure 180 terabytes of spinning disk storage

2.1 petabytes of datatape storage

New data networkApprox 1 TB inbound data per day

Transfer of 1.25TB of new content to playout per day365 GB of content to non-linear platforms per day

Extensive Transcoding CapabilitiesApprox 1 TB of transcoded data created per day

Technical

Buildout

Technical Buildout – Key Items

Existing OAP Edit Suites/Seats Existing Graphic/Audio/VO Rooms

Post areas will remain connected to their own dedicated shared storage.

The CWM system will connect and help manage the existing post production areas to improve the process workflow.

Technical

Buildout

CWM helps manage all aspects of preparing

content for air.

Content and Workflow Management System

IngestVoiceove

rQC

PlayoutDistributio

n

Localisation

Compliance

On-AirGraphics

PromoProduction

Content & Workflow Management System “Getting the raw content ready for air” Content &

Workflow Managemen

tSystem

(Workflows)

CWMKey features and benefits

Automates transcoding

to needed formats

Central tracking of all assets

Common system for all content preparation

Automation of file movement

Coordination of the QC process

Manages ingest of all files from the variety of

sources

Push to playout systems

Direct integration with

Vision/BMS/Landmark

Content & Workflow Management SystemContent & Workflow

Management

System (Workflows)

Regional Requirements “What happens in Budapest & Madrid”

Content preparation for linear & digital would

occur at the MediaCentre, as

requested by channel office personnel using

the CWM

Opportunity to share content and resources

across the region

Standardized workflows in place at

channel offices managed by the

CWM

Regional Requiremen

ts

Project Management Requirements“Best Practices and doing it the Sony Way”

Supporting Information“Large amounts of complicated workflows and spreadsheets”

Program and Management Requirements

Standards, Formats, & Specifications

Consulting/Design Requirements

Installation Requirements

Volumetric information on Program, Commercial, and Promo elements

Project Managemen

tRequiremen

ts

Supporting Informatio

n

Tweaks to plan not reflected in the RFP

Majority of MediaCentre equipment & racks to be hosted at a datacenter location

Removed playout monitoring/DR playout suite

Playout centres will remain in LondonThe Singapore transition is delayed

Various changes to routing, videotape equipment, multiviewer, and talkback capability modifications

Not In RFP

What’s not in the RFP

Business Systems / SPE Enterprise Systems Detail

GPMS

EAGL/DMR

CineShare

Digital Backbone

Vision

Broadcast Master

Landmark

Crackle

Over The Top

MediaCentre (within the RFP)

Content Workflow Management

Technical Buildout

MediaCentre is part of the larger effort toward improvement.Multiple interfaces with existing systems are required but this effort is intentionally not in the RFP.

Not In RFP

Implementation Partner Selection Approach

Current Decision

Date: April 1st

Provide a Transparent,

objective, fact driven approach

Utilize RFP response

evaluation tools and methods (see

next page) Involve other key Sony resources

such as: Procurement,

Legal, Risk Management, Information

Security

DRAFT: Selection Process Going Forward

Identifies requirements to

be evaluated

Team members complete scorecardSome experts on specific areas may not complete entire scorecard

Rates requirements on a 0-4 scale4.0 Excellent / Exceeds Expectations

3.0 Good

2.0 Average / Meets Expectations

1.0 Fair

0.0 Poor / Does Not Meet Expectations

Scores averaged and

weighted

Generates a more consensus driven evaluation

Helps identify show-stopper issuesAvoids Bias

Scorecard Tool

Finalize scope changesDocument RFP amendments

InvolveProcurement,

Legal, Risk Management, Information

Security

Develop scenario & use test casesDevelop evaluation requirements

Contact vendors• Present

amendments• Solution

Demos

Review ResponsesUtilize Scorecard Tool

EXAMPLE: Scorecard Method – A Tale of Two Toasters

Category Weight Comments Rating Score

1 Size of toaster 20.0 Average 2.0 10.0

2 Controls 20.0 Good 3.0 15.0

3 Speed of toasting 20.0 Rapid 3.0 15.0

4 Browning 20.0 Uneven 1.0 5.0

5 Price of toaster 20.0 Average 2.0 10.0

Total (Actual) 100.0 55.0Total (Possible) 100.0Percentage/Weighted Score 55.0%

Category Weight Comments Rating Score

1 Size of toaster 20.0 Small 3.0 15.0

2 Controls 20.0 Good 3.0 15.0

3 Speed of toasting 20.0 Average 2.0 10.0

4 Browning 20.0 Superb 4.0 20.0

5 Price of toaster 20.0 High 1.0 5.0

Total (Actual) 100.0 65.0Total (Possible) 100.0Percentage/Weighted Score 65.0%

Toaster #1 Toaster #2

Team Discussion

• What was addressed well in the RFP?• What areas of the RFP would benefit from additional clarification?

(to allow us to accurately scope the project for Greenlight and to write accurate SOWs with the selected Vendor?)– What sections would you want to make sure address in more detail this

week?– What assumptions were made that you think we should revisit or were not

addressed– What critical information or workflow process are we missing? What do

we risk if we don’t get this additional detail

• What other Sony groups can benefit from the MediaCentre project and need to be included?– How do you see them being benefited?

• What are your key points about how to best move the selection process is conducted going forward?– What do you want to make sure happens?– What do you believe will be the key differentiating selection criteria?

Report Back

• What was addressed well in the RFP?• What areas of the RFP would benefit from

additional clarification? (to allow us to accurately scope the project for Greenlight and to write accurate SOWs with the selected Vendor?)

• What other Sony groups can benefit from the MediaCentre project and need to be included?

• What are your key points about how to best move the selection process forward?

Wrap-up and Review

• What do we need to address in the RFP

• What of these additional questions are can be addressed by the

Break

LIBRARY & ACQUIRED PROGRAM SETUP WITHIN

THE BMS/MAM

Introduction – Library & Acquired Program setup within the BMS/MAM

• Programme Setup within the proposed workflow.

Overview – Library & Acquired Program setup within the BMS/MAM

• Key areas regarding setup and the BMS(Vision)– Contracts & Rights– Programme Data Currently Held in BMS– Interfaces

Contracts & Rights – Library & Acquired Program setup within the BMS/MAM

Contracts & Rights– Data entered by different people dependant on channel target region.

Africa – London Based Acquisitions ManagerEastern Europe – Budapest based Acquisitions TeamGermany – Director of Programming & AcquisitionsUK, Italy, Baltics, Western Europe & Middle East – London Based Schedule Managers

– Acquisition Managers & Programme Managers provide the details of the deal in a grid to those above and traffic between 1 year & 3weeks from 1st TX. This timeline differs as some regions confirm deals closer to TX than others.

– Contracts are entered once deals have been confirmed (often before the terms and rights have been finalised).

Data held in VisionContract– Contract Reference – Contract Type (Acquired etc) – Contract Status (New, Signed, Expired)

Rights– License Start Date– License End Date– Allowed Number of Plays– TX per Play– Transmission Period

Programme Data – Library & Acquired Program setup within the BMS/MAM

Programmes, Episodes Versions & Materials data is entered into Vision by the Traffic team.High level Programme data is provided by the person who closes the deal and Episode level is taken from

the internet IMDB, Wikipedia etc.

Mandatory Programme Data fields are:-Programme Title-Programme Status-Slot Duration-Programme Type-Episode Title-Episode Number-Default Version -Version Title-Material Part-Material Barcode/TX ID-Material Timecode & Durations

Other information that is currently entered includes:-Titles (for EPG Listings)-Genre-Billings & Synopsis-Cast & Credits-Aspect Ratio values-Source details-Certification-Classification

Programme Data Continued – Library & Acquired Program setup within the BMS/MAM

• Majority of data entered at Programme Level filters down to Episode and Version Level.

• All Material data is entered at the Version Level.

• Vision can also hold Subtitle, Dubbing and Music information against programmes and episodes however this is not currently utilised.

• There is currently no Series Level included within Vision however there is an enhancement planned to add this.

Interfaces – Library & Acquired Program setup within the BMS/MAM

• Interfaces-Playlists: Built for playout/automation purposes contain minimal metadata.

-Break & Spot: Integration point with ad sales systems for the importing of 3rd party commercial data.

-Listings: Used for EPG & Web Reports, more flexible point of export but doesn’t contain access to all metadata. Known performance issues when pulling larger ranges of data.

-VIL: Not currently used in EMEA but used successfully in LATAM. Access to 90% of data however can impact on production performance.

Questions

Agenda for the rest of the week

Tuesday, 15 Jan Day 2          9:00-9:15a .25 hrs Core Team Overview of the day Programming and Core Team

9:15-11:15a 2 hrs Eric/Ryan/Ian/KellyBusiness Systems overview (data movement) - Vision / Landmark / Broadcastmaster / GPMS / EAGL / Digital Networks / B2B

Core Team, Scheduling, Traffic

11:15-11:30a     Break  

11:00-1:00p 2 hrs Adam/Andy/Gary B/Mark J Spencer

Non Linear + VOD/OTT/Digital - Metadata structure - delivery process to CDN - Industry OTT trends/strategy

Programming, scheduling and Core Team

1:00 -2:00p Lunch Brought in

2:00-4:00p 2 hrs Adam/Andy Program Ingest / Import Workflow Programming, traffic and Core Team

4:00-4:15p     Break  

4:15-6:00p 1.75 hrs Adam/Andy Technical QC & Version Creation & Compliance Programming, traffic and Core Team

6:00-6:30p .5 hrs Core Team Core Team Recap Core Team6:30p END OF SESSION

Wednesday, 16 Jan Day 3          9:00-9:15a .25 hrs Core Team Overview of the day Core Team

9:15-10:00a 0.75 hrs Core Team Project Overview, Objective & Goals, Week Overview (for OAP, Scheduling, Traffic)

Core team, OAP, Traffic, Schedulers (UK,CE,SP,AF, RU?)

10:00-10:15a     Break  

10:15-11:15a 1 hr Adam/Andy Program Language Workflow & Metadata Localization Programming, traffic and Core Team

11:15a-12:15p 1 hr Adam/Andy Subtitle Workflow & Metadata Localization Programming, traffic and Core Team

12:15-1:15p Lunch Brought in

1:15-3:15p 2 hrs Adam/Denes/JM/Eva C Ad sales integration into MC system (including asset delivery) - UK/Spain/Budapest OAP, Traffic, Scheduling & Core Team

3:15-4:45p 1.5 hrs Jess/Adam/Andy OAP, On-Air Graphics, Presentation items workflow OAP, Traffic, Scheduling & Core Team

4:45 -5:00p     Break  5:00-6:00p 1 hr Adam/Andy RECAP: Linear TX assets to playout vendors

6:00-6:30p .5 hrs Eric/RyanRECAP: Data Movement Overview - Vision / Landmark / Broadcastmaster / GPMS / EAGL / Digital Networks / B2B

Core Team, Scheduling, Traffic

6:30p END OF SESSION

Agenda for the rest of the week

Thursday, 17 Jan Day 4          9:00-9:15a .25 hrs Overview of the day

9:15-10:45a 1.5 hrs Michael/Andy/AdamRecap and Prioritization of Functional / Workflow Implications / Downstream Data / Potential show-stoppers

Core Team

10:45-11:00a     Break  

11:00-12:30p 1.5 hrs Adam/Jess/Andy/Mark G Storage volumetric validation - Planning Assumptions Overview-storage/archive, etc Core Team

12:30-1:30p Lunch Brought in

1:30-2:30p 1 hr Mark A/Paul A Infrastructure Overview - Business Continuity discussion Core Team

2:30-4:30p 2 hrs Eric/Ryan/Kelly/Ian Content Organization and Content Identifiers "deeper-dive" (internal & external IDs) Core Team

4:30 -4:45p     Break  

4:30-6:30p 2 hrs Mark A/Spencer/Glen/RyanApplication, Systems & Infrastructure Overview-concept, App functional architecture - landscape - how systems will "talk" - Harris status/roadmap

Core Team

6:30p END OF SESSION

Friday, 18 Jan Day 5          9:00-9:15a .25 hrs Overview of the day

9:15-11:00a 1.75 hrs Mark G/Ryan/teamTransition Planning and Support Organization (what ops will look like in the MC world) - dual running period

Core Team

11:00-11:15a     Break  

11:15-12:30p 1.25 hrs Eric /Mark G/Michael Scope Changes and Vendor Implications Core Team

12:30 -1:30p Lunch Brought in

1:30-2:00p .5 hrs Chris R Pilot and POC Opportunities / Interim In-house - parking lot, brainstorming session Core Team

2:00-3:30p 1.5 hrs Eric/Mark G Budget & Schedule Overview, Cost, right-sizing Discussion Core Team

3:30-5:00p 1.5 hrs Eric/Mark GOverview of Project Benefits - Next Steps:Scope, RFP, Greenlight, follow-up homework, deliverables / Wrap-up

Core Team/UK Mgmt team

5:00p END OF SESSION

Team Feedback

• What went well– Interaction after overview was good– Productive day and good engagement– List of terms

• What we can improve– Manage the timing and communication– Nibbles for breakfast– Quick intro (tomorrow)– Name cards out– Name list printed out– Do we have all of the right people in the room

• What we need to follow-up on ….– List of questions - Include and questions raised today for tomorrow’s sessions– Make sure that everyone understands the project (both in and out of scope)– Find a home for business process questions– Ongoing feedback from now to the broader group (Maybe monthly update)– Pub tomorrow!!!!!!!– Probably need a follow-up at some point on the earlier side to test drive some of the system

(conference room pilot or prototyping)– Set-up sharing folder– Send validation to Kate and Lyle about the key deliverables (regroup)

• What we need to manage– Scope creep and expectations– The concern that the media center will be more complicated then what they do today – make sure

people understand that we don’t plan in create double entry– Continue to facilitate the buyin and inclusion of the broader team– Careful with the term bespoke– Help drive the confidence in the project delivery