Driving the Business of Advertising

Driving the Business of Advertising
Driving the Business of Advertising
Robert Ferguson
Implementation Manager
WideOrbit, Inc
Office: 214-451-4047
Cell: 469-426-7756
[email protected]
Dear WideOrbit Automation for Radio Customer,
Hello and thank you for purchasing WideOrbit Automation for Radio Solutions.
This document kit will help you get started with your new automation system, and layout the necessary
requirements for implementing WideOrbit Automation for Radio Solutions.
To get started, you and your staff will want to familiarize yourself with the Software User Manual and How To
documents. These are the best places to start learning about WideOrbit Automation for Radio. The
documents are in electronic form, using Adobe PDF you can download and distribute the entire manual or
parts of the manual as needed for your operation. The documents can be downloaded from here:
http://preinstall.wideorbit.com . Login with username of preinstall and password of preinstall. These are case
sensitive. Once logged in, navigate to and download the latest version of the manuals.
Should you have any issues with obtaining the manuals, please contact customer support at
[email protected] or call 214-451-4200, please make sure to give your call letters when calling into
customer support.
The following documents will help you get started in implementing your new system. Please take time to
review the following documents and sign and return the required documents back to the Implementation
Manager. This will help us provide you and your stations a professional implementation experience.
Once the documents are returned, we will reach out to you or your designee to discuss the documents and
start the process for scheduling your onsite implementation.
Should you or your staff have any questions please feel free to contact me at the information above.
Robert Ferguson
Implementation Manager.
Driving the Business of Advertising
Important Notices!
Please Review the System Requirements Document that follows.
Following this Important Notices section is a document for current system requirements to run WideOrbit
Automation for Radio. This is especially important if you are repurposing existing computer hardware or plan
on purchasing hardware from a vendor other than WideOrbit. If your systems do not meet specification,
WideOrbit Automation for Radio will not be supported on systems that do not meet specifications listed.
Facility Infrastructure.
WideOrbit Implementation Specialists or ISPECS are not authorized to perform any cabling modifications,
repairs or installations. Cabling for Audio, Relays, Switchers, Routers, and Ethernet are all the responsibility
of the customer. ISPECS are also prohibited from installing and or removing equipment from Racks or other
places of service, these again are the responsibility of the customer.
Certain Features of WideOrbit Automation for Radio require Hardware VPN solution.
Distant City Voice Tracking and Friendship Server, requires you the customer to install and configure
hardware based VPN or Wide Area Network Solution that allows for remote clients to connect to the
automation system. WideOrbit ISPECS are not authorized to install and or configure any such systems. This
is the responsibility of the customer to ensure remote staff can connect to the system using the WideOrbit
Distant City Voice Tracking client. See the software manual for designated port #’s needed to be allowed
through any VPN, Router or Firewall configurations. Software VPN Services are not recommended or
supported for use with Distant City Voice Tracking or Friendship File transfers. It has been our experiences
that Software based solutions are not reliable and subject to more frequent failure.
Customer Support:
Customer Support is available during business hours, Monday through Friday, from 7a to 6pm Central time.
You must have a valid support contract in order to open a support incident with our support department. We
do provide After Hours, and Weekend/Holiday support for Off Air emergencies only.
Customer Support can be reached at [email protected] , sending an email automatically generates an
incident, and places customer in a call back que for resolution. Customers may also call 214-451-4200.
During high call volumes, customers information may be taken for later call back. Incidents are handled on a
first come first serve basis, excluding off air emergencies, which take priority.
Full terms of support and service are available on the signed agreement between you the customer and
Signature and Acknowledgement:
Your signature below indicates that you have read and understand the Important Notices Section of the Pre
Implementation Check List.
Signed:_______________________________________ Date:_________________
Printed Name:______________________________________________
Driving the Business of Advertising
System Requirements
System Requirements
WO Automation for Radio supports the following 32-bit operating systems:
• Servers: Windows Server 2003 SP2, Windows Server 2008
• Workstations: Windows XP Pro SP3, Windows 7
WO Automation for Radio also requires the Java software platform.
Minimum Hardware Specifications
Servers: Intel Quad Core, 4GB RAM, 1GB network connection
Workstations: Intel Core2 Duo 2.0 GHz CPU, 2GB RAM, 1GB network connection
These are minimum system requirements. Faster CPUs and more RAM may enhance the user
Recommended Hardware Specifications
Servers: Intel Quad Core CPU, 4GB RAM, 1GB network connection
Workstations: Intel Quad Core CPU, 4GB RAM, 1GB network connection
Supported Audio Cards
Generic Audio devices recognized by Windows may be used, but may result in limited software functionality.
Generic Windows devices are not recommended for use in critical applications.
AudioScience ASI cards must have a driver newer than version 03.10.08. Audio Science driver version
3.14.10 is recommended.
ASI 6044
ASI 6114
ASI 6514
ASI 6540
ASI 6544
ASI 6585
ASI 6614
ASI 6640
ASI 6644
Driving the Business of Advertising
Site Survey
Please fill out and return with other required documents.
Physical Address:
Please include full address with any suite numbers, City State and Zip Code.
Primary Contact for Pre Implementation:
Direct Phone:
Mobile Phone:
Email Address:
Primary Technical Contact if not the same as above:
Direct Phone:
Mobile Phone:
Email Address:
Primary Traffic Contact:
Direct Phone:
Mobile Phone:
Email Address:
Primary Programming Contact:
Direct Phone:
Mobile Phone:
Email Address:
Driving the Business of Advertising
Site Survey Continued
Please fill out and return with other required documents.
Traffic Scheduling Software:
Music Scheduling Software:
Current Automation System:
Current Audio Format:
Current # of Total Audio Files:
Current Total Storage used for Audio:
Please specify MB or GB with your number.
Are any of your stations being voice tracked from a remote location?
Are there any other special considerations or programming issues you would like to
discuss with us?
Driving the Business of Advertising
Check List of Items to Complete:
Please take a few moments and complete the below checklist, sign and return this with
other required documents back to WideOrbit.
Engineering/IT Staff:
Unpack and Inspect New Hardware
LAN Cabling
Audio and Relay Cabling
Internet Connection to the new System
Report any defects to WideOrbit
Pre-run and terminated as possible.
Not Required, but helpful
Programming Staff:
Clocks and Formats, have available
Staff Planning
Library Management
Please make copies.
Make sure staff is available.
Cleanup of old audio. Library Map.
Traffic Staff:
Library management
Staff Planning
Complete Library Map
Make sure staff is available.
All Station Personnel:
Plan for System downtime during upgrade
Have a back out plan
Keep all staff informed on progress
Complete Site Survey and other documents
Have alternate programming ready
How do you recover?
Make sure all are on same page.
Sign and return required documents.
GM/OM Signature:
Programming Signature:
Traffic Signature:
Engineering Signature:
Driving the Business of Advertising
WideOrbit Automation for Radio Scheduling Process:
Scheduling Process:
Scheduling your on site takes careful thought and consideration. It is our policy here at WideOrbit to work on
a first come first serve basis as far as readiness for the on site visit. Scheduling is also subject to staff
availability, and travel requirements.
So you might have already asked, what makes us ready for the onsite portion of our contract? The answers
are below:
1. All new gear is installed either in temporary or permanent location.
2. Computers running WideOrbit Automation for Radio Software are unpacked, drives installed and
3. Computers running WideOrbit Automation for Radio Software are networked together using at
minimum a small work group Gigabit Switch and Category 5e or 6 cabling.
4. All audio and relay cabling terminated or installed as much as possible.
5. All audio files from existing systems, and or new libraries, are converted and copied to the Central
Server computer.
6. Completion of the other documents required and returned to WideOrbit.
Failure to complete these items could result in delays, cancellation fees being invoiced to you, in addition to
any fees associated with re-booking and return trips to your facility.
Signature and Acknowledgement:
By signing below, you acknowledge that you have read the Scheduling Process document and understand it
Driving the Business of Advertising
Library Planning Worksheets
Use these documents to help Plan your Library in WideOrbit Automation for Radio
WideOrbit Automation for Radio Library Architecture:
WideOrbit Automation for Radio uses 3 Character Categories, with 4 Digit ID numbers for asset management.
The 3 Character category ID represents a physical folder on a hard drive that contains within it assets with
numbers ranging from 0000 to 9999 for a total of 10,000 assets per folder allowed. You can think of each
category as a mini-library to organize and store each of your audio files. File names for each file will begin
with SP then include the 4 digit ID, of #### and then the file extension, .wav. An example filename would
look like, SP0001.wav. As you can see, you can possibly have multiple files named SP0001.wav, however
since they are stored in different category folders, they are represented as different pieces of audio in the
As of WideOrbit Automation for Radio version 2.1 and above, Maestro and other alpha numeric file naming is
possible in WideOrbit Automation for Radio. You are still bound by the 3 character category structure, but
you are now able to expand your library numbering to include alpha characters. Example would be,
SPA123.wav where A would be the first digit in the cart number. Remember that SP is always the filename
prefix. Customers, who plan to keep using TLC, should note that Alpha Numeric Cart names will not be
supported with the use of TLC Software.
In WideOrbit Automation for Radio we also use a Station Numbering system to indentify which station should
be using a given category. For Example, Station 1 might have category folders leading or ending with the
character of 1. We continue to use this scheme to delineate Voice Track categories for each station as well.
In the example below you can see how a small 3 station Library folder structure would be setup.
It is also possible to have categories that have content that are shared across multiple radio stations. A
common application of this would be a shared commercials category. Using this method saves time when
duplicating commercials that have the same copy for each radio station in the same physical location. Having
a category designated as COM is common and in the configuration of the system, you can give each station
access to the assets in that folder. This allows traffic to keep up with only one set of cart numbers for
Driving the Business of Advertising
scheduling, and each file has the ability to be aired for any radio station mapped to that category. Wee the
WideOrbit Automation for Radio user manual for Radio Station and Category setup information.
Example Library Map:
Category Designation
Description of Content
Station 1 Music
Station 2 Music
Station 3 Music
Station 1 Voice Tracks for Monday
Station 2 Liners
Station 3 Promo’s
Station(s) Using this Category
KAAA Music
KBBB Music
WCCC Music
All Stations mapped
Using the page that follows, document your existing SS32 Category Map, or if coming from a system other
than SS32, document how you would like your Library organized. The ISPEC or the Implementation Manager
will need to know this information to help you start building your system.
Building Categories on the Central Server is one of the first steps in getting your new Automation system up
and running. It also is one of the most time consuming processes in the project. Preparing on paper helps
speed this up, and simplifies the data entry process for you.
Driving the Business of Advertising
Library Planning Worksheet
Category Designation
Stations using this Category
Please feel free to make copies of this page as needed to plan your Library.
Driving the Business of Advertising
What to Expect Prior to ISPEC arriving to your site
Prior to the ISPEC coming to your site, you should direct all questions about your new Automation system to
the Pre-Implementation Manager at WideOrbit. If you have issues with equipment shipped to you that is
damaged or broken, please contact the Implementation Manager immediately so that we can issue you any
replacements and issue RMA information. Should you need to RMA any item; a call tag will be sent to you to
return the defective items. Please make sure you return them to the address on the pre paid label sent to
If you purchased new computers from us, you will notice that they ship without hard drives installed. The hard
drives are packaged in the foam packing layer in the outer box that the computer ships in. This is true for
workstations and server computers. Please do not throw away the foam layer until you have removed the
hard drives for your systems.
Please take time to install the hard drives, and boot the computers to ensure there are no issues post
production build processes. Please report any issues to the Implementation Manager.
Remote Configuration:
It is many times, helpful to have WideOrbit staff, remotely enter the Central Server computer and help you
start setting up categories, radio stations, paths, and as much other configuration as possible. It is also
helpful to have remote access to the workstations during this time as well.
The simplest way to accomplish this is to make use of the two network cards on the Central Server Computer.
One network card can be connected to a network that has internet access, while the other network card can
be used to communicate with the other automation computers that are typically not allowed to access the
internet. With this method, our techs can use a web service to connect to your Central Server, and then use
VNC or other application to remote from the Central Server computer to the other workstations.
This connection setup also allows for computers that are not on your automation network reach the Central
Server computer, without each of them having to have two network cards themselves. This is a good idea
when interfacing with Traffic and Music Schedulers.
Prior to remote configuration being performed you will need to setup your system on their respective network,
and give each computer on the Audio or Automation network a static IP address. This includes the network
interface card on the Central Server that connects to the same network as the workstations.
All of this work is to be done by the customer and is required for WideOrbit staff to remotely configure your
system prior to the ISPEC being at the site.
All Remote Configuration is done on an appointment basis, and scheduled at the availability of staff at
WideOrbit and the station. Remote Configuration services are optional, and are not charged as additional
charges to the customer. We provide it as a value added service that allows us to spend more time training at
your facility, which allows for a better trained staff at the end of the project.
To schedule your appointment please contact the Implementation Manager at WideOrbit Automation for
Radio. 214-451-4200, Option 3, and Option 3 again or [email protected]
Driving the Business of Advertising
What to Expect when the ISPEC Arrives at your Site.
Depending on the number of days on the project, and the number of Radio Stations to configure, test and
launch, and the number of staff to train, each Implementation Project is unique. All of our ISPECS are Radio
Veterans, and know that the business of radio must carry on regardless of the Implementation. We are also
fully aware that changing out an Automation system in a commercial radio station is one of the most stressful
things a radio station staff can take on. We strive to be professional and courteous, and impart important
knowledge to you the customer while at your facility. As each station or site is unique, so are each of our
ISPEC’s, and they each have their own way of presentation of what needs to be done, and how to achieve
the stations goals during the project.
Below is a general guide and is not to be taken literally as how things will happen. Again each project and
ISPEC is unique and we strive to be adaptable to ever changing conditions at each site.
Day 1:
Task1 – Have a meeting with key staff to ask about specific needs (categories, media assets, radio stations,
etc.) and give them an overview of what to expect.
Task2 – Get a tour of the facility to familiarize myself with the environment.
Task3 – Depending on the system they are migrating from, spend time with PD’s/MD’s/Traffic Directors to
discuss how to create clocks, break notes, etc. to ensure we have a complete playlist in a timely manner.
Task4 – If Task 3 doesn’t take all day, Look over the generic Central Configuration, version, etc., (upgrade CS
if need be) and start tailoring it to station specific needs based on the information derived from the meeting.
Day 2:
Task1 – Finish Central Configuration, setup Import folders, rules, etc.
Task2 – Import media assets, train others how to do this and get them started on the process (The process
may go over a day.)
Task 3 – If new workstations and not redeploying existing workstations, install or upgrade WOAFR.
Depending where the import process is, may launch WOAFR and configure Launcher
Task4 – Check with PD’s and Traffic Directors to answer questions to ensure clocks, templates, workflows,
etc. are getting built.
Task5 – Train, Train, Train on WOAFR operation.
Task 6 – If not a large plant, would still have time to review configuration, check on media asset
import/conversion If a large plant with many on-air and production workstations, may not have much time to
devote to this task.
Day 3:
From here it will depend on the size of the plant, tasks completed in the first two days, and any review,
tweaking, and remaining staff to train. Here would also be a good time to plan the cut over to WOAFR.
Days following this, would include training, configuration tweaking and review to check for errors, and then
implement cutovers or take the system live as allowed by station conditions and staff training opportunities.
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