A set of integrated modules facilitates financial tracking of the entire life cycle of audiovisual products, from initial conception to depreciation and amortization post-release.
Audiovisual Management and Production
The Axional ERP/MBMIS system of audiovisual management and production helps companies oversee every stage of production of a film, series, news broadcast, or any other kind of audiovisual content.
Likewise, Axional helps monitor the evolution of a product from the idea stage (data sheet) all the way to the depreciation stage.
Audiovisual Production Features
- Product management of films, series, events, news reports, etc. in the draft stage (data sheet), planning stage (contracts, estimated payment calendars), and while hitting project milestones (delivery of internegatives, receipt of release prints, premiere date).
- Resource management (sound stages, cameras, sets, filming units, satellite connections).
- Talent contract management (actors, directors, writers, other collaborators). Support in managing casting, contracts, negotiations and representation.
- Document management system to attach documents, video, audio, photographs, etc.
Budget creation and followup on various levels of income and expenditure: by cost center, budget line, or description (script, music, props, locations, talent, advertising, box office, etc.).
- Future budgets can be generated according to depreciation and amortization forecasts.
- Box office management (for films), projection and monitoring of revenues for the distributor.
- Publicity & Advertising: income and expenditure forecasts.
- Copyright sale management.
Audiovisual Product Life Cycle Management
Repository of production contracts including past versions, in order to maintain a record of extensions on and variations from the initial contract.
- Notifications sent when invoicing must be carried out in coproductions, according to the definitive payment calendar.
- Supervision of coproductions which factors in the percentage of each stakeholder.
- Document archive for any type of contract or technical documentation.
Grants and Public Funding
- External audit of the amounts allocated to the project.
- If grant or funding is accepted, the system assists with processing the official documentation, forecasting the date of collection, and allocating funds to the budget.
Depreciation and Amortization
Depreciation of the audiovisual product throughout its life cycle. Write-down and other accounting operations are supported.
The audiovisual distribution system helps companies manage the sale of marketing rights, both for content developed by third parties or by the network/production company itself.
- Product management (films, series, events, news reports)
- Platform management:
- Theatrical release
- Ancillary (broadcast on transportation: buses, trains, airplanes)
- PPV (pay per view)
- VOD (video on demand)
- Sequel installments
Updated repository of distribution contracts with management of past versions, recording all extensions to and modifications of the initial contract.
- Supports the management of multiple audiovisual products in the same contract.
- Management of contractual clauses.
- Payment terms according to medium, period of validity, etc. Right to control language and/or territory of distribution.
- Management of distributor fees and commissions.
- Handling of minimum guarantee, independent of the sale.
- Archive to attach technical and contractual documentation.
Billing management for audiovisual production or distribution.
- Notifications sent on when to collect payment (if user is a production company).
- Issues collection orders to the distributor.
- Notifies the Treasury module of forecasted payment collection.
- Self-billing process according to contract conditions.
- Billing to production company (if user is a distributor).
- Settlement of commissions and minimum guarantee.
Axional ERP/MBMIS resource management helps companies request, order or rent the production resources they require (cameras, sound stages, services, filming units, etc.).
It is specially adapted to provide operative support for television news broadcasts, ensuring rapid and agile management of production needs (fiber optic cable, footage from other stations, cameras and staff for urgent broadcasts and breaking news).
- Supply requests (cameras, sets, filming units, etc.) by production managers.
- Allocation against a spending budget.
- Workflow of authorizations and approvals.
- Rental orders or supplier service orders, either by advance request or direct order.
- Delivery of materials or services, as well as management of delivery notes.
- Invoice settlement based on previous delivery notes.
- Notification to the Treasury module when any of these processes occur.
Axional ERP/MBMIS sales management functionalities maintain a record of sale agreements with third parties. Revenue flow is allocated based on said agreements, as well as expenses associated with the sale (commissions from intermediaries, prize payout, etc.).
The integration of this module with Axional ERP/FI helps companies make projections and forecasts for their agreements reflected in budget evaluation or closing of accounts.
These features also cover the maintenance and followup of sales and marketing files (merchandising, series episodes, SMS promotions, toll-free phone promotions, prize giveaways).
Management of contracts with operators and distributors.
- Collection and payment of third-party fees and commissions.
- Management of sales and marketing expenses (prizes, merchandising, etc.).
- Generation of commercial forecasts.
- Monitoring and followup of the income and expenditure budget.
- Invoices are created according to the collections calendar.
- Commissions and fees are settled in accordance with either the percentage billed or settlement at the end of the contract period.
Broadcasting management grants companies day-to-day knowledge of the broadcasts programmed for different stations, with the goal of verifying that sale or purchase agreements are being fulfilled.
The system allows users to generate an estimated broadcast schedule (for a specific station) with cost control, and eventually compare it with the actual broadcast schedule.
- In-house broadcast control (if user is a television station or network), ensuring that programming does not overstep what has been acquired.
- External broadcast control (if user is a production company), ensuring that programming does not overstep what has been sold.
Estimated Programming Schedules
Estimated schedules forecast future programming over an N-month horizon, and include channel, timeslot, and content. It also includes the projected cost of the broadcast according to timeslot and channel.
Broadcast Schedule Control
Broadcast schedule control is based on the log that television stations periodically generate. Logs are checked against the distribution agreement, verifying that content has not been broadcasted more times than the contract permits.
- Graphics of a channel’s broadcast scheduling.
- Comparative reports between predicted and actual broadcasts.
The supervising organization will periodically create a viewership log, which includes viewership statistics and monitoring by channel and timeslot.
Axional ERP/MBMIS grants superior oversight of talent and artistic resources, helping monitor artists that have participated in productions as well as artists who have simply auditioned and may later be cast.
As such, your company can follow up on the personnel hired for each production, handling their representation and related commissions as well as viewing their previous experience.
- Creation of audiovisual product files.
- Management of all documents with the artist’s information.
- Video attachments of the artist’s casting process or previous projects.
- Casting records and followup.
- Records of artists’ previous experience.
- Payroll and invoicing.
- Representatives and management.
- Contact data.
- Signatories that an agent or manager represents.
- Settlement of agreed-upon commissions and fees.
- Stipulated appearances.
- Fixed: an artist’s number of appearances on a specific show, as well as the timeframe, is specified.
- Variable: an amount of compensation is agreed upon according to the time frame and program.
- Terms and conditions, in which contractual clauses are specified in order to generate the PDF contract that the artist will eventually sign.
- Billing and payment conditions.
- Document management for all contract-related information.
Publicity & Advertising
Axional’s features facilitate risk control, assessing the level of risk for advertisers whose campaigns are in progress or have been solicited.
- Classic types of publicity & advertising. Examples include:
- 20-second spot
- 10-second overlay
- 10-second sponsored preview
- 30-second premium spot
- Step outline. Document organizing the sequence of advertisements.
The sales operations and services department is responsible for submitting a step outline or calendar, in which only traditional types of P&A will be managed, not taking into account special initiatives, etc.
Axional ERP for Media tracks the date and time of advertisements, their duration, expected revenue, and once aired, the actual price based on current rates.
Axional ERP for Media helps prevent advertising saturation as dictated by applicable laws. To use Spain as an example case, in a one-hour broadcast traditional advertising cannot exceed 12% of airtime, and special initiatives cannot exceed 20%. If this threshold is exceeded by even one second, considerable fines may be incurred, and repeated violations could result in loss of broadcast license.
Special Initiatives and Non-Traditional Advertising
Special initiatives are a type of advertising within programs subject to special rates in Spain. It represents a lower percentage of total airtime than traditional advertising.
Axional ERP for Media covers the workflows associated with the production, resource management, and billing of special initiatives.
Axional ERP for Media measures ratings in Gross Rating Points (GRP), which assess the impact of an advertising campaign on a viewership level. More concretely, GRP measures the number of impacts – on each platform – by counting the number of people reached per each 100 people in the target demographic.
Briefing is the strategic portion of ad campaign preparation. It consists of the organized, strategic and creative selection of data used to define campaign goals. Briefing includes evaluation of potential campaign impact and ROI.
Axional ERP for Media covers briefing as a budget with multiple version support, to which company-specific rules of business can be applied (e.g., based on the target ROI of a campaign).
In order to enhance analysis and evaluation, information is provided regarding similar campaigns, viewership by time slot, impact of a specific program, etc.
Axional ERP for Media receives daily viewership measurement data from your company and incorporates it into the television viewership panel.
This information is processed in order to calculate the final amounts to be billed for an advertisement or spot, as estimated rates may not match actual rates once the content has aired and impact has been measured.
In addition, because of this audience analysis Axional is able to optimize programming and efficient scheduling.
The typical workflow for advertising, whether traditional or a special initiative, is as follows:
- A client contacts a publicity/advertising executive.
- The executive advises the client about their request, negotiates pricing discounts, and checks the availability of advertising for the desired dates, programs and format.
- In the case of special initiatives, the executive issues an Advertising Order to sales operations, with copies sent to the producers of the chosen program, the client, and Special Initiative Billing.
- The producers of the selected program create a cost estimate, timeline estimate and resource estimate, and subsequently send a budget to the advertising agency.
- The advertising agency transmits the budget to the client, who must accept it before the start of production.
- In traditional advertising, the time contracted is entered into the advertising calendar / step outline.
- In special initiatives, the producer handles the creation of a Production Order.
- Production of non-traditional advertising material may be managed by third-party producers or within the company itself.
- When special initiative production reaches an end, the producer sends the client a copy for approval. If approved, one copy is stored for internal records and another is sent to air.
- The producer sends a production expense claim and budget to Special Initiative Billing.
- Special Initiative Billing enters expense claims and budgets into their financial system, and also sends them to the Accounting module.
- An independent company acts as an objective third party to certify actual campaign results, based on GRP (impact) per minute of airtime.
- Based on the verified results, invoices are sent out for the actual revenues.
Optimizing advertising return on investment demands impressive effort from the publicity/marketing areas of your company, but a clear vision of opportunities for communication is also needed.
Axional ERP for Media possesses analytical tools based on time slot data, target age groups and past viewership trends for a program. This data allows agencies and companies to comprehend the effect and value of targeted communication, ensuring the highest possible ROI.
Communication Analysis allows your company to identify and classify the results of your communications in terms of the various actions you may wish to monitor. The objective is to precisely quantify the ROI on all resources applied toward communications.
Statement to the General Society of Authors and Publishers
Many nations’ intellectual property rights law specifies the obligation to declare the use of any kind of copyrighted intellectual property, audiovisual or otherwise.
The Axional ERP/MBMIS rights management module deals with works used in audiovisual products or broadcasting, declaring them according to applicable laws.
- Registry of authors and publishers, as well as their contracts.
- Integration of files from the General Society of Authors and Publishers (Spain) for rates (by length in seconds, number of showings, etc.) and fixed content charges.
- Management of audiovisual and non-audiovisual works.
- Maintains a registry of the program that used a specific work and its duration, used to send a declaration to the Society.
- File creation for the General Society of Authors and Publishers, detailing works and authors.
- Periodic settlement with theGeneral Society of Authors and Publishers.
Our system offers tools to integrate data from various phone companies, allowing companies to carry out oversight and followup of phone expenses by individual or by department.
- Spending budget generation with lines for telephone charges (by each IMEI), which can optionally be allocated to specific programs.
- Automatic alerts are sent to the responsible party if the monthly or overall limit is exceeded.
- Assignment of devices and lines to individuals and groups.
- Integration with phone lines so that companies can manage expenses per phone extension.
- Integration with external applications from carriers so that companies can access consumption data from mobile devices, landlines and VoIP.
- Spending followup on mobile devices and/or landlines for a product team or department.
- Alerts sent to managers based on consumption data.
Prop/wardrobe management is intuitive and agile when handling inventory of any elements used by artists on company facilities or sets. It facilitates the rapid assessment of all wardrobe material available:
- Label creation with special printers for clothing and shoes, whether purchased or rented.
- Automatic generation of a fixed asset entry upon purchase.
- Individual and continuous tracking of wardrobe articles’ on-set location, as well as the program using them.
- Claim filing with the set or program responsible if item is not returned.
- Tracking of materials entering wardrobe, tailoring, or sets.
- Tracking of transfers between wardrobe, tailoring, dressing rooms, etc. with corresponding delivery receipts.
- One-click inventory.
- Material write-off due to deterioration, donation, resale, etc.
This module is designed for use in television networks and radio stations, allowing them to leverage information from various campaigns run during broadcast (contests via SMS, audience call-in requests, toll-free phone promotions, etc.).
- Supports the creation of multiple campaigns (for a televised event, a contest, a live show, etc.).
- Uploads third-party records of the telephone numbers participating in a campaign, or those that made the largest number of phone calls in a given period.
- Links with the commercial management module to determine the profit obtained from each campaign.
- Compliance with EU data protection laws.