A brief introduction to the SIGNZ Billboard Management System

SIGNZ is a modular system that covers all of the activities of an Out-Of-Home advertising organisation. The modular nature of SIGNZ allow us to build a ‘customised’ solution by using only the required components. New components can be developed and integrated into the SIGNZ product without major re-writes and without making old code obsolete.

The most critical components within SIGNZ are the site inventory and the Contracts / Bookings system. This data is used to generate: Availability details Contract renewal reminders Sales Analysis Invoicing Land owner payments Mapping and much more.

Sites

Many ‘types’ or ‘categories’ of sites may exist in SIGNZ based on physical things (size, area), their development status etc

Selecting a site will enable the tabs at the top that let us explore a site ....

The Details tab is the critical information The Details tab is the critical information ... Unique site identifiers, location, GPS, size etc.

Many entries, like Size and Area are part of a multi-level structure, enabling searching and reporting by state, region, area or suburb for example. Most fields are based on user-defined lists held in the database to allow the system to match your needs. On-screen labels can also be changed to match local terminology.

Proximity and the underlying ‘features’ system provide sales staff with a way to categorise a sign ... “close to school” ... “lighting” ... Etc.

The “owners” system holds details of property owners and other people that we pay regular fees to for use of this site.

Payments can be made based on a fixed payment structure or a % of sales or even a conditional “only if sold” basis. Many different formulas exist within SIGNZ. A site can have more that one ‘owner’ during a given period . We may pay the property owner a fee plus the neighbouring property for access rights, for example.

Sites can be ‘sold’ or leased for short periods or long term Sites can be ‘sold’ or leased for short periods or long term. The site avails shows details of booking / usage.

Maintenance entries can last from a few days to many months and can suspend both billing to the person using the billboard and payments to the property owner.

SIGNZ stores site photos for many purposes. The ‘default’ photo is used on information screens within SIGNZ and promotional materials where required (web sites, Powerpoint slides etc).

Other entries in the Photos section may include: Maintenance and repairs Installation / proof-of-posting Static location maps Site surveys Basically, any image you wish to a have linked to a site. Photos can be loaded manually by users or can be added via: Web sites used by contractors, staff and other external users Hand-held / PDA devices Inter-company transfers from other SIGNZ users

‘Virtual’ site links are used where a single location could be used in different ways: A wall that is sometimes used as a large billboard and possibly as a series of smaller units. A bus that is often sold a series of panels but is also available for sale as a ‘wrap’ of the entire bus.

The ‘Work’ section can be used to create and monitor scheduled maintenance tasks and inspections as well as to log requests for non-scheduled maintenance (breakages etc).

This screen shows a request to replace the glass on a unit This screen shows a request to replace the glass on a unit. Users can quickly enter a reported fault and then a central maintenance officer can assign the task to the correct people and possibly issue work orders. Work requests can be entered manually, captured via hand-held devices, received via email or logged via a web site.

Process tracking / Workflow

SIGNZ has several ‘process’ or ‘workflow’ tracking systems such as the contract approval process shown below. All systems are easily customised using supplied tools. Each stage in the process can include: dates started and completed actions (letters, email etc) dependencies (so step A must be completed before B) security settings so only certain users can perform some actions. a person assigned to the task and a due date for completion

Processes can be monitored via special reports .. ... Or via the TASKS section for items assigned to a person / team.

These shots show a more detailed approvals system used for site development by some clients ...

One of the major new developments for our “SIGNZ 4” release (first version due in March / April 09) is a completely new integrated Workflow system that will bring together many parts of SIGNZ into a more flexible approach to Workflow. This solution will also be able to communicate with external applications where required. At present SIGNZ only has the ability to have one process workflow for any given task (site development, contract approvals). The new Workflow will allow a user to choose the most appropriate workflow process for a given task (development and approval of an indoor digital sign is an entirely different process to outdoor, for example). Workflow processes will be built from smaller processes so that we can re-use the same basic steps in many larger processes. Individual processes can be modified to accommodate variations in normal flow of things (adding an appeals process, for example, or responding to an alteration of plans). The new Workflow system will be available in a version compatible with SIGNZ 3 installations mid Feb 09.

Document creation

SIGNZ uses standard tools for the creation of documents based on SIGNZ data: Microsoft Office (Excel, Word, Powerpoint) PDFs Crystal Reports Let’s take a look at creating a contract for a site booking (or a series of sites).

Most tasks are based on user-selectable templates Most tasks are based on user-selectable templates. These templates are easily created and maintained by SIGNZ support staff or by your own users.

This document was created using an ‘Excel’ template then automatically converted to a PDF ready to send to the client. This process could also have included: A cover letter Detailed terms and conditions document

Many parts of SIGNZ have a ‘documents’ tab that allows users to view previously created documents as well as create new documents (standard letters etc) and add links to existing documents (site plans etc).

The ‘New Letter’ button is used to create a letter to a client, owner or other party based on standard templates.

Here we are creating a new template Here we are creating a new template. SIGNZ guides the user through the process and makes it easy to add fields to the letter to allow the customised document to be created.

Similarly, SIGNZ has a built-in email client that can be used from many screens and can be called automatically during certain workflow processes.

Email is based on templates and, like the new letter tool, the email is customised based on the information that the system has available (names, the current user, selected sites etc). Users can customised / edit the templates or create new templates as required.

SIGNZ also has mail merge and email merge facilities for sending letters or email to many people.

The first step in an email merge is to locate the required recipients The first step in an email merge is to locate the required recipients. We click Add Filter then select the Filter type (here I have selected Areas)

Here I have searched for advertising agencies in the North Island of NZ. Entries shown in green will be emailed. Those in white are either duplicate entries or have no email address. Entries can be toggled on / off by clicking so we can choose not to email certain people.

Similar to the single email, the bulk email tool uses templates that can be modified by the user.

Auditing

SIGNZ tracks the all major data changes and displays these in the Audit tab or most screens. There is also a special tool for detailed searches ...

When only part of a record is changed we see the details of the change When only part of a record is changed we see the details of the change ... Before, after and the current value.

Even when a record is deleted entirely SIGNZ can often show the details of the record as it existed before deletion.

Avails

The Avails system allows for detailed search for sites by area, size, features, dates and more ...

Once sites are identified there are many actions that can be taken including mapping, contracts, proposals and maintenance tasks.

The Availability Summary report allows you to get a higher level view of occupancy rates and (as shown) active sites. Here you can see a dip in active sites for a period, possibly due to maintenance or a site being made ‘inactive’.

Sales analysis

The integrated Sales Analysis system is used to produce reports based on income and expenses.

SIGNZ has a number of standard reports but you can also create your own reports and save them. Standard reports can be hidden if they do not apply or are not relevant to your organisation.

Reports can be modified by adding additional fields, filters or selecting different output fields.

Reports can be saved with a security setting that allows only certain users to view critical data.

The same data can be accessed via Excel Pivot Tables for more technical users ....

And even Excel Pivot Charts And even Excel Pivot Charts. Chart contents can be changed, filtered etc using the fields on the right.

Mapping

SIGNZ has basic mapping functionality built-in SIGNZ has basic mapping functionality built-in. The underlying mapping system used will be dependant upon the data available in any given country / installation.

SIGNZ currently support the MapData Sciences (MDS) system in Australia and New Zealand as well as GoogleMaps and Microsoft VirtualEarth. MapInfo or other GIS systems can possibly be accommodated with some development.

Geo-coding facilities and data import tools exist within SIGNZ to overlay other points of interest (schools, public places, customer locations etc) on maps produced. Locations to be mapped can be manually selected (from Sites or Avails) or based on several reports (site development, client contracts, site owner reports, available sites, installations) or can be based on site search related to other points of interest (find sites within 200m of schools etc).

Interfacing with other systems

Many standard tools exist to allow import and export of data and communications between SIGNZ and other systems (accounting systems, other SIGNZ installations). SIGNZ uses a standard database server (Microsoft SQL Server) and some data can be accessed directly via database tools for export. Import / update of data show always be done via supplied tools. Import tools exist to import / update: Site details Site features / photos Site GPS coordinates Client details etc.

SIGNZ is based around an application development standard that allows us to not only build our standard Windows applications but also to build web and PDA applications that can communicate directly with SIGNZ. Remote clients can also be accommodated. This design allows us to easily create new tools to import and export data from SIGNZ using small, custom-developed programs. The SIGNZapi also allows a way for other developers to access and update the data without having to have a detailed understanding of the system. The SIGNZapi controls all access to ensure external applications do not have access to data that they should not by using our standard security system.