Creative Services Division
Our Process
Please review our process here:
- How do I start a job?
- What happens once you've received my job request?
- What is the creative process?
- What is authorization and bidding?
- How will you purchase my items within my project
- How will you deliver my finished project?
- How will you bill me for this project?
How do I start a job?
Existing and new clients please fill out the following job request form. Once submitted you will receive an email notification confirming that your request has been successfully submitted and a Creative Services team member will contact you to set up consultation within the next 48 hours/2 business days; If an error occurs please refer all request to Kimberly.Birdwell@state.tn.us or call 253,1950.
What happens once you've received my job request?
The Consultation
The designer will contact the client to set up consultation, no more than 48 hours after job request is submitted.
During consultation, designer will gather all information related to project i.e. job specs, deadline, and estimated budget.
External clients (Departments & Agency within TN State Government), both designer and Creative Services Administrator will work together to generate an Interdepartmental Agreement. Client and Director of Creative Services must sign this agreement prior to commencement of all projects.
Internal clients (Divisions within ECD) an internal work order must be completed. Both designer and Creative Services Administrator will work together to generate an Internal Work Order.
Signed interdepartmental agreement or internal work order along with any additional information is given to the Administrative Coordinator to prepare a job number.
(Be advised, if your project requires authorization via the Publications Committee, the departmental publication liaison will need to be present in the consultation so that any authorization issues can be addressed).
What is the Creative Process?
Now the fun begins! Good design is not only concerned with aesthetics, but more importantly, with the presentation of content in a clear and concise manner. To put your project on the road to completion, Creative Services has taken into account the steps necessary to accomplish both of these goals reasonably.
Listed below are GENERAL steps in the creative development process of your project The steps include:
An Assessment of the Content:
This step is necessary in order to become familiar with background information provided and the message you want to convey. A basic understanding of your initiative helps us express your message visually.
Brainstorming and Concept Development:
In its most basic form, concept development is taking an idea most audiences are already familiar with and aligning it with your message so that it becomes easily accessible. Great designs are often driven by great concepts.
Image Gathering:
Quality images based on a well-developed concept will help draw the audience's attention to your content and help it stand out as a professional piece of work. Although there are many images that capture a similar idea, finding the one that best fits your message will help your audience quickly associate your message with a particular concept.
Custom Layout & Design (print, promotional items (chum), web, outdoor and/or broadcast):
Design includes the creation, manipulation, and placement of graphics to accentuate that particular medium's message. Layout includes the positioning and placement of text in a way that will entice your audience to read. Design and layout work together in stimulating a reader's desire to learn more.
Draft and Revision Process:
Revisions by the contact person as well as others within the department are critical to the success of your document. Depending on the number and nature of the changes (whether they be with copy or graphics) this can become the lengthiest part of the process. Therefore, it is recommended that the final version of the document (unless Creative Services is preparing) be submitted at the beginning of the creative process.
Printing:
When considering printing time, one must take into account not only the time it takes for the document to be printed, but also the bidding process, authorization, purchasing and proofing. Most print shops ask for 8-10 business days to turn around a document.
Promotional items:
When considering production time, one must take into account not only the time it takes for procurement, but also the bidding process, authorization, and proofing. Most vendors ask for about 8 business days to 6 weeks to delivery of requested item.
Web design, Media Buys and Event planning:
Please contact us for further details.
Though this may seem like a lengthy process, many of the steps listed can be executed simultaneously. Not included in this list are technical issues that may arise during the process. Due to the fact that several files are used to create the finished product on various computer platforms, technical issues can occur.
Again, this is a general assessment once we are able to align your vision with our creative process Creative Services will provide a more detailed timeline. Thank you and we look forward to working with you!
What is the Authorization and Bidding process?
Authorization
If your printed project is being distributed to the general public, an authorization number is required. Designer must provide job specifications to the internal/external publication liaison so that an authorization form can be filled out and submitted to the Publications Committee. A draft of the design must accompany the authorization form; the draft does not have to be a final design. (This may be initiated earlier in the process if job specifications are set or if the job has been previously printed and specifications have not changed).
Once approval is granted, the publications liaison must provide the authorization number to designer so that both the number and promulgation statement can be placed on design (The promulgation statement is affixed statement to the project. The statement should include quantity, cost per copy, state seal, publish date and authorization number).
(Be advised*If your project incorporates a 2-4 color process, a letter of justification may be required. Proper authorization must be facilitated by departmental publication liaison)
Bidding
If your project's estimated budget is under $400, the state does not require Creative Services to obtain bids, unless requested, therefore moving forward with procurement is granted. If you are unsure that your project is under $400, we will work with you to get an estimated cost.
If the project is estimated to cost between $400-$5000, we are required to invite state (Central Printing and TRICOR require RFP form to be filled out) and commercial vendors to competitively bid on the production of your project. If your project's estimated cost exceeds $5000 bidding process will be reverted to State Purchasing.
Next, Creative Services will generate an "Invitation to Bid". ITB's should outline dimensions, paper stock, ink, quantity, bindery and shipping information (must notate not only physical address but floor and division). Project delivery/deadline, comments and date and time that bidding will commence & cease must also be included. Each project will be awarded to the lowest bidder. Once awarded vendor signs ITB they are committed to produce project according to listed specifications.
Once the "Invitation to Bid" is completed, Creative Services will fax ITB to a minimum of 3-7 vendors (depending on size and scope of job) and await response. Vendor response deadline is no more than 3-7 days; depending size and scope of job).
How will you purchase my items within my project?
Once bidding ceases the lowest bid along with remaining bids, ITB, and a copy of the authorization information will be submitted to our fiscal division for processing and release of purchase order number.
How will you deliver my finished project?
At this time the project is complete and ready for delivery to client. Creative Services will need to keep at least 14 copies of the project for state archives (This necessary only if it's an internal client. External clients, we would like to keep several copies for our portfolio).
Creative Services will need to contact client to confirm delivery instructions. All projects, requiring off-site storage or if project is palletized will need to be addressed in the consultation process.
How will you bill me for this project?
Creative Services bills on a quarterly schedule, if you project is completed within that three (3) month period an invoice will be generated detailing Creative Services activity hours and incurred material costs. Any supporting documents i.e. invoices; purchase requests and agreement/internal work order will be attached to a Journal Voucher which is then sent to your fiscal division.
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