Digital Signage Internal Workflow for New Requests

Internal process flow between Business Owner - AV Team - Applications Team - End User.

Scenario 1: Digital Signage Account for Existing Display

1. Request Submission
   • End user submits a request for Digital Signage Procurement Request through TDX - https://itservicedesk.ufv.ca/TDClient/52/ITServicesPortal/Requests/TicketRequests/NewForm?ID=M-d0GDKkAYM_&RequestorType=ServiceOffering
   • Request is assigned to Director, Client Experience for review.
2. Approval
   • Director reviews the request for business need, confirms funding source, and approves or denies.
   • If denied: Request is closed with reason provided.
   • If approved: Proceed to next step.
3. Procurement Approval
   • Director provides a quote for the digital signage hardware and first year license cost to requester for final budget approval.
   • The AV Team accesses the existing display to ensure that network and power receptacles are available.
4. Procurement & Delivery
   • Once the budget is approved, the Director will purchase the license and signage box.
   • If applicable, AV Team will order network and power installation.
   • Ticket is updated with expected delivery date.
5. Instruction Email to End User
   • Director sends the user guide, and basic instructions to the end user.
6. Account Creation Request
   • Director submits a request to Applications Team to create a digital signage department account and add editors.
   • Applications Team creates the department account and provides log in credentials to users.
   • Ticket is reassigned back to Director.
7. Installation
   • AV Team schedules installation of the digital signage box with the end user.
   • AV Team requests to Network Team to move port to VLAN 342 Digital Signage
   • AV Team configures signage player to connect to the department account and pairs the placeholder playlist.
8. Chargeback Process
   • Director submits chargeback request to finance team (if applicable).
   • Ticket is closed.

Scenario 2: Digital Signage Account + New Display Setup

1. Request Submission
   • End user submits a request for Digital Signage Procurement Request through TDX - https://itservicedesk.ufv.ca/TDClient/52/ITServicesPortal/Requests/TicketRequests/NewForm?ID=M-d0GDKkAYM_&RequestorType=ServiceOffering
   • Request is assigned to Director, Client Experience for review.
2. Approval
   • Director reviews the request for business need, confirms funding source, and approves or denies.
   • If denied: Request is closed with reason provided.
   • If approved: Proceed to next step.
3. Procurement Approval
   • AV Team accesses space to ensure network and power receptacles are available and provides the suggested size of display required to Director.
   • Director provides a quote for the display, digital signage hardware and first year license cost to requester for final budget approval.
4. Procurement & Delivery
   • Once the budget is approved, the Director will purchase the display, license and signage box.
   • If applicable, AV Team will order network and power installation.
   • Ticket is updated with expected delivery date.
5. Instruction Email to End User
   • Director sends the user guide, and basic instructions to the end user.
6. Account Creation Request
   • Director submits a request to Applications Team to create a digital signage department account and add editors.
   • Applications Team creates the department account and provides log in credentials to users.
   • Ticket is reassigned back to Director.
7. Installation
   • AV Team schedules installation of the display and digital signage box with end user.
   • AV Team requests to Network Team to move port to VLAN 342 Digital Signage
   • AV Team configures signage player to connect to the department account and pairs the placeholder playlist.
8. Chargeback Process
   • Director submits chargeback request to finance team (if applicable).
   • Ticket is closed.