Project Plan, Part II
Business Process Analysis
To add/view new information to the database:
- Director logs into system and uploads new version of script
- Each user will have a unique login allowing them limited or full access ("permissions") to any aspect of the site.
- The IV Office Administrator can assign particular permissions to users. Certain users may have permission to upload photos, but no permission to make corrections to the script, etc.
- Director uploads new version of script
- Publishes Script (now available to all crew members on-line)
- Crew member logs in to IV Office
- Upon logging in, the IV Office will notify the user of updates made since his/her last login.
- Crew member selects View Script and can now view the most current version of the script
- IV Office will keep track of all updates and information submitted by users. These updates will then be searchable by date, user, department, section, or keyword.
Competitive Analysis
After conducting a preliminary search into film related software, it appears the market is currently focusing on budgeting, scheduling, and writing software. None of the software we have researched advertises online features. And, most importantly, none of the available software appears to be geared towards use by a team of filmmakers sharing information to enhance pre-production. We therefore believe IV Office will fill an important gap left by current software developers.
Further research revealed a few versions of online-compatible software. One such version was Sunfrog's "Film Scheduling." The problem with these versions, however, is that to view them, everyone on the creative team needs to own that program. This is a massive problem because the likelihood that everyone working on the same movie all have that software are remote. Expecting everyone working on the film to have the appropriate software isn't realistic and will only add to the setup costs and add to the setup time. Herein lies the biggest advantage of IV Office- all a user needs is an internet connection and they will have access.
Some software, such as Entertainment Partner's Scheduling and Budgeting Programs, have mastered particular elements of production in a virtual environment. For IV Office to attempt to top these would be futile. In order to incorporate the work of outside programs, IV office will allow users to upload a wide range of file formats. These files can then be associated with any number of scenes. By including this feature, IV Office will be able to incorporate work by other programs or by hand.
Software Specifications
Navigation
IV Office will be primarily organized by scene.
The scene number will identify each scene and a traditional slug line ("EXT LEW'S OFFICE DAY") followed by a short description of the scene ("Beryl gives Lew a picture of Adele")
The scenes will be organized in sequence (i.e., in the order they appear in the script) and as scheduled (i.e., all the scenes that will be shot on Day 1, followed by all the scenes to be shot on Day 2...).
Each scene will have a "page" containing links to all-important information pertaining to that scene.
A user can navigate easily from the list of scenes to the information related to that scene.
Script
IV Office will allow users to import a script in various file formats.
Each scene will be assigned a scene number.
All the information about locations, storyboards, rehearsal video, etc. will be accessible by scene number. For example, a user will be able to access information about locations for a given scene by clicking on that scene's "Location" button.
If a user uploads an updated version of the script, IV Office will automatically recognize the changes and prompt all users, and departments, to update their respective sections.
Rewriting and Script Notes
For each scene users will have the ability to leave notes and comments. Users can add additional thoughts to pre-existing notes or add new notes.
Each post will be followed by a timestamp, stating the date and time of post, and the user's department and name. The department name will be linked to a directory of all users working in the department.
The user's name will link to a contact page including all of the user's contact information as well as links to all notes and updates he/she has provided.
Location Scouting
Users with the correct permissions will be able to upload photographs or video taken of prospective locations and to create location profiles that provide information about those locations.
Each location profile will include fields to input important information including but not limited to - scripted location, actual location, and address. The address wil link to a web-based map of the location.
A simple interface will be provided so that a location scout with a digital camera and a computer can easily upload images of the location.
IV Office will automatically create thumbnail and resized versions of the location images. These location images can then be viewed individually or in a slide show. There will also be an option to download the original images un-scaled and in high resolution.
Just as users can add notes to each scene, notes can be added to each location profile. Users can create as many location profiles with as many photos as needed. One location profile can be assigned to multiple scenes and multiple location profiles can be assigned to one scene.
Storyboarding
This section will function much like the Location Scouting in regards to its organization and image upload interface.
Each storyboard sequence will include fields to input important information, including but not limited to - cell number, action, camera movements, transition, and cell specific notes.
Users will be able to upload single cells of a storyboard and view them individually or in a slide show.
Storyboard sequences can also be re-arranged and/or moved accordingly. As with the location profiles, users can add notes to each storyboard sequence. Users can create as many cells as ended. One storyboard sequence can be assigned to multiple scenes and multiple storyboard sequences can be assigned to one scene.
Rehearsal Footage
Again users with the correct permissions will be able to upload rehearsal and test footage to a video sequence.
Each video sequence will include fields to input important information, including but not limited to - scene number, equipment information, and footage specific notes. As with the location profiles and storyboard sequences, the user will be able to add notes and download the video sequence. Users can create as many video sequences as needed. One video sequence can be assigned to multiple scenes and multiple video sequences can be assigned to one scene.
Shot Listing
Users who have the correct permissions will be able to create and update shot lists within IV Office.
The shot list template will be pre-formatted so a user simply has to input the desired information. From here the shot list can be associated with any number of scenes. It will also be printable. Users can create as many shot lists as needed. Users will also be able to leave notes on shot lists as they can on every other section.
Breakdown Pages and More
Some software, such as Entertainment Partner's Scheduling and Budgeting Programs, have mastered particular elements of production in a virtual environment. For IV Office to attempt to top these would be futile. In order to incorporate the work of outside programs, IV office will allow users to upload a wide range of file formats. These files can then be associated with any number of scenes. By including this feature, IV Office will be able to incorporate work by other programs or by hand.
Print Outs
IV Office will provide the option to print out hardcopy versions of any of the above-mentioned sections. These print outs will be formatted to meet industry standards.
Users
The main focus of IV Office is to provide a virtual production office for multiple users to access, update, and maintain. Each user will have a unique username and password.
The IV Office administrator can assign particular permissions to users. John Smith in the art department may have permission to upload photos to the storyboards section, but has no permission to make corrections to the script. On the other hand, Sarah Jones in the continuity department can edit the script but has no permission to upload rehearsal footage.
Updates
IV Office will keep track of all updates and information submitted by users. These updates will then be searchable by date, user, department, section, or keyword. Upon login the IV Office will notify the user of updates made since his/her last login.
The way that data will be entered into IV Office is via a virtual breakdown sheet.
The top half of IV Office's breakdown sheet will resemble the traditional hard copy breakdown sheet:
It will include the following elements:
| Sheet | Script Pages | Last Date Updated / User |
| Scene(s) # | Synopsis | Production Company |
| INT / EXT | Script Day | Production Title |
| DAY / NIGHT | Unit | |
| Set / Location | Sequence |
These &ldquot;top of the page” elements are represented by a header and an empty field. Any information typed into these fields will be stored in an Element Profile allowing the user to later edit the content.
Once a piece of content has been created and stored in an Element Profile it can be added to any scene / breakdown sheet (perhaps via a drop down menu attached to the element fields).
Each breakdown sheet will be given a unique number starting at #1. As multiple scenes/ breakdown sheets are added, they can be scrolled through by forward/back arrows.
The bottom half of the breakdown sheet will include the following elements:
| Cast Members | Special Effects | Special Equipment |
| Extras | Wardrobe | Special Equipment Operator |
| Silent Bits/Atmosphere | Makeup/Hair | Security |
| Location | Animals | Additional Labor |
| Storyboard | Animal Wrangler | Visual Effects |
| Stunts | Music | Mechanical Effects |
| Stunt Men | Sound | Miscellaneous |
| Vehicles | Art Department | Notes |
| Props | Set Dressing | Custom Element |
| Camera | Greenery |
Initially, each "bottom of the page" element will appear empty in the form of a minimized field with a header that labels the element:
This header will include icons to maximize / minimize the field or add new content to the element:
Subsequent white papers will detail how the data entered via a virtual breakdown page will be managed to assist scheduling and production.