Digital Media Scheduling

Digital Plan Lines

MEplan supports multiple digital calculation models, which are configurable within the system’s configuration settings. The available visible calculable fields depend on the digital calculation model configured in the system. Calculation models support inclusive and exclusive setups where the non-media fees are either subtracted or added to the media costs. Other configurations such as cost inclusive impute and split parent by month whichwhen applied will effectively change the schedules' calculations and layout respectively.  

Non-Media Plan Lines

It is recommended that all non-media fees are configured before creating media plan lines on a digital schedule. When navigating into a schedule, the user is presented with the available non-media tabs on the left-hand side of the screen.

To create a non-media fee, select the relevant tab (Ad Serving, Tech Serving, Management Fee, Brand Safety, AdOps) and capture the required information, including:

• Medium Type

• Description

• Vendor

• Any additional required fields

Select the Save icon once the information has been completed.

Non-Media Fee Rules and Behaviour

When configuring non-media fees, note the following:

• Non-media fees can be calculated as a Rate, Percentage, or Flat fee.

• Descriptions should be clear and meaningful, as they are referenced on related media lines.

• The Vendor represents the supplier rendering the service and receiving payment.

• Supported Buying Types include:

  • Rate: Requires a value in the Rate field

  • Percentage: Requires a value in the Planned Percentage field

  • Flat: Requires a value in the Rate field

• Servable Medium defines the medium being served by the vendor.

• Servable Vendor defines the media vendor being served.

• Scheduling is always loaded using the vendor’s currency.

The non-media tab reflects the true non-media values, while the media tab displays estimated deductions until full calculations are completed.

Non-media calculations consider all applicable non-media fees when determining final media spend and goals.

Media Plan Lines

To create a media plan line, navigate to the Media tab on the schedule and complete the relevant fields, such as:

• Medium Type

• Platform

• Medium Unit

• Buying Method

• Budget and Rate values

If non-media fee setups exist, they will be available for selection on the media line. Depending on system configuration, these fees may be auto-selected or require manual selection by the user.

Media Fee Calculation Definitions

When scheduling digital media, the following values apply:

• Budget Total: Gross amount payable by the client, inclusive of agency commission and non-media fees

• Budget Goal: Quantity derived from the Budget Total (e.g. impressions, clicks)

• Cost Less Agency Commission: Budget Total minus agency commission configured in NAV

• Goal Less Agency Commission: Adjusted goal based on the reduced cost

• Total Cost / Total Goal: Final values after all deductions, representing the true media planning values

Scheduling is performed using the vendor’s currency.

Plan Line Warnings for Negative Values: If the cumulative value of non-media fees exceeds the media line’s Budget Total, a blue warning indicator will appear. This warning alerts the user to review and adjust the entered values before saving or continuing. Negative or unrealistic values indicate that the non-media configuration is not aligned with the selected buying method or budget.

7.1.4 Copying Plan Lines

Individual plan lines can be copied by selecting the grey options (•••) menu on the line and choosing Copy Plan Line.

Once copied, the line can be edited as required. If the Medium Type is changed, the Vendor and Medium Unit fields will clear and must be reselected. The word Copy will be appended to the description and should be updated accordingly.

For bulk copying, users may select multiple lines using the checkboxes and choose Copy Selected from the blue options (•••) menu.

Copied lines will populate in the schedule and billing totals will update automatically. The schedule view displays:

• Plan Budget

• Total Billing

• Remaining Budget

Non-media totals are displayed on their respective tabs. Values are visible in both Planned and Actual states.

7.1.5 Non-Media Setups and Servable Buying Methods

This section outlines advanced non-media configurations used for brand safety, viewability, and third- and fourth-party services.

7.1.5.1 NAV Buying Method Setup

Additional buying method configurations exist in NAV to support non-media fees loaded as Rate buying types when linked to 1:1 ratio buying methods such as CPC, CPL, and CPE.

The Default Estimated Impressions value must be configured on the Buying Methods table in NAV.

7.1.5.2 Digital Non-Media Setups in NAV

Non-media setups can be created on the Customer Card using the 3rd & 4th Party Servers table.

Here, users can specify the Servable Buying Method. When the Buying Type is set to Rate, the default Buying Method configured in NAV is available for selection.

Once configured in NAV, non-media setups automatically appear in MEPlan within the relevant tabs.

7.1.5.3 Digital Non-Media Setups in MEPlan

When creating non-media setups directly in MEPlan, the Servable Buying Method column becomes available when the Buying Type is set to Rate. The selectable buying method defaults to the configuration defined in NAV.

7.1.5.4 Creating Media Lines with Estimated Impressions

When creating media lines using 1:1 ratio buying methods (e.g. CPC, CPE), the Estimated Impressions field becomes editable.

Entering Estimated Impressions creates an additional Buying Method linked to the default Estimated Impressions Buying Method and recalculates all linked non-media fees accordingly.

Removing or zeroing Estimated Impressions reverses this behaviour and recalculates non-media values to zero.

7.1.5.5 Media Child Lines

Estimated impressions are distributed across child lines based on total goals and the number of days per month. Planned and actual changes adjust impressions proportionally, and associated non-media values recalculate automatically.

7.1.5.6 Non-Media Child Lines

Non-media child line values are calculated using the estimated impressions of linked media child lines and the parent non-media rate. Actualised non-media values remain locked and are not affected by subsequent media changes.

7.1.5.7 Warnings and Rules

• A warning appears if any linked media line has zero impressions

• Media parent lines cannot be modified once linked non-media lines are committed

7.1.6 Scheduling with Phases and Monthly Splits

7.1.6.1 Phases

Campaign phases can be configured in the System Configurations table and selected on the schedule header using the Planning Phase field. Each phase may have its own schedule header and date range.

7.1.6.2 Split Parent by Month

When enabled on the Customer Card, plan lines automatically split by month for the duration of the schedule. This setting can be enabled or disabled via the plan’s configuration settings.

7.1.6.3 Exporting Digital Schedules with Phases

Digital schedules can be exported by selecting the required schedule headers and choosing Schedule Export. Exports are consolidated by phase and ordered according to system configuration.

7.1.7 Mandatory Fields and Validation

Mandatory fields are defined by layout configuration and highlighted in red. If required fields are missing, the system displays a warning upon saving.

7.1.8 Media Scheduling Calculations and Rules

Impressions and reach requirements are driven by NAV configurations and vary by medium type and buying method.

7.1.9 Buying Methods and Rules

Supported Buying Methods include:

• Flat Fee

• Cost Per Point

• Cost Per Engagement

• Cost Per View

• Cost Per Lead

• Cost Per Acquisition

• Cost Per Installation

Certain buying methods are mutually exclusive when used as primary and secondary methods, as defined by system rules.

7.4 Non-Media and Scheduling Integration

Non-media setups support Ad Serving, Tech Serving, Management Fees, Brand Safety, and AdOps. These must be configured in NAV prior to scheduling and automatically integrate into MEPlan.

7.4.6 Planning and Actualisation

Digital planning distributes values proportionally across months. Actualisation commits values to NAV and redistributes remaining months accordingly. Committed bookings display a tick indicator and may become locked once invoiced.

7.4.7 Sending Digital Plan Lines to NAV

Depending on configuration, Media Orders may be created in MEPlan or MEVision NAV. Actualised values automatically synchronise to NAV. Bookings linked to purchase orders or invoices are locked and require NAV-level intervention for further changes.