OOH Proof of Compliance

• Creating and Assigning Materials
• Requesting Proof of Compliance
• Uploading Images for Compliance (Media Owner)
• Reviewing and Approving Compliance
• Rejecting Compliance Images
• Compliance Status on the Dashboard
• Cancelling a Compliance Request
• Sending Proof of Compliance to Clients

Creating and Assigning Materials

Materials (Artwork) must be created and linked to schedule plan lines before compliance can be requested.

Creating Materials

To create a material:

1. From the left menu, navigate to Master Data>Materials section.

2. Select the material's options menu ( ) and choose Create Material (+).

3. Enter the required material details.

4. Attach the relevant image file.

5. Save the material by selecting Create Material.

Assigning Materials to Schedule Plan Lines

Once created, assign the material to the relevant schedule plan line by selecting it from the available materials list. This ensures the correct creative is referenced during compliance requests.

Requesting Proof of Compliance

To request proof of compliance:

1. Navigate to the Schedule.

2. Select the booking line/s requiring compliance by ticking the checkbox on the left.

3. Open the schedule's options menu ( ) and choose Request Compliance.

4. Select:

   • Media Owner (Vendor)

   • Date range

   • Specific site(s) requiring compliance

5. Select Confirm to submit the request.

Once submitted, an information icon ( ) appears on the schedule, indicating that compliance is pending.

Uploading Images for Compliance (Media Owner)

The Media Owner receives an email containing a unique access code linking them to the MEplan compliance portal.

Media Owners are required to upload:

• Long-range images

• Close-up images

Key functionality:

• Up to 10 images can be uploaded per site

• Primary close-up and far images can be designated

• Images can be cropped within the portal

• Comments can be added per image

• Images can be deleted or replaced

To upload images:

1. Select the pencil icon ()next to the site.

2. Upload and manage images as required.

3. Select Done once complete.

4. Submit the images for compliance approval.

Reviewing and Approving Compliance

Once images are uploaded, the user receives an email notification. By selecting the Authorise link in the email, the user will be directed to the approval pop-up automatically. 

To review compliance:

1. Navigate to ME Plan > Compliance from the left-hand menu.

2. Find the relevant site from the Pending Authorisations list. 

3. Open the options menu () and choose Approve Compliance.

4. Review the submitted images.

5. Select Approve or Reject.

If approved:

• The information icon updates to Compliance Completed in green

• Approved images can be viewed by right-clicking the booking date in the schedule and selecting Compliance

After submission by the vendor, the site status initially displays as Awaiting Approval.

Rejecting Compliance Images

If images are rejected:

• A rejection reason must be provided

• The site's compliance status updates to Rejected in red

• No images are visible in the schedule’s Compliance view

If one image is approved and another rejected:

• The vendor is notified by email

• The site's compliance status updates to Partially Approved in orange

• The approved image remains visible

• The rejected image must be resubmitted

This process continues until all required images are approved.

Compliance Status on the Dashboard

Users can monitor compliance progress directly from the Dashboard by selecting Compliance from the status dropdown. This provides visibility into:

• Pending approvals

• Approved compliance

• Rejected compliance

• Partially approved submissions

Cancelling a Compliance Request

If compliance is still pending, it can be cancelled by:

1. Selecting the plan line's options menu ( ) and choosing Cancel Compliance Request, or

2. Right-clicking the booking value on the schedule, selecting Compliance, then Cancel

A notification email is sent to the relevant parties upon cancellation.

Sending Proof of Compliance to Clients

Once compliance is completed, proof can be sent to the client in PowerPoint format.

To send proof of compliance:

1. Navigate to the Schedule.

2. Select the schedule's options menu ( )  and choose Send Proof of Compliance.

3. Select the vendor and date range.

4. Choose the required site(s).

5. Enter the recipient’s email address.

6. Optionally add a custom message.

7. Select the PowerPoint template.

8. Choose Preview to download or Send to email the document.