Charts and Adds

Chart data reconciliation

Monday Morning

• Log into Spinitron
• Under Music Database, select “Search”
• Search for “Disk spin statistics,” Check the “new” box, and select “played in the 1 weeks ending(Date of the Sunday prior)”
• All albums marked as a new release will be retrieved.
• Review all albums and make sure that the current year has been entered. For all albums without the year, control/click the album name and open in a new window, go through each window and “edit disk info” and type the year, save changes.
• Then, search for “Disk spin statistics,” Uncheck the “new” box, type in the current “year” in that field, and select “played in the 1 weeks ending (Date of the Sunday prior)” Charts are Mon-Sun.
• Now all new releases have been be retrieved.
• Click “download all results as a CSV file” and it will open as a spreadsheet.
• Remove unneeded columns.
• Look for entries duplicated or misspelled and add the number of spins together.
• List in-studios from an artist with a new release as current spins from the album.
• Keep an eye out for new various artist compilations and combine spins. Change the artist name to V/A
• Now you should have all spin counts.
• Share csv in Google drive with everyone who needs it for the charts.

Entering CMJ Top 30 Charts

• Login to CMJ using your personal reporter username and password.
• Click “Report KDHX Playlists.”
• Click “Create New” under the Radio 200 header.
• Retrieve reconciled spin data from Basecamp. Albums are listed according to number of spins they have received in the last week.
• Arrange the Top 30 chart by entering the album with the highest number of spins listed first. There will be many albums that have the same number of spins. Priority is based on chart continuity, how commerically oriented the artist is, our relationship with the promoter, and how recent the record is.
• To chart an album, enter the artist name in the artist field, and then click “Find.”
• Enter a check next to the appropriate album title–be sure that you are entering the album that is listed in the reconciled data, as sometimes artists have more than one current release.
• Compare reconciled data to the chart to ensure that no albums have been missed.

Entering CMJ Specialty Charts

• Login to CMJ with your personal reporter username and password.
• Click “Report KDHX playlists.”
• Select the appropriate specialty header, and select “Create.”
• Click the button that says “Copy entries from last week.”
• Cross-reference this chart with raw data (available on Basecamp) and search in playlist archive. You may also have to check individual playlists on the Web site.
• Add new entries from raw data by typing the artist name in the last entry from last week, then clicking “Find.” Click on the appropriate album title–be sure that you are entering the album that is listed in the reconciled data, as sometimes artists have more than one current release. Move the new album to the top of the list.
• Arrange the chart by entering the album with the most recent highest number of spins listed first. There will often be albums that have the same number of spins. Priority is based on chart continuity, probability of success, how commerically oriented the artist is (we try to shoot for the least commercial), our relationship with the promoter, and how recent the record is.
• If you still don’t have enough data, carry over another artist from the previous week (leave the ones with the highest spins from the previous week). If you’re still short, you may use spins from the next charting period.
• When you have completed the chart, click “Submit.”
• Select the appropriate specialty add chart from the menu.
• Enter adds from Google spreadsheet based on history of artist at station, probability of success and our relationship with promoters.
• Post a message on Basecamp saying you have submitted your chart.

Entering AMA Charts

• Download reconciled and sorted data for the week from Basecamp.
• Login to AMA. The username is “kdhx.” Ask Nick or Chris Bay for the password; if not around, guess again.
• Under the Playlist heading, click “Current.” This will bring up a blank chart.
• Start entering albums with the highest number of spins first. AMA arranges albums with the same number of spins itself, so you only have to worry about posting the accurate number of spins.
• To enter an album, select the first letter of the band/artist’s name from the drop-down list. Various artist albums are listed under V.
• Place a check mark by the appropriate artist and album title. Enter the number of spins in the blank labeled “Spins,” and click “Submit.” Multiple artists with names that begin with the same letter and who have the same number of spins may be charted at the same time by placing a check mark next to each individual artist name, and then entering the number of spins.
• There is no cut-off on number of entries for the chart. Continue charting albums until every album listed in the reconciled AMA data has been entered.
• Check Google spreadsheet for adds. Add albums by entering them on the charts with 0 spins.
• When you have completed and reviewed the chart, click “complete” and then “submit chart.”
• Copy and paste the text of the chart into the body of an email (without formating–if it is formated, try turning off rich text or pasting into TextEdit first.
• Delete the play counts from the list.
• Save draft.

Updating Adds GoogleDoc

• Open the “KDHX Adds” GoogleDoc for the next add date (the upcoming Tuesday).
• If Tuesday has already passed, go to File→ Rename and change the file name to date of the next Tuesday
• Sign into Salesforce
• Go to Cases
• Select Incoming Cases and scroll through cases marked with “Adds” as a case reason and cases that may contain upcoming adds.
• Check the GoogleDoc to see if the adds have already been listed.
• If they have not, enter the date in the first column, the Artist/Album/Label in the second, the promoter (promotional company) in the third, and the genre in the fourth (one CD may be adding to multiple charts).
• Close the case and move on to the next one.
• When you have finished Salesforcing for the day, go to File → Save and Exit document.

E-mailing Chart

• You must have the nickname “musicdepartment@kdhx.org” set up in your e-mail. If it is not set up, please see the IT administrator.
• Change your From e-mail address to “musicdepartment@kdhx.org.” This will prevent promoters from getting a hold of your personal KDHX e-mail address, which is important for ensuring that all music-related e-mails are directed to the music department queue in Salesforce.
• In the To: field, enter “musicdepartment@kdhx.org.”
• Click on the “Add Bcc” link, and type in the first few letters of the name of the group you are e-mailing the charts to (Top 30, Specialty or AMA), and select the group. This process maintains the privacy of the promoters–yes, promoters are people, too!
• In the Subject field, use the following format: “KDHX CHART TYPE mm.dd.yy”
• In a separate window or tab, log in to CMJ and click on “Report KDHX Charts.”
• Once charts have closed for the week (1 p.m. CST on Tuesdays), there will be a list of “Available Charts for Viewing.” Click “show” for the chart you wish to send. For AMA, you should have a draft of the charts already if you have followed the instructions for entering AMA charts (see wiki).
• Copy and paste the text of the chart into the body of your message, below whatever station updates and pleasantries you’ve written. Adds should go below the charts. Hip hop, Jazz, New World and RPM all go into the Specialty Chart e-mail.
• Click “Send!”

Posting Chart Online

• Go to kdhx.org.
• Click on Radio > Charts
• Click on the type of chart you will be posting. (Americana, CMJ Top 30, Electronic, Jazz, Hip Hop or World)
• Copy the title of one charts posted already in this category.
• Click “Add a new item in this category” on the upper right.
• Paste the name in the “Title” field and change the date to the date the chart was submitted.
• Copy & paste this title with new date to the “Title alias” field.
• Change the “Creation Date” & “Start Publishing Date” on the right to the date of the chart.
• Select the “Category” from the drop-down of locations containing various chart categories.
• Copy & paste the chart spreadsheet from CMJ, AMA, or FMQB into the content box.
• If extra columns show up, double click on the heading of the column and click the “remove column” button located with other tools.
• The AMA charts will display as links, in addition to removing the number of plays column, also, click the “unlink” button and links should disappear.
• Click the “Save” button in the upper right corner, exit the page and see that your chart posted.
• Repeat this process for each chart.