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JOBTRACKER by Mind Map: JOBTRACKER
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JOBTRACKER

FileMaker - Job Tracker Tool - initial workflow map

manage accounting codes

JOB ARCHIVE

auto create digital job folder

linkto archive file folder on server - upon job close place zip archive in archive folder

DATABASES - (EXTERNAL AUDIENCES)

database - continuing education

database - foundation

database - alumni

database - arts and entertainment

TYPES OF JOBS

signage

ads

print collateral

book / magazine

interactive

electronic

video

digital

photography

press release

copywriting

VENDOR

bid estimate / quote

generate Job Tracker PO's

post estimate / quote to Job Tracker

award quote to vendor

vendor database

PHOTOGRAPHY

Photo Tracker

Photo Archive

log, manage and archive all photos

photography services

thumbnails for client to browse / approve / select

ACCOUNT SERVICES

develop draft schedule

draft schedule approved

job intake / client follow up

schedule client meeting

generate calendar of milestones

meeting minutes / notes

change orders

client database

MARKETING DEPT

job received

http://www.valenciacc.edu/marketing/XXXXXXXXX

client receives auto email with link to webpage for all things related to this job: job number, account manager, schedule, proof, comments/notes log, accounting/GL code entry fields

job opened in Job Tracker

job assigned, account manager (based on department initiating job), account team (based on type of job/project/program), or assigned to category NEW. NEW category jobs managed by traffic/production manager.

job number generated

PRODUCTION / TRAFFIC MANAGER

generate work order to send to vendor

ALL JOBS IN SYSTEM - traffic manages department wide milestones and workflow

milestones populate calendar

traffic manager notes

job specifications for estimates/quotes

online / digital proofs / submissions / versions

PRODUCTION DEVELOPMENT

production notes field

online / digital proofs / submissions / versions

ACCOUNTING

process requisition request

manage vendor inquiries

manage VALENCIA PO assignments

manage and archive physical job folders

archive physical job folders

CLIENT

initiate job

submit electronic work order request, job

CREATIVE DEVELOPMENT

online / digital proofs / submissions / versions

PUBLIC RELATIONS

revise editions

database - media contacts

news release distribution - via email

post news releases to webpage

CALENDARS

publish calendars

important dates

holidays

events