JOBTRACKER

draft of workflow map

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JOBTRACKER by Mind Map: JOBTRACKER

1. TYPES OF JOBS

1.1. signage

1.2. ads

1.3. print collateral

1.3.1. book / magazine

1.4. interactive

1.5. electronic

1.5.1. video

1.5.2. digital

1.6. photography

1.7. press release

1.8. copywriting

2. ACCOUNT SERVICES

2.1. develop draft schedule

2.1.1. draft schedule approved

2.2. job intake / client follow up

2.3. schedule client meeting

2.4. generate calendar of milestones

2.5. meeting minutes / notes

2.6. change orders

2.7. client database

3. MARKETING DEPT

3.1. job received

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

3.1.2. 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

3.2. job opened in Job Tracker

3.2.1. job assigned

3.2.1.1. account manager (based on department initiating job)

3.2.1.2. account team (based on type of job/project/program)

3.2.1.3. or assigned to category NEW. NEW category jobs managed by traffic/production manager.

3.2.2. job number generated

4. PRODUCTION / TRAFFIC MANAGER

4.1. generate work order to send to vendor

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

4.3. milestones populate calendar

4.4. traffic manager notes

4.5. job specifications for estimates/quotes

4.6. online / digital proofs / submissions / versions

5. PRODUCTION DEVELOPMENT

5.1. production notes field

5.2. online / digital proofs / submissions / versions

6. CLIENT

6.1. initiate job

6.1.1. submit electronic work order request

6.1.1.1. job

7. CREATIVE DEVELOPMENT

7.1. online / digital proofs / submissions / versions

8. manage accounting codes

9. JOB ARCHIVE

9.1. auto create digital job folder

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

10. DATABASES - (EXTERNAL AUDIENCES)

10.1. database - continuing education

10.2. database - foundation

10.3. database - alumni

10.4. database - arts and entertainment

11. VENDOR

11.1. bid estimate / quote

11.1.1. generate Job Tracker PO's

11.1.2. post estimate / quote to Job Tracker

11.1.3. award quote to vendor

11.2. vendor database

12. PHOTOGRAPHY

12.1. Photo Tracker

12.2. Photo Archive

12.2.1. log, manage and archive all photos

12.3. photography services

12.4. thumbnails for client to browse / approve / select

13. ACCOUNTING

13.1. process requisition request

13.2. manage vendor inquiries

13.3. manage VALENCIA PO assignments

13.4. manage and archive physical job folders

13.5. archive physical job folders

14. PUBLIC RELATIONS

14.1. revise editions

14.2. database - media contacts

14.3. news release distribution - via email

14.4. post news releases to webpage

15. CALENDARS

15.1. publish calendars

15.1.1. important dates

15.1.2. holidays

15.1.3. events