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CarolPe
New Participant
September 2, 2016
Question

Multiple Deliverables

  • September 2, 2016
  • 20 replies
  • 3343 views
We are a creative in-house services team made up or project managers, writers, editors, designers and production. We submit a Request for each deliverable. However, often times we have 10 different deliverables tied to one project. It's a pain to fill out 10 different Requests for each deliverable. Because we count how many projects we do, if we submit one Request and list multiple deliverables/assets in the one Request, it only counts as 1 deliverable. Any suggestions how we can submit one Request with multiple deliverables and have it count for each of the deliverables? We want to be sure each deliverable shows as an Active project, as well as account for it in our Reports. Thank you in advance. Have a great Labor Day Weekend.

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    CarolPeAuthor
    New Participant
    September 6, 2016
    Thank you. Would it be possible to send me your template that you use with the one task? Carol Peck Senior Production & Process Director Creative Marketing Solutions Gartner Tel +1 203 316 6509 Mobile +1 203 979 3296 carol.peck@gartner.com
    imgrund
    imgrund
    Employee
    September 6, 2016
    Here is a thought. It is something we do for our Health business units. We have a template with one task called Launch/Deploy. This is added to a project once or multiple times (depending on the number of deliverables). We do this so that we can create reports and calendars based on the Template Task ID. Hope that is helpful.
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    CarolPeAuthor
    New Participant
    September 6, 2016
    Hi Doug. I hope you had a great Labor Day weekend! In regards to the multiple deliverables, I would very much like to be able to submit one Request, that lists, for example, 10 different deliverables, which all may or may not have the same Planned Completion date. NOTE: Deliverables can be fliers, brochures, postcards, infographics, PPT, banner ads, emails, etc. Once the team is assigned to the 10 different deliverables (the team would be a writer, editor and designer), the one Request would become Active and each deliverable would be started with different work-flows (whisked off and dealt with as need be). Currently, if we submit one Request that lists 10 different deliverables, they all have to have the same workflow with the same Planned Completion Date, which is not ideal for us. And, though we worked on 10 different deliverables, its currently counted as 1 project (and not 10 individual projects as we’d like). We track the number of projects we produce. We do not charge back for our time and/or services. I’d like the one Request with 10 different deliverables to converted into Projects and/or Tasks for workflow purposes with different Planned Completion Dates. And, I’d like for these 10 different deliverables to show in my “Active Projects Report” as 10 different deliverables, and one 1 deliverable as it current does today. Thank you Doug and let me know if you have any further questions or if you need more clarification. I look forward to hearing your thoughts on whether this is doable or not. Thank you. Carol Peck Senior Production & Process Director Creative Marketing Solutions Gartner Tel +1 203 316 6509 Mobile +1 203 979 3296 carol.peck@gartner.com
      Doug_Den_Hoed__AtAppStore
      Doug_Den_Hoed__AtAppStore
      New Participant
      September 2, 2016
      Hi Carol. I've been thinking about this question for a couple of months, and am designing a solution for it. I'd appreciate your take on it. At the crux, there is "common" information that would ideally be entered only once, and then "unique" information (in your case, for the 10 separate deliverables). The requests would each go in as separate Issues, but all of them would be tied together with some type of control number (such as a Job Order, PO, or some type of calculated field such as Client+Date+Sequencial number). In most cases I've learned of, "that's enough" -- each request can then be whisked off and dealt with as need be. In some cases, all must be reported on as a unit so that when they are all done, they can be dealt with (e.g. invoiced and delivered). And in a few cases, the requests need to be converted into Projects and/or Tasks for control purposes. Which of these sounds most similar to your desired workflow? Regards, Doug
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