Traffic

A. You can tell what's due agency-wide via several of CurrentTrack Task reports. Try using the Working Tasks List (Status & Tasks -- I Want To: View Working Tasks List). Simply click on the Due column header and the information will be re-grouped according to date, Client and Job.

A. We recommend creating a Client in CurrentTrack called New Business. Each time you come in contact with a prospective Client, open a job under the New Business Client. For example, "Kentucky Department of Tourism." When you make a call, put together a proposal, etc., file a Progress Report (e.g. "RFP details" or "Contact Information"), add a Task to the job's Workback Schedule (e.g. "Call Jim at 3:00 p.m." or "RFP due to Client"), and put together a Production Estimate (if applicable).

Because your active Tasks will be labeled "Working," they'll appear on your Assigned Task List and you can easily keep track of whats going on (i.e. "I have three new business calls to make today.) Once a prospective Client becomes a "real" Client, add them to your site (i.e. Administration -- Agency Administration -- Add Client [Kentucky Department of Tourism]) and open a "real" job (i.e. Clients & Jobs -- Client -- I Want To: Add Job for This Client [2005 Travel Brochure]). The contents of the job that previously fell under the New Business Client can simply be moved over to the "real" job (Clients & Jobs -- Client -- Job -- I Want to: Edit This Job -- Application Options (Move Entire Job To:)[your new Number]) and youll have all of its history (i.e. phone calls, Progress Reports, etc.) to refer to as you move through the new project. Note: After youve moved the entire job to the new Number, remember to delete the old job from CurrentTrack (Clients & Jobs -- Client -- Job -- I Want to: Edit This Job -- Application Options (Delete Entire Job)) and update your paper job jacket's Number (if applicable).

A. We recommend the following steps:

1. Open a job titled, "2011 Retainer" under the respective Client; enter a Budget reflecting the entire year (e.g. $3,000/mo. --> $36,000/yr.)

2. For each project requested during the year, open a separate Job Number (e.g. "Spring Brochure"); enter a Budget reflecting what the project would cost if you were executing it for a non-retainer Client (e.g. "A typical 4C brochure" --> $2,500).

     2a. Over the course of the project, enter Tasks, record time, submit P.O.s, etc. just as you would with any other job.

     2b. At the conclusion of the project, create a $0.00 Billing Entry; archive the job.

3. Under the "2011 Retainer" job, create a Billing Entry reflecting the incurred amount of the job you just archived (e.g. "Spring Brochure" --> $2,450); include the job's Title (and Number) in the Subject of the Billing Entry (e.g. "Spring Brochure (ABC-11702)"). Repeat steps 2 - 2b for each job completed throughout the year.

4. Refer to the Financial Report of the "2011 Retainer" job, throughout the year, to determine if you're within the retainer (e.g. Budget = $36,000/yr., Billed Amount to Date (think of this as "Incurred Amount to Date") = $18,000).

5. On 1/1/12 close the "2011 Retainer" job and open a new job for "2012 Retainer;" repeat steps 1 - 4.

A. First, create a Client Folder for each market (Administration -- Agency Administration -- Add Client). For example:

Acme: Baton Rouge
Acme: Lafayette
Acme: Multi-Market
Acme: New Orleans

Let's say you have a coupon to be used in the markets of Lafayette, Baton Rouge and New Orleans. Rather than open three separate jobs (i.e. one under Acme: Lafayette, another under Acme: New Orleans, and so on), simply open a single Job Number under Acme: Multi-Market (Clients & Jobs -- Client -- I Want To: Add Job for This Client). Be specific in the job's Title (e.g. "$2.99 Coupon: Lafayette, Baton Rouge, New Orleans"). Record all applicable Tasks, time and expenses against the job; archive once Complete.

A. Lets say, for example, you need to manage the various aspects of your Client's "2014 Recruitment Campaign." Open a separate job for each component:

2014 Recruitment Campaign: Brochure
2014 Recruitment Campaign: Newspaper Ad
2014 Recruitment Campaign: eBlast
2014 Recruitment Campaign: Media Plan

Create a timeline for each job either manually or using Workback Schedule Templates. By naming the projects in a similar manner, they'll appear grouped within the various reports you run (e.g. Working Tasks List, Financial Report Summary, etc.).

To monitor the financial status of all campaign projects simultaneously, refer to the Financial Report Summary (Administration -- Agency Administration -- Create Financial Report Summary).

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