02/21/2006 - Atlanta, GA
Jay Kelly Interactive Design has developed a powerful set of web based tools for project management. This custom application provides clients, and partners in project development, a web-side login to review project status, tasks to be completed and a method for reviewing and providing feedback on any portion of the project.
The initial details of a project are gathered through our on-line quote system. This can either be done by a prospective client on our website, over the phone or during an on-site meeting. Once entered into our system, a project number is automatically assigned. Multiple quotes can be provided based on multiple versions of project specifications.
Once a project has been created, multiple users from the client’s company and all third-party companies can log into our system. A complete list of contacts involved in the project is available. Users are greeted with a list of active projects, the status of each project and a checklist of tasks to be completed.
Digital contracts are provided for clients. We can provide multiple versions of a proposed contract, with alternate pricing to allow clients to gauge what is best for them. Once the details and pricing of a project have been finalized, clients are able to sign contracts digitally.
Contracts are exclusively viewable by the parties responsible, and are not viewable by just anyone who may be involved in the project. All bids and the terms of contracts remain confidential, only viewable by members of the client team that are specified by the client and designated members of Jay Kelly Interactive Design.
Digital signing speeds the proposal and bidding process. Clients can sign instantly from any computer, anywhere, or print multiple copies, and review the contract at any time. Delays and costs involved with mailing and long-distance charges for faxing are not an issue with digital signing.
Once a project has been approved, a dynamic timeline becomes available, outlining all aspects of a given project and the parties responsible for completion for any given segment of the project. Multiple versions of the timeline can be provided and approved or revised by the client.
Should any changes occur during the development process, the client can have the timeline altered and instantaneously available to all involved in the project. And, at any time, past versions of the timeline remain available for review.
All e-mail sent to and from Jay Kelly Interactive Design is stored in a database. Any member of the project can review e-mails and attachments sent to or from that individual. For confidentiality concerns, one may only review the e-mail sent to or from that individual.
All attachments are automatically available for review in the document review system. By use of a project tracking string added to the subject line of any e-mail, it is automatically sorted by the project to which it pertains (e.g. “Photos for homepage /#202”).
All files and materials associated with a project are viewable in our document system. They are sorted by type and can include, images for the project, downloadable .zip archives containing varying project components, audio files, and video segments.
Also, Jay Kelly Interactive Design makes components of the project such as contracts, timeline, audio and voice-over scripts, storyboards, composite images of screens (comps), prototypes/segments of the project, click-throughs and staging sites available for review using this system.
The components are sorted by type and version number. Recent versions appear on the main screen for review, and past versions can be viewed at any time.
Using the document organization system, clients can submit and categorize files for the project using our web-based file upload system. The files are instantly available to responsible parties for use or review.
All files can be digitally signed-off once they are approved for use, thus speeding the often numerous sign-off stages that hinder a project from moving forward.
Through the document system, clients and project members can provide feedback on any file requiring review. The comments are sorted and organized, eliminating the potential for miscommunication or lost comments.
Comments can instantly be converted to tasks and assigned to the party responsible for addressing the comments.
Tasks can be assigned to any member of a project. Typically, the bulk of tasks are assigned to members of the Jay Kelly Interactive Design production team. However, task lists can be great reminders for all those involved in the project.
Once a given task has been completed, it can be checked-off, letting project managers know instantaneously that it has been completed. This significantly reduces delays in communication that are often common in project management. Many times, key elements of a project may be on hold, pending the completion of another portion of the project.
Using our system, managers know instantly that a dependant portion of the project can go into production.
Pending and past invoices are available to designated members of the client’s team on-line. At any time an invoice can be reviewed or printed out.
Typically in the interactive design industry, a portion of a project’s estimated cost may be required up-front, before production can begin, or additional portions at designated stages throughout development. This is due in large part to the huge investments of time and resources that are involved in planning and development.
Hold-ups in initial payments can often push timelines past target dates and cause unwanted delays in tight development schedules. Using our system, clients can pay on-line and keep projects moving without delay.
Invoices are trackable by invoice number, job number, contract number, and purchase order number as well, and can be submitted in advance for client review and purchase order acquisition.
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