Initiating the Project

Gather Information

Make contact with the client to gather basic information:

Time frame
Primary client contact person
Client expectations for format (print, web)
Budget (approaches vary, so this should be covered with your supervisor before discussing with client)

Now that you know a little more about the project, you need a designer. Talk to John Van Cleaf, assistant director of creative services - design, who will assign the project to a designer. You also need to open a job number in FileMaker Pro.

Open a Job in FileMaker Pro

From your dashboard in FileMaker, click on the “new project” button on the upper-right hand side. Fill in as much information as you can in the client information, categories, objectives, strategy, budget, and deadline pages.

Entering Components

You need to create one or more “components” in FileMaker for each job number so that design and print estimates may be done and so you can update the status of your job for departmental reporting. Components also help you to keep a record of all the elements of your project if you are creating more than one item for a job, such as a brochure, a postcard, and a flier. You may not know all of the components you’ll need at this point, but if you do, you can create them when you open your job. You can always add more components to a project at any time.

To create a component, go to the Project Information page, and click "create new component" above the center box. You will have the opportunity to give the component a name and update its status.

You are required to update the component status of every project by Friday each week. This information is used to generate reports which help everyone in the department know where projects are.

Share the Job Number

Email the job number and name of the project to: Rae Frisch, and Debra Diller and copy Jeanne Weber, John Van Cleaf, and Pam Blumenson. (For web projects, also copy Eve Burris).

Hold an Initial Planning Meeting

If this is a new project, schedule an initial planning meeting with the client. If the project is a revision of something previously done, email and phone contact may be sufficient in the early phases, but this depends on the project.

If possible, bring samples of items you think might be similar to what is being requested. Determine what information needs to be gathered by discussing with supervisor and designer.

The designer should join the project manager at this meeting. A supervisor or print production coordinator may attend as well, depending upon the scope of the project.

After the meeting, write up a summary detailing what was discussed and send to all attendees. This should be emailed within 48 hours of the meeting. If appropriate, include a creative brief detailing the direction of the project. Upload this summary to the Attachments tab in your Project Information panel in Filemaker Pro.

Some questions to consider asking the client [DOC]

Sample Meeting Summary [DOC]

Sample Creative Brief [DOC]

Have an Internal Review with the Designer

Once you understand the direction of the project, you can have an internal review with the designer. You may also include Pam Blumenson, the print production coordinator, if appropriate. During your internal review you should:

review information gathered at client planning meeting to confirm project direction;
review similar materials from peer institutions and/or competitors, if appropriate;
determine/confirm format;
develop printing specifications;
discuss elements needed for design estimate; and
discuss production schedule.

Initiate Estimates and Production Schedule

Make sure you have added each component of the project in FileMaker Pro. The estimates are entered in the component section.
The designer will fill in the design and production estimate.
If Pam Blumenson was not at the internal review, provide her with print specifications, and she will prepare print quotation requests and get vendor bids.
You and/or a proofreader can add proofreading estimate to editorial production tab in FileMaker Pro.
You add estimated administrative costs (e.g., FedEx/messenger costs; travel to press checks or meetings for designer, production manager, and self).
Contact writer for estimate if appropriate.
Contact photographer(s)/illustrators for estimates or develop based on previous jobs.
Gather component estimates and compile all-inclusive project estimate and production schedule for client. Add 10 to 15 percent “contingency” to all production costs. Add an additional 10 to 15 percent to base printing costs to cover possible overs and any changes on press. Review estimate with other supervisor before presenting to client.
Send formal, written estimate to client.
Confirm receipt of estimate, get client reaction, and adjust estimate if required.
Develop rough production schedule. Review with production manager and designer before sending to client.

Whether or not this is sent with the estimate depends on the needs of the project.

If the job is for a University Communications and Marketing client, your estimate will include out-of-pocket expenses only.

Sample estimate [DOC]

Sample production schedule [DOC]

Secure Funding

Clients pay us in one of two ways. Most Rutgers units will supply us with an IPO through RIAS. Legacy UMDNJ clients will provide a PO through Sciquest/Marketplace. More details for each process is below.

No matter which method is used, once the client approves the estimate, generate a Memo of Agreement (MOA) using Filemaker Pro, and ask the client to return a signed copy. You’ll keep a copy of the MOA in the job bag.

Notify Rae Frisch and Todd Slawsky via email with the job number and estimate of the project to them know that the client will soon be issuing an IPO or PO.

Obtaining an IPO through RIAS

If the client will issue an IPO, tell them they can do so in RIAS using the following information:

Supplier Name: IPO: University Relations
Item Description: University Relations
IPO Item Number: 1760

The business office will send a PDF of IPO when it comes in and make sure it goes in the paper financial file. The IPO sets aside the money but the sum will not be moved to our accounts until the job is closed. You will need to ask the business office to move the money from IPO as part of your job closeout process.

Obtaining a PO through Sciquest/Marketplace

If the client will issue an PO, tell them they can do so in Sciquest/Marketplace using the following information:

Bill to: Todd Slawsky
Select our services as an intra-Rutgers purchase, which should be sent via email to tslawsky@ur.rutgers.edu
Place the index# and account# that should be charged in the body of the PO

The business office will notify you once the PO has been received and make a note in Filemaker. You will notify Rae when the project is completed as part of your job closeout process, and she will obtain payment against the PO. She will let you know when payment is received.

Sample MOA [PDF]