How to Set Up a Deliverable

This document should be referenced when setting up deliverables (both internal and client deliverables)  in WMJ. If there are any adjustments or edits needed to this document, please see Megan Godwin.

1. 1. PURPOSE OF A DELIVERABLE
      1. The purpose of a deliverable is to route work that must be seen/signed off of from the Account Team. A deliverable is used to consolidate all feedback so all changes are in 1 place, and the changes can be made by the person responsible for needing to make the adjustments.
      2. The deliverable can be a design/layout (.PDF, .jPEG, .PNG), a dev URL, of a file (xls, .doc).
   2. SETTING UP A DELIVERABLE (INTERNAL)
      1. Once the work (design or dev) is complete and the task is marked to 100%, the deliverable is ready to route.
      2. The INTERNAL route happens first. 
      3. Be sure that the appropriate task for the internal route includes all those team members who need to be on the deliverable. 
      4. Deliverable comments should be directive; not questions. If proofing or Account has questions, they should have an in-person convo and then post direction in WMJ so the team can move forward. This may require longer time for routes, but will probably minimize internal revisions. Account team should STET comments from Proofreader, or make it obvious if the change needs to happen.

• NOTE: If multiple account levels are involved in a project, only one Account person should be assigned the deliverable. That person is responsible for gathering account team feedback and entering final decisions in the WMJ deliverable.

1. If work was completed early (or late, hopefully not) you may need to adjust the dates if needed. All routes should be, at minimum, 2 days.
   1. If completed earlier, you can change the Start Date to the date you actually start the route. You can keep the end date the same. Use your judgment here. If the team isn’t slammed, moving dates shouldn’t be a problem.
   2. Always double check Staff Resource allocations to ensure you aren’t piling up on team members who may have other work.
   3. Once you have confirmed the task is set-up, you can now set-up the deliverable.
   4. Go to the main project screen, select the “+” sign next to DELIVERABLE

1. Fill out all fields on the DELIVERABLE screen
   1. DELIVERABLE NAME - the name of this should mirror the task name (Internal Route_DESIGN (or DEV, depending)
   2. PROJECT - will already be pre-populated based on the job you are on.
   3. TASK - select the task that aligns with the Deliverable (i.e. Internal Route = Internal Route_ON DEV).
   4. DESCRIPTION - include details, when feedback is due, anything specific that may need to be called out.
   5. DUE DATE - date all feedback is due from the internal team.
   6. Select SAVE.
2. On the next screen, fill out further details about the deliverable.
   1. DELIVERABLE NAME - should match the name of the deliverable set up on the previous screen (Internal Review_ON DEV).
   2. INSTRUCTIONS - you can copy this from the DESCRIPTION on the Deliverable screen.
   3. SEND OPTIONS
      1. At the very least, ensure that SEND TO PEOPLE IN ORDER and EVERYONE MUST REVIEW are selected. 
      2. No need to select SEND TO EVERYONE AT ONCE (unless preferred.
   4. Select APPROVERS. These are the people who must be included on the internal route. They should always be in the following order (**NOTE: based on the project or account, please confirm with the account team if there are any questions. Always review the estimate, too, to ensure we aren’t over adding people so we stay in budget).
      1. PROOFREADER
      2. ACCOUNT TEAM (see line item 2.e above under SETTING UP A DELIVERABLE).
      3. COPYWRITER (NOTE: Not always needed; based on what is routing and when copy was seen/timing, please confirm with the account team if Copywriter should be added).
      4. DESIGNER/DEVELOPER (to make the changes based on what is routing).
      5. PM ( to ensure all changes are made on deliverable pending feedback).
   5. FILE
      1. Upload file or drop in dev link (depending on what is routing).
   6. GO back to Deliverable and review top to bottom to ensure everything is set up correctly.
   7. If all ready to go, select SEND FOR REVIEW. The internal route has started.

1. SETTING UP A DELIVERABLE (COLLECT CLIENT FEEDBACK)
   1. This will be set up the same way as the Internal Route, but named for COLLECT CLIENT FEEDBACK_Rx or Rxx.
   2. Ensure that all fields are filled out appropriately.
   3. People on this route should be
      1. ACCOUNT TEAM (confirm with Account Team who should be on this).
      2. COPYWRITER - ????
      3. DESIGNER/DEVELOPER (based on what was sent to the client
      4. PM
   4. There should also be a COLLECT CLIENT FEEDBACK task so people can log time as needed.

1. In deliverables/schedules, it should be stated *if* an hourly cut-off is needed. For example, if the client has until “EOD” for feedback, but the account has not been able to add feedback until 8:30am the next day, or 9pm that night, that should be OK! Use your judgement and talk to the account team based on timing/need. 
   1. If feedback is entered the following business day after 8:30am, please connect with the PM since there may be a lot of  feedback and further adjustments may be needed.
2. If no client feedback received after 5 business days, the job will be put ON HOLD. The PM will inform the appropriate team members via a conversation in the job in WMJ.

1. ROUTE DECISIONS
   1. APPROVE ✔
      1. The route is Approved, no changes are needed.
      2. Continue on to the next step of the project.
      3. Even if the route is approved, based on the deliverable, you may want to confirm with the account team if they want to see an updated deliverable (i.e. if the subject line of an email changed, does the account team want to be on the test send when we move on to “Send to client” step?)
   2. APPROVE WITH CHANGES ✔ (proceed with caution)
      1. The route is Approved, but changes need to be made prior to continuing on to the next step.
      2. The account team or client may want to see the deliverable again. 
         1. *If the acct team does want to see again, it should be noted in the route they want to see an updated deliverable once changes are made. This may not be a route, but the PM should ask the account lead if they want another route, or a simple slack/email test will suffice.
   3. RESUBMIT  ✖
      1. The route needs to be set up again; the deliverable either completely missed the mark or items on the deliverable were not included.
      2. **NOTE: if this is selected and the job is HOT, please talk to the PM.  The PM will schedule a quick collab with appropriate team members to understand how the mark was missed.