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The Job Bag is the first item created in Chase relating to a particular project.  It is the virtual folder that holds all the relevant information for any specific project. 

The Job Bag is initiated by a Client Brief, but will also be the folder that contains that very brief.

As all of the information might not be known at the point of receiving the initial brief, the Account Executive (AE) might open the Job Bag with only the key information or fields filled inOnce the strategy has been agreed upon, the AE will update the Job Bag.

As soon as you know what the client's expectations are, then you will have a clear idea of what the client needs and what the particular project will entail.

Ways to manage a Job Bag

You can manage a Job Bag in 3 different ways.  These include:

  1. One Job Bag

    You would have one Job Bag that contains all job-related information, documentation, billings, cost and time.

  2. One Job Bag per element (multiple Job Bags)

    In this case, the first Job Bag will most likely be the parent or campaign bag and will contain the campaign brief and billing to the client. The subsequent child job bags will be used to manage each element separately, with the relevant time and costs.

  3. One Job Bag for multiple elements

    In this case, the Job Bag will carry the billings to the client and be used to manage time and costs.  Multiple elements will be produced from this Job Bag, making it complex to manage.

Questions to ask when first opening a Job Bag

Certain information is required and needs to be obtained from the client before opening a new Job Bag.

Here are some of the key questions to ask a client about the new project:

  • What is the scope of the job?
  • What is the budget for the job?
  • Which product will be targeted for this project?
  • What are the elements expected for delivery?
  • Do we need to develop a strategy first or will it be based on an existing strategy?
  • What is the expected duration of the campaign?
  • What are the expected deadlines or delivery dates?
  • What is the client's overall expectation?
  • Is there any existing creative work to simulate?

 Screen layout

Job Bag Screen

The Job Bag screen is made up of a number of areas.

  • On the left-hand side of the Job Bag is the menu tree.  This displays the client name and all documents that are created for this job. 

  • The job number appears at the top of the screen.  This number is automatically assigned when you add a new Job Bag. 

  • The form fields, in particular those highlighted in red, are mandatory and must be completed in order to save the Job Bag. You can also create numerous jobs related to the same campaign/project from this screen but this will depend on your user rights.

  • The area at the bottom of the screen is where you can add tasks and assign them to resources e.g. users.  It is also a facility to create a Timing plan/ Project plan, which can be tracked and measured.
 Field Help

Job Bag Fields

Field Name

Description

Client

The Client for whom the job is created.

Product

The product or brand that the agency will be doing work to promote, advertise or sell.

Element

What you are delivering e.g. Brochure or Leaflet. Ensure the name is unique for future searching purposes.

Campaign

The name of the integrated campaign/project.

Contact

The name of the person who is designated to provide information from, or about the client.

Customer Ref

This field will show the Client's Code.

Category

The medium, or type of work to be done e.g. Digital, Print Production etc. Categories allow for reporting against specific job types.

Sub-Category

You can break down your main category into sub categories e.g. in the case of Print use Brochure, Flyers etc.

Account Executive

The employee that is responsible for the Client's account or person who opened the job bag. Initially, the Job Bag creator’s name is automatically selected.

Traffic Controller

The person who regulates the flow of work in the agency.

Short Name

The nickname that will help you to identify jobs that are in the Resource Planner.

Distribution List

Users who should receive all email updates from the Job Bag. The recipients in the selected list will be copied on internal documents created against the Job Bag.

Current Status

The status of the Job Bag, and includes:

Open: The Job is open. Documents such as Briefs or Cost Estimates can be added, and work can be assigned and carried out. 

On Hold: The Job is open but has been postponed by the Client.  Documents can be added, but no work can be assigned or carried out.  

Cancelled: The Job has been cancelled. No new documents can be added, and no further work assigned or carried out. 

Finished: All work assignments have been completed and production is finished. Client and Supplier invoices must be captured and time updated.

Awaiting Closure: Billings against the Job are being finalised but no new CEs or POs can be added.

Closed: The Job is complete. All Billings have been finalised and no further action is required. 

Business Unit

A Business Unit refers to a division, facility or department of an organization.

Notes

 Enter details around the Current Status or where the job is at, at this point in time.

Presentation Date

The client presentation date (Pitch/Concept date).

Material Deadline

The latest date by which creative material must be delivered to a media owner for flighting.

Production Delivery

The date by which artwork should be ready for reproduction or post production.

Media Start

The go live/publication/launch date etc.

Finished Date

Job finish date.

Closed Date

Date Job is closed.

Quantity

The number of the material item required e.g. 500 brochure.

Size

The size of the element, e.g A3 brochure.

Colour

Colours to be used on the element.

Budget

The client's budget for the job/campaign or the hours that have been budgeted for this job.

Language

The language that the element will be printed in e.g. English, Zulu etc.

Billing Category

The billing category classifies the use of billing documents and transactions in business processes e.g retainer or non-retainer. A billing category summarises various billing document types.

Financial Notes

Record internal discussions around financial decisions made for a particular job.

Parent Job

The job to which child jobs are related.