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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 in.  Once the strategy has been agreed upon, the AE will update the job bag .

Ways to manage a Job Bag

You can manage a job bag in 3 different ways.  These include:

  1. Simple Job

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

  2. Campaign (multiple Jobs)

    In this case, you would create a parent job first, which will contain the campaign brief and billing to the client. The subsequent child jobs will be used to manage each element separately, with the relevant time and costs.


  3. Complex Job

    In this case, multiple elements will be produced from a single job bag, making it complex to manage. The job will carry the billings to the client and be used to manage  all time and costs.

Once a job bag is added you will be able to:

You can also link a Job to a parent/child job bag . For more details on the job bag , you can go through the table of contents on this page.

Job Bag Screen

 Screen layout

The job bag screen is made up of a number of areas.

  • On the left-hand side of the job bag form is the menu tree. This displays a heading with all related job documents below. 

  • 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 should be populated with relevant information. Mandatory fields are highlighted in red and must be completed in order to save the Job Bag.

  • The bottom area of the screen is where you can add tasks and assign them to users. This forms a 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. This field will display both the Client name and code.

DivisionThis is typically how the Client's business is divided, for example by department or region.

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. Ideally, make the Element unique for easy reporting and searching.

Campaign

The name of the integrated campaign/project. This field can be selected if the Job is part of a series of jobs.

Contact

The main Client Contact with whom the agency will communicate.

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 you might have Brochure, Flyers etc.

Account Executive

The employee responsible for the job. By default, the job bag creator’s name is automatically selected.

Traffic Controller

The person who regulates the flow of work and manages tasks for the job.

Short Name

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

Distribution List

Users who should receive all email updates about the job bag . The recipients in the selected list will be copied on internal documents created against the job bag .

Current Status

The Status indicates the Job's current point in its life cycle. The status options will include the following by default, but custom options may be added within Lookup Codes:

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: Current work on the job has been temporarily suspended. No documents can be added, but tasks can be assigned.  

Cancelled: The job has been abandoned, and all work has stopped. No changes may be made to the job or its timesheets.

Finished: All work has been completed. Final billing can take place, Supplier invoices should be captured and timesheets updated.

Awaiting Closure: Indicates that the job is ready to be closed. Can be used as a process step prior to closure.

Closed: All aspects of the job, including tasks, timesheets, invoicing and cost capture are complete. No changes may be made to the job or its timesheets. 

Business Unit

Business units define the areas of focus within an agency, and determine reporting dimensions for line items. These can be set up based on any characteristic, such as location (eg. region or city), nature of business (eg. Activation or Digital), department, division, etc...

Notes

 Enter details relevant to the job's current position for status meetings or reporting.

Presentation Date

The date for presentation of the concept to client.

Production Delivery

The date by which the work should be delivered. For example, directly to client, or to a media owner or printer.

Job Deadline

The deadline by which the work must be completed.

Media Start

The date on which the media is due to be published, flighted, or launched.

Finished Date

The date on which work was completed but can be edited. The finish date will be determined by the Job status.

Closed Date

The date by which the job was closed and this is determined by the job status. Please note that you cannot edit the job after it has been closed.

Quantity

The number of items required e.g. 500 brochures. Most commonly applicable to print production jobs.

Size

The size or duration of the element, e.g. A3 brochure, 30 sec commercial, etc...

Colour

Colours to be used on the element e.g. Full Colour, Black & White. Most commonly applicable to print production jobs.

Budget

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

Language

The language(s) that the element will be presented in e.g. English, Zulu etc.

Billing Category

Defines how (and if) the job will be billed, which can influence work type rates. Examples may be In Scope, Out of Scope, House (non-billable), Pitch, Pro-bono, Project.

Financial Notes

A field to record internal discussions around financial decisions made for the job.

Parent Job

The job (if any) to which this job is related. ie. The current job is a Child to the selected Parent Job.