Hello,
We are Project Managers, specialising as client-side Project Managers to manage the rollout of various signage upgrades and various retail fitouts, etc … across the Australia.
To manage these projects, we usually use Smartsheet in one of two ways:
- For store designs & fitouts, we use 1 worksheet / store, using Predecessors & successors, resource management, Gantt charts, etc ….
- For simple rebranding projects, we use 1 main worksheet, with each job being a row.
With the simple rebranding projects, the tasks are then staged in columns from left to right, such as:
- Stage 1: Survey: [ Status (to do | done | on hold | etc ....) ], then more columns such as [ surveyor name ][ survey date ][ survey comments ][ etc ...]
- Stage 2: Design: [ Status (Us to design | Client to review | Us to amend design | Client to approve | etc ...)], then more columns such as [ Designer name ][ Revision No ][ survey comments ][ etc ...]
- Stage 3: Costings: [ Status ][ etc ....]
- Stage 4: Pre-production: [ Status ][ etc ...]
- Stage 5: DC Centre's Pick, Pack & Ship: [ Status ][ etc ... ]
- Stage 6: Production: [ Status ][ etc ... ]
- Stage 7: Sign-off: [ Approved ][ defects ][ etc ....]
- Stage 8: Contractors invoices to us: [ Approved ][ to pay / paid ]
- Stage 9: Our invoices to client: Cumulative costs for agreed rates for: Stage 1 (Survey, based on distance) + Stage 2 (Design, based on No of variations) + Stage 3 (Costings, based on No of costing revisions) + etc ....
This time, we are embarking in a new project that involves the rebranding of 1,500 locations across Australia.
It is a simple rebranding program involving the update of signage (as per example above) but also, to complicate matters:
- Once the survey is done & evaluated, we want to generate a list of POS display items to "Pick, Pack & Ship" from a number of Distribution Centres (say 1 in Sydney, 1 in Melbourne & 1 in Perth), for delivery to an address to coincide with the installation of custom signage manufactured by a local signage contractor.
- We want a custom dashboard created for stage 1 (Surveys) to be accessible by the appointed surveyors so they can get their information there and lodge their survey capture (text, photos & videos) response also there when done.
- - We want a custom dashboard created for stage 4 (Pre-production) to be accessible by the signage contractors so they can get their job instructions from the approved drawings & lodge their construction drawings for approval by us before they start manufacturing
- - We want a custom dashboard created for stage 5 (DC Centre's Pick, Pack & Ship) to be accessible by the Contracted warehouse staff so they can get their job instructions from the approved pick list & organise the shipment to the nominated addresses
- - We want a custom dashboard created for stage 7 (Sign-off) to be accessible by the signage contractors so they can lodge photos & videos of their installation, and also lodge their invoices for the specific job so we can sign-off their work and then approve their invoices
- - Finally, we want a custom dashboard created for stages 8 & 9 (Invoicing) so we can easily prepare the invoices & manage the payments & cashflows.
Note that we don't expect the worksheet to have 1,500 rows for 1,500 jobs. We plan to work in batches of, say, 200-300 jobs at a time, and we would import new jobs as the others get completed and signed-off.
In terms of visibility, we want selective viewing and selective access (edit, add, delete) of the information:
- Main dashboard: Only our staff and the client's staff - Full editing access.
- Stage 1: Survey dashboard: Additionally the surveyors to download & upload data (survey reports)
- Stage 4: Pre-production dashboard: Additionally to signage contractors to download & upload drawings & photos
- Stage 5: Pick, Pack & Ship dashboard: Additionally to Warehouse staff to download & upload pick&pack lists
- Stage 7: Sign-off dashboard: Additionally to signage contractors to download & upload drawings & photos
- Stages 8 & 9: Sign-off dashboard: Only our staff and the client - Full editing access.
Can you give us a quote to design the backbones in Smartsheet to meet the requirements outlined above. We can take care of "prettying up" the site & tweaking it where necessary.
Thank you for your response
Cheers
Gilles