BFW Advertising's Project Management System
BFW is an award-winning full service advertising and interactive agency located in Boca Raton, Florida.
The Challenge
Over the past few years, BFW more than doubled in size and quickly outgrew its existing methods of project workflow. Based on a simple FoxPro database, the current system was both clunky and inefficient, providing little in the way of actual project management benefits.
The solution was to build a custom web-based project management system specifically tailored to the dynamic needs of our expanding agency.
The Execution
In order to facilitate the project workflow from RFP through final billings, the Project Management System was designed to include a full array of tools and information.
Employee timesheets are automatically compared to project estimates for a real-time view of actual progress and time reconciliation. Quote requests, estimates, job specs, creative briefs, work samples, change orders, invoices, insertion orders, and purchase orders are all now organized and available for review. Each element is tracked by author and complete job timelines are kept for every change along the way.
The system also includes a centralized rolodex of every client and vendor contact information. A customer extranet allows clients to review and comment on their works-in-progress. An issue tracking module keeps track of Interactive projects after launch, and the creative department is armed with a fully searchable media library with over 400,000 assets.
The Results
Armed with accurate information throughout the project workflow, BFW has drastically reduced the turn-around of estimates and approvals, and has virtually eliminated the guesswork that was previously so prevalent. In addition to the creative and management tools now available, the new system allows for immediate identification of overspent hours and run-away jobs, and includes a full array of status reports and event notifications.
The entire system has largely improved the standardization and management culture at BFW and has specifically reduced the waiting, red-tape, and overall chaos while improving accuracy and organization. This has resulted in streamlining the work process and thus increasing profit margins and improving client relations.
My Role
I was tasked with leading a small team of developers in both a hands-on and management capacity to develop the new system from start to finish. The system runs on ASP.NET and VB.NET and utilizes a Microsoft SQL database. In addition, much of the data is handled via XML and presented through the interface with AJAX.
The process began with a process audit of virtually every department in the company. Based on this, we developed suggested improvements that were drawn into system specifications and case-studies. These were eventually developed into the project system as it stands today.
Currently, I am in charge of the maintenance, support, and improvement process for the entire system in it's production environment.
* The BFW Project Management System is a private tool used by both BFW and it's clients, and is not accessible to the public.
