How to track the total number of deliverables created on a single project

[CarrieDowning]

Can anyone share how they are capturing and reporting the total number of deliverables on a single project? Our custom form is built so a person can request multiple asset types (print, digital, promo, language translation...) on single project. However, within each asset type, they could have multiple deliverables. They could have a poster, flyer, rack card, digital ad, digital billboard, hats, shirts, ink pens and a print ad in multiple sizes, possibly resulting in dozens of deliverables. Currently, we're not capturing this. First off, when a project get assigned to a designer, at first glance, the project might look straightforward, even simple. But, once they get into the meat of it, they realize how many deliverables are involved. Now this simple looking project becomes much more. So being able to capture this total number on the front end as well as reporting on it in the back end is something we want/need to do. Say a person worked on 50 projects this month but 45 of those project each had 10, 20 even 30 deliverables. 1 project vs. 30 things that designer had to touch is a big difference. Is it as simple as adding a field to my custom form asking the requestor for this estimated count? Just curious how others are handling this. Clarity of what our group actually has on their plate, the REAL picture is crucial. Reporting this to stakeholders could be a game changer. As always, thanks!

[Daniel_Clarke · Accepted solution]

Hey @CarrieDowning - 

I'd have two directions on this.... first would be to organize each of these campaigns into a Program with each of the deliverables worked on an individual Project. This requires your Program hierarchy to not already be in use and does have additional admin to manage deliverables on each project but once you get over the learning curve is a great way to have a clean project management and maintain a 1:1 relationship with project:deliverable.

Second option would be to have a custom form on the project organized with all the possible deliverables and a number or dropdown field. (Form1 image below). You can then have calc fields showing total deliverables per project along with values / breakdowns of individual types - could be web vs social vs print etc. (Form2 image below).

Form1Form2

[CarrieDowning]

Love these options - huge help. Thank you!