Customer Journey’s “Lead-Based” Earned Value Type programs will calculate “% Complete” and “Actual Revenue” (revenue earned value) based on number of leads delivered against the goal. “Effort-Based” Earned Value Type programs will calculate % Complete based on Actual Effort entered. Both program types require lead goal planning and actuals entered for status reporting.
Field Name | Definition | Where does the manager input value? |
Weekly SQL Goal | Number of SQLs TSL aims to deliver within the week | On the weekly milestones under the related subproject |
Weekly SQLs |
Number of leads that had facilitated conference calls occur during the week between TSL, the client, and the prospect. This could also include any number of leads that the client accepted for their own internal follow-up if they opted to forego TSL facilitation. Leads that have been sent to the client and/or have pending conference calls do not yet qualify as a lead for Clarizen progress reporting. Note that if a facilitation conference call is scheduled and accepted by the assigned client sales representative, and the sales representative does not join the call without notice, TSL will attempt to reschedule the call as a courtesy. In that scenario, the lead WOULD be counted as an SQL for the week in which the original conference call was scheduled. |
On the weekly milestones under the related subproject |
Total SQLs | Sum of value entered in "Weekly SQLs" on the project's weekly milestons | N/A |
% Complete |
Leaf-Based projects: Progress calculated as Weekly or Total SQLs compared to Total SQL Goal ("% to SQL Goal") Effort-Based projects: Progress calculated based on Work planned, Actual Effort logged, and Remaining Effort estimated from resources |
N/A |
Actual Revenue |
Revenue amount that will be recognized. Lead-Based projects: "Price Per Lead" X "Weekly SQLs". Will display value when >100% complete Effort-Based projects: Equal to "Fixed Price" value. Will display value when 100% complete |
N/A |
Hours Per SQL | Actual Effort logged on the project/ Total SQLs | N/A |
This order of operations is key to accurate earned value reporting and Clarizen workflow functionality:
Time Entry - Owners
On "Outbound" campaigns, the Campaign PM must prepare for handoff of the time entry process by doing the following: https://www.screencast.com/t/iFIdjoVsmjC
Time Entry - Process
1. Open a browser tab for https://app2.clarizen.com/Clarizen/Home to log in to the BDTM Clarizen account. In order to be signed into two accounts at once (your own Clarizen account AND the BDTM Clarizen account), you may choose to use Google Chrome's Incognito Mode option, demonstrated here: https://www.youtube.com/watch?v=bu5b_jYWVcQ.
2. On the left-hand navigation menu, click on the stopwatch icon labeled "Timesheets".
3. Along the top of the page next to "Timesheets", click "[Manager's] Campaigns" to open the Views menu. Select the View associated to the campaign Owner. Here are the steps to switch to this view: http://www.screencast.com/t/3Ul1yVeKMU
4. Check (and change if necessary) that the Timesheet date range selection range in the upper right corner is set to "Last Week" (if entering time on a Monday for the previous week). You can also open the menu and choose the date range for which you are entering time by using the calendar.
5. Note the column "Calling Format".
6. Verify which VanillaSoft "Team Name"/"List Name"(s) the hours will appear under. This should be posted on the Clarizen campaign by the manager for reference. If it is not or what is provided does not match with naming in VanillaSoft, confirm with the manager. Here are the navigation steps to find this information: https://www.screencast.com/t/iFIdjoVsmjC
7. In another browser tab, log into VanillaSoft, click "Dashboard", and click “TSL Dashboard”.
8. Set filters as follows:
9. Click "Go".
10. Locate the corresponding "Team Name(s)"/"List Name(s)" in the Dashboard and refer to the number in "VanillaSoft Hours". The number shown is the amount of hours to enter in the Clarizen timesheet.
11. Open the Clarizen BDTM Timesheet browser window. Locate the row with the Project that corresponds with the campaign, and the task Name that corresponds with the timeframe when the hours were spent.
12. Scroll to the right to view the calendar grid and double-click a cell within that task's row. In the "Duration" field enter the number of hours spent on the campaign during this timeframe.
13. Click the "Save" button or use your keyboard's "Enter" or "Return" key to save the entry.
14. Repeat Steps #11-13 until all hours spent on that campaign during the week have been entered. DO NOT enter a value in the "Remaining Effort" field as is usually done for personal timesheet entries. Tasks must remain in "Active" State so that leads may be entered.
15. In the rare instance that the total hours to enter on one campaign exceeds 120 hours, contact the manager. They will need to add "BDTM2" or "BDTM3' as a "Resource" under the Clarizen task for that week. Once they have done so, repeat steps #10-12 when signed into the BDTM2 or BDTM3 accounts to log remaining hours.
Lead Entry - Owners and Process
1. Navigate to the Clarizen Project module, and click on the campaign Name requiring updates. Switch to the “CJ Performance View”. Here are the steps to change your View: http://www.screencast.com/t/l1m18Dt0U
2. Find the Milestone with Start/Due Date that corresponds to the timeframe during which leads were delivered. Ensure the milestone is in "Active" State, as indicated by the green triangle icon to the left of the milestone. If it is in "Complete" state, change the State to "Active" before you proceed.
3. Enter the number of actual SQLs delivered in the “Weekly SQLs” field. If 0 SQLs were delivered, enter the value "0".
4. You will see “Total SQLs” sum the values entered in the “Weekly SQLs” fields and see “% Complete” recalculate. Note that this may take up to 1 minute and require a browser page refresh.
5. Check the "Actual Effort" field for that week's task/milestone. Confirm that the weekly timesheet has been logged for the campaign.
6. For "Effort-Based" Earned Value Type projects, edit the previous week's Milestone's Fixed Price value to match the Actual Revenue amount used. This should be the Actual Effort hours X Billing Rate of the resource. For example, if a PMC called responders for 4 hours last week, log the 4 hours via Timesheets, and update Fixed Price and Actual Revenue fields with $469.92 (4 X $117.48).
7. Select the milestone and click the "Mark As" button, and select "Complete" from the drop-down menu.
This completes the weekly time and lead entry process.
Projects’ “% Complete” field is calculated factoring “Work” hours planned, “Actual Effort” logged from timesheets, and “Remaining Effort” logged by the assigned resources. Actual Effort is entered from the Timesheets module only, and should be logged as follows.
Frequent timesheet entry is required so that resources enter time with the best accuracy possible, we have access to real-time task/project status and budget utilization.
TSL’s revenue reports reference the financial fields as noted below, based on tactic type, State and reporting category. Subprojects and related revenue will be categorized based on the “Revenue Department” picklist. Subprojects will be included in a manager’s report if they are the designated “Owner” of the project.
|
“Requested” report |
“Draft” report |
“On Hold” report |
“Active: Amount projected to earn at completion” report |
“Active: <100% Portion of fee earned to date” report |
“Complete 100% Earned” report |
Creative/Digital Data Consulting Customer Journey: Effort-Based Programs (PMC/LPS Hourly, Test/Profiling/Explorer) |
Fixed Price |
Fixed Price |
Fixed Price |
Fixed Price |
Revenue EV |
Actual Revenue |
Customer Journey: Lead-Based Programs (Lead Generation Services with set per-lead fee) |
Fixed Price
|
Lead-Based Program Price |
Lead-Based Program Price |
Lead-Based Program Price |
Actual Revenue |
Actual Revenue |
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