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Overview: Training for Agencies

Welcome to Workamajig!

Below is a brief review of each of the main structured training sessions for your Workamajig implementation. Each section contains additional content to help train your staff. In the guides, you will see a notation of the Homework that will be assigned in each area; and embedded in the information will be links to more in-depth instructions, videos, practice tutorials, and sample import files. Depending on your implementation, some of the individual sessions may not be appropriate. In this case, your session list will be adjusted.

We require that your entire Core Implementation Team be present for each session. You are always welcome to bring in additional staff members when appropriate to the training session. Your Core Implementation Team should consist of a person from each area of your business: Sales, Project Management, Purchasing & Billing, and Accounting. We realize that many will wear multiple hats, and that is fine. Because Workamajig is an integrated system, the needs of each area will need to be taken into account for a successful implementation.

Finally, remember the Workamajig Support Team is here to help you all the way through your implementation and beyond.

Contents

What to expect

Typical training implementation

Elective Sessions

Extra Hours and Continuing Training

What To Expect

The average implementation time of Workamajig is around 3 months. However, depending on your internal procedures, experience with using enterprise systems, availability of your staff, and completion of homework, this can vary.

The initial focus is on learning and using the system as designed. Along the way, you will be inputting your information, testing your workflows, deploying training internally, and then you will Go Live.

Workamajig Training Sessions

These sessions are conducted over the phone using a browser-based Webinar. They are divided into one-hour sessions each and are typically spaced about a week apart so you can learn and use the system while still being able to fulfill your current responsibilities with your organization.

Any remaining or additionally purchased training hours will not expire. You can use your training hours however you like. After being live, you can use them for Q&A discussions or get more in-depth training on the aspects of the system you utilize most.

It is highly recommended that your Core Team prepares for each session by reviewing the materials that will be covered in our Typical Training Implementation section.

Homework

After each training session, you will be required to complete "Homework" in order to proceed to the next training session.

Since each client we train has unique requirements, please use our Onboarding checklists as the basis from which to create your own Internal Procedure Documentation.

As you complete homework and create internal documentation, feel free to pass along the information you have created to your account manager via support@workamajig.com for review.

Webinar

We use zoom.us as our webinar screen-sharing tool for training and support needs. Feel free to download their desktop app from Zoom. However, there is no need to install the app if you are only going to view it. In most cases, you will be given a direct link (i.e. https://zoom.us/my/"PresentersCode") to the meeting in your training confirmation email.

Consultants

Consultants are available for onsite training at an additional expense. They provide you with industrial experience on how to set the system specifically for your needs. This option is useful for companies who prefer their training in a condensed time frame and are able to learn at an accelerated rate.

For more info on our preferred list of Consultants, please visit: workamajig.com/consultants

Questions

Every Workamajig account includes unlimited email support. Use it! We want your implementation of Workamajig to go as smoothly as possible. We realize that there will be many questions during the implementation process, and we will be available throughout everything to keep you on track to success. To contact your Account Manager, send an email to support@workamjig.com.

Phone support plans are also available at an additional expense, but email support is the easiest and fastest way to contact your Account Manager.

Workamajig Administrators

Choose two or more people who will be Workamajig experts and act as the system’s Administrators within your organization. The role of the Administrator is to oversee the setup of your Workamajig database and to monitor its use. They are often the "go-to person" for initial troubleshooting, and the person your staff will go through to contact Workamajig’s Technical Support.

Keep in mind that the Administrators are able to view the entire system, including any financial and employee data that is entered.

Core Team

This team consists of department heads or key leaders from the various areas within your organization. Each contributes important perspectives to their area’s needs, and shares in the initial data input or setup of the database. We recommended the following as your core team:

  • Account Executive/Account Manager
  • Traffic/Production Manager
  • Controller/Accounting Manager
  • Senior Manager (Principal/Owner or Creative Director)

The training plan is geared towards training this team, who will then be responsible for developing internal Workamajig procedures and deploying training to the rest of your staff.

Browsers

Make sure that you are running the latest version of the operating system and browser updates for the following supported browsers:

  • Chrome
  • Firefox
  • Safari
  • Edge

Typical training implementation

Print Homework Assignments

While these may be broken out in the order detailed below, your training and implementation can vary greatly. Please use the following as reference to the training sessions we will cover. For some, we may have to spend several calls to help define a process, while multiple sessions listed may be combined into a single call. It all depends on the scope of your implementation and the learning curve of your core team members.

Discovery

This session is designed as a get-to-know-you meeting. We'll discuss the goals and expectations of your team's implementation of Workamajig. Your Account Manager will ask you questions related to your current workflows - this helps us set you up for a successful training process.

Attendees: Core Workamajig Implementation Team. This usually means at least one person from each area of expertise. Accounting, Sales, Project Management and Production.

Be prepared for some questions:

Previous Project Management System?
Previous Accounting System?
Previous CRM System?
Anticipated number of people that will use Workamajig?
What are your goals for using Workamajig?
How is your company organized? Do you have a Traffic Manager? Account Executives?...
Do you purchase media using Strata?
Do you use Purchase Orders, Expense Reports, or Company Credit Cards?

Homework: After this call, we recommend that you send a few examples of Estimate and Invoice printouts along with a typical Project schedule or timeline to your trainer.

Be sure to email training@workamajig.com to schedule your next training call!

Initial Setup

In this session, we will talk about the navigation of our system. We'll walk you through how to add Calendar events, sync with other calendars, and enter or import "Clients and Vendors", Contacts, and Employees.

Why is this Important? Defining default settings to be used in each area of the system allows your agency to create a consistent flow of information into the system. Entering project information, client, vendors, billing, purchasing, and other system items in a predetermined way allows for better tracking and reporting of your client and agency health.

Attendees: Core Implementation Team.

Homework: Set up employee records, set up Client/Vendor Company records, set up Contacts, set up Calendar: add company holidays. Have IT set up a new mailbox to be used for project collaboration.

Est Homework Time: Administrator=2 hr; Senior Manager=2 hr

Total Homework Time: 4 hr

Homework Assignments Checklist

  • Add Employee Information
    • First name/Last name
    • E-mail address
    • Timezone
    • Security Group
  • Input Clients, Vendors, and Contacts
    • Confirm GL Accounts
    • Confirm GL Tracking Options

Project Templates

This is a session that should be attended by everyone on the implementation team. Templates allow you to speed up project creation, standardize across project types, and increase reporting efficiency. In this session, we will talk about the use of Templates, and how to create them. This will include a project schedule and estimations of labor and expense items.

Why is this important? Setting up templates will allow your agency to define a major portion of your workflow for the services you provide to your clients. By defining the roles to be used, timing and connection between each milestone will decrease time, as well as time spent in getting the project setup and going. This can also feedback to your Sales/New Business team by providing a known value and timing of your services to work from when trying to win work for the agency.

Note: Please make sure you have sent project schedules of your typical project types to your Workamajig Account Manager prior to the session.

Attendees: Core Implementation Team, Project/Account Managers.

Homework: Setup templates for typical project types.

Est Homework Time: Project/Account Manager=4 hr

Total Homework Time: 4 hr

Homework Assignments Checklist

  • Define Project Type
  • Setup and Accounting defaults
  • Create Template Schedules
  • Major Milestones >>Detail Milestones
  • Set Task Duration and Predecessors
  • Assign Services(s) to each Task with allocated hours
  • Create Template Estimate

Project Intake

We will take what was learned from the Project Template training, and create a New Project. The new project will use a template created by your team. You will create and approve the project estimate, activate the project, send out the first assignment notifications, and perform initial traffic duties, such as the setup of hours and assignments. We will discuss the Traffic functionality within Workamajig, and how it will help you stay in touch with project statuses, assigned tasks, resource loads, and maintaining schedules.

Why is this important? This session will highlight The Workamajig Way - the way to enter projects, estimates, and assignments into Workamajig with minimum effort, but maximum results. We will walk through the process of creating a project by copying from a template, creating an estimate based on the schedule and assignments, setting up the project team, and assigning users to tasks on the project.

Attendees: Core Implementation Team, Project/Account Managers, and Traffic.

Homework: Create a new project, follow the workflow of project startup, and review traffic screens based upon the project created.

Est Homework Time: Project/Account Manager=1 hr; Traffic=3 hr

Total Homework Time: 4 hr

Homework Assignments Checklist

  • Create Project
  • Confirm Project Setup settings
  • Review Team
  • Confirm Project Schedule
  • Confirm Project Estimate
  • Edit Project Estimate
  • Pull From Schedule or Adjust Hours per Task and Service
  • Adjust known Expenses
  • Push changes to Schedule or if pulled from the schedule, then approve
  • View Project Budget

Assignments and Resourcing

We will take what was learned from the Project Template training and create a New Project. The new project will use a template created by your team. You will create and approve the project estimate, activate the project, send out the first assignment notifications, and perform initial traffic duties, such as the setup of hours and assignments. We will discuss the Traffic functionality within Workamajig and how it will help you stay in touch with project statuses, assigned tasks, resource loads, and maintaining schedules.

Why is this important? By taking what you have applied up to this point, you can then take full advantage of all the Traffic/Resourcing features that Workamajig has to offer. For example, forecasting your future assigned workload. Now “assigned” doesn't necessarily mean people, it can also mean a Service that has yet to be assigned to a person. And you can assess what everyone is working on at any given time, adjust priorities, assign/reassign work. So regardless of workflow style, there are ways to handle different needs, be it Waterfall, Agile, Due Date Focused, or even a combination of styles. In Workamajig, there is a way to handle it.

Attendees: Core Implementation Team, Project/Account Managers, and Traffic.

Homework: Create a new project, follow the workflow of project startup, and review traffic screens based on the project created.

Est Homework Time: Project/Account Manager=1 hr; Traffic=3 hr

Total Homework Time: 4 hr

Homework Assignments Checklist

  • Time
    • Setup and Enter Time via the My Task Widget
    • Approve time and revise approval process
  • Traffic
    • Review what tasks and services people are assigned to
    • Change Project Status & Send Notifications
    • Review Staff Schedule, Assignment Review, & Traffic Calendar
  • Input All Company holidays in the calendar
  • Setup Time Approver
  • Default Calendar Setup

Purchasing and Expenses

This session revolves around the general staff and projects managers entering time and expenses towards a project. Time entry will look at the preferred method of entering time via the 'My Task' and 'Today's Time' widgets. We will also discuss the best practices for time entry. With expense entry, we will look at the various methods for entering expenses against a project. These will include Staff Expense Reports, Misc. Costs, Orders, and Vendor Invoices. We will examine the best practices and workflows to assure timely entry and tracking of expenses to the correct project.

Why is this important? Workamajig's integrated Purchasing module helps you stay aware of your Payable with alerts keeping you aware of Open Items and workflow that intuitively guides you through the process. Now of course this training is focused on the AP side of the system, yet since it's an integrated billing and accounting system, there are other modules in Workamajig that will assist with handling those specific functions.

Attendees: Core Implementation Team, Project/Account Managers, Production Team, and Purchasing Team.

Homework: Practice time and expense entry workflows.

Est Homework Time: Core Team=3 hr

Total Homework Time: 3 hr

Homework Assignment Checklist

  • Create and Approve Expense Report
  • Credit Cards
    • Setup, access, process
  • Enter Misc Costs
    • Via Project
    • Via Project: Misc Cost: +
  • Create and Approve Purchase Order
    • Via Estimate
    • Via Purchasing>Purchase Order> +
  • Create and Approve Vendor Invoice
  • Expense Approver
  • PO Limits
  • GL Tracking Options
  • Purchase Items
  • Expense Report Items

Billing

This session will look at creating client invoices, based upon time and expenses that have been entered against the project. We will look at best practices for assuring a consistent billing workflow through the agency, as well as, cover the 3 typical methods of agency billing: Time & Materials, Fixed-Fee, and Retainer. Then, based upon your needs, the majority of the time will be spent working on your agency's workflow for using the Workamajig Billing module.

Why is this important? Defining a billing workflow for your agency ensures that everybody is on the same page at the same time, thus reducing missed or late billings to the client. Sales can provide a defined workflow to new/current clients, Creative Staff knows they need to be diligent and timely for entering expenses and time against projects. AE/PMs are able to remove clutter from the billing process. Billing/Accounting know that transactions are being picked up and recorded properly.

Attendees: Core Implementation Team, Project/Account Managers, and Billing Team.

Homework: Practice billing workflow.

Est Homework Time: Core Team=2 hr; Billing Team=3 hr

Total Homework Time: 5 hr

Homework Assignment Checklist

  • Electronic Billing Worksheet Workflow
    • Create Worksheet
    • PM/AE Approval
    • Billing Team Approval
    • Generate Invoice
  • Define Invoice Layout
  • Setup Client Record
    • Invoice/Estimate Layout
    • Billing Method
  • GL Tracking Options
  • Invoice Templates
  • Client Billing Defaults

Accounting

In this session, we will review the GL Chart of Accounts setup, and any additional settings you may need. We will also review your defaults, check layouts, bank reconciliations, receipts, vendor invoices, payments, and JEs. Lastly, we will review the GO-LIVE process for accounting, and how to enter your opening balances and transactions in the system.

Why is this important? A single system with accounting built right in provides accurate visibility of financial reporting across all areas of the agency without re-entering of data or loss of data due to mapping to external systems.

Funneling data from opportunities to projects into the accounting module allows quick and accurate reporting to include reports like revenue forecasting and financial statements. Features like deferred revenue and work in progress tracking. enable agencies to normalize their financials to reflect deliverables for revenue recognition.

Further, the inclusion of overhead transactions enables more accurate net profit calculations across clients and projects.

Attendees: Core Implementation Team, Accounting Team.

Homework: Confirm GL Accounts, GL Tracking Options, and Labor and Expense Items. Practice entering payments & receipts, posting transactions, and reviewing financial reports.

Est Homework Time: Core Team=2 hr; Accounting=2 hr

Total Homework Time: 4 hr

Homework Assignment Checklist

  • Confirm GL Settings
    • Services
    • Purchase Items
    • Expense Items
    • Media Items
    • GL Default Accounts/GL Tracking Options
  • Confirm Billing & Purchasing Workflow
  • Confirm Financial Report Needs
  • Confirm Expense Item Settings
    • Purchase Item Sales & Expense Accounts Set
    • Expense Report Items: Sales & Expense Accounts Set
    • Media Items: Sales & Expense Accounts Set
    • Expense Approver
  • Confirm Service Sales Account Set
  • Setup Tax Rates
  • Confirm Client/Vendor Setting
    • Client & Vendor IDs
    • Billing & Payment Addresses
    • 1099 Information
    • Set Tax Rate
  • Discuss when to set up GL Companies, GL Classes, GL Offices, and GL Departments

Go Live

The Go-Live meetings are to ensure you and your team are ready for fully working in Workamajig.

Why is this important? A pre-flight check to go over any questions or clarifications will ensure a successful deployment of Workamajig. This also includes a Post Go-Live call to catch any issues arising from the go-live and make fine-tune adjustments as your entire team moves forward with Workamajig.

Pre-Go Live: This is a general review to go through your entire Workamajig workflow, from project intake to looking at financial statements. We will also confirm any changes in the "Go-Live" date, set by your team during our discovery call. Scheduled 1-2 weeks prior to your Go-Live date.

Post Go-Live: This is a general check-in and a Q&A session to see how the implementation is going, and to troubleshoot any hiccups you may have encountered. Scheduled 1-3 weeks after Go-Live date.

Attendees: Core Implementation Team, all Team members.

Go-Live Checklist

  • Old System
    • Run AP Aging,  AR Aging, and Trial Balance
  • Workamajig
    • Enter AP Invoices that match the AP Aging report.
    • Enter AR Invoices that match AR Aging report
    • Enter Journal Entry that matches Trial Balance
    • Enter Account Reconciliation to clear JE and account for uncleared checks
    • Post All Transactions
    • Run AP Aging, AR Aging, and Trial Balance: should match the old system
    • Set GL Closing Date

Print Homework Assignments

Elective Sessions

Collaboration

In this session, you will look at the various ways to communicate with the project team. Areas covered will be Diary, Task level To-Dos, Project Files, and Deliverables.

Attendees: Core Implementation Team, Project/Account Managers, Traffic, and Production Team (optional).

Homework: Practice creating and using the various collaboration tools. Ensure the "collaboration" mailbox is set up.

Est Homework Time: IT=30 min; Core Team=2 hr

Total Homework Time: 2.5 hr

Homework Assignment Checklist

  • Setup Collaboration Mailbox
    • Create Mailbox
    • Setup via Admin
  • Practice Create and Respond
    • Diary
    • To-Do
    • Project File
    • Deliverable

CRM

The CRM training will cover Lead tracking for new business Opportunities, Estimating Opportunities, and Converting awarded Opportunities into New Projects. We will also talk about the Email Marketing features. While this may not be for everyone, let us know if you want training in this area.

Project Requests and Client Portal

When the Client Portal is set up, you can give your clients limited free user access to submit their own project requests, along with giving them limited access to parts of projects you have created for their client. The client can also interact in limited ways via Conversations, Spec Sheets, and Files.

Media

If your agency acts as a 'Media Buyer' for your clients, it is necessary to know if you are syncing with an external media buying program like Strata. This program will need specific items set up in Workamajig to ensure it sync's properly and allow you to bill your clients efficiently. If you do not use this program, we can show you how to do all your Media orders, billing, and trafficking in Workamajig.

Custom Reports and Graphs

At the end of the day, everyone wants to see a customized report of how their organization is doing. This training goes over the basics of modifying our listing screens and the ability to create your own focused custom reports.

Q&A

For any additional questions about the above information, or if you have a different question, please email our support team.

Extra Hours and Continuing Training

Most will have remaining training hours. These are for your team to use to review other project functions, to dive deeper into traffic and scheduling, or to review other areas of the system.

Workamajig is always striving to better our product. With enhanced features and new updates, we are constantly evolving. If we introduce a new feature in the system, we always offer free training to get you up to speed on what it is for, how it is designed to work, and how it can work for you. We introduce all-new features via "Labs". This provides your team a chance to evaluate, provide feedback, and get the necessary training on the feature. Try it, give us feedback, and let us know if we can make it even better before we incorporate it into a general release. Your feedback and suggestions are what help make Workamajig better each year.

Setup Training

To set up your training session with Workamajig, please email training@workamajig.com. In general, initial training sessions will be set up about 1 week in advance. We know that things come up and fires need to be put out, however, your success using Workamajig is dependent on your participation.

Training Questions

Training, homework, and implementation questions always arise. We want you to be successful, so do not hesitate to contact your Account Manager to help you through those bumps in the road. The best way to contact us is via email at support@workamajig.com. In order for us to give you the most efficient support, you should include details (invoice number, project number, screenshot, or a brief scenario) when you send in an email.

Thank you for choosing Workamajig! We look forward to getting started.

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support@workamajig.com

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(800) 203-7684 x4

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