Project Tracker
Designed to track projects from a top-level summary, all the way down to individual deliverables
Highlights important data for real-time reports using built-in budget and resource trackers
Utilizes company-specific units of measure to align & evaluate KPIs
Initially designed as a tool for onboarding the then newly instated Project Manager role on the Art & Graphics team
Made with 🖤 in Airtable
*Data depicted is for illustrative purposes only and does not accurately represent the company’s information or financials
Table Organization
All project information is stored across five different tables, which are linked together utilizing Airtable’s various functions. The tables are organized as follows:
Project Tracker
The most extensive in the template, the Project Tracker table stores all information at a project (WeWork location opening) level. The data within this table can be viewed in several ways to facilitate for different activities, including project intake, budgeting, and resourcing.
Deliverable Types
This table estimates the lead times and average costs for the different types of artwork made by the team (ex: neons, hand-painted canvases, wallpapers, etc.). These estimates are used to automate functions in other parts of the tracker, such as the Timeline view in the Project Tracker table.
A&G Requests
The A&G Requests table functions as a template that can be used to intake various types of project requests.
Deliverable Tracker
The Deliverable Tracker table lists out all individual pieces of artwork that need to be produced for a project. It also serves as a way to communicate assignments to designers on the team. The views in this table are configured per designer and can be displayed in a grid or Kanban-style card view.
Vendors & Payments Trackers
The Vendors table serves as an easy-to-access directory that houses the contact information and feedback for our production partners. The Payments Tracker table monitors the status of their quotes and payments.
*Data depicted is for illustrative purposes only and does not accurately represent the company’s information or financials
Reporting
Airtable’s Block features are integrated into the Project Tracker to report real-time stats based on the data in the various tables. These summaries are configured to surface information that is critical to the ongoing operations and goals of the Art & Graphics team.
Resource Reports
Many of these statistics are defined by number of desks per WeWork location. Desk count is a consistent unit used to report KPIs across the company and often signifies the size and importance of a project. These statistics are visualized in the following configurations:
Desks per Month
Desks per Designer
Deliverables per Designer
Desks per Business Line
Spend Reports
Much of our financial data is concerned with capital expenditure (CapEx), which is often represented by the cost per usable square foot (USF) in a WeWork project. The Airtable Block features are used to summarize spend in the following ways:
A&G Budget CapEx by Project
Actual A&G CapEx by Project
Average A&G Budget CapEx
Average Actual A&G Capex
A&G Budget Leftover by Project
Average Cost of Deliverable Types