Project Management

Desktop and Mobile Tools

The Webvantage “Desktop” is a user-defined, browser-based dashboard that displays key information you need throughout your workday. Instantly access quick snapshots of information as of "now" without searching for a report or entering criteria!
Desktop tools such as Alerts, In/Out Board, Tasks Lists, Project Viewpoint, Budget Viewpoint, Hours Viewpoint, Agency Links, Executive Links, Billable Hours Goal, PTO Status, Agency Builder and Financial & Management Metrics place key information at the fingertips of every staff member in any role.

"Alerts" are fully integrated with your daily activities. They automate all communications and collaboration internally and with your clients. Advantage even uses 'push technology' that notifies you via a popup when a new alert has been received. Use Alerts to move tasks or issues from one state or staff member to another, keeping a history of all events that have occurred. This amazing tool helps to keep any type of project on-task, from concept to billing.

Stay connected at all times with Webvantage Mobile where you can access Alerts, Approval Requests, Task Lists, Time Sheets and Expense Reports through hand-held devices such as iPhone, Blackberry and Pocket PC !

Electronic Job Jacket

Imagine a single source for tracking everything from the creative process to job specifications, work orders, change orders, cost estimates, scheduling calendars, workload availability, team alerts and events, associated documents and more.
Advantage eliminates multiple manual systems and brings important time-saving information to the fingertips of every staff member. It all starts with the user-definable Electronic Job Jacket which defines and triggers workflow events for every member of the team.

“Project Viewpoint” allows you to view and access electronic job jackets in a whole new way. From a single online Desktop Object, see a consolidated view of just ‘your’ projects and related information including production and media budget and hours data.

The Electronic Job Jacket Includes:

• Job Templates (User-defined Workflow)


• Alerts and Documents


• Creative Brief


• Specifications


• Work Orders and Change Orders


• Estimate


• Project Schedule


• Purchase Orders


• Media Orders


• Quote vs. Actual Comparisons

Estimating, Vendor Quotes & Purchase Orders

Advantage Estimating is one of the most comprehensive quoting tools you'll ever use. It consists of an easy-to-use application packed with special features to completely automate and improve the estimating, vendor quoting and purchasing processes from A to Z.
Create Estimates independently of jobs or 'from' jobs, pulling key specification data for a head start. Use our custom vendor quote "wizard" to generate vendor bid requests as needed. Pull approved information onto Purchase Orders automatically. Track both internal and client approvals.

Estimating Key Features:

• Estimates may be created from jobs or independently of jobs.


• Jobs may be created automatically from Estimates.


• Design the estimating grid to suit your individual needs.


• Create estimates automatically from job specifications, project schedules, pre-set templates and extensive copy features. 


• View related actual job charges as you create your estimate.


• Optionally view and control gross income as you create estimates.


• Use job history information to aid in creating the most accurate estimate possible based on the type of work being done.


• Use vendor quote requests to initiate and track the process of obtaining prices; and select the best vendors for the job. Create purchase orders automatically based on the results.


• Select preferred vendors and drill down to their related vendor pricing sheets.


• Create and track multiple quotes and revisions.  View quotes side-by-side for a quick comparison.  Show your client the revision history!


• Calculate contingency, cost per unit and cost per thousand.


• Create custom estimate forms and automatically email them to your clients with a single click.


• Approve estimates internally and by client; track approval status.


• Communicate all details of estimate creation, modification and approval to your team via our alert features.


• Use the approved estimate figures on dozens of reports and in billing.

Vendor Quotes Key Features:

• A single click emails the quote request directly to the vendor with all details and notes.


• Track the vendor quote replies as they are received, including prices and comments.


• Review results side-by-side and select the right vendor for the job.


• Automatically create the estimate with the approved vendor quote details.


• Track vendor quote history and share that information with your client as needed.


• Later, create purchase orders automatically from the approved client estimate.

Purchase Orders Key Features:

• Create purchase orders using the advanced copy features or from the approved estimate.


• Lookup existing purchase orders using the advanced query feature.


• Optionally require an approved estimate to create purchase orders for jobs and set dollar limits by employee.


• Alerts are given to the user when a purchase order does not meet the specified requirements.


• Purchase Order Approval rules may be set by user or department to control large purchases.


• Multiple comment fields are available so that complete instructions may be included for every component of the purchase.


• View purchase order status and actual charges directly from the purchase order window.


• Create and automatically email purchase orders to your vendors using your own printing preferences.


• Purchase orders are available on reports and in query screens throughout the system providing you with the complete picture of committed expenses on every job.

Schedules & Resource Management

Bring the benefits of automated project scheduling to every staff member and instantly determine if you have enough resources to complete projects or have under-utilized resources elsewhere.
Create Project Schedules using unique tools that speed-up schedule development and maintenance. Information in the form of alerts, desktop objects and reports is available to team members and clients immediately.

Tasks Lists and Hot Lists are available on the Desktop for individual team members and managers in real time. Customize objects and reports with user-defined options or simply view a list of past due items and what needs to be started today. Drill down to details, mark tasks complete and add time.

The interactive Calendar provides the “big picture” view of tasks by employee, for the entire agency, and by role. It includes holidays, appointments and days off which need to be considered when reviewing workload. Visually edit schedules using drag and drop features. Drill down to details by week or day, enter time and mark tasks complete. Export events and tasks to Outlook, Entourage and other calendars.

Project Schedule and Resource Management Key Features:

• Project Schedules are flexible and fit into ‘your’ workflow processes; the work area is completely user-defined.


• Create schedule details automatically using preset templates or by copying from similar jobs.


• Calculate due dates throughout the life of the job and make automatic updates based on completion status.


• Assign staff members to projects by team or role with complete visibility into individual availability.


• Workload ‘Alerts’ provide warnings on over or under-utilized employees as they are assigned.


• Communicate with team members on task and job status using Alerts.


• View actual and estimated hours for related tasks.


• Review and collaborate at the Task level and record a history of events that occur.


• Employees may update their own task status with approval by traffic manager before final update.


• Quickly edit schedule and task details for multiple jobs at once using the Multi View application.


• View and edit schedules using the interactive Gantt View.


• Use the interactive Calendar to view and edit tasks using unique drag and drop features.


• The interactive Calendar provides a “big picture” view of tasks due by employee or for the entire agency by role or various client levels.  It includes company holidays and other appointments or days off which need to be considered when reviewing workload.  Drill down to details by week or day, enter time and mark tasks complete.


• The Calendar Workload View uses tasks assignments, appointments, holidays and standard hours available to display information and details needed to make important decisions about scheduling and even hiring. Along with general workload, analyze availability by individual, department or for the entire agency.
  Export events and tasks to Outlook, Entourage and other calendars.


• Select from dozens of Desktop Objects and browser-based reports for instant delivery of information.


• You'll find familiar reports that are created in seconds that can virtually replace anything you may be doing manually now.

Time & Expenses

Achieve effortless time entry from anywhere – with a few clicks in your web browser. Instantly spot missing time sheets, budget variances and more. Enter expenses online for timely reimbursement and billing - eliminate manual data entry and improve accuracy.
We make it easy to track your most important asset. You can enter your time daily or weekly using your weekly template or your task list. Automatic features and defaults cut down on clicks and ensure accurate and timely results. Time is immediately posted to your job or fee account and compared to budget or project estimate. Variances are reported to account executives immediately! Advantage tracks missing time and sends e-mail reminders to keep you on schedule, and unapproved time is reported before it becomes a problem.

Expense Reports are entered online for billable or non-billable expenses, cash reimbursement and even expenses associated with a company credit card. View the status of your expense submissions any time.

Time Entry Key Features:

• Enter time by week or by day and add comments for each item.


• Establish any number of employee work week combinations for handling full time, flexible or part-time arrangements.


• Add time automatically from your weekly template or task list.


• View missing or unapproved time at a glance.


• Automatically notify employees and supervisors when time is not entered based on your agency's requirements.


• Submit and approve time electronically.


• Time entries are immediately available for billing and analysis.

Expense Reports Key Features:

• Quickly enter billable or non-billable expenses, cash reimbursements or credit card charges. 


• Review and check approval and payment status any time.


• Your accounting department can review and approve expenses before posting to jobs or clients.


• Expenses are processed for billing and payment automatically.

Document and Digital Asset Management

Central filing of client and project-related documents and digital assets is crucial in order to fulfill internal and client requests for information. Without an intelligent system and search tool, valuable items and creative work could be difficult to locate or even lost.
Even if you’re using a centralized server and folder system, it’s a manual process with many potential flaws. Advantage includes a built-in and fully integrated document and digital asset manager. You can now upload and track documents or creative assets by simply linking to key levels within Advantage. A folder system is created and maintained automatically. Metadata is created and attached to each document, making it searchable as well as exportable. Search for all assets by client, product, campaign, job, etc. Additionally, a complete audit trail of document transactions by job illustrates why it may have gone over budget!

Security may be applied to protect confidential documents such as contracts, so that all information can be safely stored in the system.