Using Project Planner for Pledgemine

updated 5 days ago

Overview

Use the Project Planner to capture every print project you plan to run during the contract period. Each project you enter becomes part of your complete print plan, and the planner automatically rolls up totals for print, design, on-demand setup, and overall value.

What you need

A copy of the Project Planner template is saved to your own drive/location.
Your institution/client name
A list of the print projects you plan to execute (appeals, newsletters, acknowledgements, etc.)
Optional: postage assumptions if you want the planner to estimate postage-related costs

Steps

1) Create your working copy

Make a copy of the Project Planner template and save it. (The template is locked to protect the formulas.)
Enter the institution name in the Name field at the top of the planner.
Do not edit any auto-calculated columns (for example: Value, Print, Design, On Demand, Total).

2) (Optional) Set up postage rates

If you plan to include postage budgeting, use the postage dropdown/rate table in the planner to select the desired mail class. This will affect any postage-related totals.

3) Add each print project (one project = one entry)

Work from top to bottom. For each project you want included in your plan, complete the project row/section:

Choose the Design Type (Catalog, Client Design, Reuse, or Custom).
Select the print item/solution that matches what you are producing (for example, an appeal package configuration).
Add any components or add-ons required for the package (examples: envelopes, BRE/VRE, perforation, inserts, buck slips).
Enter the project quantity (and segmentation details, if you are using segmentation).
If applicable, enter the desired in-home date range.

4) Verify the planner’s calculated costs

As you build each project, the planner will calculate costs automatically. Use these quick checks:

Unit costs and totals can change when you change components or choose Custom vs. Catalog/Client Design/Reuse.
Design fees still apply even when the client supplies the design, because implementation work is included.
On-Demand includes a one-time setup fee (not charged repeatedly for the same setup).

5) Repeat until all projects are entered

Continue down the planner and enter each planned print project. Once everything is entered, the rollup totals represent your complete print plan.

Tips for accuracy

Keep a simple project inventory list outside the planner (Project Name, Type, Quantity, Drop Date). Then enter them one by one.
Only use segmentation when it is needed; it can change pricing and make projects more complex.
Be cautious with non-standard inserts (stickers, decals, bookmarks, or anything non-machinable). These may require extra review and can affect production and mailability.

Common mistakes to avoid

Editing formula-driven columns (this can break the rollups).
Choosing the wrong Design Type (especially Custom vs. Catalog/Reuse), which changes unit costs.
Forgetting to remove perforation when using a letter type that should not include it (for example, some acknowledgement/tax receipt scenarios).
Entering the same project twice instead of updating the existing entry.