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Deltek Insight 2011: Planning, Projects, & Project Budget Worksheet Integration
 

Deltek Insight 2011: Planning, Projects, & Project Budget Worksheet Integration

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    Deltek Insight 2011: Planning, Projects, & Project Budget Worksheet Integration Deltek Insight 2011: Planning, Projects, & Project Budget Worksheet Integration Presentation Transcript

    • VI-229Planning, Projects, &Project BudgetWorksheetIntegration Presented by: Barbara Bunting & Krista Gruendler, H. W. Lochner, Inc.
    • Agenda Where We Started Various Challenges Project Budgets What’s Next Questions2 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Where We Started3 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • H.W. Lochner, Inc. National transportation firm established in 1944 Corporate office in Chicago 40 profit centers throughout the United States Currently ~550 employees Advantage used for accounting (2002) Vision CRM used for marketing (2005) Integrated Advantage and Vision CRM in December 2008 Implemented Vision Planning approximately 1 ½ years ago  Early incentive: October 2009  Full implementation: January 20104 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • H.W. Lochner, Inc. Barbara Bunting Vision System Manager 15 years with Lochner 6 years working with Vision CRM / 2 ½ years working in integrated Vision system Krista Gruendler Accounting Manager 8 years with Lochner 2 ½ years working in integrated Vision system5 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Flow of Information Opportunity to Plan to Project Everything starts with an opportunity record Plans are created from the opportunity Regular projects are created from the plan by corporate accounting Fields needed for project analytical reporting are either system required or required via a validation error workflow on the opportunity record so that they can be mapped to the plan and to the project6 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Various Challenges7 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Various Challenges Hard to know if a plan was reviewed/updated by the PM Needed various user defined field information from planning on a Project Earnings report Multiple plans for one project Plans for dormant projects still included in utilization and reporting Project budgeting – changes to compensation numbers allowed on plan but one time pull of information into project record Duplicate entry of information in the Project Budget Worksheet and the Project Info Center Incorrect information on Dates & Costs tab which is used for marketing efforts Manually activating the Ready For Use in Processing checkbox8 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Plan Updates by PM9 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge We were unable to tell if a PM had reviewed/updated their plan Our PM’s and our Contract Support Specialists (CSS) update portions of each plan The Modified By field on the General tab wouldn’t give us the information we needed (could be PM or CSS that last modified the plan) Some plans didn’t need modifying during the update process (only needed to be reviewed to ensure they were still accurate)10 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution We created a user defined tab called Plan Information Allows PM to “certify” that they have reviewed the plan Allows management to query which plans have not been updated in the last 4 weeks11 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Reporting12 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge We use the Project Earnings report to view our overall project JTD, ETC, and EAC information We needed the ability to include the user defined fields from the Planning – Plan Information tab  Plan Reviewed By  Plan Reviewed On  Plan Notes fields13 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution We duplicated the Plan Information tab in the Project Info Center We couldn’t use the user defined field mapping since this information only carries over from the plan to the project record one time (when the project is created from the plan) We installed triggers for these fields When the information is updated on the plan, the trigger enters the information into the same field on the project record This allows us to include the information on the Project Earnings report14 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Multiple Plans for One Project15 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge PM’s can create multiple plans for one project and map the JTD information at the phase or task level  Task order projects  Multi-year contracts  Large projects with multiple phase or task managers  Supplements  Projects with multiple overhead or profit rates The user defined fields on the Project Info Center – Plan Information tab only have a one-to-one relationship between the plan and the project Our Project EAC report only had user defined field information for one plan (whichever plan was saved last)16 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution We created a grid on the Project Info Center – Plan Information tab to capture information for multiple plans The information from each plan comes into the grid via a trigger When a new plan is created for the project, the trigger inserts a new row If a plan is deleted, the trigger removes the row from the grid When the information is updated on the plan, the trigger updates the information in the grid17 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Multiple Plan Reporting18 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge A user defined grid cannot be included on the Project Earnings report (our Project EAC report) The standard Project EAC report only includes Plan Reviewed By, Plan Reviewed On, and Plan Notes information for one plan (whichever plan was saved last) This is fine when there is only one plan for the project but we are missing information for projects with more than one plan19 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution We created a SQL report to capture information for multiple plans We use the information from the Project EAC report along with the information from the user defined grid on the Project Info Center – Plan Information tab20 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Incorrect Status21 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge PM’s and CSS staff have to update all active and inactive plans every two to four week (depending on the office policy) PM’s forget to make plans dormant and to uncheck the Include in Utilization and Reporting checkbox when the project was closed Staff utilization projections can be incorrect because Resource Utilization reports were including information for dormant projects (plans) which could still have future planned work22 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution A trigger was installed to update fields on the plan when a change is made to the project When the project is made dormant, the trigger unchecks the Include in Utilization and Project Reports box and changes the plan status to dormant The plan status is also updated in the Project Info Center – Plan Information grid23 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Project Budgets24 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Project Budget Worksheet Cost reporting Changes are made to the Project Budget Worksheet when executed contract is received. Plan compensation values can be changed by the PM when a budget change is approved by the client but before the executed contract is received. This allows the PM to use the Summary tab in Planning. Consultant Ledger report is used to track vouchers against individual vendor budgets SQL report was written to provide remaining budget by vendor (Vendor Budget; Vouchers for Vendor; Vendor Remaining Budget) SQL report was written to provide an estimated Billing Multiplier (Billing Labor/Cost Labor). Planning only allows for one multiplier.25 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Budget Changes26 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge Because compensation values are brought over in a “one time” pull from planning when the project is created from the plan, budget revisions resulted in duplicate entry by PM and Accounting for additional phase and task values Values had to be manually entered into both the Project Budget Worksheet and into the Project Info Center Manual entry allows for the chance for human error27 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution A revised Project Input Form is sent to Accounting after the PM has added the new portion of the WBS to the plan including the compensation Accounting adds the new WBS to the Project Info Center Accounting updates the values in the Project Budget Worksheet28 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution (cont.) Upon saving the Project Budget Worksheet, triggers fire to update the compensation values on the Budget & Revenue tab of the Project Info Center The triggers update all WBS levels starting from the lowest level and rolling up to the project level29 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution (cont.) We added a user defined field (Total Contract Amount). A trigger totals the Compensation, Consultant Fee, and Reimb. Allowance fields at each level and populates this user defined field. This serves as a double check control number Accounting emails the PM that the updates have taken place PM or CSS maps the new portion of the WBS to the plan30 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Dates & Costs Tab31 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge Values on the Project Info Center – Dates and Costs tab were not being updated for supplement or budget reallocation amounts Manual entry allows for the chance for human error Staff often forgot to update this tab in the Project Info Center Incorrect information for marketing efforts32 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution Upon saving the Project Budget Worksheet, triggers fire to update the Project Info Center – Dates and Costs tab (Total Project Costs, Firm Cost, and Subconsultant Cost) The triggers update all levels of the WBS starting at the lowest level and rolling up to the project level A Summary Table populates the user defined Total Costs to Date field at the end of each day33 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Ready for Use Checkbox34 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Challenge When a project is created from a plan the “Ready for Use in Processing” box is unchecked at EVERY level of the WBS This had to be updated manually phase by phase, task by task This was very time consuming – especially for large projects with many phases and tasks Manual entry allows for the chance for human error (missing checking the box for a task or two affected timesheet processing) Held up additional steps in project creation such as adding the revenue method and project OH rate35 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Solution Since workflows do not fire when a project is created from the plan, we created a user defined checkbox called Fire Workflows. We use this field to fire various workflows. Added a stored procedure to check the “Ready for Use in Processing” at all levels of the WBS Projects take less time to set up so accounting can now focus on adding the OH rate and revenue type to each phase Accounting can now use search and replace at all levels to update the Revenue Type for the project from the system default revenue type ENHANCEMENT REQUEST: It would be nice to be able to create a Project from a Plan and a Project Template36 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • What’s Next?37 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Project EAC Summary Grid38 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • EAC Summary Grid Added a EAC Summary grid to the Project Info Center A stored procedure runs at the end of each accounting period and populates the EAC Summary grid at the task level The grid sums to the phase and to the project levels Allows the PM and management to review the information reported for previous periods39 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Automate Even More Stop using Excel Project Input Form40 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Project Input Form PM will populate a grid in planning on a user defined tab titled “Project Input Form” A trigger adds a new line to this grid when a new phase is added to the plan Labor tab. The trigger populates the Phase Number column which is a locked column to the user.41 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    •  We can designate Project Type/Discipline, Contract Type, and Org Code by phase as these can differ from the single WBS level available when the plan was created from an opportunity If the phase Principal, Project Manager, and/or Supervisor varies from the main project level (WBS1), this information is also entered into the grid42 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    •  The PM then will populate information for the phase by completing information in each column for various billing term items  Overhead Rate  FCCM  Profit Percentage  Overtime Multiplier  Fixed Fee Max Amount  Contingency43 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    •  We have created the same tab and grid in our Project Info Center. This allows for the information to be included on various project reports. When Accounting creates the project from the plan this grid is populated in the Project Info Center at the phase level A trigger keeps the information updated with changes made in the plan44 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    •  We have used an Update Billing Terms checkbox to trigger an action to be able to use workflows which will then populate the information in the proper fields in the Billing Terms The Project Budget Worksheet cost values will then be populated by taking the billing values and dividing them by the billing terms for the phase Once the record is saved, the Update Billing Terms checkbox returns to unchecked for the next use45 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Contact Information Barbara Bunting, Vision System Manager bbunting@hwlochner.com Krista Gruendler, Accounting Manager kgruendler@hwlochner.com Joel Haugen, Senior Developer jhaugen@hwlochner.com46 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    • Engage With The DeltekAE Community @DeltekVision deltekae.wordpress.com deltekvisionblog.wordpress.com facebook.com/deltekinc youtube.com/user/deltekinc47 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved