Deltek Insight 2012: 30 Workflow Automations to Save Time and Money
 

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We all have repetitive tasks in our daily jobs. If only you could automate those tasks and free up time to do even more valuable things for your company. Through the use of workflows, you can ...

We all have repetitive tasks in our daily jobs. If only you could automate those tasks and free up time to do even more valuable things for your company. Through the use of workflows, you can streamline activities and automate tasks in such a way that saves your company time and money. This session will provide an extensive look at over 30 different workflows guaranteed to make your job easier and make you more effective. Intermediate Level.

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Deltek Insight 2012: 30 Workflow Automations to Save Time and Money Presentation Transcript

  • 1. 30 Workflow Automations toSave Time and MoneyAdam Churchill, Senior Consultant, DeltekPS-81
  • 2. AgendaWorkflow OverviewWorkflow Types (Standard and Advanced)30 Prepackage WorkflowsExamplesKey TakeawaysQuestions2 ©2012 Deltek, Inc. All Rights Reserved
  • 3. What are the Benefits of Workflow? Enhanced „reporting-light‟ information is made available in Vision Info Centers without the need to run a report. Elimination of double entry and reduction of manual steps in routine business processes. Vision can be used to notify key stake holders to changing events in Vision. Installation and maintenance requires limited technical resources.3 ©2012 Deltek, Inc. All Rights Reserved
  • 4. Standard WorkflowsWorkflows may be setup for any Sample action typesstandard Vision Info Centers (except  Validation warning and errorsUnits), User Defined Info Centers  Email and Dashboard alerts(Vision 7.0), and Billing Terms.  Column (field) change  Activity creationStandard Workflows allow for basicactions and conditions to becompleted within the corresponding Actions vary based on conditionsInfo Center.  User initiated Triggered by specific user action  Scheduled Triggered by process at pre-defined intervals or via a workflow button placed on a tab through tab designer4 ©2012 Deltek, Inc. All Rights Reserved
  • 5. Advanced WorkflowsAdvanced Workflows are designed to expedite your processesand more effectively distribute information using more complexActions and/or Conditions.Advanced workflows can:  Be scheduled  Use SQL Expressions to populate an existing field in Vision.  Use SQL Expressions to reach across Info Centers or data tables that are related to an Info Center.  Call stored procedures to process one or more SQL Expressions or manipulate data in more complex ways.5 ©2012 Deltek, Inc. All Rights Reserved
  • 6. Vision WorkflowsDeltek has developed a package of advanced „best practice‟Workflows designed to improve efficiency and communication.Each workflow is ready for simple installation within the Visionapplication and SQL Server database.Stored Procedure Workflows range in complexity, from deactivatingan employee‟s Vision user account when their Employee record isset to Inactive to more complex events such as synchronizing Feeamounts within Billing Terms based on changes to the Project‟sCompensation within Project Info Center.Workflows are organized by category: Improving Efficiency,Improving Information Management and StreamliningCommunication6 ©2012 Deltek, Inc. All Rights Reserved
  • 7. Vision Workflow: Improving EfficiencyVision Workflows: Improving EfficiencyWorkflow Workflow Type DescriptionNumber Workflow synchronizes Project‟s Compensation field with overall percent complete fee field on Fee tab in 1 Billing Terms Billing Terms. Workflow synchronizes Project‟s Compensation field at lower WBS levels with Fee billing phases in Billing 2 Billing Terms Terms when posting by phase is enabled. Workflow automates Vision Username creation upon Employee setup and disables associated username upon 3 Employee Security Employee inactivation. Workflow sends a dashboard alert to members of Default Security Role advising them to enable login and provide other necessary details for new user. Workflow adds Employee to all Billing Labor Rate Tables when a new employee is added under Employee Info 4 Employee Info Center Center. This is helpful if you predominantly bill by Labor Rate. 5 Resource Planning Workflow updates Probability in Resource Plan when linked Opportunity‟s Probability changes. Workflow synchronizes Compensation, Consult Fee and Reimbursable Allowance between Project and 6 Resource Planning mapped plan when the fields are updated within Project Info Center Workflow updates Status within Project Info Center to Inactive when Opportunity Stage is set to Lost and Opportunity Info 7 generates a Dashboard Alert for the change in Status to notify Project Manager, Supervisor and Principal Center assigned to Opportunity record. Opportunity Info Workflow updates Stage History grid (e.g., Revenue, Probability or Wt. Revenue, date changed, by whom) 8 Center when stage is edited.7 ©2012 Deltek, Inc. All Rights Reserved
  • 8. Vision Workflow: Improving EfficiencyVision Workflows: Improving EfficiencyWorkflow Workflow Type DescriptionNumber Add a new field to Project Info Center General tab to capture Project Owner. In addition, automatically copy Project Owner to Clients/Contacts tab, Clients grid with a role of Owner. The role for Primary Client copied to Opportunity Info 9 the Clients grid as a standard function of Vision will be changed to Client. With this configuration, projects will Center be linked to both the Client paying for services and the ultimate owner of the project. This is especially helpful when the Client and Owner are different. Workflow prevents Users from Saving <Default> as an Address Description by giving an error or by 10 Clients Info Center automatically setting it to a combination of City, State from the client address. Workflow copies Project‟s Status (Active/Inactive/Dormant) in Project Info Center to lower levels of the Project 11 Project Info Center when Status is changed at higher levels (WBS1 or WBS2). Workflow copies Available to accounting users, Approved for use in Processing and Available to CRM users 12 Project Info Center checkboxes in Project Info Center to lower levels of the Project when checkbox(s) are changed at higher levels (WBS1 & WBS2). Workflow copies Project Manager, Project Principal, and Project Supervisor to lower levels of Project when the 13 Project Info Center respective field has been changed. The workflow copies only field(s) that has been edited to lower levels of project. 14 Project Info Center Workflow links an Opportunity‟s Activities to Project when creating a New Project from an Opportunity. 15 Projects Info Center Workflow updates user defined field in Project Info Center with URL address link to Google Maps Workflow automatically adds a calendar mailing category to new contacts created in Vision. Category Code 16 Contacts Info Center must be Calendar for Category Description Calendar in Opportunity Information Category – Contacts Code Table. This facilitates the process for identifying contacts for annual mailing campaigns.8 ©2012 Deltek, Inc. All Rights Reserved
  • 9. Vision Workflow: Ad Hoc Workflow ExamplesVision Workflows: Improving EfficiencyWorkflow Workflow Type DescriptionNumber When Opportunity Stage is set to „Awarded‟ the workflow will update the Opportunity Close Date to the current Opportunity Info 17 date, create both a Dashboard and an Email Alert for the Principal, Project Manager, and Supervisor, as well Center as create a new project record from the Opportunity. When new project is created, the workflow populates project user defined payment terms field from user 18 Project Info Center defined client specific payment terms, or default terms when payment terms are not populated in the Client Info Center. These values can then be included on AR and/or Project Reports9 ©2012 Deltek, Inc. All Rights Reserved
  • 10. Vision Workflow: Improving Information ManagementVision Workflows: Improving Information ManagementWorkflow Workflow Type DescriptionNumber Workflow maintains custom grid Project Financial Status on Projects tab of Client Info Center and updates grid 19 Client Info Center with Project number (WBS1), Revenue, Billed, Received and Accounts Receivable sums for Projects assigned to Client. Workflow maintains custom grid on Accounting tab of Employee Info Center to track changes to Employee‟s 20 Employee Info Center Job Cost Rate, Pay Rate and Title. Changes to these standard fields automatically add a time-stamped line into grid, including Job Cost Rate, Pay Rate and Title and an editable notes field. When Project is set to dormant, workflow populates End Date on Dates & Costs tab of Project Info Center with 21 Project Info Center last transaction date of labor or expenses entered against Project if End Date is blank. Workflow populates fields Milestone and Milestone Date when milestones of 25%, 50%, 75% and 90% are 22 Project Info Center met on a project and an e-Mail Alert is sent to Project Manager. Milestones are calculated for either revenue or billed to date for Projects overall compensation.10 ©2012 Deltek, Inc. All Rights Reserved
  • 11. Vision Workflow: Improving Information ManagementVision Workflows: Improving Information ManagementWorkflow Workflow Type DescriptionNumber Workflow maintains a Total Compensation field on Budget and Revenue tab of Project Info Center with sum of 23 Project Info Center amounts from Compensation, Consultant Fee and Reimbursable Allowance as changes occur. Workflow updates Total Unbilled, Unbilled Expenses, Unbilled Labor, Unbilled Consultants, Unbilled Units to Budget and Revenue tab of Project Info Center and is scheduled to update those fields at all levels (WBS1, 24 Project Info Center WBS2, WBS3) of respective projects with sums calculated to agree with Unbilled Summary report every night. This allows for inclusion of unbilled amount from the Billing module onto project reports. When Asset is purchased and Purchase Date is entered Status will be changed to „Active‟ and the user will be Asset Info Center required, via Validation Errors, to enter the cost of the asset, enter location or employee using the asset, enter 25 (User Defined) the Life (Months) for this asset, enter the Salvage Value for this asset, and Serial Number. Vision will then calculate and populate the Monthly Depreciation amount in the custom tab field. Workflow calculates Years worked for our firm. This scheduled workflow runs nightly and calculates years 26 Employee Info Center worked by taking hire date less current date then calculates worked years.11 ©2012 Deltek, Inc. All Rights Reserved
  • 12. Vision Workflow: Streamlining CommunicationVision Workflows: Streamlining CommunicationWorkflow Workflow Type DescriptionNumber th Workflow generates a Dashboard Alert or Email to Employee when system date is the 10 27 Employee Info Center anniversary of employee‟s hire date. An email can be sent to Employee‟s Supervisor and/or HR manager. Workflow adds custom field Birthday on Personal tab of Employee Info Center to hold the 28 Employee Info Center Employee‟s birth date and generates a Dashboard alert or Email to Employee when system date matches date entered in custom field. Workflow generates a Dashboard Alert or Email to notify Employee when their Licenses are set to 29 Employee Info Center expire within 90 days. A separate alert is generated for each license on Experience tab of Employee Info Center where the Expire date is populated. Project Manager/Administrator creates the project in Vision and selects the „Approval Checkbox‟ when ready for accounting to approve the project. Workflow Statement stamps the name of the 30 Project Info Center person setting up the project and the date when requested. Workflow Statement to set field to Employee Name from User12 ©2012 Deltek, Inc. All Rights Reserved
  • 13. Employee Security – New Employee SetupWhen an new employee is hired, they are entered intocorporate databases and access to software/systems is setup. For Vision, this would entail the following manual steps:  Go into Employees Info Center and adding the new employee record.  Go into Security, Users and Passwords and setting up the new employee‟s access credentials.To save a step, set up a workflow and that automaticallycreates a Vision username for that employee when the theyare added to Vision.13 ©2012 Deltek, Inc. All Rights Reserved
  • 14. Employee Security – New Employee Setup14 ©2012 Deltek, Inc. All Rights Reserved
  • 15. Employee Security – Disable Vision AccessWhen an employee leaves your company, there are manyprocesses that are completed to finalize their exit. One ofthose is to disable user accounts in corporate systems.In Vision, this would entail the following manual steps:  Go into Security, Users and Passwords and disable the employee‟s Vision login.  Go into Employees Info Center and change the employee record status to Inactive or Terminated.To save a step, set up a workflow and that automaticallydisables the user‟s Vision login when the employee‟s status isupdated in Vision. This workflow ensures this step is notforgotten.15 ©2012 Deltek, Inc. All Rights Reserved
  • 16. Employee Security – Disable Vision Access16 ©2012 Deltek, Inc. All Rights Reserved
  • 17. Resource Planning – Probability UpdateWhen plans are created from an opportunity, the Probability onthe opportunity is initially copied into the Plan. From that pointforward, the Plan Probability is updated separately from theOpportunity probability.The Opportunity‟s probability is changing as the opportunity isgetting closer and closer to being awarded. In some cases, thePlan‟s probability should also be changing to reflect updatedrevenue forecasting.To ensure this step is done, a workflow is set up thatautomatically updates the linked plan whenever theopportunity probability value changes.17 ©2012 Deltek, Inc. All Rights Reserved
  • 18. Resource Planning – Probability Update18 ©2012 Deltek, Inc. All Rights Reserved
  • 19. Project Status Update from OpportunityWhen an opportunity is lost, the linked Promotional Project is stillActive. Employees should not be able to charge time and expensesto this Promotional Project since it is no longer being pursued. Toprevent these charges, the Promotional Project must be inactivated.In Vision, this would entail the manual steps:  Go into the Opportunity and change its Stage to Lost and save the record.  Click on the Promotional Project link in the Opportunity and change the Status of the project to Inactive and save the record.To save manual steps and ensure employee do not inadvertentlycharge to the wrong promotional project, a workflow can be set upthat automatically changes the linked Project‟s Status to Inactive.19 ©2012 Deltek, Inc. All Rights Reserved
  • 20. Project Status Update from Opportunity20 ©2012 Deltek, Inc. All Rights Reserved
  • 21. Project Status – Update All Lower LevelsThe Status of a Project (WBS1), Phase (WBS2) or Task(WBS3) is managed manually in Vision. This allows forvarying levels of accessibility to the phases and tasks indifferent areas of Vision (e.g., timesheets, transactions, etc.).To change the status of the entire project structure, usersmanually open each level of the project (each phase and eachtask under each phase) and change the Status. This can bevery time-consuming if a project has a long project structure.A lot of firms would like to be able to change the status on thetop or second level of a project and have that change madeautomatically on all lower levels of the same project or phase.A workflow can automate this process.21 ©2012 Deltek, Inc. All Rights Reserved
  • 22. Project Status – Update All Lower Levels To make the entire project Active, Inactive, or Dormant, the Project Status would be manually changed on each level of the project structure.22 ©2012 Deltek, Inc. All Rights Reserved
  • 23. Project Availability/Approve for Use – Update All Lower LevelsThe Available and Approved for Use checkboxes of a Project (WBS1), Phase(WBS2) or Task (WBS3) are managed manually in Vision. This allows forvarying levels of accessibility to these records in different areas of Vision.To change the values of these checkboxes for the entire project, usersmanually open each level (phases and tasks) and change them. This can bevery time-consuming if a project has a long project structure.A lot of firms would like to be able to check or uncheck these boxes on the topor second level of a project and have that same change made automatically onall lower levels of the project or phase. A workflow can automate this process.23 ©2012 Deltek, Inc. All Rights Reserved
  • 24. Project Availability/Approve for Use – Update All Lower Levels To make the entire project Available or Approved, those checkboxes would be manually changed on each level of the project structure.24 ©2012 Deltek, Inc. All Rights Reserved
  • 25. Project Principal, PM, and Supervisor – Update All LevelsThe Project Manager, Project Principal, and Project Supervisor values of aProject (WBS1), Phase (WBS2) or Task (WBS3) are managed manually inVision.If all levels of the project should have the same values for one or more of thesethree team members and one changes, users manually open each level andchange them. This can be very time-consuming if a project has a long projectstructure.Instead, a workflow can automate this process so that a user could make thechange on one level and that change would automatically copy down to thelower levels.25 ©2012 Deltek, Inc. All Rights Reserved
  • 26. Project Principal, PM, and Supervisor – Update All Levels To change one of the Key Team Members for all levels of the project, users would manually update each level.26 ©2012 Deltek, Inc. All Rights Reserved
  • 27. % Complete – Update Billing Terms from Project/Phase/TaskAutomatically updates the % Complete in Billing Terms whenthe % Complete is changed in the Project Info Center on thecorresponding Project, Phase and Task (WBS1, WBS2 andWBS3) combination. Billing Terms will only be updated if theFee method is defined as Overall Percent Complete orPercent Complete by Phase (either as Percent of Fee orPercent as Fixed Amount) and Post Fees by Billing Phase isenabled. When Fee Method is Percent Complete by Phase theupdate is based on matching the Phase (WBS2) and Task(WBS3) in the Billing Phases grid with the Phase and Task inthe Project Info Center. The workflow only updates pre-existing billing term records.27 ©2012 Deltek, Inc. All Rights Reserved
  • 28. % Complete – Update Billing Terms from Project/Phase/Task28 ©2012 Deltek, Inc. All Rights Reserved
  • 29. Billing Terms – Add Employees to Labor Rate Tables Automatically adds Employee to all Labor Rate Tables when anew employee is added under Employee Info Center. The rateis included in the Labor Code tables if the Provisional BillingRate (available if the Resource Planning module is licensed) isentered when the employee is added.29 ©2012 Deltek, Inc. All Rights Reserved
  • 30. Billing Terms – Add Employees to Labor Rate TablesEmployees automatically added to Labor Rates tables afterhireSaves time and accuracy for adding employees to ratetables30 ©2012 Deltek, Inc. All Rights Reserved
  • 31. Add New Contact to Calendar Mailing ListWhen working with customers and contacts Vision, BusinessDevelopers would like an easier way to add new contacts to theCalendar Mailing list.It is often a data-entry step that is missed and then Team winds uptrying to remember who should be added to the list in December.To alleviate this problem and ensure a more accurate mailing list,use Vision‟s workflow engine to automatically add the CalendarMailing List category to the new contact‟s Categories grid when theyare added to Vision.Note: The packaged workflow installation will add a Calendar valueto the Information Categories – Contacts code table. The code willbe “CO001CALEN” and the Description will be “Calendar”31 ©2012 Deltek, Inc. All Rights Reserved
  • 32. Add New Contact to Calendar Mailing List32 ©2012 Deltek, Inc. All Rights Reserved
  • 33. Key TakeawaysMany daily processes in Vision require multiple routine steps.The more steps…the greater likelihood of mistakes.Vision Workflows allow for automation of processes resultingin a timelier, more collaborative and accurate completion ofspecific tasks.Vision Workflows allow you to define conditions within InfoCenter applications:  for which you want to be alerted, or  after which you would like an automatic process to run33 ©2012 Deltek, Inc. All Rights Reserved
  • 34. Questions?
  • 35. Thank You!