Deltek Insight 2012: Bringing Project Setup Into the 21st Century
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Deltek Insight 2012: Bringing Project Setup Into the 21st Century

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Throw away all those paper forms and stop duplicate data entry! While accounting might not want project managers in the project info center setting up a project, most don't mind them in opportunities. ...

Throw away all those paper forms and stop duplicate data entry! While accounting might not want project managers in the project info center setting up a project, most don't mind them in opportunities. We will discuss how project managers can use opportunities to enter data. Then, using custom fields, custom grids, workflows, and workflow buttons in opportunities, they can create the project in the project info center where it awaits approval by accounting without having to re-enter the data. With lists of valid values and validation workflows, you can maintain data integrity, too! Intermediate Level.

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  • JBBWELCOME and THANK YOU FOR ATTENDING ….
  • JBB
  • My goal when I’m done with this presentation is that you will understand how to get rid of paper forms and reduce the redundancy in project setup.How many have CRM and are using Opportunities?How many have Planning?How many are using Planning?
  • JBBLet’s get started …
  • JBB –How many remember filling out forms like this?Talk about info on paper formsFilled out by hand; some firms had Excel spreadsheets so that the data was typed not handwrittenEven with Excel spreadsheets, the process wasn’t automated; it just was easier to read…
  • JBBLOTS OF PAPER!A LOT OF DUPLICATE ENTRY!
  • JBB –Processes were very time-consuming & it was hard to get the info at times.People would be working on the projects before we ever saw a project setup form.How many still have a problem with this?
  • JBB –
  • PM filled out formsAccounting Entered Data into ComputerREDUNDANT!!! Multiple entry of the same dataTRANSCRIPTION ERRORSAccounting would issue reports monthlyBy the time you got the reports, it was too late to do anything about the problem.Oftentimes,PM would update their budget spreadsheet with actuals because detailed budgets weren’t in the system OR they couldn’t get reports they could read or understandSeparate Systems for Marketing (Award, RFP, ACT), Scheduling/Manpower Planning (Primavera, MS Project), and Accounting (Sema4, Advantage, Wind2)
  • JBBMany obstacles are power based, groups not wanting to share, the TEAM concept was not in forceI have heard it all… Accounting doesn’t think PMs pay enough attention; PMs think Accounting people are NazisEveryone must REMEMBER… Garbage In, Garbage Out so be conscientiousTell Story of HNTB when implementing new enterprise wide software
  • JBBProject Approval required before a project can be usedSecurity Addresses Access issues with Accounting Allows for One-time Data Entry thereby reducing redundancy & Transcription errorsReport Favorites/Dashboard – Timely Reports and ability to set up reports using PM is Me or Organization is MineEnterprise-wide System – Still needs improvement
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  • JBBWe will look at each of the options, Option 2 in detail.
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  • JBBUsing Designer, secure fields that should not be changed by PMs, etc.Using Designer, move fields to different tabs; Limit Tabs that can be seen in Configuration->Security->RolesMake sure your roles meet all your needs because you don’t want to go through this more than once!!CAN BE TIME CONSUMING!!!
  • JBBWhat can PM’s update?Many Rolldown of fields from the Project to the phase to the Task for:PrincipalPMSupervisorDates & Costs
  • JBB
  • JBBAssumptions made:1 to 1 relationship between an Opportunity and a Promo Project and a1 to 1 relationship between an Opportunity and a Regular Project and a1 to 1 relationship between an Regular Project and a Promo Project Set up data entry information for Project Setup but not entered directly into Project Info CenterBecause of duplicate storage of data, you will need to address syncing of data with workflows and decide which info center takes precedence.
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  • JBBWhen we are ready to create a Promotional Project for our Opportunity, we just press the button which kicks off a scheduled workflow.We have other buttons as you can see. Step 2 will update Responsibility based on the client’s role and approve the promo project for charging time and expense.See my class PS-50 for specifics on how to create this workflow button
  • JBBAfter creating the Promo Project, we kick off another workflow that updates project fields and also creates billing terms for the promotional project so that we can get a bill value on our reports
  • JBBWill probably have additional fields that you didn’t have with the Promotional project
  • JBB
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  • JBBHere’s a sample of some of the workflows that are run as a result of a project being created
  • JBBPromotional or Regular ProjectJBB – There may be Many processes that take place once a project is approvedMany Rolldown of fields from the Project to the phase to the Task for:Engineer of Record (Standard Principal field)PMResponsibilityRevenue Type (custom field)Contract Date
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  • JBB – Process is very similar except that the Regular Project gets created from the PlanAssumptions made:1 to 1 relationship between an Opportunity and a Promo Project and a1 to 1 relationship between an Opportunity and a Regular Project and a1 to 1 relationship between an Regular Project and a Promo Project 1 to 1 relationship between an Opportunity and a Plan Set up data entry information for Project Setup but not entered directly into Project Info Center
  • JBB – Because of duplicate storage of data, you will need to address syncing of data.
  • JBB
  • I presented you with options because given the structure of each firm, there is no one answer. However, it is important that from a quality of data issue AND a time issue that each of you try to implement an automated process as soon as possible. Throw away those paper forms and reduce your work load!!I said that was my goal when I’m done with this presentation.I hope I have succeeded.
  • JBB asks for Questions
  • JBB
  • JBBPlease let me know if I can be of service to you.
  • JBBThank you for your time. Please be sure to fill out the evaluations.

Deltek Insight 2012: Bringing Project Setup Into the 21st Century Deltek Insight 2012: Bringing Project Setup Into the 21st Century Presentation Transcript

  • Bringing Project Setup into the21st CenturyJennifer Berks Blake, Jennifer Blake Consulting ServicesPS-53
  • Jennifer Berks Blake, CPA29 years of experience exclusively in the engineering andarchitecture industryVision consultant since 2002Implementations, Reviews & Improvements to ExistingSystems & Custom Reportsjennifer@jenniferblakeconsulting.comwww.jenniferblakeconsulting.com816-746-6797
  • Agenda20th Century Project SetupIssues & Obstacles21st Century Processes using:  Opportunity  Promotional Project  Project Planning  Regular Project View slide
  • 20th Century Project Setup4 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved View slide
  • 20th Century Setup - Paper Forms
  • Additional Paper FormsListing of Phases/Tasks To UseBudget/Estimate WorksheetDetailed Billing TermsMarketing SheetSeparate Form to setup Promotional Project
  • 20th Century Setup – ProcessPM filled out formsAccounting entered data into Computer SystemAccounting would issue reports monthlyPM would update their budget spreadsheet with actuals to getmeaningful reports
  • Issues & Obstacles to Moving to 21st Century Setup8 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • IssuesDuplicate Data Entry – Forms, Computer, SpreadsheetsData Entry ErrorsReports not TimelyMultiple Systems, multiple versions of same data and often notever sync’d
  • ObstaclesAccounting did not want PMs to be able to change ProjectAccounting dataPMs did not have access to the Accounting SystemLimited User Sign-ons to the Accounting System due to costs
  • How Vision has addressed these issuesCreated Approval process in Project Info CenterSecurity  Security Roles more detailed on what can be secured  Field Security through Screen Designer  Workflows using Validate Errors/WarningsReport Favorites/DashboardEnterprise-wide System
  • 21st Century Processes12 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • Determine Best Course for Your FirmOption 1: Allow PMs to enter project data directly into theProject Info Center  Using Designer, secure fields that should not be changed by PMsOption 2: Allow PMs to enter project data into Opportunities &update using workflowsOption 3: Allow PMs to use Project Planning to set up projects(one-time option)Option 4: Some Combination of the three options
  • 21st Century Processes OPTION 1 – Project Info Center Access14 12/13/2012 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • Option 1: Project Info Center Setup  Lock fields based upon roles  Create validation workflows to assure good data
  • Option 1: Updating Data After Initial Project CreationNeed to determine if updates can be made by PMs once aPromotional Project or Regular Project has been createdMore Workflows will be needed for updating and validatingfields that can be changed
  • 21st Century Processes OPTION 2 – Using Opportunities for Project Data Entry17 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • Option 2: OpportunityPMs set up Opportunities for all possible work efforts  Does not affect Accounting System or GLIn Opportunity, Create Tabs for Project Setup data that is not inOpportunity  Allows data to be entered once by the PM and then transferred to other screens & Info Centers  Reduces duplicate data entry & transcription errors although does cause duplicate storage
  • Option 2: Set up Promotional Project DataDecide what Promotional Project Data is Needed to be storedin Opportunity Info Center (most exists already)  Principal  PM  Organization  Client  Project Location  Estimated Fee  Estimated Start & End Dates  Phases & Tasks
  • Option 2: Set up Promotional Project Data TabCreate Tab in Opportunity Info Center for additional fieldsData map custom fields throughConfiguration-> General->User Defined TabsOther fields that need to be copied over will require a StoredProcedure workflow to update the Project Info Center
  • Option 2: Set up PromotionalProject Data Mapping
  • Option 2: Set up Promotional Project Creation WorkflowsCreate Workflow Button in Opportunity to Create PromotionalProject from Opportunity  Function of Workflow button will create basic promotional project  On Function Workflow make sure that Conditions require the Promotional Project Link (PRProposalWBS1) to be empty so that it doesn’t create another promotional projectCreate Workflows to update fields in Promotional Project
  • Option 2: Promo Project Tab
  • Option 2: Workflow to UpdatePromotional Project Fields
  • Option 2: Set up Regular Project DataDecide what Regular Project Data is needed to be stored inOpportunity Info Center  Principal  PM  Organization  Client  Owner (if different from Client)  Project Location  Project Type  Contract Fee
  • Option 2: Set up Regular Project Data (con’t)Additional Regular Project Data to consider  Phases & Tasks  Estimated Start & End Dates  Initial Construction Estimate  Final Construction Cost  Number and $’s of change orders  Initiated by design issues  Initiated by client changes  Target Multiplier
  • Option 2: Set up Regular Project Data Tab(s)Create Tab(s) in Opportunity Info Center for additional fieldsData map custom fields throughConfiguration-> General->User Defined TabsOther fields that need to be copied over will require a StoredProcedure workflow to update the Project Info Center
  • Option 2: Set up Regular Project Creation WorkflowsCreate Workflow Button in Opportunity to Create Project(Regular) from Opportunity  Function of Workflow button will create basic regular project  On Function Workflow make sure that Conditions require the Regular Project Link (PRWBS1) to be empty so that it doesn’t create another regular projectCreate Workflows to update fields in Regular Project
  • Project Creation Workflows
  • Option 2: Review & Approval of Project by AccountingAccounting will still have to review the Promotional Project orRegular Project and approve it before it can be used.
  • Option 2: Updating Data After Initial Project CreationNeed to determine if updates can be made by PMs inOpportunity once a Promotional Project or Regular Project hasbeen created  Will updates be made automatically?  Will there need to be a report that shows differences between the Opportunity Project Data and the Project Info Center data?More Workflows will be needed for updating and validatingfields that can be changed
  • 21st Century Processes OPTION 3 – Using Project Planning for Project Data Entry32 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • Option 3: Project PlanningSimilar Process to Option 3 except Regular Project is createdfrom Plan  PMs set up Opportunities for all possible work efforts  Create Promotional Project from Opportunity to reduce re-entering of data in Project Info Center  Create Plan from Opportunity to reduce re-entering of data on General Tab of Project Planning
  • Option 3: Project Planning (con’t)Create Tabs for Project Setup data that is not in Planning  Data map custom fields through Configuration-> General->User Defined Tabs  Other fields that need to be copied over will require a Stored Procedure workflows to update the Project Info CenterCreate Project from PlanIssue on Updating Project Data once Project is Created
  • 21st Century Processes OPTION 4 – Some Combination of each of the 3 Options35 CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
  • Agenda20th Century Project SetupIssues & Obstacles21st Century Processes using:  Opportunity  Promotional Project  Project Planning  Regular Project
  • Questions?
  • Jennifer Blake Consulting Services include:Evaluates client’s needs in regards to new or existing Accounting and/orProject Management systemsSelection of Accounting and/or Project Management systems that best fitclient’s requirementsTrains client staff on all areas of the software, stressing processes andprocedures to take advantage of automation and improve efficienciesCreates Custom Reports & Workflows including stored proceduresDevelops procedural documentation as well as training manuals for ProjectManagers and AccountingAssists clients with Federal Acquisition Regulation (FAR) compliance
  • Call to ActionIf you need assistance with Workflows, Implementations,Reviews & Improvements to Existing Systems or CustomReports, contact Jennifer at:jennifer@jenniferblakeconsulting.comwww.jenniferblakeconsulting.com816-746-6797
  • Thank You!