Deltek Insight 2012: GCS Premier to Costpoint 7 Conversion: What to Expect


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Is your business changing in strategy or complexity? Is your company going through growth that is presenting new challenges? Costpoint 7 may be the answer. This session provides an overview of the conversion process to Costpoint 7. What to expect and responsibilities will be outlined. Conversion experts will have advice on pre-conversion cleanup activities and a GCS Premier maintenance plan. Not sure it’s the right time to convert? We'll provide some guidelines about when a company should consider upgrading. Beginner Level.

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  • Mark: These are the areas that we will cover today as we summarize this process.Jessica:
  • Mark: These are the key takeaways from this session – We want you to get an appreciation for the steps involved in this process and who you should involve. You also need to understand that Costpoint is not “just a GCS upgrade,” and to better understand that, you should have key personnel attend some training. Last, but very important, is that you and your Deltek team need to develop a realistic conversion timeline. Jessica:
  • Mark: EWA consists of a corporate headquarters and several wholly owned subsidiaries that range in size from 200 personnel to 0 (we have a product line, Simplicikey, which has no employees, as those who manage it are within the corporate new product innovation team). Presently, we have 5 companies using GCS Premier, a couple using quickbooks, and one using Acc-Pac. Given that we have so many disparate systems, there is no automated roll-up capability, so you can see where a Costpoint implementation would be really beneficial for the corporate controller and CFO, as well as all of the companies involved. Our Costpoint implementation is multicompany, multicurrency, with consolidations and IWOs. This type of implementation will solve multiple pain points for all of the companies, but in order to get there, there is some pain involved in the transition, as some corporate-wide processes must be put in place. As you can imagine, right now with everyone having control of their own accounting system, there are very few corporately defined rules or processes, so that is a learning experience, both from a technical perspective as well as well as a cultural perspective. One thing that has been a constant since the beginning of this process, though, is that our CEO has provided all of the support and resources required, and has done a great job in bringing the subsidiary company leadership in line. Jessica:
  • Mark: This was a long process for us – the CEO selected an ERP committee from across all functional areas and across most companies. In addition to core finance and accounting, he wanted to include HR, CRM, manufacturing and project management tools. So, we went through a long process of communicating with all stakeholders to determine requirements, and let them know that change was coming.Jessica:
  • Mark: After we selected Deltek, we created a core team of functional area leads that interfaced with the Deltek team. Although our formal kickoff wasn’t until mid September, we put more than 25 people through training courses (overview, touchpoints, projects, pools), and we tried to provide as much information as possible. In hindsight, you can never do enough communicating – some people need to hear things more than once and in multiple ways before it begins to register. Jessica:
  • MAS notes -- Remember, conversion from GCS to Costpoint is not just a “suck and dump”. The Data Consultant has a program that helps in the conversion but first we have to design the Costpoint database, map data from GCS to the new Costpoint values, perform test conversions, reconcile the data from the two databases and update mappings, and test, test, test.Mark: (I may not have anything to say on this slide….)Jessica: This conversion program is just an “assist” to supporting the populating of data within Costpoint. I’ll go into more detail later, but theoretically, there is a lot that can be done “backend,” but in many cases, it is better to enter the data manually to better understand the process.
  • MAS notes:These are a minimum. They will help in developing the mapping of GCS accounts/ contracts to Costpoint accounts / projects. System Admin is critical: if the logins are not set up properly testing will be delayed significantly.Mark: I really can’t emphasize the first 2 bullets enough. Costpoint is a different application than GCS, and time needs to be taken to understand the differences. And, as we discussed earlier, if you can get key decision-makers to class sessions, it will help the design process immensely. In our experience, we were by no means experts in Costpoint after the introductory classes, but it at least helps you to ask more focused questions.Jessica:
  • MAS notes: The number of modules to be converted has a direct impact both on cost and on the timeline.The final go-live conversion cannot take place until you have actually closed the books for the final period for which GCS is to be the book of record. However, all new transactions can be started in Costpoint until the final historical data is converted.Staff who are to be involved must have their workload adjusted to allow them to participate.Remember, this is a completely new and different program! We need to keep that in mind.Mark: We’ve already talked about training, but we can’t overemphasize it. Look at your personnel and determine who will help during each phase. We divided our personnel into a Core team and an extended team – the core team was comprised of the decisionmakers and those involved in the design, while the extended team consisted of those personnel who might not be involved initially, but would be involved after the data is converted. Really, though, the key word on this slide is “schedule” -- between you and the Deltek team, you need to determine a reasonable schedule – there will always be changes, but having a good schedule is a necessity. And, take into consideration outside influences/factors, not just the timing for costpoint activities. An example from our conversion was that even though we allowed for time at the beginning of the year for year-end closeouts, annual reporting, and auditing, it really wasn’t enough. We decided early on that we would use our current workforce with little to no staff augmentation, and didn’t consider the huge cognitive load that doing their normal jobs at that time of year, plus trying to learn and test costpoint had on them. So, we had to adjust our go-live date to accommodate it. Jessica:
  • Jessica: your slide….
  • (We will need to gauge how much we talk to this slide and the next based on remaining time. They want us to leave about 10 minutes for questions.) Mark:Jessica:
  • Mark: Thanks for taking the time to attend this session. We’ll now take any questions that you might have.Jessica: Thank you, and for those of you who have additional questions after this session, I’ll be available at _________....
  • Deltek Insight 2012: GCS Premier to Costpoint 7 Conversion: What to Expect

    1. 1. GCS Premier to Costpoint 7Conversion: What to ExpectMark Reese, Corporate VP Special Programs, EWAJessica Ritenour, Principal Consultant, DeltekInsight Session GC-148
    2. 2. AgendaIntroduction/Key TakeawaysEWA Corporate BackgroundInternal preparationsDiscovery/Preparation for data conversionData conversionTeam-building Wrap-upQuestions & Answers2 ©2012 Deltek, Inc. All Rights Reserved
    3. 3. Key TakeawaysAn understanding of what the conversion process is all aboutAbility to identify the key company participants needed for a successfulconversionRecognition of differences between GCS and CostpointUnderstanding that Costpoint training is required for a successfulconversionThe ability to begin development of a time-line for the conversion3 ©2011 Deltek, Inc. All Rights Reserved
    4. 4. EWA Background andPreparationsMark Reese, Corporate Vice President,Director Special ProgramsElectronic Warfare Associates, Inc.
    5. 5. Background . . . enabling a more secure futureEWA Incorporated  Headquarters & wholly owned subsidiaries  Each company on their own A&F system (5 with GCS Premier)  No automated corporate roll-up capability  “Process-light”  CEO support – 110%5 ©2011 Deltek, Inc. All Rights Reserved
    6. 6. PreparationsCharge from the CEO was to develop an ERP solution that encompassedall business process areas.  Interviewed all stakeholders, from internal users to external customers.  In essence, began the change management process here  Gathered requirements  Compiled all requirements into an RFP, and reviewed proposals  Kept all employees informed of the selection process via emails and newsletters  Key stakeholders were given additional updates6 ©2011 Deltek, Inc. All Rights Reserved
    7. 7. Decision  Upon selection of Deltek-  Began overview training 1 month prior to formal kickoff  Selected functional area leads  Developed a core team and extended team  Briefed company presidents on schedule and resources  Briefed core and extended team on schedule and resources at a formal kickoff meeting.  Set a schedule to coordinate day-to-day activities with a weekly core team meeting  And then the fun began….7 ©2011 Deltek, Inc. All Rights Reserved
    8. 8. GCS to CP7 ConversionsJessica Ritenour, Principal Consultant,Deltek
    9. 9. When to convert to Costpoint•How do you know the time is right? • Performance impacted by large data size • More functions are moved outside of system • Billing formulas needed are not in system • Not necessarily employee count • Not always a time consideration9 ©2011 Deltek, Inc. All Rights Reserved
    10. 10. Critical Success FactorsDedication to accurate and complete mappingsEffective decision making processTimely feedbackOrganized, effective testingPlanned, automated, predictable,repeatable processesUnderstanding New Functionality10 ©2011 Deltek, Inc. All Rights Reserved
    11. 11. Conversion BasicsMigration of GCS data to a Costpoint 7 database:  Driven by functional requirements of Costpoint and other application design (e.g., Budgeting and Planning Tool)  Requires a basic understanding of the functionality of Costpoint in concert with any additional applications  Multi-step process involving mapping of data, several test conversions and reconciliations after each conversion  Requires both functional and integrated testing  Supported by analysis of GCS data, volume and quality  Influenced by timing in relation to fiscal and calendar year11 ©2011 Deltek, Inc. All Rights Reserved
    12. 12. Understanding Costpoint is Key to a Successful ConversionNot an intuitive leapCostpoint is not simply a GCS upgrade, it is a totally differentprogramSome basic Costpoint classes should be attended prior tobeginning the conversion process:  Foundations and Navigation  Projects  Pools12 ©2011 Deltek, Inc. All Rights Reserved
    13. 13. Planning for the Conversion•Develop plan for Staff Training Classes•Identify Team members and responsibilities:  Mappings  Reconciliations  Testing  Design Document•Schedule test conversions and go-live conversion:  Reconciliation after each conversion  Testing after each conversion13 ©2011 Deltek, Inc. All Rights Reserved
    14. 14. Comparison of Major Aspects of GCS versus Costpoint. GCS Premier Costpoint 7 O/H, G&A Accounts and projects (TPAD)14 ©2012 Deltek, Inc. All Rights Reserved
    15. 15. Things to Start Thinking About  What Historical Data is needed, if any  Current Year Data / Open Projects  Open PO, AP and AR items  Deletions or Purged Information  Unusual Fiscal Years in GCS  What are you looking to improve by converting to Costpoint?15 ©2011 Deltek, Inc. All Rights Reserved
    16. 16. Cleanup Considerations•Things to Clean up now  Purchase Orders  Contract Master Data  Vendors / Addresses  Deleted Accounts  Any outstanding to do items16 ©2011 Deltek, Inc. All Rights Reserved
    17. 17. Wrap-Up•An understanding of what the conversion process is all about•Ability to identify the key company participants needed for a successfulconversion•Recognition of differences between GCS and Costpoint•Understanding that Costpoint training is required for a successfulconversion•The ability to begin development of a time-line for the conversion•Knowing Costpoint is a different program than GCS•Understanding the functionality of Costpoint is key•Staff involvement is critical17 ©2011 Deltek, Inc. All Rights Reserved
    18. 18. Questions ©2011 Deltek, Inc. All Rights Reserved