Deltek Insight 2012: Reducing Excel Dependence

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For many accountants, Excel is a safety net. Yet while it provides a level of comfort, it can also create inefficiencies and duplication within a financial management system. It’s time to take the training wheels off and utilize Vision with all of its flexibility and power. By leveraging custom fields, workflows, and new business processes, you can dramatically increase automation, reduce duplicate data, and improve the integrity and timeliness of our financial information. Intermediate Level.

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  • Attended conferences since 2007I look to get ideas for improvement out of sessions, so that is the basis for this presentation
  • Show of hands: Who thinks Excel is one of the most useful tools to do your job?If you could not use Excel for a day, would you wonder how you could get any work done?
  • Change can be difficultGet past the “It’s always been done this way” mentalityTalk to Marketing, HR, payroll, etc to see what they do in Excel
  • These are all items that were kept in Excel and are now in Vision. Will expound on some. Have done the most with Employees. Do not use a separate HR software.
  • Have not done much with Contacts or Clients because Marketing has been on Vision since 2005
  • 9 examples. For each, describe need, how it was done in Excel then how it is done in Vision.
  • Imported data in to populate
  • Group report by W.C. code
  • @ 50 licensed engineers or surveyors. Some licensed in multiple states. A lot of data to track & keep current.
  • Biggest issue with licenses was making sure one didn’t get missed.
  • Created Corporate employee to track corporate data
  • For many of the state licenses, there are pdh requirements. Admin was given copies of all seminars ppl attended to populate the spreadsheets
  • Approx 40 company phones
  • Who has issues with tracking certificates of insurance? Anyone confident that they are 100% up to date with insurance certs for all their subs? We are getting very close.
  • Notes field: A/P enters when cert is requested as shown on next screen
  • Criteria: Expiration Date = last month
  • Thru the stored procedure, we are able to ensure that each project’s sub have met the contract & insurance requirements
  • Location of all of our project files. Not always updated when files were moved
  • Retrieval date is populated or updated when file is requested from Offsite storage which generates the workflow on next screen
  • Last example. Similar to professional licensing. Many employees with memberships, some with multiple, difficult to ensure that all are renewed timely. Wanted to get process in Vision and automate.
  • Form on corporate intranet. Supervisor is emailed link to site when form is submitted. Super approves/rejects then A/P is notified and will match to invoice if approved. President receives a monthly report of all the memberships submitted that month.
  • Follow-up min/record is estimate. The biggest savings is with the automation and follow-up that Vision provides
  • Deltek Insight 2012: Reducing Excel Dependence

    1. 1. Reducing Excel DependenceMelissa Case, CPA, Controller, R.A. Smith National, Inc.PS-68
    2. 2. AgendaIntroductionBackgroundIdeas: Identify spreadsheet tasks that could be handled thruVisionBusiness Needs: Explore how some Excel based processeshave been improved with VisionQuantify the time saved by utilizing VisionQuestions/ Discussion2 ©2012 Deltek, Inc. All Rights Reserved
    3. 3. IntroductionController at R.A. Smith National, Inc located in Brookfield, WI  Offices also in Appleton, WI; Irvine,CA; and Pittsburgh, PACivil engineering & surveying firm12 years with firm140 employeesImplemented Vision Accounting in Fall 2007Work smarter, not harder  Number of hours worked value3 ©2012 Deltek, Inc. All Rights Reserved
    4. 4. Background
    5. 5. Excel as a CrutchPros  Comfortable  Easy to manipulate  Everyone has access to the programCons  Doesn’t update automatically  Keeps information to itself  Only works when you are working5 ©2012 Deltek, Inc. All Rights Reserved
    6. 6. Something Better than Excel?Is there a program that:  Stores data in an organized system  Customizable to my firm’s needs  Updates data itself  Reminds me when I need to do something  Accessible to people that need certain data6 ©2012 Deltek, Inc. All Rights Reserved
    7. 7. Where to Start?Look for spreadsheets where fields from the Info Centers areduplicated  Employees  Projects  Clients  Contacts  Vendors7 ©2012 Deltek, Inc. All Rights Reserved
    8. 8. Ideas
    9. 9. IdeasEmployee  Pay history  Annual reviews  Bonuses  Worker’s compensation codes  General liability insurance codes  Dependents  Driver’s license numbers  Office location (for floor plan)  Health insurance election  Annual enrollment process  State professional licenses  PDH requirements  Cell phones & other company equipment  Professional organization memberships9 ©2012 Deltek, Inc. All Rights Reserved
    10. 10. Ideas Projects  Contract & change order tracking  Subconsultant contract & insurance  Archived documents – records management Vendors  Insurance10 ©2012 Deltek, Inc. All Rights Reserved
    11. 11. Business Need: Provide Data for Worker’s Compensation Audit Excel  Pulled information from 3 different payroll reports and keyed into Excel  Difficulties balancing with that much manual entry11 ©2012 Deltek, Inc. All Rights Reserved
    12. 12. Business Need: Provide Data for Worker’s Compensation Audit Vision  Created field to assign code to employee12 ©2012 Deltek, Inc. All Rights Reserved
    13. 13. Business Needs
    14. 14. Provide Data for Worker’s Compensation Audit Vision  Created report to match audit dates  Calculated fields to remove overtime premium14 ©2012 Deltek, Inc. All Rights Reserved
    15. 15. Track & Report on Employee BonusesExcel  Payroll Manager entered information after each payroll  Sent email to Controller to notify there was a bonus paid  Controller entered Labor Adjustment in Vision to balance payroll in GL  If payroll didn’t balance because email wasn’t sent, hopefully the spreadsheet was updated15 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
    16. 16. Track & Report on Employee BonusesVision  Created custom grid in Employee Info Center  Payroll Manager enters bonus in grid  Workflow emails Controller and Executive when bonus is entered  Email provides the information needed to enter a Labor Adjustment and balance payroll16 ©2012 Deltek, Inc. All Rights Reserved
    17. 17. Keep Professional Licensing CurrentExcel (Access) File is reviewed weekly to see what renewals are needed17 ©2012 Deltek, Inc. All Rights Reserved
    18. 18. Keep Professional Licensing CurrentVision:Workflows used to notify employee and Admin when items aregoing to expire or have expired.  Employee License  Expiring in 60 & 30 days: Once to employee  Expiring in current month: Weekly to employee, supervisor & Admin  Expired last month: Weekly to employee, supervisor & Admin until the license is inactive  Corporate license  Expiring in 60 & 30 days: Once to Admin & Accounting  Expiring in current month: Weekly to Admin & Accounting  Expired last month: Weekly to Admin & Accounting until the license is inactive18 ©2012 Deltek, Inc. All Rights Reserved
    19. 19. Keep Professional Licensing CurrentVision Prior database was replicated and linked to the employee or “Corporate” Employee19 ©2012 Deltek, Inc. All Rights Reserved
    20. 20. Keep Professional Licensing CurrentVision Employee example20 ©2012 Deltek, Inc. All Rights Reserved
    21. 21. Ensure PDH Requirements are Met for EngineersExcel Admin completed Excel file per employee per year21 ©2012 Deltek, Inc. All Rights Reserved
    22. 22. Ensure PDH Requirements are Met for EngineersVision Employee or Admin fills in information in the Employee Info Center grid Information is centralized, linked to certificate, and employee has easy access22 ©2012 Deltek, Inc. All Rights Reserved
    23. 23. Track Cell Phone Equipment and Service PlanExcel (Access) Difficult to keep current Supervisors or HR did not have access which led to problems when there was turnover23
    24. 24. Track Cell Phone Equipment and Service PlanVision•Workflow notifies Admin when equipment contract is expiring•Easily accessible if the employee is using company equipment24 ©2012 Deltek, Inc. All Rights Reserved
    25. 25. Track Cell Phone Equipment and Service PlanUsing Vision DataReporting Services utilized to update SharePoint site nightly with a current report25 ©2012 Deltek, Inc. All Rights Reserved
    26. 26. Ensure Subconsultants Comply with Insurance RequirementsExcelQuite frankly, we didn’t manage to get it into ExcelWe never had it in an automated fashion26 ©2012 Deltek, Inc. All Rights Reserved
    27. 27. Ensure Subconsultants Comply with Insurance RequirementsVision Grid in Vendor file tracks insurance type, limit, and expiration27 ©2012 Deltek, Inc. All Rights Reserved
    28. 28. Ensure Subconsultants Comply with Insurance RequirementsVision Report scheduled monthly to notify when Insurance is not current.28 ©2012 Deltek, Inc. All Rights Reserved
    29. 29. Ensure Subconsultants Comply with Insurance RequirementsVision Subconsultant grid added to the Project Info Center Stored procedure runs nightly to add new subconsultants to grid Subconsultant added based on AP transaction posted to the project29 ©2012 Deltek, Inc. All Rights Reserved
    30. 30. Ensure Subconsultants Comply with Insurance RequirementsVision Scheduled report runs weekly to notify when a sub has been added to a project and their insurance and/or contract has not been verified30 ©2012 Deltek, Inc. All Rights Reserved
    31. 31. Record ManagementExcel (Access) Huge file, many fields, one to several rows per completed project Difficult to keep current Did not have a record of the retrievals requested to match the storage company’s invoice31 ©2012 Deltek, Inc. All Rights Reserved
    32. 32. Record ManagementVision Condensed fields Centralized information, with other key project data32 ©2012 Deltek, Inc. All Rights Reserved
    33. 33. Record ManagementVision User initiated workflow to email Accounts Payable when a file is retrieved A/P able to match the retrieval to the invoice and bill the correct department33 ©2012 Deltek, Inc. All Rights Reserved
    34. 34. Ensure Memberships are Reviewed/ RenewedExcel (Access) Admin entered data, rarely notified if something was not renewed Many duplicate fields Employee also filled out a paper membership request form34 ©2012 Deltek, Inc. All Rights Reserved
    35. 35. Ensure Memberships are Reviewed/ RenewedVision (And SharePoint) Partially automated the membership form for the employee Populates from computer login Populates from Vision35 ©2012 Deltek, Inc. All Rights Reserved
    36. 36. Ensure Memberships are Reviewed/ RenewedVision (and SharePoint) Grid populates nightly from forms which have been approved by Accounting Workflows notify employee when membership will expire in 60 & 30 days36 ©2012 Deltek, Inc. All Rights Reserved
    37. 37. Quantifying theTime Saved
    38. 38. Quantification of ChangesMost of the savings came from Vision doing the follow-up  Vision doesn’t call in sick  Vision doesn’t forget when follow-up is needed  Vision is as assertive as you decide it should be  Vision works 24 hrs/day 365 days per year without overtime pay!38 12/13/2012 ©2012 Deltek, Inc. All Rights Reserved
    39. 39. Time Savings Feature Duplicate # Entries Minutes Follow-up Follow-Up Total Fields Records (fields*records Saved Min/ Record Savings Annual ) Savings Worker’s 7 200 1,400 90 0 0 90 Comp Bonuses 5 35 175 6 10 350 356 Corporate 1 82 82 3 15 1,230 1,233 Licenses Employee 1 180 180 6 15 2,700 2,706 Licenses PDH’s 1 143 143 5 10 1,430 1,435 Subconsultant 1 195 195 7 15 2,925 2,932 Insurance Record’s 5 1,100 5,500 183 10 11,000 11,183 Management Memberships 12 84 1,008 34 10 840 874 TOTAL 33 2,019 8,683 334 20,475 20,809 341 hours 347 hours 347 hours per year saved from just these 8 changes!39 ©2012 Deltek, Inc. All Rights Reserved
    40. 40. Questions/Discussion
    41. 41. TakeawaysThere is more to life than ExcelVision can be the place for all your dataIdeas where you can reduce duplicate entry & improveefficiencyWorkflows can be used to automate, follow-up, and work whenyou are not41 ©2012 Deltek, Inc. All Rights Reserved
    42. 42. Contact Information: Melissa Case, CPA R.A. Smith National, Inc Brookfield, WI Melissa.case@rasmithnational.com42 ©2012 Deltek, Inc. All Rights Reserved
    43. 43. Call to ActionPS-81: 30 Workflow Automations to Save Time and MoneyPS-237: Best Practices for Creating Real Time Financial orProject Reports in ExcelPS-50: Streamline Your Business with Vision Workflows43 ©2012 Deltek, Inc. All Rights Reserved
    44. 44. Thank You!

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