2013-04-03 Government Contractor Systems

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Government Contractors are under pressure to allocate resources more effectively, increase client billing rates, and differentiate themselves through innovative service delivery in order to generate greater profit margins in the face of ever-increasing competition and regulatory DCAA compliance. Accounting for every detail of a project or contract, including measuring the degree of project completion, remains a huge challenge for Government Contractors. Join Raffa & BDO to learn how you can solve your compliance and project management challenges with an effective Microsoft Dynamics solution.

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2013-04-03 Government Contractor Systems

  1. 1. Government Contractors Financial & Project Management Systems Seminar Seth Zarny – Raffa Partner Kellye Jennings – BDO Partner Glenn Anstead – Raffa Senior ManagerThrive. Grow. Achieve. April 3, 2013
  2. 2. AGENDA• Introductions – BDO, Raffa, & Audience• Accounting Challenges for Govt Contractors• Typical Govt Contracting Accounting Requirements• Accounting System Overview – On-demand Financial & Project Reporting – Project Management & Job Summary Reports – Earned Value Management• DCAA Time and Expense Reporting• Provisional & Indirect Cost Analysis 2
  3. 3. WHO IS RAFFA?Microsoft Gold Competency ERP Partner with officesin Washington, DC and Rockville, MDSpecializing in Project Management & Accounting(PMA) solutions for Professional Services, NGO’s,Government Contractors, and Other Project DrivenOrganizations260 management, accounting, and systemsprofessionals 3
  4. 4. DO YOU NEED THE NEW SOFTWARE?HINT – SOMETIMES YOU NEED TO CHANGE YOUR SOFTWARE! 4
  5. 5. OUR SOLUTION• Project Management and Accounting from Microsoft Dynamics – An integrated suite of 9 modules that provide financial accounting, project management and resource management capabilities – Key features include: time and expense management, billing, revenue recognition, cost allocations, contract management, payroll reporting, employee and resource utilization, and real-time project profitability analysis – Integration with Microsoft Project combines real- time financial data with best-of-breed project planning, task scheduling, knowledge management, and skills management capabilities 5
  6. 6. OUR CUSTOMERS• Business Services, Consulting, IT and Computer Services, Engineering, Government Contractors, Public Relations / Lobbying, and Construction• All size companies in the mid-market spectrum – typically $5-500M revenue & 25-1000 employees• Project-centric divisions and departments in large enterprise 6
  7. 7. CRITICAL REQUIREMENTSFOR SUCCESS… 7
  8. 8. CRITICAL REQUIREMENTS FOR SUCCESSWHAT TO LOOK FOR WHEN REVIEWINGINTEGRATED SOLUTIONS?Out of the Box, Proven Financial and OperationalSoftware •Proven management of Indirect and Direct Costs •Integrated across Finance and Project Management / Operations •Business Process Automation •Setup Flexibility to meet business needs 8
  9. 9. BUSINESS PROCESSIMPROVEMENTSINDIRECT RATES • Monitor Trends via Management Reporter • More Accurate Cost Information for Bidding • More Accurate Historical Procurement CostsTRACEABILITY OF SOURCE DOCUMENTS • Management Reporting Drill Down • On line Inquiry Screens • Transaction Level Detail • Imaging/Document Management 9
  10. 10. BENEFITS FOR GOV’T CONTRACTORSCONTRACTORS LOOK FOR SOLUTIONS THAT CAN MANAGE MULTIPLE CONTRACTS AND COST POOLS. NEED TO SEPARATE INDIRECT COSTS FOR REPORTING PURPOSES • Time and Materials • Fixed Firm Price • Cost PlusINTEGRATED TIME AND EXPENSE TO FINANCIALSWEB BASED ACCESS FOR REMOTE EMPLOYEESEARNED VALUE MANAGEMENT CAPABILITIES 10
  11. 11. MIXED COMMERCIAL & GOV’T REQUIREMENTSWHAT IS KEY FOR COMPANIES DOING BOTHCOMMERCIAL AND GOVERNMENT CONTRACTING? •Consistent Accounting Practices for Both Businesses •Allocations must be the same •Overhead, G&A, and Unallowable pools 11
  12. 12. OPERATIONAL BENEFITSWHAT BENEFITS SHOULD OPERATIONS & PROJECTMANAGERS RECEIVE FROM MICROSOFTDYNAMICS? •Superior Cost Control •Real time visibility into committed costs •Immediate access to supporting documentation via document imaging •Earned Value Management visibility 12
  13. 13. THE DCAA AUDITHOW DOES MICROSOFT DYNAMICS STACK UPDURING THE AUDIT? • Successfully completed years of DCAA audits • Provides timely access to information • Reduces the time required by internal staff during the audit process 13
  14. 14. MICROSOFT INTEGRATEDSOLUTIONS • Dynamics ERP • SharePoint 14
  15. 15. WHAT IS MICROSOFT DYNAMICS?• INTEGRATED FINANCIAL AND OPERATIONAL/PROJECT MANAGEMENT SOFTWARE• FAMILIAR TO YOUR EMPLOYEES• GOVERNMENT CONTRACTING INDUSTRIES: • Professional Services • Contracting • Manufacturing • Distribution• ACCEPTED BY DCAA 15
  16. 16. FUNCTIONALITY PROVIDEDBY DYNAMICS •FINANCIALS •ACCOUNTING •FRINGE, OVERHEAD AND G&A RATE CALCULATIONS • Cost Segregation – Allowable vs. Unallowable •JOB COSTING •PURCHASING & REQUISITION MGMT •MANUFACTURING •INVENTORY MANAGEMENT •SALES ORDERS •SERVICE MANAGEMENT •CUSTOMER RELATIONSHIP MANAGEMENT 16
  17. 17. MICROSOFT SHAREPOINTWHAT IS MICROSOFT SHAREPOINT?A FOUNDATION FOR CONNECTED INFORMATION• Team Collaboration• Dashboard• Key Performance Indicators• Dynamics Business Portal• Integrated with Project Server 17
  18. 18. WHAT WILL YOU GET FROM THE INTEGRATED SOLUTION?ORGANIZED FLOW OF INFORMATION • Project Management • Resource Allocation • Financial ReportingSEAMLESS INTEGRATION OF INFORMATIONONE VIEW OF THE DATATOOLS YOUR TEAM IS FAMILIAR WITH… 18
  19. 19. PROJECT MANAGER SUPPORT• WEB ACCESS TO YOUR DATA – Immediate access to Projects profitability – Maintain projects – Assign resources to projects, tasks or subtasks – Create initial and subsequent budgets – Set maximums for Projects and Tasks – Store and share Project invoices in a document repository – Enter time remotely supporting your companies needs: bi-weekly, semi monthly… 19
  20. 20. REPORTING VS. DASHBOARDSMany people use the terms interchangeablyWhat is the purpose of a report in Government Contracting company?• Compliance• Company DirectedWhat is the purpose of a dashboard?• Drive user towards decisionHow do you know what the Dashboards should be?• Key Performance Issues of CompanyWhat are KPI’s?• Key Performance Indicator 20
  21. 21. DYNAMICS SL OVERVIEW PROJECT DASHBOARD• Real-time visibility into your data• Project P&L• Labor hours statistics 21
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  24. 24. DYNAMICS SL OVERVIEW -ASSIGN RESOURCES 24
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  26. 26. Benefits Beyond The NormTraditional Project ManagementProject Management & Accounting• On time versus original Reduced time to market schedule estimate and/or cycle time• Within budget versus Project revenue, cost, original cost estimate and profitability• Within scope versus original Business value of deliverables services delivered• Meet or exceed Alignment with customer expectations business and client• “Best available” resource objectives utilization “Best fit” skills-based resource optimization 26
  27. 27. Other Measurable Benefits• Better Prioritization of Projects and Services It is shocking how many “projects” operate below the radar screen with no plans, controls or accountability• Shorten Billing Cycles Better allocation of resource T&E to project schedules and invoicing, and faster resolution of billing disputes• Minimize Revenue Leakage Eliminate errors from manual entry or redundant systems used to invoice client services• Improved Service Agility Quicker response to sudden or unexpected changes in business priorities, competitive pressures, new technology, and economic downturns 27
  28. 28. Bringing it All TogetherA SINGLE VIEW OF OPERATIONAL DATA• Discover the one truth for your business• Provide people access and empower them with simple but sophisticated tools• Focus on what is important and act!• Institute the command and control you need to meet goals 28
  29. 29. DYNAMICS SL OVERVIEW Exec Mgmt DashboardsReal-time visibilityinto your dataTop 10 CustomersYear over yearSales and Margin 29
  30. 30. DYNAMICS OVERVIEW Increased VisibilityReal-time visibilityinto your dataLabor statistics byCustomer 30
  31. 31. DYNAMICS OVERVIEW Web based TimecardsOnline Timesheets 31
  32. 32. DYNAMICS OVERVIEW Project VisibilityOnline Projectvisibility – multiplelevels… 32
  33. 33. DYNAMICS OVERVIEW Project VisibilityOnline Projectvisibility – multiplelevels…Commitments &Budgets 33
  34. 34. DYNAMICS OVERVIEW Self Service AccessOnline Projectvisibility – multiplelevels…Self-service –Project profitability 34
  35. 35. DYNAMICS OVERVIEW Ability to drill into the detailsOnline Projectvisibility – multiplelevels…Self-service – Drillinto the supportingdetails 35
  36. 36. DEMOMICROSOFT DYNAMICS… 36
  37. 37. Questions & Answers… Thank you for attending & please complete the evaluation forms!KELLYE JENNINGS kjennings@bdo.comGLENN ANSTEAD ganstead@raffa.comSETH ZARNY szarny@raffa.comJEREMY TARO jtaro@raffa.com 37

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