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BD-209Using GovWin / CostpointCRM to Support ContractData Management,Compliance and ReportingMay 18, 2011Presented byJohn ...
Enabling Success                       Project                      Human               Financial          Project        ...
Win More                       Project                      Human             Financial          Project                  ...
Agenda Introduce our GovWin / Costpoint CRM implementation Describe legacy processes and associated requirements gaps W...
Key Session Takeaways Understand the benefits of storing Contract Data and Documents in a system  configured for Federal ...
Our GovWin / Costpoint CRMImplementation January 2011 Go-Live – GovWin / Costpoint CRM v6.1 SP3 System Configuration and...
Contract Mgmt - Before CRM     Signed                                                           Legacy Contract    Federal...
Why GovWin / Costpoint CRM? Designed to meet Federal Contracting needs Configurable to meet our data requirements Syste...
Contract Mgmt - CRM Solution           Signed                                                     GovWin / Costpoint CRM  ...
CRM Configuration CRM configured by Subject Matter Experts (SMEs) and Deltek Consultant to  ensure thorough tracking of d...
CRM Configuration Contract Provisions screen designed to ensure thorough tracking of all applicable  clauses and regulati...
CRM Configuration Logical contract hierarchy ensures structured organization “CopyDown” SQL Stored Procedure copies Cont...
CRM Configuration Contract Modification data is stored in a grid on the Award/Modifications Tab “Recalculate Mod Data” w...
CRM – Reporting Objectives DCAA Contract Brief – CRM Merge Document SOX Key Control over Financial Reporting (KCFR) – CR...
DCAA Contract Brief Contract Briefs are delivered annually to DCAA. CRM Merge Document  functionality creates the Contrac...
SOX Key Control – KCFR SOX Key Control over Financial Reporting (KCFR) helps ensure financial  integrity within the contr...
SOX KCFR – Before & After                               Legacy Process                                       CRM Process  ...
SOX KCFR – CRM Solution                                                          (1) Complete CRM Contract                ...
SOX KCFR – CRM Solution Centralized storage of SOX Artifacts within the CRM Activity Manager, improved  quality of submis...
Data Calls – Before CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which...
Data Calls in CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which contr...
Data Calls in CRM                                                          CRM Contract List permits                     ...
Data Calls in CRM Display CRM Contract List output on screen, or export to output file format  (PDF, XLS, RTF, etc.)23   ...
CRM Document Management CRM organizes Contract Documents into a folder structure and links them to the  Contract. Folder...
Future Improvements Work with Subject Matter Experts to identify additional reporting needs. Consider implementing Delte...
Conclusion This session demonstrated how GovWin / Costpoint CRM can be configured to  aid Contract Data Management, and t...
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Deltek Insight 2011: Using GovWin / Costpoint CRM to Support Contract Data Management, Compliance and Reporting

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Deltek Insight 2011: Using GovWin / Costpoint CRM to Support Contract Data Management, Compliance and Reporting

  1. 1. BD-209Using GovWin / CostpointCRM to Support ContractData Management,Compliance and ReportingMay 18, 2011Presented byJohn Purcell
  2. 2. Enabling Success Project Human Financial Project Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Winning More Increasing Project Improving Cash Reducing the Cost Business Visibility Flow of Compliance2 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  3. 3. Win More Project Human Financial Project Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Opportunity Proposal Customer & Teaming Identification Development Pipeline Mgmt3 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  4. 4. Agenda Introduce our GovWin / Costpoint CRM implementation Describe legacy processes and associated requirements gaps Why GovWin / Costpoint CRM? Demonstrate how our GovWin / Costpoint CRM implementation closes the requirements gaps from the legacy system Examine areas for future improvement in our CRM implementation Conclusion and Q&A4 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  5. 5. Key Session Takeaways Understand the benefits of storing Contract Data and Documents in a system configured for Federal Contracting Understand how GovWin / Costpoint CRM functionality may be used in support of key reporting objectives Understand how standard GovWin / Costpoint CRM reports may be used to improve the Data Call response process5 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  6. 6. Our GovWin / Costpoint CRMImplementation January 2011 Go-Live – GovWin / Costpoint CRM v6.1 SP3 System Configuration and User Testing occurred in 2010 Stand-Alone Implementation - no Costpoint integration Implemented Contract Management Only, not Opportunity Management Session Presenter worked on system requirements and testing6 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  7. 7. Contract Mgmt - Before CRM Signed Legacy Contract Federal Data System and Contract Shared Drive Legacy Manual Documents System not Manual Manual DCAA stored on configured SOX KCFR Data Call Contract stand-alone for Federal Reporting Responses Brief shared drive Contracting Difficult to meet reporting objectives with timely, accurate responses7 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  8. 8. Why GovWin / Costpoint CRM? Designed to meet Federal Contracting needs Configurable to meet our data requirements System functionality can automate internal and external reporting objectives Powerful searching and reporting capabilities transform the Data Call response process Contract data and documents are stored together for easy retrieval System is easy to learn and use8 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  9. 9. Contract Mgmt - CRM Solution Signed GovWin / Costpoint CRM Federal Contract Data and Documents Contract Automated Documents Configured Automated Automated DCAA organized for Federal SOX KCFR Data Call Contract in CRM Contracting Reporting Responses Brief Repository Automation of Reporting Objectives Documents Linked to Contracts for Easy Retrieval9 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  10. 10. CRM Configuration CRM configured by Subject Matter Experts (SMEs) and Deltek Consultant to ensure thorough tracking of data elements Configuration organized into logical categories to expedite contract data entry – General, Contract Info, Contract Provisions, Modifications, SOX Questionnaire, Activities, Documents10 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  11. 11. CRM Configuration Contract Provisions screen designed to ensure thorough tracking of all applicable clauses and regulations.11 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  12. 12. CRM Configuration Logical contract hierarchy ensures structured organization “CopyDown” SQL Stored Procedure copies Contract Provisions from Contract Vehicle to Ordering Agreement, then from Ordering Agreement to Task Order. Reduces repetitive data entry and speeds up the Contract Setup Process.12 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  13. 13. CRM Configuration Contract Modification data is stored in a grid on the Award/Modifications Tab “Recalculate Mod Data” workflow is used to recalculate contract totals Contract Modification data is exported to the DCAA Contract BriefCRM Modifications GridDCAA Contract Brief Output13 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  14. 14. CRM – Reporting Objectives DCAA Contract Brief – CRM Merge Document SOX Key Control over Financial Reporting (KCFR) – CRM Activity Manager Data Calls – CRM Standard Reports CRM Document Management14 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  15. 15. DCAA Contract Brief Contract Briefs are delivered annually to DCAA. CRM Merge Document functionality creates the Contract Brief in .RTF format. Complete CRM Contract Setup, then merge data into the DCAA Contract Brief template. DCAA Contract Brief Output • Reporting methodology standardized • Merge Template is easy to update and test • Briefs may be created individually or in batch15 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  16. 16. SOX Key Control – KCFR SOX Key Control over Financial Reporting (KCFR) helps ensure financial integrity within the contract signings process. When a contract is signed, the Contract Negotiator must send a completed SOX Questionnaire along with Contract Documents to an internal SOX reviewer. The Contract Negotiator must store time-stamped evidence that the SOX Questionnaire was sent for internal review. This evidence is known as the “SOX Artifact”. Contract details (terms and conditions, clip level) determine the scope of the review. Larger, more complex contracts require a full review of contract financial data compared to contract documents.16 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  17. 17. SOX KCFR – Before & After Legacy Process CRM Process Set up Contract Receive signed Store documents Complete SOX on legacy Questionnaire in in CRM. Attach contract from customer shared drive MS Word Documents. Email Wait for Store SOX Artifact Click SOXquestionnaire and Response (email) for future Workflow contract docs to follow-up SOX reviewer button Total Time: Total Time: Days Hours 17 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  18. 18. SOX KCFR – CRM Solution (1) Complete CRM Contract Setup, then click workflow button to create the SOX Activity (3) SOX Reviewer conducts internal review, then marks Activity “Completed” when finished (2) Workflow creates the SOX Questionnaire as a CRM Activity for internal review. To preserve data integrity, the Activity is read-only18 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  19. 19. SOX KCFR – CRM Solution Centralized storage of SOX Artifacts within the CRM Activity Manager, improved quality of submissions and faster processing time. SOX Reviewer uses CRM Activity Manager to track workload. For in-depth reviews, the SOX Reviewer may access contract documents using CRM Document Management Tab. Feedback loop from SOX Reviewer to Negotiator occurs outside CRM – requests for clarification or correction and resubmission.19 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  20. 20. Data Calls – Before CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which contracts have Government Furnished Equipment? Look through shared drive Find Send email requests for Wait documents missing info Days or Review Weeks Clarify List Results Results Requests in MS Excel Per Inquiry20 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  21. 21. Data Calls in CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which contracts have Government Furnished Equipment? Minutes Per Inquiry Submit Review Refine & Draw Query Results Conclusions21 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  22. 22. Data Calls in CRM CRM Contract List permits searching and reporting on any field within CRM. Enter search criteria and select fields to display22 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  23. 23. Data Calls in CRM Display CRM Contract List output on screen, or export to output file format (PDF, XLS, RTF, etc.)23 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  24. 24. CRM Document Management CRM organizes Contract Documents into a folder structure and links them to the Contract. Folder structure defined by SMEs. Attach, download or check-out Contract Documents quickly and easily.24 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  25. 25. Future Improvements Work with Subject Matter Experts to identify additional reporting needs. Consider implementing Deltek Performance Management (Cognos) to meet new reporting requirements.25 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
  26. 26. Conclusion This session demonstrated how GovWin / Costpoint CRM can be configured to aid Contract Data Management, and to support the production of DCAA-required deliverables and internal SOX key controls. Questions? www.twitter.com/deltek www.facebook.com/deltekinc www.linkedin.com/company/163414 www.youtube.com/user/deltekinc26 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved

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