Deltek Insight 2012: Vision Tips & Tricks

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When it comes to making daily use more efficient and more effective, Vision has a lot to offer. However, as usage patterns change, new employees come on board, and new versions are released -- sometimes system tips and tricks can be overlooked. Targeted at end-users (system administrators, new users, and Vision veterans), this session reacquaints you with these helpful techniques. You will walk away from this session with knowledge on how to make your use of Vision more productive -- and give you valuable ideas on ways to expand how you use Vision. Intermediate Level.

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  • Employees would apply these when:They get a new computerThey are a new employeeYou make changes to the saved display settings.
  • Cross Info Center Searches allow you to create a robust search in order to pull specific data from Vision. The example here is used to find all employees that have worked with a client.  You may want to do this when figuring out the team for a proposal.   In Employees, you search for: Search TypeSearch Field OperatorSearch ListProject Primary Client = Atlantic Research Corporation
  • Another example that you could use is find all the education contacts with a title of CEO or President in order to send out a targeted mailing.  In Contacts, you search forSearch TypeSearch FieldOperatorSearch ListConditionContact Title In list CEO;President ANDClient Type = Educational 
  • The standard Search Text field now has a lookup control which allows you to see the allowable searches in Vision. In this example, if you could not recall a particular Project Type that you want to search for, clicking the new lookup will list the available Project Types in the database. Once you have selected what you want, you can click Select to return to the main Lookup dialog, or you can click Select and Close to retrieve all of the records that match the search criteria.
  • Vision Reporting now has a Show Reports dropdown to limit the types of reports displayed in the reporting window.
  • Select the List View button to display multiple records at a time. Use the Select Fields button to choose which columns will be included in the view.
  • All List Views have a Print and Export to Excel option. Select the Print option to print the data in the List, or select Export to Excel to export the data for additional analysis and printing.
  • Many of the List Views in Vision offer an Enable Grouping option. Use this option to generate a heirarchical grid view of your data. You can then use the Print or Export to Excel to conduct additional analysis.
  • Smart Pinning is new to Vision 7, and is similar to the Freeze Panes command in Excel. You can lock one or more columns in place so that they do not disappear as you scroll to the right in a grid that has many columns.
  • A little known trick is the Lookup Override. Here is a regular search where I am searching for Tasks that have the name “Architecture”. After clicking Search, I then click Apply. When the report is previewed I see all of the Tasks that are named “Architecture”.
  • If you select specific records from the Results grid and then click apply, the Override method is employed. Instead of retrieving Just the “Architecture” tasks for Projects 1000.00 & 1001.00 Vision will retrieve all of the WBS levels for Projects 1000.00 & 1001.00 because they have at least one Task named “Architecture”. Additionally, the default search behavior for projects is to capture the search level and everything below it. For example, if I search for projects having a Phase # equal to 01, I will receive all projects having Phase 01 along with the lower levels belonging to Phase 01. The override method will capture all levels of a project having a Phase 01.
  • Add Planning to Info Centers. Right-click add after, projects. Copy the action items from the Project Planning link within Planning.Create Company Links sectionIntranet on nav treehttp://intranet.deltek.com/
  • User Defined Info Centers are created in User Defined Components dialog (previously named User Defined Tabs). Here are some examples from existing customers:CountryDifferent laws and customs in different countriesTrack when you need visas, life insurance, if they have a 15 month bonus, holiday pay, what is required by lawAssociate with contacts, opportunities, projects, clients, vendors, etc.Company LibraryHave resources in many different offices – need to know where it is and who has currently borrowed it.RecruitingTrack potential new hires in a separate IC without cluttering employees or having strange workarounds for filtering real employeesTraining RequestsEmployees can request approval to attend a training, supervisor has 10 days to approve – uses workflow for this process. Fields for Who, What, When, Cost, Business Needs, Benefits to the CompanyAfter the training the employee must enter certain information – sign off that he went and notes from the training.Offsite StorageEngineering firms often store documents for clients as a service. These documents might go back 50 or 60 years.Need to know where a document is located including shelf/box number, how long it should be kept, when it can be purged, who had it last, what type of media (is it a large drawing or is it on a CD?)FundingAn area to track grants that are available – use this for marketing purposes – we can save you money by helping you with this grantIT Service RequestsReport an issue to IT – fields for priority, type of problem (is it software or hardware?), description of troubleshooting stepsSome fields are available to IT only.Company StoreAn area for people to order logo-wearUse WF to email the clerk responsible
  • Location is under Configuration\\General\\User Defined Components. Notice the “New Info Center” option at the top of the screen. Every field on a User Defined Info Center is either a custom field or a custom grid.
  • Example of User Defined Info Center with extensive use of fields and Screen Designer
  • Example of User Defined Info Center with extensive use of fields and Screen Designer
  • In fact, this slide is meant to represent the massive expansion of the data setOn the left you are seeing the data measures that are available today in Vision 5 and 6.1. On the right you are seeing all of the data measures that will be available in EuropaWhere previously only limited areas of Vision were included within this performance data, the exposes data related toProject planning, CRM, Project budgeting, Revenue and expenses, General ledger budgeting, Accounts receivable aging
  • In fact, this slide is meant to represent the massive expansion of the data setOn the left you are seeing the data measures that are available today in Vision 5 and 6.1. On the right you are seeing all of the data measures that will be available in EuropaWhere previously only limited areas of Vision were included within this performance data, the exposes data related toProject planning, CRM, Project budgeting, Revenue and expenses, General ledger budgeting, Accounts receivable aging
  • The support site has many features available to you for getting fast answers to potential issues. If you do not know who your Support Contact Manager is, you can receive Account Assistance by emailing E-SupportAccess@Deltek.com. Your Support Contact Manager has the ability to add employees, usernames and passwords to gain access to the Customer Care site.
  • If you store the Support username and password for a user, Vision will automatically log them into the Customer Care site when they select the applicable option from the Main Help Menu.
  • Deltek Insight 2012: Vision Tips & Tricks

    1. 1. Vision Tips & TricksBrent Johnson, Senior Designer, DeltekDeb Eastberg, Senior Designer, DeltekPS-119
    2. 2. IntroductionBrent Johnson  Vision Designer  Former Vision customer  Working with Vision since 3.0Deb Eastberg  Vision Designer  Former Vision consultant, Rapid Response support , conversion specialist and legacy product support, consultant and trainer  Working with Vision since 20052 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    3. 3. AgendaEveryday Basics for AllFor the Intermediate UserThe Efficient AdministratorQ&ATip Sharing3 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    4. 4. Everyday Basics for Everyone Options and Display Settings Dashparts on Dashboards Timesheet Settings and Options Access to Information4 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    5. 5. Options5 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    6. 6. Options6 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    7. 7. Display SettingsSave yoursettings andshow youremployeeshow to applythem.7 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    8. 8. Dashboard and Dashparts8 12/13/2012 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    9. 9. System Dashparts Add Alerts for Time Sheet, workflow and other warnings Create lists of commonly accessed records. Add links to commonly used Applications9
    10. 10. DashboardConfigureWeb DashpartUse a Filetypedashpart todisplay a jpg,word docetc.10 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    11. 11. Do This, Don’t Do This: A web dashpart will run the website on your dashboard.Create a System DashpartLinks todisplay links to websites or files.11
    12. 12. Do This, Don’t Do That: Create a favorite report list (system dashpart). Create a favorite report that displays only the graph (web dashpart).12
    13. 13. Web DashpartFavorite Report A web dashpart Favorite Report will display the entire report on your dashboard.13
    14. 14. Tip of the Day You may want to remove the Tip of the Day for Project Managers or Time Entry users.14 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    15. 15. Copy a Dashboard Out to New Users15 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    16. 16. Time SheetShow Options Show employees Ratios, Benefit Hours or Planned Hours information.16 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    17. 17. Timesheet Comments Comments will now display more of the text within the Time Sheet window.17 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    18. 18. Comments and Edit Options Formatting can be applied to text and will print on reports. Edit dialog also has a spell checker.18
    19. 19. Timesheet Alerts Set up Company Alerts for time sheets.Use e-mail with a link andsend reminders multipletimes…19 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    20. 20. Access to Employee ReviewIf you give your Time Entryrole access to standardreports you may want tolimit their access to otheremployees. Use theEmployee Number is MeRecord Level View.20 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    21. 21. E-mail Reports21 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    22. 22. Project Manager and Vendor Payments Project Manager can search on checks related to a particular project Depending on User rights the Vendor Review is available and will display Voucher Detail and Payment Summary. Other reports are available, based on user rights.22 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    23. 23. For the Intermediate User Cross Info Center search Global Search E-mail and Instant Messaging Report Options Document Map The List View Smart Grids Project Lookup Override23 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    24. 24. Cross Info Center Searches24 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    25. 25. Cross Info Center Searches25 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    26. 26. Search Text Lookup26 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    27. 27. Global SearchesGlobal Searches are available in every info centerYou can create a Global Search from the Standard LookupOnce the Search Criteria is specified click the Organize buttonSpecify the Folder (Global or Personal) - subfolders arecreated by adding to the folder name27 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    28. 28. Instant Messaging & EmailYou can send Instant Messages and Emails directly to Visionemployees. Enable Instant Messaging in General SystemSettings. To IM or Email, click on the indicator.28 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    29. 29. Show Reports29 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    30. 30. Report Archives30 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    31. 31. Archived Reports31 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    32. 32. Info Center List View32 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    33. 33. List View Print & Export to Excel33 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    34. 34. List View Enable Grouping34 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    35. 35. Smart Pinning35 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    36. 36. Show/Hide the Document MapSelect the Document Map to quickly navigate to a Project36 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    37. 37. Project Lookup Override37 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    38. 38. Project Lookup Override38 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    39. 39. Advanced Features Navigation Tree Remittance e-mails PR Summary Tables WorkflowsE-mails User Defined Info Centers Analysis Cubes Customer Care39 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    40. 40. Customize the Navigation Menu Rearrange and add to fit your organization’s needs. Actions include HTTP, Open Application, File, Report40 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    41. 41. Navigation Menu DesignerAdding favorite reports to Nav Tree will allow employees to runthe report but not change options or selection criteria.41 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    42. 42. E-mail Remittance Form42 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    43. 43. Refresh PRSummary Table: Run ReportsRebuild Dashparts Faster43 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    44. 44. Use Summary Fields in Scheduled Workflows44
    45. 45. Workflow Buttons45 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    46. 46. Screen Designer Workflow Buttons46 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    47. 47. User Defined Info Centers You create info centers built for unique needs without custom coding Appear to be standard info centers to the typical user Are configured just like other info centers These unique info centers are not available in Transaction Center. Country Company Library Recruiting Training Requests Offsite Storage Funding IT Service Requests Company Store47 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved
    48. 48. ConfigurationGeneralUser Defined Components Placeholder48
    49. 49. Navigation Tree Display Placeholder49
    50. 50. Example of Service Request Placeholder50 CONFIDENTIAL ©2012 Deltek, Inc. All Rights Reserved

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