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2013-04-03 Government Contractor Systems
The seminar focused on financial and project management systems for government contractors, addressing accounting challenges and solutions. It presented Microsoft Dynamics as an integrated software for managing project-based financials, highlighting benefits like improved cost control, real-time data access, and compliance with DCAA audits. Attendees learned about key features, system functionality, and the importance of consistent accounting practices for both commercial and government contracting.
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2013-04-03 Government Contractor Systems
- 1. Government Contractors Financial & Project Management Systems Seminar Seth Zarny – Raffa Partner Kellye Jennings – BDO Partner Glenn Anstead – Raffa Senior Manager Thrive. Grow. Achieve. April 3, 2013
- 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. WHO IS RAFFA? MicrosoftGold Competency ERP Partner with offices in Washington, DC and Rockville, MD Specializing in Project Management & Accounting (PMA) solutions for Professional Services, NGO’s, Government Contractors, and Other Project Driven Organizations 260 management, accounting, and systems professionals 3
- 4. DO YOU NEEDTHE NEW SOFTWARE? HINT – SOMETIMES YOU NEED TO CHANGE YOUR SOFTWARE! 4
- 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. OUR CUSTOMERS • BusinessServices, 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
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- 8. CRITICAL REQUIREMENTS FOR SUCCESS WHAT TO LOOK FOR WHEN REVIEWING INTEGRATED SOLUTIONS? Out of the Box, Proven Financial and Operational Software •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. BUSINESS PROCESS IMPROVEMENTS INDIRECT RATES • Monitor Trends via Management Reporter • More Accurate Cost Information for Bidding • More Accurate Historical Procurement Costs TRACEABILITY OF SOURCE DOCUMENTS • Management Reporting Drill Down • On line Inquiry Screens • Transaction Level Detail • Imaging/Document Management 9
- 10. BENEFITS FOR GOV’T CONTRACTORS CONTRACTORS 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 Plus INTEGRATED TIME AND EXPENSE TO FINANCIALS WEB BASED ACCESS FOR REMOTE EMPLOYEES EARNED VALUE MANAGEMENT CAPABILITIES 10
- 11. MIXED COMMERCIAL & GOV’T REQUIREMENTS WHAT IS KEY FOR COMPANIES DOING BOTH COMMERCIAL AND GOVERNMENT CONTRACTING? •Consistent Accounting Practices for Both Businesses •Allocations must be the same •Overhead, G&A, and Unallowable pools 11
- 12. OPERATIONAL BENEFITS WHAT BENEFITSSHOULD OPERATIONS & PROJECT MANAGERS RECEIVE FROM MICROSOFT DYNAMICS? •Superior Cost Control •Real time visibility into committed costs •Immediate access to supporting documentation via document imaging •Earned Value Management visibility 12
- 13. THE DCAA AUDIT HOWDOES MICROSOFT DYNAMICS STACK UP DURING 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. MICROSOFT INTEGRATED SOLUTIONS • Dynamics ERP • SharePoint 14
- 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. FUNCTIONALITY PROVIDED BY 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. MICROSOFT SHAREPOINT WHAT ISMICROSOFT SHAREPOINT? A FOUNDATION FOR CONNECTED INFORMATION • Team Collaboration • Dashboard • Key Performance Indicators • Dynamics Business Portal • Integrated with Project Server 17
- 18. WHAT WILL YOUGET FROM THE INTEGRATED SOLUTION? ORGANIZED FLOW OF INFORMATION • Project Management • Resource Allocation • Financial Reporting SEAMLESS INTEGRATION OF INFORMATION ONE VIEW OF THE DATA TOOLS YOUR TEAM IS FAMILIAR WITH… 18
- 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. REPORTING VS. DASHBOARDS Many people use the terms interchangeably What is the purpose of a report in Government Contracting company? • Compliance • Company Directed What is the purpose of a dashboard? • Drive user towards decision How do you know what the Dashboards should be? • Key Performance Issues of Company What are KPI’s? • Key Performance Indicator 20
- 21. DYNAMICS SL OVERVIEW PROJECT DASHBOARD • Real-time visibility into your data • Project P&L • Labor hours statistics 21
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- 24. DYNAMICS SL OVERVIEW- ASSIGN RESOURCES 24
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- 26. Benefits Beyond The Norm Traditional Project Management Project 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. 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. Bringing it AllTogether A 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. DYNAMICS SL OVERVIEW Exec Mgmt Dashboards Real-time visibility into your data Top 10 Customers Year over year Sales and Margin 29
- 30. DYNAMICS OVERVIEW Increased Visibility Real-time visibility into your data Labor statistics by Customer 30
- 31. DYNAMICS OVERVIEW Web based Timecards Online Timesheets 31
- 32. DYNAMICS OVERVIEW Project Visibility Online Project visibility – multiple levels… 32
- 33. DYNAMICS OVERVIEW Project Visibility Online Project visibility – multiple levels… Commitments & Budgets 33
- 34. DYNAMICS OVERVIEW Self Service Access Online Project visibility – multiple levels… Self-service – Project profitability 34
- 35. DYNAMICS OVERVIEW Ability to drill into the details Online Project visibility – multiple levels… Self-service – Drill into the supporting details 35
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- 37. Questions & Answers… Thank you for attending & please complete the evaluation forms! KELLYE JENNINGS kjennings@bdo.com GLENN ANSTEAD ganstead@raffa.com SETH ZARNY szarny@raffa.com JEREMY TARO jtaro@raffa.com 37