Deltek Vision User Group – Nv 2017

Deltek Vision User Group
Baton Rouge, LA | Houston, TX | Honolulu, HI
November, 2017

Agenda
• Introduction
• Project Setup Best Practices
• Year-End Considerations
• Tips & Tricks
• Cloud & Deltek for Professional Services
• Q&A / Round Table and Open Discussion
• Adjournment
© BCS ProSoft, Inc. All Rights Reserved. 2

Introductions

Project Setup Best Practices

DO THESE SOUND FAMILIAR? 
• Why does it matter how a project is setup?
• How does this benefit my firm?
• “It’s too much work!”
• Project Managers tell Accounting to setup a project and they
will send the details later or never provides them.
• “We don’t have time to chase contracts!”
• Project managers have an excel spreadsheet to track
budgets; they seem happy.
• If we had this information up front, we wouldn’t be redoing
this now.
Project Info Center

Maximize the Value of the System
Your Already Own
A small amount of communication and
collaboration can be an invaluable timesaver for
your firm:
 Provide PM’s with real-time, accurate data
 Eliminate manual errors on spreadsheet
 Eliminate duplication of entry
 Make sure the invoice matches the contract.
 Ensure the Customer is Satisfied!!
© BCS ProSoft, Inc. All Rights Reserved.
6

Enhanced reporting capabilities at the lowest
WBS level

Enhanced reporting capabilities with fee
allocation enabled for a fixed fee project

Enhanced analytical financial reporting
capabilities with fee revenue eliminated

Prior to setting up your project, did you:
 Review the contract?
 Engage with the PM to discuss budgetary
requirements and reporting needs?
 Note the specific line items for invoicing?
 Determine the type of contract (i.e. MSA, IDIQ)?
 Review the invoicing requirements specified by
the client?
 Ensure all information is in hand?
Project Setup Checklist

Very often we receive requests for reporting assistance. In most cases,
there is nothing inaccurate about the report data but the structure of the
project setup that results in inaccurate reports. Setting up projects properly
will facilitate accurate billing, budgeting and reporting.
tl;dr: How you set up your projects determines billing, budgeting and report accuracy
Project Reporting Accuracy

• Incorporate contractual line items into your structure
• Ensure additional WBS levels or labor codes are utilized if needed to accommodate
project budgeting and reporting
– Notes: if you are using Resource Planning, and need or want to plan to the labor
code level, each projects’ WBS needs to be consistent (i.e. If a project has phases
and tasks…ALL phases must have tasks if budgeting by labor code).
• Associate billing terms to the appropriate WBS level
• Take advantage of the Contract Management tab to monitor and provide visibility of
contract/scope activities
• Setup user defined fields to track additional information for querying and reporting
• Utilize Workflows for project maintenance (automatically updating fields, alerts for
important dates, milestones, etc).
• Upload business critical documents such as contracts such as contracts, change orders,
consultant contracts, certificate of insurance, etc.
Project Info Center Best Practices

Work Breakdown Structure
Considerations
• Although you have flexibility in your structure, there is
value in maintaining consistency
• Evaluate the type of contract, take into consideration your
Organizational structure as org reporting can be impacted
• Align your project WBS to your billing phases, project
management reporting, budgeting and billing needs.
Projects can have a variable WBS or none at all
• Benefits: more accurate reporting for analytical purposes
for Spent, billed budget reporting by labor, consultant and
expenses as well as revenue allocation

• Inability to report earned and billed at
Phase/Task level
• Inability to budget at Phase/Task level
• Labor codes not enabled; inability to budget
down to that level
• Inability to allocate revenue if Phase/Task is Org
centric
Cons of a Flat WBS

1. The architectural services as
described in the scope of work will be
provided for the fixed fee of Four
Hundred Eighty-Five Thousand and
00/100 dollars ($485,000.00) inclusive
of General Excise Tax:
• Architect 485,000.00
• Bid/Negotiation 125,000.00
• Schematic Design 125,000.00
• Design Development 60,000.00
• Construction Doc 50,000.00
• Construction Admin 25,000.00
• Electrical Engineer 50,000.00
• Structural Engineer 50,000.00
Contract Example
Article 1: Compensation
Vision WBS with billing terms linked

Allocating Billed Revenue on Fee
Invoices Based on Transactions
• Resolves a common issue regarding fee split
between “us and our sub-consultants”
• Enabling this feature allocates billed fee for the
period based on AP vouchers posted and labor
posted for the period
• AP generally takes precedent for allocation /
Labor takes what’s left based on configuration
16

03
Year-End Considerations

YEAR END TASKS
• Payroll/W-2s/Tax Tables (V 7.5, 7.6 and DPS)
• Benefit Accruals / Open New Benefit Year
• 1099 Initialization
• Update Billing Rate Tables
• Year end update will be out in Mid-December
Year End Considerations

04
Tips & Tricks

• Use for client discounts,
adjustments or overall
markups/service fees
• Must use to apply retainers to
invoices
• Consider using for
Fringe/OH/G&A rates - Add-
on’s can be compounded on
other add-ons
• Make sure you are editing the
account field when appropriate
(i.e. retainers)
Billing Terms:
Add-Ons
Billing terms add-ons

• Use for high volume
vendor invoices
• Credit Card Charges
• Bank Reconciliation
• Field Hours
• Journal Entries
• Payroll Entries
Import Data from
Vendors into Vision
Seamlessly import data from Vendors to Vision

• Look for vendor that
contains a
character/symbol in the
Vendor ID.
• Undo/Reset incomplete
File
• Key Convert Vendor ID
to eliminate the symbol
• Post the AP File
“Incomplete Posting”
AP Voucher File Error
Error “Incomplete Posting” when posting AP Voucher File

Q&A/Discussion
But first…

Thoughts On the Cloud
• Less time on upgrades, equipment, maintenance
and monitoring
• No more hardware costs or unexpected expenses.
Consistent fees ease budgeting
• Put your best IT resources where you need them
most – not monitoring infrastructure
• Secure data off site, constantly monitored and
available to you anywhere
• Deltek is a “Cloud First Company”
– 80% of revenue comes from SaaS
24

DPS is the future of Vision and
Deltek’s reimagined flagship project-
focused solution for architects,
engineers and other professional
services firms.
DPS features a modern and intuitive
user experience designed to help
you manage the entire project
lifecycle better…from the front office
to the back office and everything in
between.
It is the next step in Deltek’s Cloud
future as they move to a “Cloud first”
and “Cloud optimized solution.”
Deltek for
Professional Services
Migration checklist available at
https://dsm.deltek.com/DPS/logon.aspx

• DPS is the next version of Vision
• Currently only available to Cloud customers
• When and how you migrate will be up to you
and there are factors you need to consider
• All Vision customers will get DPS as a part
of their maintenance or annual subscription
DPS: Key Points

• We are currently on Vision 7.5. Do we need to update our software to the
latest version? Does that mean we have to move to Cloud?
• What are the general system, hardware and other requirements for Vision
Cloud and how do you prepare for it?
• Any advice on Deltek for Professional Services (DPS)? Should we consider
moving to it?
• Invoices (how to attach excel or word docs & save)
• How do you transfer posted overhead labor to a regular project?
• How do you export a project rpt to an excel doc and edit?
Submitted Questions

04
Q&A and Round Table Discussions

• Operational excellence
Improve efficiency & effectiveness, improve processes, reduce
overhead and improve cashflow
• Customer experience
– Understand customer needs and optimize customer interactions
across multiple touchpoints
• Business transformation
– Manage team dynamics to implement structural, process and
technology changes
• Cloud solutions & IT excellence
– Increase the value of technology investments, align IT processes
and investments with business strategies
Business Process Optimization

Remember to complete the
survey to request CPE
credits and let us know
what you thought.
Your feedback is greatly appreciated.
https://www.surveymonkey.com/r/JCNWX62

Questions?
If you have any questions or need further
assistance with your Deltek Vision system
please contact your Account Manager or
the BCS Deltek Services Team.
 shawna.dillard@bcsprosoft.com
 john.owen@bcsprosoft.com
 russell.keller@bcsprosoft.com

Deltek Vision User Group – Nv 2017

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