Deltek Vision User Group | October 2016
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This is the presentation from the Deltek Vision user groups we held this October in Honolulu, Houston and Baton Rouge. We went over some importing year-end review procedures, new features in version 7.6, some Deltek Vision Tips & Tricks, and talked about Deltek's acquisition of Union Square and Project Information Management Systems (PIMS). BCS ProSoft hosts Deltek Vision user group meetings all over the country so check out http://www.bcsprosoft.com/deltek-vision/user-groups/ to find a group near you.
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Deltek Vision User Group | October 2016
- 1. www.bcsprosoft.com Deltek Vision User Group October 19, 2016
- 2. www.bcsprosoft.com HOUSEKEEPING A FEW THINGS BEFORE WE GET STARTED
- 3. www.bcsprosoft.com AGENDA Introductions Who are you, how long have you been using Vision, where do you work, and what you do there? Year-End Review processing procedures and important considerations for Payroll users in 2017. Year-End New Features We’ll talk about what’s new in Vision 7.6 and what you may have missed in previous versions? Here are a few tips & tricks we’ve you may or may not know about to help you use Vision efficiently. Tips & Tricks Union Square Have your heard about Deltek’s acquisition of Union Square? New project, document and email management tools!
- 4. www.bcsprosoft.com INTRODUCTIONS TELL US ABOUT YOURSELF
- 5. www.bcsprosoft.com WHO WE ARE CLARK HALEY CEO BCS ProSoft JOHN OWEN Vision Consultant BCS ProSoft SHAWNA DILLARD Vision Account Manager BCS ProSoft
- 6. www.bcsprosoft.com WHAT WE DO Deltek Premier Partner Vision Resellers & Consultants BCS ProSoft BCS ProSoft, Inc. is a leading provider of ERP, CRM, HRMS and document management software solutions and as well as professional services in implementation, strategy, consulting, project management, staffing, and operations. Combining years of experience and specialized skills across the A&E, Distribution, Healthcare, Manufacturing, Professional Services, and Rental industries – BCS ProSoft works at the intersection of people, processes and technology to help clients improve performance and create sustainable value for their stakeholders. Headquartered in San Antonio, Texas and regional offices in Houston, Denver, and Honolulu, we help more than 1,500 clients improve the way they manage their business.
- 7. www.bcsprosoft.com YEAR-END REVIEW PROCESSING & PROCEDURES
- 8. www.bcsprosoft.com YEAR-END REVIEW Versions Supported for Year-End 2016 for Payroll 7.4 7.5 7.6
- 9. www.bcsprosoft.com YEAR-END REVIEW At year end, you need to complete the steps listed in the Deltek Year End Checklist - you should complete all required activities in the recommended order
- 10. www.bcsprosoft.com YEAR-END REVIEW Deltek Customer Care URL https://deltek.custhelp.com/
- 11. www.bcsprosoft.com YEAR-END REVIEW 1. Make a complete backup of your Vision database (always test the backup). SAAS clients will have this performed nightly. 2. Open a New Period (and possibly a new Fiscal Year) 3. Enter and assign new Billing Rate Tables, if applicable 4. Enter the new timesheet calendar; enter the new holiday calendar 5. Adjust employee job cost rates as needed only after the last timesheet and payroll is processed. 6. Change the new Federal reimbursable mileage rate if applicable AFTER the last 2016 expense report is posted. 7. After the last timesheet in the 2016 benefit year is posted and last 2016 payroll is processed, open the New Benefit Year. 8. After the last Payroll for 2016 and prior to the first 2017 Payroll, open the new W2 Quarter. 9. Begin to process allowable transactions in the new fiscal year - Do not process any AP Check Runs.
- 12. www.bcsprosoft.com YEAR-END REVIEW 10. Complete all Payroll payments and adjustments for 2016 11. Install the 2016 Year-End Update (Versions 7.4 and 7.5) AFTER the last payroll for 2016 is processed. Note: For Deltek First Vision Essentials SaaS customers, the Year-End Update is scheduled and installed by Deltek Cloud Operations. The timing and specifics of this update will be communicated to the SaaS Administrators within Deltek First Vision Essentials SaaS organizations
- 13. www.bcsprosoft.com 12. Print 2016 W-2 forms and, if applicable, generate the Electronic Filing (Magnetic Media) file. 13. After the last check run for 2016 and prior to the first check run for 2017, run the 1099 Initialization utility (See the Year End Guide) and process 1099’s. Print 2016 1099-MISC. forms and, if applicable, generate the Electronic Filing file YEAR-END REVIEW
- 14. www.bcsprosoft.com YEAR-END REVIEW Electronic Filing Reports for W-2s and 1099s • Toolbar options in W-2 and 1099 Processing • Use the Electronic Filing Reporting dialog box to enter information about your firm that will be included in your electronic reporting file. • For information about Electronic Filing reporting requirements, see www.ssa.gov/employer/
- 15. www.bcsprosoft.com YEAR-END REVIEW Payroll Users 1. Enter new SUTA and/or FUTA rates 2. Enter / update any other employer contribution codes if applicable 3. Set new 401(k) maximums if applicable 4. Reset any withholding changes if applicable 5. Reset Payroll Report Options that are specific to a calendar year 6. Reset Benefit report options that are specific to a benefit year after the new benefit year is opened
- 17. www.bcsprosoft.com YEAR-END REVIEW Sample: 1099, Downloaded to Notepad
- 18. www.bcsprosoft.com YEAR-END REVIEW 1. Reconcile month end as normal. 2. Print the final 2016 accounting reports 3. Close the 2016 periods and fiscal year Note: These three steps can be done whenever you and/or your CPA have completed the adjusting journal entries and are ready to close 2016; (Any month can be re-opened as Vision does not have a hard close). Keep in mind if you re-open, some of your monthly features may need to be re-run.
- 19. www.bcsprosoft.com YEAR-END REVIEW Final Step: Make a complete backup of your Vision database! Deltek recommends that you label this backup with the date as well as with the Vision version number
- 22. www.bcsprosoft.com 7.6 New Features List • Benefit Accrual by Hours Worked • Billing Enhancements • Credit Card Enhancements • Expense Reports Approvals Workflows • General Usability Enhancements • Info Center Attachments • Purchasing Enhancements • TDM for Units and Units by Project • Touch Time and Expense Enhancements • Transaction Security Enhancements
- 24. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Company Settings • Enable the feature • Set the minimum hours required to work to receive the accrual • Include / exclude overtime
- 25. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Company Settings
- 26. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Accrual Schedules • Create a tiered accrual schedule • Set the rate of accrual • Set the maximum accrued hours per accrual process
- 27. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Accrual Schedules
- 28. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Time Analysis On the Benefit Accrual Setup tab you have the option to define projects that should be excluded from benefit accruals. For example, you may want to exclude vacation hours taken in the vacation accrual or the STD accrual.
- 29. www.bcsprosoft.com BENEFIT ACCRUALS Configuration > Accounting > Time Analysis
- 30. www.bcsprosoft.com BENEFIT ACCRUALS Employee Info Center > Accounting Tab On the accounting tab there is a in the benefit accruals grid there are two new columns. “Hours earned per hours worked” lets you set the rate of accrual. “Max Hours Earned per Accrual Process” allows you to set a ceiling on employees who may include hours in excess of 40 hours as regular hours (not overtime). These fields function the same as the settings on the accrual schedules.
- 31. www.bcsprosoft.com BENEFIT ACCRUALS Employee Info Center > Accounting Tab
- 32. www.bcsprosoft.com BENEFIT HOURS ACCRUAL PROCESSING • New grid listing all the timesheets which have not been processed for this period • Once a timesheet has been processed it will no longer appear in the grid • Timesheets from prior periods will not appear in the current period • Adjustments show in the period in which they are made
- 33. www.bcsprosoft.com BENEFIT ACCRUALS Human Resources > Benefit Hours > Accruals
- 34. www.bcsprosoft.com BENEFIT ACCRUALS Benefit Hours Processing Journal ( Posting Log) Report now shows a column for hours worked
- 35. www.bcsprosoft.com BENEFIT ACCRUALS Accrued Time report options now lets you select a date range for reviewing taken and earned for a specific period
- 37. www.bcsprosoft.com EXPENSE REPORT APPROVALS Approval Workflow Overview Approval workflows are user defined workflows for specific applications in Vision. The workflow defines the approval process, approvers, allowable actions and alerts for a record. Approval workflows can be as simple or as complex as you need them to be.
- 38. www.bcsprosoft.com EXPENSE REPORT APPROVALS Upgrading to 7.6 Effect on Expense Reports • When you upgrade to 7.6, any expense reports that have already been approved will stay approved. Any expense reports that are not approved will have to be approved under the new approval workflow process. • Prior to upgrading make sure all terminated employees are set to “Staff”.
- 39. www.bcsprosoft.com EXPENSE REPORT APPROVALS Benefits of Workflow • Flexible configuration • Multi step process • Conditional approvals • Delegates • Automation of workflow SQL expressions, stored procedures and custom methods
- 40. www.bcsprosoft.com EXPENSE REPORT APPROVALS Expense Report Approval Configuration • No configuration for system expense – all settings are under company expense Setup • Expense report – approve all lines of a given expense report • Expense line – approve a specific line of a given expense report • Both - approve both the lines and the report of a given expense report (concurrent or sequential)
- 41. www.bcsprosoft.com EXPENSE REPORT APPROVALS Expense Report Approval Configuration General Tab Name - Name of the workflow General Options • Project Routing Basis – top level or chargeable level • Administrator – Employee who “owns” the workflow and can edit it. They can approve the workflow if the assigned to field is not completed. For example, if the PM role on a project info center record is empty, but the PM is the step approver, the step will go to the administrator. • Reassign – allows the workflow approval to be assigned to another employee by the approver • Reopen closed records – specific people wo can reopen a record after it is approved, typically in the accounting department. • Automatically approve when most recent approve is the same and the current assignee – prevents the same approve from having to reapprove the same workflow two or more steps in a row. Expense Options • Allow unsubmit – up until the first approval action has taken place • Approval level – expense report, expense line or both. If you select both the following boxes are enabled – Allow expense reports and lines to be on different steps at the same time. Check for concurrent. – Automatically approve the unfinished lines once the expense report is final approved
- 42. www.bcsprosoft.com EXPENSE REPORT APPROVALS Expense Report Approval Configuration
- 43. www.bcsprosoft.com EXPENSE REPORT APPROVALS Workflow Tab Create the workflow and add actions for each step (adding actions is optional)
- 44. www.bcsprosoft.com EXPENSE REPORT APPROVALS Workflow Steps • In Approval – no edit allowed, just approve or reject • In Progress – approver can edit, then approve or reject • In Review – approver can approve, reject or edit. If the approve edits, then the “review” action is determined by the workflow step (approve or restart)
- 45. www.bcsprosoft.com EXPENSE REPORT APPROVALS Configuration > Company Expense • Now applies to both Expense report approval and expense line approve – previously expense line was under system expense • No more Configuration > System Expense • Must have a workflow created and assigned to enable approvals
- 47. www.bcsprosoft.com EXPENSE REPORT APPROVALS Expense Report • Moved detail from bottom section up to grid for each line • Expense report approval information – status and state for each step in the approval process
- 48. www.bcsprosoft.com EXPENSE REPORT APPROVALS Progress Tab See the approvals that have been made, history of the approvals and the current assignment
- 49. www.bcsprosoft.com PROJECT INFO CENTER Line approval is either yes or no on the time & expense tab
- 50. www.bcsprosoft.com Removed the “approve” checkbox from the expense tab - the approvals are built directly into the workflow. EMPLOYEE INFO CENTER
- 51. www.bcsprosoft.com EXPENSE REPORT APPROVALS Approval • Expense report application • Expense line approval application • Approval review – Accounting > Approval review • All of the above
- 52. www.bcsprosoft.com EXPENSE REPORT APPROVALS Expense Line Approval Columns on the Expense Report Form • Column indicators • Expense report and expense line information • Workflow is set to concurrent to allow the line and the report to be on different steps.
- 53. www.bcsprosoft.com EXPENSE LINE APPROVALS APPLICATION • General tab – you can see all the rows you need to take action on and approve them all from here – the items are searchable with project filter • Progress tab – you can apply the same project filter and make approvals
- 54. www.bcsprosoft.com EXPENSE REPORT APPROVALS Accounting > Approvals Review Access expense report and expense line approval – Click the hyperlink to launch the approval
- 55. www.bcsprosoft.com POSTING OF EXPENSE REPORT • Removed line approval review as part of the posting progress • Added group column • Added org column
- 57. www.bcsprosoft.com Version 7.6 allows you to attach documents and files (not links to files) directly to info center records in the Vision application. The attachments use FileStream like the TDM so you will have to enable FileStream and web link it to your Vision database to use info center attachments. The attachments are available for all info centers except Units, Chart of Accounts and Text Libraries INFO CENTER ATTACHMENTS
- 58. www.bcsprosoft.com Configuration for Info Center Attachments • Configure categories for info center attachments under Configuration > General > Code Tables • Categories are not required however, they will help you organize your attachments INFO CENTER ATTACHMENTS
- 59. www.bcsprosoft.com INFO CENTER ATTACHMENTS Configuration > General > Code Tables
- 60. www.bcsprosoft.com Upload File Size Limits You set the file size limit on Configuration > General > System Settings > Misc Tab The default is set to 50MB but you can raise or lower this limit. If you attempt to upload a file in excess of this file size limit you will receive an error message telling you which file is failing to upload. (If you need to raise the limit above 128MB there is another setting in the web.config file for 128MB that will need to be raised by your IT department.) INFO CENTER ATTACHMENTS
- 61. www.bcsprosoft.com INFO CENTER ATTACHMENTS Configuration > General > System Settings
- 62. www.bcsprosoft.com INFO CENTER ATTACHMENTS Adjust role security to allow access to the attachments tab in the info centers for your users
- 63. www.bcsprosoft.com INFO CENTER ATTACHMENTS Using the Info Center Attachments To upload an attachment go to the info center and select the attachments tab. Click Upload, then select the desired file and click Open.
- 64. www.bcsprosoft.com INFO CENTER ATTACHMENTS Viewing Attachments • Go to the attachments tab, select the attachment and click View • Unlike TDM, which converts all files to a PDF, the attachments are stored in their native format • You must have the correct program installed on your workstation to view the file.
- 65. www.bcsprosoft.com • Go to the attachments tab, select the attachment and click View • Unlike TDM, which converts all files to a PDF, the attachments are stored in their native format • You must have the correct program installed on your workstation to view the file. Viewing Attachments
- 66. www.bcsprosoft.com INFO CENTER ATTACHMENTS Info Center > Projects > Attachments Tab
- 67. www.bcsprosoft.com INFO CENTER ATTACHMENTS Types of files you CANNOT attach Also unlike TDM, which limits your file types to files which can easily be converted to a PDF, info center attachments support almost any file type. There are restrictions on some file type due to some file types being more prone to use as malware. A list of those file types below. .EXE .JAR .WSH .PIF .BAT .PS1 .APPLICATION .CMD .PS1XML .GADGET .VB .PS2 .MSI .VBS .PS2XML .MSP .VBE .PSC1 .COM .JS .PSC2 .SCR .JSE .REG .HTA .WS .INF .CPL .WSF .MSC .WSC
- 68. www.bcsprosoft.com INFO CENTER ATTACHMENTS Configuration > General > User Defined Components
- 69. www.bcsprosoft.com INFO CENTER ATTACHMENTS For assets, the attachment can be added when creating the asset either through the purchase order (if you own purchasing) or through the AP voucher The attachment will be attached to the equipment info center record without attaching it directly in the equipment info center – you do not have to attach it twice.
- 70. www.bcsprosoft.com INFO CENTER ATTACHMENTS File attached to PO
- 71. www.bcsprosoft.com INFO CENTER ATTACHMENTS The same file is attached to the info center record
- 72. www.bcsprosoft.com Utilities > Files Administration • See all the attachments uploaded to the all the info center records. • Sort by category or info center and navigate directly to the file form the files administration screen. • Currently the application column refers to the module in Vision used to upload the document – the file in the previous example show an application of purchase orders although the attachment is now associated with an equipment info center record. INFO CENTER ATTACHMENTS
- 73. www.bcsprosoft.com INFO CENTER ATTACHMENTS Utilities > Files Administration
- 75. www.bcsprosoft.com Purpose Prior to version 7.6 the transaction type grid on the accounting tab or security access has only listed a transaction type. If someone had access to a particular transaction type they had full access to that transaction type. Now the access can be controlled per role on a tighter level. For example you may want someone to be able to enter cash receipts or AP vouchers but you want all posting controlled by an accounting manager or controller. TRANSACTION SECURITY ENHANCEMENTS
- 76. www.bcsprosoft.com Overview • Further refines the access to transaction files for a security role • Each transaction type can have access to – Enter – Report – Post • Each transaction type can also be limited by company TRANSACTION SECURITY ENHANCEMENTS
- 77. www.bcsprosoft.com Transaction Access Definitions Enter • Transaction center entry • Locked transaction Files – for the transaction type – must also have menu access to locked transaction files • API “Get / Add / Update” Report • Transaction center lists • Posting logs (view) • Payment review – for the transaction type (CD, AP) Post • Transaction center posting • Post logs (posting) • Payment review – for the transaction type (CD. AP) • Posted transaction files • Undo posting – must also have menu access to undo posting • Locked transaction files – must also have menu access to locked transaction files • Incomplete postings - must also have menu access to incomplete postings • Data Import – must also have menu access to data import • Transaction alert hyperlinks • API “Post” TRANSACTION SECURITY ENHANCEMENTS
- 78. www.bcsprosoft.com Configuration > Security > Roles > Accounting Tab • “Full Access to All Transaction Types” is still available • Expanded transaction type grid • Enter Report Post checkboxes • Company column is for multi-company entities only • Transaction type of “all types” is available TRANSACTION SECURITY ENHANCEMENTS
- 79. www.bcsprosoft.com Configuration > Security > Roles > Accounting Tab TRANSACTION SECURITY ENHANCEMENTS
- 80. www.bcsprosoft.com TIPS & TRICKS DELTEK VISION 7.X
- 81. www.bcsprosoft.com Cost Rate Tables – Why Use Them? • Different pay rates for employees based on job description. • Government contracts / Union contracts • Widely used 15 years ago • Less widely used today TIPS & TRICKS
- 82. www.bcsprosoft.com Hierarchy of Applying Cost Rates • Accounting Tab of the WBS3 Level of the project – Cost Rate Table – Overrides first • Accounting Tab of the WBS2 Level of the project – Cost Rate Table – Overrides first • Accounting Tab of the WBS1 Level of the project – Cost Rate Table – Overrides first • Time Tab of the Employee Info Center • Accounting Tab of the Employee Info Center • Unposted Labor and Rev Gen use the provision Rates in the EIC TIPS & TRICKS
- 83. www.bcsprosoft.com Undo Posting • Utilities > Advanced Utilities > Undo Posting • Use only as the LAST RESORT • Anything can be fixed in the system without using this utility • Deletes posting log and it cannot be retrieved • Limit access to Controller or CFO only TIPS & TRICKS
- 84. www.bcsprosoft.com Project Info Center • Project structure does not have to be exactly like your legacy system unless you want it that way • Flexibility • Can be changed after set up • Should fit your business process TIPS & TRICKS
- 85. www.bcsprosoft.com Project Planning & Resource Management Are you using it? QUESTION
- 86. www.bcsprosoft.com Project Planning & Resource Management You should be.
- 87. www.bcsprosoft.com Project Planning Project planning is an excellent way to identify which resources you have on your projects, add budgets to projects and determine staffing needs. Resource Management Resource management is used to balance workloads between you resources and make sure you have the right mix of staffed talent.
- 88. www.bcsprosoft.com DELTEK + UNION SQUARE NEW PROJECT TOOLS AND FEATURES
- 89. www.bcsprosoft.com Manage documents, drawings, contracts and so much more Keep communication about a client’s project all in one place Helps manage and collaborate on critical project information Project Information Management System (PIMS) EMAIL MANAGEMENT DOCUMENT MANAGEMENT
- 90. www.bcsprosoft.com WHO IS UNION SQUARE? • Creators of Project Information Management Systems (PIMS) that help customers store and access critical project information – including emails, documents, and drawings – to keep customer’s collaborating and on the same page as they manage projects for their customers • Based in Nottingham, England • Over 450 Customers in the AEC industry primarily in the UK. • Average customer size is 70 employees • 30 of the top 100 AJ100 use Union Square • www.unionsquaresoftware.co.uk
- 91. www.bcsprosoft.com DELTEK + UNION SQAURE – A PERFECT MATCH? EMAILS DOCUMENTS BIM mobile collaboration drawing control & issue project info contract administration procedures/workflow/QA resourcing invoicing CRM TIME/EXPENSES LEDGERS forecasting
- 92. www.bcsprosoft.com TREE DIAG 02 EMAIL & CONTACTS DOCUMENTS AND IMAGES REGIONAL OFFICES & SITES YOUR PC YOUR FIRM Lookin’ good DEPARTMENT APPLICATION INTRANET
- 93. www.bcsprosoft.com PROJECT HOME PAGE View all details about each project from a single, centralized screen PROJECT INFO Manage documents, images and drawings for every client project DOCUMENTS Centralize all email communications related to each project COMMUNICATION
- 94. www.bcsprosoft.com HOW DOES UNION SQUARE COMPARE?
- 95. www.bcsprosoft.com WHY UNION SQUARE VS NEWFORMA? • Newforma does not offer a ERP Solution and has to manage its own integrations • Email Management isn’t that strong (for example emails filed into Newforma are removed from the users inbox) • User interface is confusing • No central databases • Only manage project information (doesn’t handle non project related information) • Employees can continue to work the same way as they just overlay current folders • Constant Newforma indexes have to be re-run to keep track of people just going into the underlying folder structure and changing items • Email app is free unless you want to view more than one project then it costs • Requires 2 servers for on premise solution • Moving to a model where accesses information from lots of applications – creating more risk of something going wrong
- 96. www.bcsprosoft.com BCS ProSoft Deltek Account Manager Shawna Dillard Shawna.Dillard@bcsprosoft.com (800) 882-6705 or (808) 345-8015
- 97. www.bcsprosoft.com BCS PROSTAFF DELTEK VISION STAFFING & RECRUITMENT
- 98. www.bcsprosoft.com BCS PROSTAFF Why Staffing Firms are Useful Speed to Market Keeping a robust pipeline of candidates ready to go to work. Time and Cost Savers Managing the process for you from beginning to end. Quality Workforce Larger Network of Passive (not just Active) candidates. Insider Expertise Industry, Market and Employment Trend knowledge.
- 99. www.bcsprosoft.com BCS PROSTAFF How BCS ProStaff Can Help • Temporary, Temp-to-Hire and Direct Hire • Accounting, Finance, IT, Human Resources and Administrative Professionals • ERP Specific Assessments • Increasing Efficiency – PREPARE FOR YEAR END! – PREPARE FOR ANNUAL AUDIT! – PREPARE TO BE PREPARED!
Editor's Notes
- Good afternoon! Clark has asked me to spend some time with you to give you an overview of Vision so that you can better understand why a client would benefit from buying and implementing it. I appreciate you taking the time out of your schedule to meet with me. Organizations, ranging in size from a dozen employees to global enterprises, rely on Deltek every day to win more business, deliver projects on time and on budget and improve performance. Vision users commonly experience measurable benefits, such as improved employee utilization, streamlined project management and improved profitability.
- Bathrooms Feel free to excuse yourself if needed Presentation will be email later today or tomorrow morning CPE Credit and Event Survey Encourage attendees to interrupt to ask questions If webcast please mute your line unless you have a question