During the lifecycle of a project in the professional services industry, there is a lot of information being shared among all the members of the project delivery team. Furthermore, history has shown that there is a larger amount of project related documentation being created as the professional services industry continues to become more digitized. As a result, more information is being shared and there are more decisions and final approvals to be made.

With all this information bouncing back and forth, it can become difficult to track what your other team members have reviewed. Therefore, making timely decisions becomes increasingly harder which can jeopardize the successful delivery of a project. However, Deltek has created Deltek PIM to help firms better manage project documentation to allow project delivery team members quick and easy access to important project related information.  

Easily Track Submittals with Automated Workflows

There are all types of various submittals that have to be tracked and documented during the lifecycle of a project. For many firms, this is still done using spreadsheets and other manual methods. Due to this, tracking change orders becomes a heavily manual process which is time consuming and prone to errors.  

What if there was a way to make this process less time consuming and allows for improved tracking of submittals? With Deltek PIM, firms can take advantage of the workflow functionality to create a formal submittal review process. What makes PIM’s workflow functionality so great is that it allows project team members to track the status of each submittal throughout the entire process. Even more, it allows team members to see who has reviewed the submittal and who still needs to review it to help ensure it gets processed and approved before the deadline. PIM also sends reminder alerts to individuals when a deadline is approaching to ensure they review the change order before the deadline.

Emails Here and Emails There

During the project lifecycle, email is a leading communication method amongst project team members. However, have you ever left someone off an email, or have you not been included on one? If this has ever happened, it is likely that a project team member has been left out of the loop about critical project information. Even worse, a project team member may not receive a crucial document that contains important project information.

The problem with emails is that the sender may not include an important recipient, or the recipient may not open the email in time to make an actionable decision on the information being shared. Thus, the decision-making process can be delayed, and the project timeline can be put in jeopardy. However, Deltek PIM provides a solution to improve project communication.

With PIM’s email management functionality, the entire project team has access to all the conversations that have influenced changes to the design and construction process of the project. Furthermore, PIM’s email management solution allows for the storage of project related communications in one centralized area designated to a specific project. Therefore, you never have to worry about obtaining these communications even if a team member is on vacation, out on leave, or has left the firm. All this information is permanently stored and made easily accessible.

Keep Up with Important Project Documents

A large portion of delivering a successful project requires keeping project documents up-to-date and organized. This means having access to the latest version of a document and being confident that the version you are working on is the most current version. With most document control processes, it’s difficult to know if the version you are working on is the correct and most recent version. Even more challenging, what if someone is trying to make changes to the same document at the same time? As most can agree, document management can be truly challenging and can hinder the success of a project.

The good news is that Deltek PIM makes document management simple. When firms adopt PIM’s document management functionality, they are able to implement standard document management processes and make sure project team members are compliant with them. Even more, PIM ensures one single version is available to all project team members which reduces duplication and provides the team access to the latest version.

Improve Project Collaboration with Deltek PIM

Information here and information there, information is everywhere. Well, this can be great for somethings like researching an item before making a big purchase. However, information everywhere is not so great when trying to deliver a project for a client. With Deltek PIM, all project related information is located in one space making access to it quick and easy for all project team members.  

Summary of Human Capital Management in 40th Annual Deltek AE Clarity Report

The results of the 40^th Annual Deltek AE Clarity Report regarding Human Capital Management (HCM) indicate similar trends from the past few years. There continues to be a tight labor market, and firms still struggle with finding qualified candidates. With the talent that they do hire, firms are working to engage their employees especially by offering better career development which ensures retention. Let’s take a look at some of the key findings regarding HCM.

Talent Acquisition Challenges

The top three challenges firms are dealing with regarding talent acquisition are the availability of good candidates in the marketplace, the ability to offer competitive compensation and matching qualified candidates to open positions. Continuously nurturing qualified talent is must in this competitive talent pool. Firms must also take a hard look at their compensation plan to ensure they can recruit the desired staff to fill open positions. Utilizing a talent management software such as Deltek Talent Management will help with these talent acquisition needs.

Issues Regarding Managing Talent

Succession planning, employee engagement and performance management seem to be the primary concerns for firms regarding managing talent. Unfortunately, the report showed that only 45% of participating firms in the survey had succession plans in place. Lower on the priority list for firms were learning and development and recognition. Both of these actually go a long way towards improving employee engagement and should be looked at more closely. Therefore, it is wise to keep in mind that performance management is easily trackable using a talent management software.

Developing Talent

It is clear from the study that firms are in fact encouraging the development of talent that they are able to recruit. 75% of firms reported that coaching and mentoring are used to develop their talent with 54% using external education programs. 80% of firms prioritize professional licenses with 77% making conference attendance a focus. With the addition of 76% endorsing professional certifications and 72% offering continuing education reimbursement, the results show that firms are interested in investing in their talent which is always a plus!

Human Capital Should be Smartly Managed

Having the best talent in place now and a plan for the future is the secret to success for any firm especially project-based firms. With the constant flux in project management, talent needs to be qualified, available and engaged. Additionally, learning and development is crucial to not only keep employees retained but to ensure that projects are run as efficiently as possible. For a more detailed look at the HCM results from the 40^th Annual Report available in the link below.

Year-End is coming! Don’t let year-end bring you down - create a plan and stick to it. A great way to start is by creating a checklist and calendar. Make sure your calendar includes all year-end deadlines: final AP and Expense payment processing, final timesheets due, and final bank reconciliation are all important items to include. Deltek issues a checklist yearly, and this is an excellent starting point to create the plan for your company. Once issued, it will be available on the Support Center site.

Top Items to Consider Adding to Your Year-End Checklist

• Reconcile all cash accounts – Post all transactions in Deltek Vantagepoint or Vision. Verify your general ledger balances match your bank statements. Make all adjustments as needed.
• Final Invoicing – Process all client invoices for the fiscal year.
• Review outstanding Accounts Receivables – Follow-up with clients who have outstanding accounts receivables beyond 30 days. Send past due statements and/or simply give them a call. Enter the results of your collection efforts in the comments section of Deltek Vantagepoint or Vision Invoice Review. Year-end is an excellent time to collect your outstanding receivables. If you determine there is uncollectable AR, be sure to write those invoices off.
• Review Unbilled detail - Time and expense transactions that cannot be invoiced to clients should be written off at this time.
• Fixed Assets – Fixed Assets are larger purchases that are made throughout the year (i.e. equipment, automobiles, furniture, computers, etc.). This is the time to make sure all fixed assets are reported on the balance sheet if they are still owned. If not, record the sale or disposal of these fixed assets. Additionally, verify the depreciation on your fixed assets as well and make any necessary adjustments.
• Employee Expenses and AP - Verify that all accounts payable vouchers have been recorded in Deltek Vantagepoint or Vision. Make your 401(k), SEP IRA, and Simple IRA contributions have been made, if you have not done so. Try and pay all your vendors and employee expense reports by year-end.
• Notes Payable - Verify notes payable (i.e. loans) amounts on your balance sheet match the statements from your lenders and make all adjustments as needed.
• W-9s – Order 1099 forms as soon as possible. Furthermore, make sure all W-9s from your vendors and/or contractors that have been paid $600 or more to throughout the year are on file. Don’t forget 1099s should be mailed on January 31st. 1099 forms can be purchased from most office supply stores, or you can order them for free from the IRS.
• W-2s – If you run payroll in Deltek Vantagepoint or Vision, order W-2 forms. W-2s should be mailed by January 31^st. W-2s can be purchased from most office supply stores.
• Budget for next year - Create your GL budget for 2019.

Communication and Organization is Key to Success

Make sure all in the firm know what their role is for year-end, i.e. when final timesheets and expense reports are due. Put a year-end process in place, create a manual and checklist to use yearly, and you’ll be ahead of the game next year! Please note: Deltek will be issuing year-end updates for Vision 7.6 and Vantagepoint. If you are on 7.5 or older, you must upgrade to a supported version to receive a 2019 year-end update. If you are still on Vision 7.5 or an older version, contact Full Sail Partners if you have questions about upgrading to Vision 7.6.

As a Deltek representative, we have heard all kinds of misconceptions about Deltek Vantagepoint. Despite our monthly newsletters, webinar series, and continued communication, we are still speaking to firms that are confused or have been advised incorrect information about transitioning from Vision to Vantagepoint. Most are honest mistakes conveyed by all kinds of people. However, many of these "untruths" are coming from competitors spreading incorrect rumors so they can take advantage of your firm and convince you to leave Deltek.

We need your help! Please send this blog to everyone at your firm. Share it with user groups you are involved with and other firms you know use Deltek Vision. Below are the real facts about upgrading from Deltek Vision to Deltek Vantagepoint. Please help us to dispel the misconceptions.

What is Deltek Vantagepoint?

• Deltek's reimagined flagship project-based solution for architects, engineers, and other professional services businesses.
• Designed to help you manage the entire project lifecycle better than before.
• This new solution is the culmination of the acceleration to iAccess and is based on feedback from our customers over the past 10 years.
• An intuitive, powerful solution that puts your people and projects at the center of your business so you can be more efficient, productive and profitable.

For executives or employees wanting to view the upcoming changes, we recommend checking out this webinar: Deltek Vantagepoint - The Best All In One Package. The webinar reviews the top 10 new features of Deltek Vantagepoint, how to access the Readiness Portal and provides guidance on next steps.

Dispelling the Misconceptions about Deltek Vantagepoint

Q: Is Deltek Vantagepoint a new product?

A: It is a continuation of the Vision product. Think Vision 10!

Q: Will our firm need to repurchase to move to Deltek Vantagepoint?

A: No! As long as you are current on maintenance.

Q: How long will Deltek Vision continue to be supported?

A: Through at least 2022. We want to emphasize the "at least" part.

Q: In order to get Deltek Vantagepoint do I have to move to the cloud?

A: No! However, it might make sense so reach out to your account manager if you are interested.

Q: Will Deltek Vantagepoint be available on-premise?

A: Yes!

Q: Will Deltek Vantagepoint require me to migrate my data?

A: No! Your data will move over. There are some considerations if you have repurposed any info centers.  

Q: Will all of my user defined fields and user defined info centers move over?

A:  Yes!

Q: Will Vantagepoint contain the exact functionality as Vision 7.6?

A: No. The product is being reimagined and improved. There are certain areas that will not move forward. Please see that section below.

Q: Can my firm request to upgrade to Deltek Vantagepoint and move next week?

A: We do not recommend that. There are considerations that need to be made. We highly recommend reviewing the checklist on the Readiness Portal and viewing our webinar series first.

What Are My Options on Getting a Vantagepoint Test Environment?

For firms that are seeking to obtain a Vantagepoint test environment, the answer to this question depends on your current deployment method. Below are the options:

• We are hosted by Deltek Cloud: If your firm is on the Deltek cloud, submit a case to Deltek letting them know you would like to have a test environment set-up for Vantagepoint. This does require further steps that Deltek will convey to you.
• We are hosted by Full Sail Partners: If your firm is hosted by Full Sail Partners, your Primary Contact should have received an email on Wednesday, September 18th outlining when test environment requests can be made and how long those test environments will be made available. If you did not receive the email, email hosting.
• We are hosted by an external hosting provider: If your firm is hosted by an external hosting provider, request that your provider set-up a test environment. If they have not set-up a Vantagepoint environment before, then we recommend you reach out to Full Sail Partners or your partner of record. It might make sense to consider moving to Deltek's cloud, hosting permanently with Full Sail Partners, or utilizing Full Sail Partners' transition hosting service. Contact us if you are interested in any of these options.
• We manage our own environment: If your firm manages your own environment, request that your IT staff provide you a test environment. If they have not set-up an environment before, then we recommend you reach out to Full Sail Partners or your partner of record. It might make sense to consider moving to Deltek's cloud, hosting permanently with Full Sail Partners, or utilizing Full Sail Partners' transition hosting service. Our IT Consultants can also provide consulting services to assist your IT staff. Contact us if you are interested in any of these options.

Keep in mind, the upgrade to Deltek Vantagepoint requires a new install and has new installment requirements. For on-premise clients, please check out our past webinar: Is Your Firm Technically Prepared for Deltek Vantagepoint.

Who Do I Contact?

If your firm is seeking assistance with upgrading to Vantagepoint, our team is here to help. Check out our Vantagepoint Upgrade Review and Recommendation Program. Additionally, here are other resources to know.    

• If you need any help accessing the portal, please e-mail DeltekUniversity (at) Deltek.com.
• If you have any questions about the content in the portal, please e-mail Vantagepoint (at) Deltek.com.
• If you have any questions about your preview or live Deltek software, please contact Deltek Customer Care https://deltek.custhelp.com/.
• If you need assistance with your upgrade, contact us or your partner of record.

Deltek Vantagepoint Resources

Make sure to check out our webinar series about preparing for the upgrade to Deltek Vantagepoint. In this series, our team of consultants cover a variety of topics such as technical requirements, resource planning and project management, new CRM functions, and the improved accounting interface. This webinar series page also includes demonstrations of Deltek Vantagepoint. If you prefer to read about the enhancements, check out all the articles we have posted about the enhancements Vantagepoint offers to firms that upgrade from Vision!

 

The release of Deltek Talent 16.0 has offered users even better functionality further improving firm workforce productivity. This latest version of Deltek Talent was created with the intention of strengthening strategic partnerships and developing Human Capital Management (HCM) capabilities. Let’s take a look at some of the new features of Deltek Talent 16.0.

Talent Relationship Management (TRM)

Version 16.0’s Deltek Talent Acquisition module introduced Talent Relationship Management which helps firms stay ahead of recruiting. Firms can now create recruitment campaigns to build relationships with top talent and source for openings. This improvement allows firms to fill project positions quickly. The Acquisition module also contains workflow improvements and enhanced on-boarding features.

Core HR

Once talent is hired, the new Core HR module enables firms to more efficiently manage employee records. Project-based businesses are constantly changing and there are shifts in workforce expectations. As part of the 16.0 release, there are newly added fields providing the ability to process hires, rehires, terminations and job changes. Using this automated process, there can be more focus on HCM within projects that helps with strategic planning.

Continuous Goal Management

Employee engagement and retention is always a top concern for firms. With the new continuous goal management feature in 16.0, you can set and manage goals separate from the appraisal process. This change significantly simplifies the goal writing process requiring less time. There is also the option of no score appraisals and comments can be tracked. Giving employees the consistent and frequent ability to meet set goals is important to keep them engaged.

Learning Requirements

Deltek Talent 16.0 incorporates the Learning module which lays out course and curriculum deadlines, recurrences and deadline offset options. There is a new two-level process that replaces CEUs allowing for flexibility on a per course basis. Additionally, Deltek has partnered with Red Vector for e-learning content which elevates performance for project-based businesses. Firms are able to track training and development in one place. There are 130+ courses available covering project management, leadership and HR issues.

Enhance the Whole Employee Life-cycle

Deltek Talent 16.0 offers new features that support the entire employee life-cycle. From sourcing the best talent to tracking human capital per project, to ensuring project managers are always learning and engaged, this new release fits the bill. Ready to see this improved functionality in action?

Full Sail Partners, a Deltek Platinum Partner, is pleased to announce that it has been selected as a recipient of the 2019 Premier Award for Client Satisfaction by PSMJ Resources and Client Savvy, creator of the Client Feedback Tool. This recognition only goes to firms in the AEC industry who have gone above and beyond to deliver a truly exceptional client experience. A Full Sail Partners’ distinction is that it provides client-focused technology solutions and services always considering what would work best for each individual firm.

Recipients of the Premier Award for Client Satisfaction are determined using data collected from 280,000 surveys across 300 firms. Based upon the surveys, firms which really stand out regarding client feedback are given this prestigious designation. This year’s award winners will be recognized at the 2019 PSMJ A/E/C THRIVE – The Growth, Profit, and Performance Summit on October 2-4 in New Orleans.

“Among other aspects of our CX strategy, Full Sail Partners has found great success in consistently using the Client Feedback Tool to gauge client satisfaction and make appropriate changes to improve client experiences,” stated Sarah Gonnella, VP of Marketing and Sales. “We are greatly honored to be one of only 23 firms to be recognized with this Premier Award for Client Satisfaction.”

About PSMJ: For more than 40 years, PSMJ Resources, Inc. has been recognized as the leading publishing, executive education, and advisory group devoted completely to improving the business performance of A/E/C organizations worldwide.

About Client Savvy: Client Savvy works with professional services organizations whose success depends on strong client relationships. Their commitment to clients is to help them align their client experience (CX) strategy, implementation, and measurement initiatives with their top strategic priorities.

“Since 2009, Client Savvy has partnered with PSMJ to recognize the professional services firms around the globe that achieve the highest standards of excellence by the metric hardest to achieve: excellence recognized by a firm’s clients. Of the hundreds of firms that participate in this benchmarking each year, only the top 30 are recognized. Full Sail Partners began their journey several years ago, achieving an Honorable Mention in 2018, and placing near the top of all firms in 2019. By integrating a thoughtfully designed client feedback process into their project management system, Full Sail Partners has assured their clients always have a voice,” stated Ryan Suydam, Chief Experience Officer at Client Savvy.

For more information, please contact Full Sail Partners’ Marketing and Communications Department. 

How well an engineering and architecture (AE) firm can deliver a project is core to the firm’s success. However, the 40^th Annual Deltek AE Clarity Study found that AE firms still continue to have trouble with delivering great project management. Let’s take a deeper dive into these findings and identify areas your firm can improve on in regard to project delivery.

Top Project Management Hurdles

Surprisingly, the top three challenges reported by AE firms were the same as last year. We should take note so that these challenges do not repeat themselves in next year’s study. The leading challenge firms reported was the competing priorities of project managers. This entails managing and delivering projects while also being responsible for designing future projects and tasked with business development.

Even more, the second largest challenge AE firms have experienced with project management is staff shortages. If project managers are responsible for the aforementioned competing priorities, then it is clear the firms are understaffed. More allocated staff would balance the workload, so projects can be run more efficiently. In third place, AE firms reported that they are challenged with hiring and retaining experienced project managers with firms stating that inexperienced project managers actually hinder the successful delivery of projects.

Key Area of Need for Improvement

Project status visibility was identified as a key area of need for improvement. AE firms that participated in the study identified four areas to be improved regarding project management visibility. First, cost variance from original expected cost to deliver a project needs to be monitored closer. Secondly, ensuring projects are meeting predetermined KPIs throughout the project’s lifecycle needs to be a priority. Next, schedule variance from the original and proposed plan needs to be carefully watched. Finally, there needs to be a focus on client satisfaction.

If the top three areas are missing the target, then the client is going to have an unsatisfactory experience dealing with your firm. However, client perspective can be better managed if your firm uses the right tools. One tool that can help firms ensure client satisfaction is the Client Feedback Tool. Learn more about the Client Feedback Tool and how it integrates with Deltek Vantagepoint and Vision to give your firm better visibility into its project delivery. 

Projects are Busting Budgets

AE firms reported that 29% of projects ended up being over budget. Even more worrisome, this is a 9% increase from last year’s findings. Looking more into this finding, one might wonder if those responsible for managing projects have the information to keep project budgets on track. And let’s go deeper. Firms are also reporting that 36% of projects were behind schedule and only 58% of firms reported that they are confident in project reporting accuracy. These findings show that keeping to project budgets is a clear area of need for improvement for all AE firms.

Wrapping it All Up

For AE industry employees or executives, it is common knowledge that project management and delivery is the heart of their business. To continue to succeed in an extremely competitive industry, AE firms need to take a hard look at their project management processes. The challenges and areas identified in the 40^th Annual Deltek AE Clarity Study can be easily addressed if they become a priority for firm leaders. You can check out all the details about project management challenges in the latest Clarity Study.

 

In the workplace, communication is vital to success. Leaders must make sure that their team knows what is happening on a constant basis and what is expected from them. Not only does communication keep everyone abreast of the goings on, it also encourages relationship building which leads to a more productive and engaged workforce. So, how can you improve your office communication to make it the most effective?

Have Open Meetings      

Having team meetings in a common, open venue is a great way to encourage communication. It is a receptive environment offering the opportunity to discuss issues that are on team member’s minds. The face to face dialogue of open team meetings allows for matters to be actively addressed and some problem solving to occur. Additionally, all team members can contribute their input which provides various points of view.

Listen and Encourage Feedback

For effective communication to happen, leaders must listen to what their team members have to say. They must keep an open mind and really hear what is being said before following up with the team. They should also encourage feedback from the team to make sure that what they are trying to convey is being accurately digested. With the give and take of all parties, communication will thrive.

Keep Humor

Another trick for improving office communication is making it light and relaxed. When dealing with subjects that can otherwise be intense, keeping humor in the conversation makes the message easier to pass along to the team. This does not mean you have to become a stand-up comedian but just insert some humor into the discussions.

Be Appreciative of Efforts

A necessity for business leaders who want to have improved communication with their teams is to show appreciation for their team efforts. When they attend a meeting and offer feedback, thank them for their time. Being respectful towards your team shows that you care, and in the end, will make them more engaged with your firm.

Update Frequently

Frequent updates are certainly required to improve communication. When communicating more boilerplate information, they can be done in one of two ways - either by email or via an internal newsletter. While emails are good for quick reminders, internal newsletters impart much larger amounts of general information to all team members.

Effective Office Communication Helps with Retention

When firm leaders use effective office communication, they are engaging their teams. Engagement is a big reason that employees choose to stay employed with a firm. So, by improving office communication, you are not only helping with productivity but ultimately staff retention as well.

Business leaders cannot run their firms successfully if they don’t have all relevant information at their fingertips. With clear business intelligence, data can be consistently analyzed and interpreted allowing for the creation of actionable goals. KPI dashboards can also be set up by all department heads enabling them to focus on their specific needs. With all departments having the insight to work more efficiently and effectively, there will be an across the board positive impact on the firm. Let’s see how clear business intelligence can ensure firm success.

Ensuring Productivity

By tracking sales or marketing progress in business intelligence dashboards, firm leaders can keep a pulse on their staff’s efficiency. If the numbers are not meeting expectations, managers can meet with teams to recalibrate the strategies to improve them. Firms will operate successfully if inefficiencies are eliminated and sales goals are met in a timely manner. Ultimately, using business intelligence will accelerate the firm’s ROI.

Improving Customer Satisfaction

Business intelligence can be used to improve the firm’s ability to meet customer needs. It can first be used to identify the target audience or the most valuable customers. Then it can track the customer interactions making sure they are receiving the support and resources necessary for them to be satisfied. Pinpointing the proper prospects for growth and ensuring current clients are getting what they need will ensure future success.

Managing Risk

Being able to see data on a constant basis allows those in charge to identify problem areas before they become disastrous for the firm. With graphs and charts in the dashboards showing the significant data in real-time, leaders can evaluate current situations noting any red flags. Being proactive and tracking this information allows for corrective action to be taken before the matter is unmanageable.

Making Smart Decisions

Overall, it is crucial for firms to have a full understanding of the organization’s entire operation in order to make informed decisions. Whether it is to determine long term staffing for a new project or evaluate the efficiency of marketing campaigns, seeing complete data is necessary to make smart firm decisions. Business intelligence allows firms to see all aspects of the operation and make choices leading to firm success.