Upgrading from Deltek Vision to Vantagepoint doesn’t have to be overwhelming—or take forever. Whether you want to go fast, take a strategic detour, or explore the full landscape of Vantagepoint, there’s an upgrade path designed just for you.

At Full Sail Partners, we offer three distinct service options to match your firm’s readiness, resources, and goals: Accelerated Advancement, Strategic Guidance, and Elevated Execution.

And yes—some firms can go live in just 4 weeks. 🙌

Accelerated Advancement: The Fast Track to Vantagepoint

If your firm is still on Deltek Vision, you’ve probably heard the message loud and clear—it's time to upgrade to Vantagepoint. But what if we told you that your firm might be the perfect fit for a faster, simpler, and more efficient upgrade process?

Introducing Accelerated Vision to Vantagepoint—a brand-new service from Full Sail Partners that gets your firm upgraded and operating in Vantagepoint in just 4 weeks. Yep, you read that right. Four. Weeks.

This service package is ideal for firms that want to maintain the same core features and functionality as their Vision system, without overhauling everything. With Accelerated Advancement, we handle the heavy lifting for you—configuring your system, training your team, and supporting your go-live.

Best for firms that:

• Are hosted by Full Sail Partners or Deltek SaaS
• Are using Vision 7.6
• Have fewer than 50 employees
• Do not have CRM (RP is okay if not active)
• Have a small upgrade team (2 people max)
• Can commit ~2 hours/week during the 4-week window

What’s included:

• Expert configuration to closely replicate your current Vision setup
• Targeted training on key functions like time, billing, and reports
• Checklists, testing, and live support
• Ongoing Q&A and post-live support to explore enhancements over time

Timeline:

4 weeks (not including prep/technical work)

Strategic Guidance: The Collaborative, Balanced Approach

Think of this as your moderate-paced, guided journey. With Strategic Guidance, you’ll explore new features and priorities while keeping your business running smoothly. We guide your team through training, testing, and configuration—at a pace that allows for thoughtfulness and growth.

Best for firms that:

• Have 40–150 employees
• Want to explore optimization opportunities
• Use CRM and/or Planning modules
• Need more detailed training and decision-making support
• Can commit to weekly or bi-weekly meetings and in-between tasks

What’s included:

• Consultant-led planning and testing
• CRM and Planning toolset setup
• Process improvements across departments
• Strategic introduction to dashboards, workflows, and reporting

Timeline:

12–20 weeks depending on firm size and goals as well as Full Sail Partners’ consultant availability calendar.

Elevated Execution: The Full Transformation

For firms ready to rethink how they operate from top to bottom, Elevated Execution is a deep-dive service offering. This path includes business process evaluation, systems redevelopment, and end-to-end support across finance, CRM, planning, and operations.

Best for firms that:

• Are highly customized or in the midst of change (mergers, acquisitions, etc.)
• Use multiple add-ons or multi-company/multi-currency features
• Have 150+ employees (or smaller, complex firms)
• Want to improve operations and adopt a fully modern project lifecycle

What’s included:

• Project lifecycle redevelopment
• Advanced configuration and custom workflows
• CRM and Resource Planning transformations
• Training programs, dashboard builds, go-live support, and post-upgrade triage

Timeline:

24–36 weeks depending on complexity.

How Do You Pick the Right Upgrade Approach?

It depends on:

• Your current setup (cloud or on-premise)
• Team size and structure
• Add-ons and level of customization
• Readiness and internal bandwidth

That’s where our Vantagepoint Readiness Report comes in. It’s our signature step to identify your starting point, reveal data cleanup needs, and map out your upgrade plan.

Start Here: The Vantagepoint Preparation Questionnaire

Before picking your upgrade speed, take 5–10 minutes to complete the Vantagepoint Preparation Questionnaire—it’s the easiest way to start your upgrade journey.

What is it?

• A self-assessment to evaluate your current Vision setup and upgrade readiness
• Identifies key areas like data cleanup, system configuration items, and process improvements
• Helps determine your firm’s best upgrade approach – Accelerated Advancement, Strategic Guidance, or Elevated Execution

Why Complete It?

• Pinpoints potential challenges before you start your upgrade
• Saves time by streamlining your planning process
• Helps us tailor recommendations for your firm’s specific needs

What Happens Next?

• Our team reviews your responses and provides guidance
• You can schedule a consultation for personalized upgrade approach recommendations
• You gain a clear roadmap for your Vantagepoint upgrade

Complete your questionnaire today by clicking here or the image below.

There’s a new coworker in town—and spoiler alert—they don’t take coffee breaks. 😏

Deltek Dela™ is Deltek’s AI-powered intelligent business companion. And no, that’s not just a fancier title for “digital assistant.” Dela is the full package—packed with smart summaries, predictive capabilities, automation tools, and a natural language interface. She’s not here to passively respond to commands. She’s here to enhance productivity, accuracy, and value across your entire project lifecycle.

Let’s take a look at how Dela is bringing purposeful innovation to project-based firms—and why she’s quickly becoming everyone’s favorite team member.

From Digital Assistant to Full-On Business Companion

Plenty of tools throw around AI buzzwords like “chatbot” or “virtual assistant.” But Deltek didn’t create Dela just to keep up with trends.

Dela is the sum of all AI capabilities inside Deltek Vantagepoint. She’s not just bolted on. She’s built in.

With Dela, you can:

• Draft content like client emails and project summaries with GenAI.
• Predict project success with data-driven insights.
• Automate repetitive tasks like invoice and expense entry.
• Ask natural-language questions like “What’s our win rate with [Client Name]?” and get answers instantly.

And that’s just the beginning.

Making the Entire Project Lifecycle Smarter

Dela isn’t AI for the sake of AI. Every tool, every feature, every suggestion is designed with a specific purpose: to make project-based businesses more productive, efficient, and profitable.

Here’s how she shows up across the entire project lifecycle:

🧲WIN: Fill Your Pipeline Smarter (and Faster)

Sales and marketing teams can use Ask Dela to:

• Quickly find best-fit opportunities,
• Summarize a client or opportunity to identify the best next step,
• Capture contacts instantly using the built-in business card reader,
• And easily create follow-ups, meetings, or proposal tasks—all from one prompt.

Forget hunting through tabs and records. Just type what you need and Dela does the rest.

📊MANAGE: Stay on Top of Project Health

With all the data sitting inside your ERP, it’s easy to get overwhelmed—or worse, miss critical insights.

Dela puts the most relevant data right at your fingertips:

• Need a project’s financial performance summary? Ask Dela.
• Want to assess resource skills or competencies for upcoming needs? Ask Dela.
• Looking to predict earned value, labor multipliers, or schedule variance? She’s already on it.

Think of her as your project whisperer, helping you manage with confidence instead of chaos.

🛠 DELIVER: Streamline Billing & Admin Workflows

Once the project is in motion, the last thing your team wants is to be buried in receipts and invoices.

Dela takes care of the annoying stuff:

• Scan receipts or AP invoices, and she auto-fills the data fields.
• Need to know the outstanding AR for a client? She’ll summarize it instantly.
• Want to follow up with a billing contact? She’ll even draft the email for you.

Yes, really.

📈 MEASURE: Turn Insights into Action

Project performance, firm-wide KPIs, DSO trends—Dela’s dashboards and smart summaries help you:

• Get paid faster,
• Spot risk before it becomes a problem,
• Make strategic decisions with data you trust.

She even gives you a 360° view of client health and project profitability without the need for complex reporting tools.

Real Ways Dela is Changing the Game

We could tell you Dela “enhances decision-making through AI,” but let’s be real—you want specifics.

Here’s how Dela is already shaking up how project-based firms operate:

1. Ask Dela: Your Natural Language Command Center

No need to memorize report filters or open five tabs—just type (or speak!) what you need. Try something like:

• “What’s our win rate for projects with [Client Name]?”
• “Summarize the financials for project R00181.00.”
• “Create a meeting with the proposal team for this Friday at 2pm.”
  Yes, she even creates and attaches activities to employees. 😎

2. Smart Summaries That Work Overtime

Ever wanted a quick snapshot of a project or client without clicking through 12 screens? With Dela:

• Get Project Smart Summaries to view plan status, earned value, DSO, AR, and more in a flash.
• Use Client Smart Summaries to scan pursuits, project history, and key contacts—all in one clean summary. Perfect for BD pros and executives.

3. Automating the Boring Stuff

Let’s be honest: no one gets into project management to manually enter AP invoice data or type out expense receipts.

• Dela’s ICR (Intelligent Character Recognition) scans invoices and receipts and fills out the fields for you.
• Capture business cards from events with a quick scan—and voilà, a new contact in CRM.

4. Predictions That Actually Matter

Dela isn’t just reactive. She’s out here forecasting like a pro—so you’re not blindsided by low margins, resource gaps, or underperforming projects.

Expect insights like:

• EAC profit & variance
• Labor multipliers
• Schedule or spend variances
• DSO and AR trends

Basically, she’s that teammate who sees problems before they happen (and gently nudges you to fix them).

But Is It Really That Smart?

Yep. Unlike some of the AI-lite tools from competitors that stop at basic automation or chat bots, Dela is built right into Vantagepoint. She pulls data from all corners of your system—CRM, projects, resourcing, financials—and turns it into actionable intelligence.

And the best part? She evolves with your data. Meaning the more you use her, the more helpful she becomes. Kinda like your favorite pair of running shoes—once you break her in, it’s game on.

Who’s This For?

If your team is still:

• Digging through reports to answer simple questions,
• Manually entering in expense and AP invoice data,
• Missing red flags on projects until it’s too late,
• Or just feeling like they can’t quite get ahead…

Then yes, Dela is for you.

From business developers to PMs to accounting teams, everyone gets a boost.

See Dela in Action

At Full Sail Partners, we’re helping firms just like yours harness the full power of Dela and Deltek Vantagepoint. Whether you’re already on Vantagepoint or exploring your options, we’ll show you exactly how Dela can make your workflows smarter—and your life easier.

👉 Want a sneak peek? Watch our mini-demo by clicking the image below and get a firsthand look at Dela’s magic in action.

TL;DR:

Deltek Dela isn’t just a chatbot. She’s your all-in-one, AI-powered business companion that helps your project-based firm work smarter across the entire lifecycle—from pipeline to payments.

And yes, she really is that smart.

Got questions? We’ve got answers. And probably a few dashboards to go with them.

The multi-company functionality in Deltek Vantagepoint serves as a tool for sharing and accounting for resources across the companies within an enterprise. Cross charge capabilities in Vantagepoint are based on similar theories as multi-company but are focused on the interaction within a company and its organizational breakdown structure (OBS). Before we dive deeper, here are some links to blogs about multi-company functionality and OBS in case you are unfamiliar with these topics.

High Level Insight into Cross Charge in Deltek Vantagepoint 

It is important to understand that cross charging is a financial tool and is based on the general ledger. It is not an attribute of project reporting since time charged to a project remains on the project for billing and reporting purposes. Cross charge is labor-focused and occurs after the timesheet is posted. 

By default, Vantagepoint is built to be project-centric, which simply means that the process of entering and posting timesheets determines where the labor charges are assigned. If the cross charge process is not configured or run, the cost will remain on the “books” of the organization where the project is assigned. 

Why Use Cross Charge? 

As financial and operational managers, we must always remember that revenue can only be earned once and a cost incurred once. For this reason, cross charge allows businesses to move revenue and cost from one “bucket” within their organization to another. When a combined income statement is run, all cross charge entries zero out and the original revenue and cost will remain. 

The cross charge process is used when firms loan and borrow labor at the lowest OBS level, which could be: 

• Office
• Department
• Discipline
• Market Sector 

A good example is a civil engineer where projects live in the various disciplines. The survey department would loan their staff to the engineering projects and cross charge would be the financial component to drive and manage the accounting for the labor. 

There are two internal pricing options to choose from when configuring cross charge: 

1. Project Centric – This is when labor remains on the books of the organization where the project resides. A multiplier is then used to account for some portion of operational/overhead (OH) costs. This factor could be limited to a fringe benefit rate, could represent a breakeven OH rate or even include some profit. The purpose is to ensure that the loaning organization has an incentive to keep their staff busy, but they also need to be careful so as not to overextend their resources. 
2. Employee Centric – This works by adjusting labor back to the employee’s organization. Using typical billing rates, although a multiplier can be used, the revenue is moved from the project’s organization to the employee’s organization. The purpose, again, is to ensure the loaning organization doesn’t lose the ability to show a profit by sharing their staff. 

Real-life Application of Cross Charge in Deltek Vantagepoint 

Here is a success story where the operational process and projects are built on the premise that fee and scope drives work breakdown structure (WBS) in a clients’ Deltek Vantagepoint database. Under this model, high accountability becomes the first option where phases and tasks within a project are assigned to different organizations based on the portion of the work. Employees then charge the phase/task that is assigned to the organization they “live” in. This results in more closely managed projects because the profit accountability is shifted back to the organization supplying the labor. This process eliminates the need for cross charge. 

But wait…realizing that to run successful projects, there is a necessity to anticipate unplanned needs. This means that the firm must have the ability to borrow an employee from another department for a short-term assignment or a last-minute need. For example, the base building studio decides it needs input from the interiors studio. In this scenario, the client falls back on the project centric method noted above as a mechanism to facilitate resource sharing and not impede project progress. Furthermore, this is a prime example of a need for cross charge. 

Gain Control of Resources with Cross Charge 

Whether your current OBS is solid or you are considering a change, cross charge can provide the functionality required to ensure an open and smooth process of resource sharing. With a thorough understanding and effective implementation, cross charge can provide another dimension in managing your business.

Interested in more information about using cross charge and how it can help unlock the full potential of Deltek Vantagepoint? Want to learn other ways of ensuring your project-based firm is running as efficiently as possible? If so, Full Sail Partners is happy to offer your firm a Navigational Analysis. 

The year is 2025. AI is mainstream. Buyer behavior has changed. And firms that are still using their 2019 marketing playbook—or worse, a budget built on “we’ve always done it this way”—are already falling behind.

If you’re a marketing or firm leader staring at a spreadsheet trying to justify budget requests, you’re not alone. And if you’re still cobbling together tactics that might have worked last year, it’s time to trade in the guesswork for something stronger: research-backed strategy.

Let’s break down how to set a competitive, results-driven marketing budget for your professional services firm—without burning through dollars on outdated efforts.

1. Start with Research, Not Assumptions

One of the most telling findings from the 2025 Deltek AEC Clarity Report is this: high-performing firms are more likely to use data and analytics to drive decision-making. Yet, only 34% of firms reported using CRM and marketing data to inform their BD strategies.

Research isn’t optional—it’s your competitive edge.

In fact, studies by Hinge Marketing show that firms conducting frequent research (at least quarterly) grow 10X faster and are twice as profitable than those that skip it.

Don’t guess what worked last year. Pull your CRM reports. Review marketing metrics. Survey clients. And assess which efforts brought in leads, moved opportunities forward, and converted to wins.

2. Narrow Your Targets (No More Spray-and-Pray)

Trying to market to everyone usually results in connecting with no one.

The most effective firms invest their limited resources in a focused set of target clients and pursuits. According to the 2025 Clarity Report, the top business development challenge cited was identifying new prospects, yet only 38% of firms reported having a defined go/no-go process.

Now is the time to:

• Audit your current client list for commonalities (size, sector, service line, etc.)
• Use CRM and financial data to find which client types bring in the most profit
• Prioritize ideal clients that align with your strategic growth goals

Pro tip: Don’t just define your ideal clients—also define who you don’t serve. It’ll keep your spend efficient and your messaging crystal clear.

3. Shift Budget Toward Online (It’s Where the Buyers Are)

Tradeshow booths and sponsorships still have a place, but they shouldn't dominate your spend. Online lead generation is more scalable, cost-effective, and measurable.

Yet many AEC firms are still overinvested in traditional tactics. According to the 2025 Deltek AEC Clarity Report, the top three areas of marketing spend were:

1. Proposals and pursuits
2. Conferences and tradeshows
3. Website and digital marketing

While proposals and events remain vital, there's a growing intent to shift more budget toward digital—but execution often lags due to limited staff capacity and technology gaps.

Rebalance your budget with a tilt toward:

• Website and SEO improvements
• Strategic content creation (blogs, webinars, whitepapers)
• Email marketing and automation
• Social media marketing and paid campaigns

Firms that increase digital maturity gain more pipeline visibility, stronger marketing ROI, and greater confidence in revenue forecasting.

Start here: Allocate at least 40-50% of your marketing budget to digital—this includes online content, CRM tools, marketing automation, and analytics platforms.

4. Measure What Matters

You can’t improve what you don’t measure. And in 2025, measurement must go beyond vanity metrics like impressions and email opens.

Instead, track metrics that matter to your firm’s growth:

• Leads generated by campaign or channel
• New opportunities created in the pipeline
• Shortlist rates and how often you’re advancing
• Win rates by pursuit type, team, or market
• Client acquisition cost (CAC) and lifetime value (LTV)

The 2025 Clarity Report found that firms with stronger marketing and BD integration were more confident in their forecasts and better able to connect marketing investment to actual revenue growth.

If your current systems don’t support this kind of reporting, it may be time to upgrade your CRM or implement marketing analytics dashboards.

5. Don’t Underspend (or Overspend!)

So how much should you actually allocate?

While every firm is different, Hinge Research suggests that high-growth professional services firms typically invest 5–15% of their revenue into marketing. And many Clarity Report respondents said they planned to increase their BD and marketing budgets in the next year, signaling greater recognition of marketing’s role in growth.

Budgeting too little may leave you invisible. Spending too much without strategy wastes resources. Anchor your budget to strategic goals and your firm’s growth targets.

6. Invest in the Right Tools—and the People Who Use Them

A brilliant strategy can still flop if execution is half-baked. Your budget should reflect not just what you’ll do, but how you’ll do it.

That means factoring in:

• Internal marketing staff capacity
• External partner support (freelancers, agencies, consultants)
• Software subscriptions (CRM, automation, SEO tools)
• Training and professional development for your team

The bottom line: Don’t just plan campaigns—budget to execute them well.

7. Keep the Budget Agile

Gone are the days of set-it-and-forget-it annual budgets. In 2025, the smart move is to:

• Set quarterly checkpoints
• Reallocate funds based on campaign performance
• Leave a “test and learn” portion of the budget for new channels or experiments

This flexibility allows you to scale what’s working—and shut down what’s not—before it drains your resources.

Final Thought: Lead with Strategy, Not Spreadsheets

Your marketing budget isn’t just a list of line items—it’s a declaration of how you plan to grow.

Lead with research. Focus on ROI. Measure obsessively. And give your marketing team the tools and support they need to turn strategy into results.

Because in a sea of competition, smart marketing isn’t just nice to have—it’s the only way to stand out.

Need help aligning your marketing plan with your firm’s growth goals?

Full Sail Partners offers strategic consulting, system support, and CRM integration to help professional services firms turn insight into action. Let’s talk.

Let’s be honest—tracking Master Service Agreements (MSAs), IDIQ contracts, and their related Task Orders in Deltek Vantagepoint isn’t exactly straightforward. If you’ve been juggling spreadsheets, cross-referencing records, or constantly second-guessing your contract metrics… we feel your pain.

And we built something better.

Here at Full Sail Partners, we love solving real challenges for project-based firms. One request we’ve heard time and again from our clients is this: “We need a better way to track Master Agreements in Vantagepoint.”

So, we got to work—and we’re excited to introduce a custom-built hub designed to do just that. Whether you're tracking indefinite delivery contracts, parent agreements, or ongoing on-call projects, this solution gives you the clarity and control Vantagepoint users have been missing.

Why a Custom Hub for Master Agreements?

Standard functionality in Deltek Vantagepoint is powerful, but when it comes to managing large umbrella contracts—especially those that span multiple years, multiple task orders, and multiple departments—things can get messy fast.

Here’s where things typically break down:

• You’re tracking MSAs in spreadsheets… while also trying to manage projects in Vantagepoint.
• You’ve got multiple pursuits tied to a single agreement, but no centralized place to view them.
• Your pipeline reports are double-counting opportunities, inflating projections and skewing metrics.
• Finance and marketing teams are using different “versions of the truth.”

Sound familiar? That’s exactly why we developed this custom Master Agreement Hub.

What the Custom Hub Does (and Doesn’t Do)

This custom solution adds a new “hub” in Vantagepoint where you can create a Master Agreement record and link all relevant pursuits and projects to it. Think of it like a command center for your most complex contracts.

With this custom hub, you can:

✅ Track and manage Master Service Agreements, IDIQs, and Task Orders

✅ Link pursuits and projects back to the parent agreement

✅ Automatically pull in key data from related records

✅ Display total contracted value, awarded work, pipeline, and more

✅ Eliminate duplicate reporting across business development and finance

✅ Create reports that make sense to your entire team

It doesn’t replace the Projects Hub—it enhances it. You’ll still manage your pursuits and active jobs in their respective places. But now, you have a smarter way to see the whole picture.

Real-World Scenarios: When This Custom Hub Really Shines

Let’s look at a few common use cases where this custom solution becomes a game changer:

📌 Scenario 1: Federal or Statewide IDIQ Contracts
Your firm wins an IDIQ contract with a state agency that allows task orders over a five-year period. You’re pursuing multiple task orders each quarter, but your team can’t keep track of what’s been awarded, what’s in pursuit, and what’s been completed.

With this hub, you can tie every task order to the original IDIQ contract, view real-time status across all pursuits, and see total contract metrics at a glance.

📌 Scenario 2: Municipal On-Call Agreements
You’ve got an on-call services contract with a local government. Projects are added sporadically over time, and different PMs are handling different scopes. Your leadership wants to know: “What’s the total value of this agreement and how much have we actually won?”

Now, you can answer that in seconds—with visuals to back it up.

📌 Scenario 3: Large Client with Multiple Ongoing Projects
A major higher education or healthcare client has multiple campuses and dozens of concurrent projects under a single master services agreement. You want to evaluate performance across the whole contract, but your data is scattered.

Link all the projects to the MSA, track total billings and revenue, and identify which departments or service lines are driving results.

See It in Action: Free Mini-Demo

Want to see how it works? You're in luck.

Join us Wednesday, June 25 at 1pm ET for a 15-minute live mini-demo where Principal Consultant Amanda Roussel will walk you through this new functionality using sample records and reports.

👉 Click here to register now 

Who Should Attend?

This mini-demo is ideal for:

• Marketing teams who need to track pursuits tied to a single agreement
• Project managers juggling multiple jobs under one umbrella contract
• Operations and finance teams who want better visibility into pipeline and awarded revenue
• Anyone tired of reconciling conflicting reports from different departments

If you’ve ever said, “There has to be a better way,” this demo is for you.

Let’s Make Contract Chaos a Thing of the Past

This isn’t just a “nice to have”—it’s the kind of enhancement that can bring sanity back to your project tracking. Contracts are only getting more complex, and your systems should make managing them easier, not harder.

Join us for the demo. Ask your questions. See what’s possible.

Then decide if this custom hub could be the solution your firm didn’t know it needed.

👉 [ Register now ] and get access to the live demo and the recording.

In today’s relentless business environment, a strong marketing strategy isn’t just a “nice-to-have.” It’s the cornerstone of real, measurable growth.

And here’s the kicker—we’re a consulting firm that sells, configures, and trains on CRM systems, and even we will tell you: a killer system means nothing without a smart strategy to back it up.

Tools are just tools. Your CRM won’t magically generate demand, build relationships, or close deals on its own. That’s where a strategic marketing approach comes in—giving your tools direction, your messaging purpose, and your entire growth engine momentum.

Below, we’re diving into five strategic elements professional services firms should prioritize to build a bold, results-driven marketing plan.

1. Balancing Operations and Creativity

Marketing is a balancing act—a mix of analytical rigor and creative expression.

It’s not just about operations and logistics, and it’s not just about eye-catching visuals or clever taglines. The real magic happens when creative ideas are paired with structured systems and supported by insightful analysis.

Compelling messaging, thoughtful targeting, consistent branding, automated processes, and performance tracking—these all need to come together in harmony. Without that balance, marketing either becomes disorganized chaos or stale corporate noise.

🛠 Pro Tip: Make room for creative thinking, but ground it in strategy and data. That's how you move from busy work to impactful work.

2️. Prioritize Speed and Clarity—Not Perfection

Let’s be honest: the pursuit of perfection is often the enemy of progress. The firms winning today are the ones who are agile—moving fast, testing ideas, getting feedback, and making adjustments on the fly.

Launch that campaign before it’s “perfect.” Ask for feedback through surveys or focus groups. Test messaging with different segments. Use what you learn to refine, optimize, and iterate.

With the right tracking in place, you can monitor performance in real time. Which campaigns are generating leads? Which ones are getting short-listed? What’s your win rate?

These insights allow you to pivot quickly, amplify what works, and cut what doesn’t. Perfection is overrated. Clarity and action? That’s where the ROI lives.

3. Foster Cross-Functional Alignment

Want better marketing results? Tear down the silos.

The best marketing strategies are built on collaboration—especially between marketing, business development, and technical experts (a.k.a. your seller-doers). In professional services firms, these roles often overlap—but each brings unique value to the client journey:

Marketing

Objective: Build brand awareness and generate leads

Focus:

• Identify and segment target audiences
• Create educational and value-driven content
• Maintain brand consistency across channels
• Drive traffic and engagement through campaigns
• Conduct market and client research to inform strategy

Business Development

Objective: Build relationships and identify growth opportunities

Focus:

• Network and engage with potential clients and partners
• Explore strategic partnerships and industry involvement
• Identify future project opportunities
• Collaborate with marketing and technical teams on pursuit strategies and proposals

Technical Experts / Seller-Doers

Objective: Deliver expertise, build trust, and help close the deal

Focus:

• Participate in early-stage conversations with prospects
• Provide technical insight and solutions during pursuit phases
• Collaborate on proposals, presentations, and interviews
• Build long-term client relationships through successful project delivery
• Identify additional client needs and opportunities for future work

Each team has a distinct role, but the magic happens when they align—sharing insights, speaking the same language, and working together toward common business goals. When marketing, BD, and technical experts collaborate, your firm becomes more responsive, more strategic, and way more successful at winning the right work.

4. Use Marketing Attribution for Smarter Decisions

Attribution isn’t just about patting yourself on the back for a conversion. It’s about learning.

When you can identify which messages, campaigns, or touchpoints lead to action—whether that’s a meeting request, a site visit, or a proposal request—you unlock a feedback loop for continuous improvement.

Smart attribution helps you:

• Understand what’s working (and what’s not)
• Allocate budget more efficiently
• Align teams around proven strategies
• Improve cross-sell and upsell opportunities

Plus, when teams work from a shared data set, collaboration becomes easier—and marketing becomes more cost-efficient without compromising on quality.

5. Maximize ROI: Focus on Repeat Audiences While Still Growing New Ones

Here’s a secret not enough firms talk about: sometimes the best new opportunities come from people who already know you.

Targeting repeat audiences—past clients, partners, proposal reviewers, and warm contacts—often yields higher conversion rates. These audiences are already familiar with your brand and more likely to engage with personalized messaging.

Even better? It’s more cost-effective than constantly chasing new leads.

That said, growth still requires expanding your reach. So, balance is key. Continue reaching out to new prospects through campaigns, events, and content while maintaining strong follow-up strategies for past and current clients.

Short-term ROI comes from repeat audiences.
Long-term growth comes from reaching new ones.
You need both to sustain success.

The Bottom Line: Strategy First, Tools Second

Let’s face it—your marketing strategy is the fuel that powers your CRM, your email campaigns, your proposals, and your BD team’s efforts. Without it? You’re just throwing spaghetti at the wall and hoping for ROI.

A smart marketing strategy aligns creativity with operations, embraces experimentation over perfection, breaks down silos between teams, tracks performance with purpose, and balances client retention with outreach.

If your firm is still shooting in the dark with disconnected tactics or just "doing what you’ve always done," it might be time to hit pause—and start building a better game plan.

🎯 Need a strategic partner to guide the way?

At Full Sail Partners, we help professional services firms align their marketing strategy with the right tools, processes, and insights. From CRM configuration to campaign execution—we’ve got you covered.

👉 Let’s Talk Strategy

You know what’s not fun?

Exporting contact lists. Cleaning spreadsheets. Re-uploading them into another platform. Then wondering if your campaign results will ever make it back to your CRM.

You know what is fun?

Clicking one button—and watching your marketing list fly from Deltek Vantagepoint to HubSpot like a data-driven superhero.

We’re thrilled to announce the launch of our Blackbox Connector for HubSpot + Vantagepoint, and it’s about to make your marketing life a whole lot easier.

Whether you’re trying to reach past clients, follow up with new leads after a conference, or just want to run a quick A/B test—this integration takes the chaos out of syncing your marketing efforts and puts everything right where it belongs: in one clean, closed-loop system.

Here’s What You Can Do With the HubSpot Connector

With just a few clicks, you can:

✔️ Build a segmented list in Vantagepoint
✔️ Push it into HubSpot instantly—no spreadsheets required
✔️ Send an email campaign using HubSpot’s tools
✔️ Pull performance data (opens, clicks, bounces, unsubscribes) right back into Vantagepoint

It’s fast. It’s seamless. And it means no more awkward handoffs between marketing, BD, and project teams. Everyone gets access to campaign insights—right inside the system they’re already using.

Let’s Paint the Picture…

You’ve just wrapped up a major healthcare architecture conference. You’ve met new contacts. Reconnected with past clients. And now you want to follow up with a tailored email about your firm’s healthcare expertise.

Before, that probably meant asking someone to export a list from Vantagepoint, emailing it to marketing, uploading it into HubSpot, then trying to remember to send performance results back later. (Yikes.)

Now? You create a new Marketing Campaign in Vantagepoint. Tag your contacts with “Healthcare Conference.” Push the list straight into HubSpot. Launch your email. Then click a button to have opens, clicks, and engagement metrics flow back into Vantagepoint like magic.

Even better—those results show up not only on the campaign, but also on each individual contact record. So your project managers and principals? They’ll finally know which of their contacts are actually engaging with marketing. (And that’s a win for everyone.)

How It Works (In 3 Simple Steps)

Step 1: Build Your List in Vantagepoint

Start in the Marketing Campaigns Hub. Build your contact list based on whatever filters matter—recent project involvement, industry tags, or events attended. You can even use custom fields that you created with Screen Designer.

Make sure your contacts have email addresses, and that you’ve enabled the BBMIQ integration for that campaign.

Step 2: Push It to HubSpot

Hop over to the BBMIQ Email tab, where you’ll select a static contact list from your HubSpot account. Then—drumroll, please—click Send Contacts to HubSpot.

Just like that, your Vantagepoint contact list appears in HubSpot, ready for your next email campaign.

Step 3: Pull Results Back In

Once your email is sent and the results start rolling in, return to the same BBMIQ Email tab in Vantagepoint.

Add the outbound email to the campaign, hit Get Email Response from HubSpot, then click Generate Statistics.

Boom. Now you’ve got:

• Total sends
• Opens
• Clicks
• Bounces
• Unsubscribes

…all right there in Vantagepoint—no digging, no guessing, no data delays.

Why This Matters (Especially for Non-Marketers)

Let’s say your technical staff doesn’t live in the Marketing Campaigns hub (no surprise there). But they do care about which contacts are engaged when they’re prepping for a meeting or writing a proposal.

With the Marketing IQ tab on the contact record, they can now see marketing email engagement at a glance—what was sent, when, and how that contact responded. That’s powerful intel to help guide business development conversations and deepen client relationships.

No more guessing who’s warm, who’s cold, or who unsubscribed three months ago. It’s all there, in context, inside the system your whole team already uses.

Close the Loop. Open New Possibilities.

When your marketing data lives in silos, everything gets harder—planning campaigns, tracking performance, reporting on ROI. But when your CRM and email platform talk to each other? Magic happens.

The HubSpot Connector for Vantagepoint delivers:

✨ Smarter list building
✨ Streamlined campaign execution
✨ Data-driven marketing insights
✨ And zero spreadsheet wrangling

This is more than a sync. It’s a strategic bridge between marketing and the rest of your firm.

Hear It Straight From the Source

Want to see how this connector performs in the real world?

Join us for our upcoming webinar with HR Green, where their CRM Database Manager shares:

✔️ Why their team needed a better way to connect Vantagepoint and HubSpot
✔️ What the deployment process looked like with our Blackbox Connector
✔️ The results and ROI they’ve seen since implementation

You’ll walk away with actionable insights—and maybe a little marketing envy. 😉

Click below to see how Full Sail Partners is helping firms like HR Green turn disconnected systems into seamless marketing engines.

Because great marketing doesn’t happen in isolation—and now, neither does your data.

🎯 Dashboards. They’re everywhere. And if you’re using Deltek Vantagepoint, you’ve probably built a few. Maybe even lived in a few. But what happens when you hit that moment where you say, “I wish this dashboard could just…” and it can’t?

Let’s break down the differences between Vantagepoint dashboards and Informer dashboards – and help you figure out which one deserves the spotlight in your firm’s data story.

Dashboards in Vantagepoint: The Reliable Workhorse 🐎

Let’s give credit where it’s due. Vantagepoint dashboards are like that dependable project manager who shows up on time, sticks to the script, and gets the job done without drama.

Here’s where they shine:

• They live inside Vantagepoint – no switching tools or logging in somewhere else.
• They update automatically with the most current data.
• They’re great for answering simple, common questions like “How many hours did we bill last week?” or “What’s in our pipeline?”
• They highlight the data you already care about – and calculated fields give you some customization wiggle room.

But…

They’re also bound by the rules Deltek has built in. If your business needs go beyond “basic,” you may quickly find the guardrails a little too tight.

Limitations include:

• No joining data across multiple hubs or tables 
• No SELECT statements inside calculated fields 
• No calculating values across dashparts (so pulling a KPI into a separate dashpart? Not gonna happen) 

So what if your data needs are more “build your own adventure” than “color by numbers”?

Enter Informer + Blackbox Connector: The Custom Data Dream Team 💥

For those who like their data deep, layered, and tailored to their unique business structure—Informer paired with our Blackbox Connector is where the magic happens.

Why Informer?

• It lets you go wild with custom dashboards: charts, pivot tables, and other charts that pull from multiple reports or data sources.
• It’s perfect for firms that want to track very specific performance metrics or roll up data in ways Vantagepoint dashboards can’t handle.
• It answers the deeper questions like:
  “What exactly are we holding our people accountable for?”
  “How does our performance vary by org structure?”
  “What data do our decision-makers need?”

And here’s where it gets even better…

🚀 Our Blackbox Connector for Informer comes with 5 ready-to-use dashboards designed specifically for project-based firms like yours. That means:

• Faster implementation
• Less time spent building from scratch
• Immediate insights into project performance, financials, CRM activity, and more

And because the Connector automates the flow of data from Vantagepoint to Informer, you can stop worrying about manual exports or data delays. It just works. 🙌

So… which one should you use?

Great question. Here's a quick cheat sheet:

In a nutshell:

Use Vantagepoint Dashboards when you need quick glances at simple, report-based data.

Use Informer when you need to dive deep, customize everything, and make smarter decisions with more context—especially if you want to start strong with our pre-built dashboards.

Ready to level up your data game?

Whether you want to supercharge your dashboards or finally get the insights your leadership team has been begging for, we’ve got your back.

Don’t just take our word for it—watch our on-demand webinar linked below and see how Informer dashboards (powered by our Blackbox Connector) bring your Vantagepoint data to life. From pre-built dashboards to custom deep dives, you’ll get a firsthand look at what’s possible.

If you’ve been hearing the terms “traditional AI” and “generative AI” thrown around like confetti lately but still aren’t quite sure what the difference is—you're not alone. And don’t worry, we’re here to break it down without the robot-speak. 🤖💬 

Artificial Intelligence (AI) is transforming how we work, analyze data, and make decisions—and the A&E industry is no exception. Whether it’s optimizing project schedules, identifying risks before they become disasters, or simply helping your marketing team write that next proposal (hello, ChatGPT!), AI tools are becoming part of our everyday toolkit. 

But before you plug in and power up, let’s pump the brakes and understand that not all AI is created equal. Specifically, there’s a big difference between Traditional AI (a.k.a. Machine Learning) and the newer kid on the block, Generative AI. 

Let’s explore how each type of AI functions, what problems they solve, and how your firm might benefit from using both. 

Traditional AI: The "What Happened and What Should We Do About it?" Kind of Smart

Traditional AI—often powered by Machine Learning (ML)—is great at looking at your firm’s past to make sense of what might happen in the future.

Describe - What Happened?

Traditional AI thrives on data. It aggregates and mines historical information to tell you what’s already occurred—think time-entry patterns, project budget overruns, or marketing campaign performance.

Predict - What Could Happen?

Using statistical models and algorithms, this kind of AI can forecast outcomes. For example, it might tell you: “Hey, based on the last 20 projects of this type, you're probably going to go over budget by 10%.” Super helpful? Absolutely. Magic? Not quite.

Prescribe - What Should We Do?

This is where traditional AI begins to nudge into decision-making territory. It might recommend a staffing shift, suggest delaying a milestone, or adjust workload distribution to keep your projects on track. It’s not doing the work for you—but it’s definitely acting like that smart friend who always has great advice.

Bottom line: Traditional AI is your data whisperer. It’s about understanding patterns and helping you make smarter decisions based on them.

Generative AI: The “Let’s Create Something New” Powerhouse

Generative AI is like Traditional AI’s artsy cousin who can write, draw, build presentations, and even automate tasks based on what you tell them. It’s creative, dynamic, and frankly, kind of a showoff—but in a good way. 😎

Input - What to Create

With Generative AI, you start with a prompt. “Write a project summary,” “Draft an email to a client,” or “Build a training outline for new hires.” Your input kicks off the magic.

Collect - Synthesize Data

Generative AI taps into massive amounts of data and language models—often including your firm’s own info if integrated correctly—to create highly relevant and customized outputs. The more specific the input and data source, the better the results.

Generate - On Demand Content

This is where the tool really shines. It produces original content—proposals, reports, schedules, even social media captions (wink)—saving you and your team hours of manual work.

Automate - Take Action for the User

Unlike Traditional AI that just offers recommendations, Generative AI can actually do the thing. It can distribute content, send reminders, automate workflows—all based on what you’ve selected or approved. It’s like having an extra team member that never sleeps (but also doesn’t drink your office coffee).

Bottom line: Generative AI is about creation and automation. It’s not just analyzing the past—it’s helping you build the future, faster.

So… What Is Deltek Doing About AI?

Now that we’ve laid the groundwork for what AI is and how it’s evolving, you might be wondering: “Cool, but how is this actually being used in Deltek Vantagepoint?”

Deltek’s approach to AI isn’t just about chasing trends or flashing shiny new tools. It’s what they call purposeful innovation—applying AI and machine learning in strategic, practical, and real-world-useful ways across the project lifecycle.

Here’s how that shows up in Vantagepoint:

• Task Automation – Think of those annoying, repetitive tasks that eat up your team's time—like updating records, running reports, or tracking hours. Deltek is automating them to free up your staff for more meaningful work.
• Boosting Productivity – AI helps your teams find information faster, so they can make quicker decisions, deliver better projects, and yes—even improve your cash flow.
• Simplifying Workflows – Instead of 6 steps to complete a routine task, AI tools are reducing it to 2 or 3. Less friction = more momentum.
• Reducing Risk – Manual data entry and one-person knowledge silos are risky business. With automation, Deltek removes some of that human error (and the stress that comes with it).
• Enabling Strategic Decision Making – With better insights, cleaner data, and fewer time-consuming tasks, you and your team can focus on what really matters—making smart, strategic moves.

And here's the kicker: just because you can use a trendy new tech doesn’t mean you should. Deltek’s focus is on making their products easier to use, not more complicated.

So, the next time you hear someone talking about flashy AI features from a competitor, just remember: ✨Does it actually make your day easier, your work better, or your firm more profitable?✨

That’s the litmus test. And that’s what Deltek is aiming for.

Smarter Projects Start with Smarter AI

AI isn’t just a buzzword—it’s a real opportunity to make your teams more productive, your workflows simpler, and your decisions more strategic. Whether it's traditional AI helping you predict what’s coming next or generative AI creating on-demand content to lighten your workload, there’s no denying the impact these tools can have on the AEC industry.

And the best part? You don’t have to figure it out alone.

Deltek is approaching AI with intention—focusing on purposeful innovation that supports your entire project lifecycle, not just flashy features. From automating time-consuming tasks to reducing risk and empowering your teams with better insights, AI is here to help you work smarter, not harder.

🎥 Want to see it in action?

Check out our on-demand webinar: AI Solutions for Vantagepoint: Enabling Next-Level Productivity to explore how these tools are already making a difference for project-based firms like yours.

Let’s turn that AI curiosity into real results. 👇

Let’s be honest—AI is everywhere right now. And while that’s exciting, it can also be frustrating. Because when it comes to using AI tools to actually get real work done inside Deltek Vantagepoint, most firms are either just dabbling… or getting burned.

Here’s the thing: AI is only helpful if it’s reliable. Otherwise, it’s just a very confident tool giving you half-right answers.

I’ve been building AI applications since generative AI first exploded onto the scene. And now, as an AI Developer at Full Sail Partners, I’m taking that experience and putting it to work for project-based firms like yours. Whether it’s out-of-the-box tools like ChatGPT or custom-built AI inside Informer and Vantagepoint, the goal is simple: make your life easier, your insights faster, and your decisions better.

Let’s talk about how we actually make that happen.

Why Most AI Tools Fall Short

A lot of AI out there is like an enthusiastic intern on their first day—well-meaning but not quite ready to be left unsupervised.

You ask a vague question, and the AI gives you something that sounds useful… but it’s either way off base or completely made up. Yep, that’s a thing—AI hallucinations. And in the world of project financials, that’s a pretty big red flag.

Unreliable answers lead to wasted time. Bad data leads to bad decisions. And if you’ve got deadlines and KPIs on the line, that’s a risk you can’t afford.

The Two Core Principles That Make AI Reliable

In my work developing AI tools that play nicely with Vantagepoint, I’ve focused on two big ideas:

1. A Window into the Facts

Most AI tools give you an answer and then ask you to just… trust it. Not great.

Instead, we build AI that shows its work. When you ask a question, you don’t just get an answer—you get the data behind it. You can click to verify, dive deeper, and understand exactly how the AI came to that conclusion. It's like a GPS that tells you why it picked that route, not just where to go.

This is built directly into our Informer AI Assistant, which works inside Microsoft Teams and pulls data from Vantagepoint.

2. Reliability Training

Making AI trustworthy takes more than good intentions. It takes practice—and the right techniques. Here are three I use all the time (and you can too):

• One-Path Prompting: Ask one clear, specific question. No vagueness. No contradictions. Just a straight line from question to answer.
• Problem Expansion: Break big, complicated asks into smaller pieces. Think about how you’d delegate to a new employee—you wouldn’t say “solve all our issues.” You’d say “check this one report and flag anything unusual.”
• AI University (for developers): This one’s for the builders out there. Train your AI to be really good at one thing. Not everything. Just one thing, and let it do that extremely well.

By building these techniques into our AI tools, we make sure the end result is actually useful. So useful, in fact, that most users don’t even need to think about the tech behind it. It just works.

So, What Does This Look Like in Real Life?

Here’s an example: You’re in Microsoft Teams and you need to check whether a project is running over budget.

Instead of logging into Vantagepoint, clicking through dashboards, pulling reports, and second-guessing yourself—you send a single message to our AI assistant.

A few seconds later, you’ve got a clear, accurate answer, complete with the source data. Want to drill down further? One click and you’re in Informer, seeing the full picture.

No app-switching. No spreadsheet spelunking. Just one question, one answer, and a whole lot of time saved.

Why This Matters (to You, Right Now)

Whether you’re a PM, a marketer, or a firm executive, the common thread is this: you need good data, fast.

Reliable AI changes the game.
It helps you stop guessing.
It gives you time back.

And it turns your mountain of Vantagepoint data into real, usable insights—without you doing all the heavy lifting.

Want to See It for Yourself?

If this got your wheels turning, I’d love to show you more. I’m hosting a live webinar on Wednesday, May 14 at 1pm ET, where I’ll walk through exactly how we’re using these principles to build real, working AI tools for Vantagepoint.

We’ll look at both out-of-the-box tools you can start using today and custom-built solutions that can save your firm serious time and effort.

If you’ve been curious about AI—but skeptical—it’s the perfect session for you.

Heads up, project managers! If you’ve noticed something different in your Deltek Vantagepoint Project Hub lately, you’re not imagining things. The Project Budgeting tool has moved—but don’t worry, while it’s sporting a new home and a fresh look, the core functionality you rely on is still intact.

Let’s take a stroll through the updated budgeting tool and unpack what’s new, what’s stayed the same, and how to make the most of it.

So, What’s Changed?

The Project Budget tool is now found directly inside the Project Hub as its own menu item. The look has changed, but the overall functionality has remained the same. Here are the highlights of the makeover:

• The cost/billing options now live in a sleek drop-down menu on the right side of the screen.
• There’s a new Grid Settings feature that lets you customize how your budget grid looks—because who doesn’t like a little personalization? This includes the ability to control the selection and placement of the variables in the budget grid.

First Things First: What Is a Project Budget?

The Project Budget is the Project Manager’s estimate of the total spending on the project. Budget numbers are not to be confused with the Contract amounts from the Contract Management menu.

Let’s clear this up: the Project Budget is not the same thing as your Contract Amount.

• Contract Amount = What you’ve agreed to bill the client.
• Project Budget = How you plan to spend that amount.

Yes, the numbers can match—but they don’t have to. And in Vantagepoint, they each serve distinct purposes. Knowing the difference is key to accurate forecasting and solid project management.

Budgeting Buzzwords You Should Know

Understanding how budgets break down in Vantagepoint means getting familiar with a few common terms. Here's a cheat sheet:

• Labor Budget - This is all about your internal team’s work. It compares your budgeted labor with actual employee timesheet entries.
• Expenses - Not labor. Not consultants. Just the other costs that keep your project rolling. Expenses are divided between two different types, controlled by the General Ledger Account number.
• Direct Expenses are items that are not to be billed to the client. These are costs that are absorbed into our Costs and will not generate billings. These costs are classified with GL account number type “Direct Expense”.
• Reimbursable Expenses are items that will be billed to the client. These costs are classified with GL account number type “Reimbursable Expense”.
• Compensation - This includes both Labor and Direct Expenses—basically, your internal investment in the project.
• Consultants - These are your subcontractors, split into:
• Direct Consultants are subconsultant expenses that are added to our invoices, but are part of our overall fee, usually combined with labor and expense in a Fixed Fee invoice format. These costs are classified with the GL account type “Direct Consultant.”
• Reimbursable Consultants are subconsultants that are going to be invoiced to the client (possibly with a markup), also referred to as a “pass through” expense. These costs are classified with the GL account type “Reimbursable Consultant.”
• Reimbursable Allowance - The total of your Reimbursable Expenses + Reimbursable Consultants.

How to Enter a Budget (Without Losing Your Mind)

Here’s the TL;DR of entering budgets in Vantagepoint:

• Always budget at the lowest level of the Work Breakdown Structure (WBS).
• Labor Codes are required for Labor Budgets. Not using Labor Codes yet? Let's chat first—enabling them affects other areas like timesheets.
• Expenses & Consultants are entered by GL account. Vendor name? Totally optional.

The math is simple:
Hours × Rate = Labor Budget

Budgeting in Action: Why It Matters

Your budget isn’t just for show—it’s a powerhouse tool that supports a bunch of Vantagepoint functions:

• Budget vs. Actual reports – Project reports can be pulled and compared to actual project charges.
• Timesheet validation (via Labor Codes) – Using Labor Codes in budgets limits the codes employees can use on their timesheet.
• Revenue generation formulas
• Manual % complete, estimate to complete (ETC), and estimate at complete (EAC) updates
• Custom views in the Project Review screen to show budget values and variances

Pro Tip: Budgeting Isn’t “Set It and Forget It”

We’ll say it louder for the folks in the back—budgets need love, too! Keep them current by checking in regularly and reviewing Budget vs. Actual reports. It’s the best way to keep your project financials accurate and your leadership team happy.

There’s an Even Better Way…

Feeling like the budget tool is missing a few key pieces—like assigning by employee or tracking true progress? We hear you.

💡 Enter: Project Planning and Resource Management.

The planning module in Vantagepoint goes above and beyond basic budgeting. It gives you:

• Real-time revenue forecasting
• Strategic staffing insights
• Earned value management (based on actual progress, not guesstimates)

It’s a smarter way to manage your project financials—and your people.

Let’s Talk Budgeting Strategy

If you’re ready to level up from static budgets to strategic project planning, our team at Full Sail Partners is here to help. We’ll walk you through how to get started and tailor a solution that fits your firm’s goals.

👉 Reach out to your Full Sail Partners consultant today and let’s put your project budgets to work!

For accounting professionals, the AP voucher is the single source of truth for tracking supplier invoices. An AP voucher has information from a supplier like the firm amount that is due, terms for payment, signatures of authorized firm representatives, and more. Keeping this information up to date and correct is critical, however, errors and other changes do occur.

• Is there an invoice that was accidentally entered twice and one needs to be voided/reversed?
• Was tax, shipping or another amount missing on an invoice and now it is already posted?
• Was an invoice amount entered incorrectly and it needs to be corrected?

If this sounds familiar, it’s because these are all common issues that come up in the AP world. Typically, AP associates will enter a new voucher to correct these items and then reverse or add to/subtract from the value of an original invoice. By doing this, two vouchers are entered for the same invoice number, often by adding a letter or number to the original invoice number. When the invoice is paid, the associate needs to remember to select both vouchers to pay the entire correct amount of the invoice. In the case of a duplicate invoice, there isn’t a “void voucher” option like there is void check or void client invoices.

However, there is a better solution - utilize “Voucher Lookup” to edit an AP voucher easily & smoothly!

Using Deltek Vantagepoint AP Voucher Lookup

Once an AP Voucher is posted in Deltek Vantagepoint, it isn’t very evident that there is an option to edit the voucher. But there is! Voucher lookup is a great tool that is not as widely used as it should be.

When using AP Voucher lookup, Vantagepoint “attaches” the new voucher detail lines to the original voucher by utilizing the same voucher number and voucher header. When the corrected voucher is attached to the original there won’t be two vouchers for the same invoice to reconcile in vendor review or select in payment processing! As a result,

Examples of Deltek Vantagepoint AP Voucher Lookup:

Issue 1: Whoops! Two vouchers were entered for the same invoice and one of them needs to be reversed.

Solution: Enter a new AP transaction, use voucher lookup, and reverse the original lines. This AP entry will be linked or “attached” to the original voucher, not creating a new voucher but editing the original, making a zero-dollar total invoice. The steps are as follows:

1. Go to Transaction Center > Transaction Entry > AP Vouchers. Either start a new batch (if using batches) or a new transaction (if using single transaction posting).
2. Select the vendor. Don’t enter the rest of the header data!
3. Go to the top right under “Other Actions” and select “Voucher Lookup”.
   1. A list of the vouchers for this vendor will appear.
   2. Select the voucher for the invoice that needs to be edited.
   3. In the top of the list there is a search box that can be used to find an amount, voucher or invoice number and it will search for any matches from the existing vouchers.
4. Next, select the voucher that requires editing. The voucher header information will populate from the original voucher… this is where the linking comes in.
5. At this point, anything entered in the voucher details below will add to the original voucher line items. If the original entry had three lines and another is added, four lines will appear in the voucher review.
6. In this example, the duplicate voucher needs to be reversed entirely.
   1. To reverse lines, go back to “Other Actions”, select “Copy/Reverse Lines”.
   2. Check the box in the top header row to select all voucher detail lines.
   3. Click “Reverse All”.
   4. This selection will bring these lines into the voucher detail as a negative, using the same project coding. Which is simple, FAST, and does not require re-keying of line items!
      
      
7. Post voucher as usual.
8. In Voucher Review, the original line items and the additional line items entered during the Voucher Lookup will appear.
9. In this example, the overall voucher is now zero and the total lines in the voucher are 6.

Issue 2: Need to add an additional line for tax, shipping or other charges missed on original entry?

Solution: Do all steps from above except for step 6 - don’t use the Copy/Reverse function. Simply add the needed lines to the voucher detail in the Project Information grid. Any lines that are added will link/attach to the original voucher and add/subtract to the original voucher amount.

Issue 3: Need to correct an amount in the original voucher?

Solution: Do everything above, including Copy/Reversing Lines. It is suggested to reverse the line(s) that were entered incorrectly and then enter the correct amount so there is a good audit trail. After reversing the line(s) that were entered in error, add the correcting lines in the Project Information grid on the same voucher. Every line that is reversed and/or added will still link/attach to the original voucher and add/subtract to the original voucher amount.

Solve Common Accounting Challenges with Deltek Vantagepoint

Deltek Vantagepoint does more than making AP voucher corrections easy. Check out this webinar to learn about 15 Must-Know Features to Supercharge your Vantagepoint Efficiency, and make sure to explore all the free Vantagepoint content available on the Full Sail Partners’ website.

Upgrading your ERP or CRM system sounds exciting—until you realize it means moving years (or decades) worth of data from one system to another. Suddenly, all those duplicate records, inconsistent formatting, and half-filled fields come back to haunt you.

Whether you’re planning a system upgrade, consolidating platforms after a merger, or just trying to clean house, data migration is where the rubber meets the road. Do it well, and your implementation hums along. Do it poorly, and…well, let’s just say your team won’t forget it.

At Full Sail Partners, we’ve seen it all—from DIY import headaches to flawless full-scripted migrations—and we’re here to share what we’ve learned.

Data Migration Is More Than a Technical Task

Sure, it’s about moving data. But it's also about protecting your firm’s history, ensuring accuracy, and setting up your new system for success.

Here's the big misconception: “We’ll just export our data and import it into the new system.” If only it were that simple.

A true data migration often involves:

• Reorganizing the data structure to fit the new system
• Mapping fields across platforms
• Cleaning up outdated or duplicate records
• Testing and reconciling the migrated data
• Aligning the migration with business goals and workflows

When done right, your team barely notices the transition. When done wrong? Expect confusion, downtime, and a lot of cleanup.

Understanding Your Migration Options

Not all migrations are created equal. Depending on your starting point and end goal, your approach might include:

• Upgrades – Like going from Deltek Vision to Vantagepoint. These often use automation to move data and retain familiar functionality, but still need careful planning.
• Imports – Manual or semi-automated data loading, usually from Excel or other flat files. Budget-friendly but often incomplete without extensive prep work.
• Scripted Migrations – Highly tailored solutions that extract, transform, and load data from any system—great for complex setups or non-Deltek origins.
• Merges – Bringing together multiple Vantagepoint databases. These retain most functionality but require both systems to be on the same version.

Choosing the wrong type of migration—or assuming one size fits all—can derail your timeline and budget. That’s why we always recommend starting with a discovery conversation.

Why Hiring an Expert Matters

Let’s be honest—migrations are messy. Between incompatible fields, third-party integrations, and evolving business processes, it’s easy to miss something critical.

A data migration expert can:

• Spot potential issues before they snowball
• Customize your migration plan for your firm’s needs
• Ensure your data is clean, accurate, and usable from day one
• Save your team from spending hours (or weeks) cleaning up after the fact

Plus, our team at Full Sail Partners doesn’t just move data—we help you understand it. That way, you’re not just changing systems; you’re improving how you work.

Learn More in Our Upcoming Webinar

If your firm is considering an upgrade, preparing for a merger, or simply wants to clean up and consolidate your data, you’ll want to catch our next webinar:

• 🖥️ Upgrades, Imports & Mergers—Oh My! Navigating Data Migrations with Confidence
• 🎤 Presented by: Jennifer Stevland, Principal Data Solutions Consultant
• 📍 Register here

We’ll walk through the four main types of data migrations, share best practices, and explain how to make the process as painless as possible. Bring your questions!

You can smell it in the air—spring is here. And while most people are reaching for dusters and donation boxes, we’re over here thinking about a different kind of mess: your data. Yep, we’re talking about those outdated contact records, confusing project statuses, and duplicate entries multiplying like rabbits in your ERP system. 🐇

We get it. Data management isn’t the most glamorous task. But it is one of the most important—because clean data powers accurate reporting, better decisions, and ultimately, a more profitable firm.

Let’s dig into why data gets dirty (no judgment here), and more importantly, what your team can do to clean it up—and keep it clean.

Why Data Gets Dirty (Even When You're Trying Your Best)

Your firm isn’t doing anything wrong—data just naturally decays over time. People change jobs. Projects wrap up. Opportunities stall out. And if you’re using a system like Deltek Vantagepoint, where multiple team members can enter or edit data, those inconsistencies can stack up fast.

Some common culprits:

• Contacts that left the company three years ago (but you’re still emailing them… awkward)
• Projects marked “active” that haven’t had billable time since 2022
• Custom fields created with good intentions but never used consistently
• Multiple definitions of statuses like “inactive,” “on hold,” or “archived” floating around your team like urban legends

Sound familiar? Yeah, we thought so. Let’s fix it. 🔧

Step 1: Define Decision Points 🔍

Before you start cleaning, take a minute to figure out what needs attention and how you’ll make decisions. Otherwise, you’ll waste time spinning your wheels—or worse, accidentally delete important info.

Start by identifying the fields you want to review. Let’s take project records, for example. You might want to evaluate:

• Project Status
• Last billed date
• Assigned project manager
• Client contact information

Ask yourself:

• What makes a project “dormant” vs. “inactive”?
• Should we dormant projects that haven’t had activity in over 12 months?
• What criteria can we search by to build a clean-up list?

Example: Run a search for all active projects that haven’t had time billed in the past 90 days. That’ll give you a short list of projects to investigate. Maybe some need to be marked as inactive or maybe even dormant. Maybe others are still technically open but should’ve been closed out months ago. Whatever the case, narrowing the list makes it manageable.

Step 2: Standardize Everything ✏️

Inconsistent data doesn’t just look messy—it creates reporting nightmares. Imagine running a report on “Dormant Projects,” but half the team labeled them as “Inactive.” That data’s not helpful—it’s confusing.

So, this is your opportunity to:

• Clean up dropdown options that aren’t in use
• Create a shared glossary of field definitions
• Use tooltips in Vantagepoint to help users enter data correctly

💡 Pro Tip: Review custom fields and user-defined labels. If something hasn’t been used in a year—or if it’s being used inconsistently—either standardize it or remove it.

Also, talk to your teams. Ask them how they actually use the system. Sometimes the data structure doesn’t match real-world workflows, and that’s where inconsistencies creep in.

Step 3: Automate Where You Can 🤖

Once the clean-up is done, set up some automation to help keep things tidy moving forward. In Deltek Vantagepoint, that could mean:

• Workflows that trigger an alert when a project hasn’t been updated in 6 months
• Dashboards that highlight missing key fields like contact phone numbers or opportunity stage
• Scheduled reports that flag records needing review—like unassigned project managers or expired client emails

Example: Let’s say you want project managers to review project statuses quarterly. Create a workflow that sends a reminder on the first of each quarter to check and update their projects. Boom—ongoing accountability without manual chasing.

Step 4: Assign a Cleanup Crew 🧽

Let’s be honest—if everyone owns data integrity, no one really owns it. Designate specific people or roles to be your data gatekeepers. This doesn’t mean they do all the work, but they’re the ones ensuring standards are followed and reviews are happening.

Ideas for building a data integrity plan:

• Assign a Data Champion for each department (Marketing, Accounting, Project Management)
• Create a monthly or quarterly data audit checklist
• Host a “Data Day” once a quarter—throw in some snacks and make it a team effort 🍩

And yes, this might mean investing time and people up front, but the payoff is massive: more trust in your data, faster reporting, and less stress when leadership asks for a metric yesterday.

Bonus Tip: Start with What Hurts the Most 😣

You don’t have to fix everything at once. Start with the areas that cause the most frustration:

• Is your CRM full of dead contacts? Start there.
• Struggling to run accurate pipeline reports? Review opportunity stages.
• Marketing getting bouncebacks from email blasts? Clean up email addresses.

Small wins lead to momentum—and momentum leads to lasting change.

Final Thoughts: Clean Data = Clear Decisions

If your data is a hot mess, you're not alone—but you can do something about it. By defining clear decision points, setting standards, automating what you can, and assigning real people to own the process, you’ll give your ERP system a much-needed refresh.

And hey, if your team needs help figuring out where to start or how to set up those automations in Deltek Vantagepoint—we’ve got your back.

📩 Let’s clean up that hot mess together. Contact us to schedule a data integrity consult with one of our friendly experts.

Because nothing feels better than a database that’s as fresh and clean as your spring wardrobe. ✨

How to automate recurring tasks and keep your Deltek system running smoothly

When it comes to maintaining your Deltek Vantagepoint system, there’s one tool that quietly powers the background operations most firms rely on every day—the Process Server. It might not have the flashiest interface, but it’s one of the most powerful ways to ensure your system stays clean, efficient, and humming along without the need for constant manual intervention.

Whether you're scheduling large reports, generating batch invoices, or simply trying to avoid system slowdowns, the Process Server helps make all of this—and more—automated and reliable.

What is the Process Server?

The Process Server is Vantagepoint’s behind-the-scenes workhorse. It handles processing jobs that involve large amounts of data or time-intensive operations, sending them to the application server where they run in the background. This frees up users to continue working in Vantagepoint without interruption.

And thanks to its multi-threaded design, the Process Server can run multiple jobs simultaneously—so even when your firm is juggling numerous tasks, performance doesn’t take a hit.

Why It Matters: Automating the Maintenance Grind

System maintenance doesn’t have to be tedious. With the Process Server, many of those recurring tasks can be automated, scheduled, and prioritized, eliminating the need to manually initiate jobs like:

• Large report generation
• Revenue recognition and batch posting
• Overhead allocation
• Billing cycles and approvals
• Daily system clean-up tasks

You can schedule these jobs to run during off-hours—overnight or on weekends—minimizing system impact and maximizing productivity during your business day.

Your Tune-Up Toolkit: Key Queues to Know

The Process Server organizes its work through queues—each with a specific focus. Here’s how to put those queues to work for regular system upkeep:

1. Accounting Queue
Used for batch and interactive billing jobs—perfect for scheduling those large invoicing runs during non-peak hours.

2. Alert Queue
Handles alerts like timesheet reminders, budget milestone alerts, credit card activity alerts, and more. If users aren’t getting timely notifications, this queue is your starting point.

3. Approval Queue
Manages all approval processes, including timesheets, expenses, AP, and invoice approvals. This keeps your business moving without bottlenecks.

4. Exports and Integrations Queues
Essential for syncing data with third-party systems. Schedule your data refreshes or exports without ever logging in at midnight again.

5. Maintenance Queue
This is where the real cleanup magic happens. Jobs here include:

• Recreating audit triggers
• Deleting old archived reports
• Removing expired billing files
• Clearing outdated audit trails and email logs
• Eliminating orphaned sessions or notifications

Think of it as your ERP’s nightly cleaning crew.

Fine-Tuning with Queue Manager

The Queue Manager gives you full control of what’s happening in the Process Server. You can:

• View job statuses
• Filter by queue type
• Troubleshoot failed jobs
• Cancel, resubmit, or hold jobs
• Reset all system jobs if maintenance or alert jobs stop firing

That last point is a hidden gem: If alerts or system cleanups suddenly stop working, just hit the “Reset All System Jobs” button. It’s a simple fix that can save you hours of head-scratching.

Custom Queues & Priority Settings

Have a specific process you want to isolate? You can create custom queues—say, one just for reporting or a unique workflow specific to your firm. You can also assign queues to specific application servers to balance the load.

And don’t forget priority settings. You can assign priorities to queues (with 0 being the highest) and then control access by user role. For example, you might restrict high-priority queues to your accounting team, so project managers submitting large jobs don’t inadvertently delay time-sensitive billing processes.

Configurations That Keep Things Running Smoothly

You’ll find all of this under Settings > General > Process Servers in Vantagepoint. Here, you can:

• Set the number of days to retain job history and error logs
• Add additional process servers (for large firms)
• Monitor server usage and queue performance
• Create and manage custom queues
• Adjust the max concurrent jobs per queue

Just be mindful: keeping too much job history can clutter your database, so the recommended retention is no more than 90 days.

Smarter Maintenance = Less Stress

If you’ve ever stayed late to run reports or woke up wondering whether a critical workflow went through, the Process Server is here to rescue your peace of mind. Automating regular system tasks keeps your Vantagepoint environment clean, fast, and functional—so your team can focus on strategy, not spreadsheets.

Ready to give your ERP a tune-up?

Start by exploring your Process Server settings, reviewing your queues, and identifying what tasks can be automated. And if you want to see all this in action, be sure to check out our on-demand mini-demo linked below for a walkthrough of key features and best practices.

🚀 Smarter system. Less stress. Powered by Process Server.

Big changes are coming to Deltek Vantagepoint’s integration capabilities—but don’t worry, we’ve got you covered! If you rely on integrations using Deltek’s SOAP-based web services, it’s time to prepare for a transition to modern webhook and REST-based integrations.

What’s Changing?

Deltek has officially announced that its SOAP-based web service functionality will be deprecated by 2026. That means firms using these older integration methods will need to switch to webhooks and REST-based APIs to maintain seamless data flow and automation.

Why This Matters

For firms using integrations with Deltek Vantagepoint, this transition ensures:

• Improved Security – Webhooks provide a more secure way to transfer data.
• Faster Data Syncing – Say goodbye to delays—webhooks push updates in real time!
• Better Scalability – As your firm grows, webhooks make integrations more efficient and flexible.

How Full Sail Partners is Handling the Transition

We anticipated this change and have been proactively working on a seamless migration plan for all Blackbox Connector users. Here’s what to expect:

• Update Script Deployment – We’ll provide a script to enable webhook functionality in your Deltek system.
• Plenty of Time to Transition – The script will roll out in Q2/Q3 2025, ensuring ample time for testing and implementation.
• Hands-On Support – Our team will guide you through the process, ensuring that your integrations continue running smoothly.

What You Need to Do

Right now? Nothing! We’ll take care of the transition and provide detailed instructions as we approach the rollout.

If you have any questions about how this affects your firm, don’t hesitate to reach out to our team at [support@fullsailpartners.com].

Looking Ahead

The shift to webhooks is a step forward in modernizing integrations, and we’re excited about the benefits it will bring to your business. Full Sail Partners is here to make sure your workflows remain efficient, reliable, and future-proof.

Stay tuned for more updates, and rest easy knowing your integrations are in good hands!

Ever feel like your Deltek Vantagepoint system could be working harder for you?

If you're like most project-based firms, you're juggling tasks, chasing down data, and performing the same manual steps day after day. Sound familiar? Then it’s time to march into efficiency with a toolkit designed to streamline your workflow and automate the time-sucking tasks that drain your day.

Enter: 15 must-know Vantagepoint features that will help you reclaim your time and elevate your day-to-day operations.

Want to see these features in action plus get bonus features not listed here? Check out Lisa Ahearn's on-demand webinar here.

Everyday Time-Savers

1. Open in New Window
Toggle between records and dashboards without losing your place. Right-click menu items or blue hyperlinks to open them in a new tab without losing your place. It’s a simple tweak that can make a big difference. This one small trick can make a big difference when multitasking.

2. Grid View Customization + Saved Views
If records are displayed in a list view, users can save the columns selected in the view and then apply those settings in the future. This may not seem like a big deal but is just one of the small, but mighty ways Deltek is improving user efficiency in Vantagepoint.

Click the gear icon to customize columns, then save your grid views for fast filtering. Bonus: Share them with your team. Watch a mini-demo of this feature here.

3. Keyboard Shortcuts
Use Alt + K to reveal powerful shortcuts for inserting rows, checking boxes, or navigating dropdowns. Once you try them, you'll never go back.

Click-Less Cleanups

4. Bulk Updates
Change multiple records at once—like updating project stages or contact info. It’s like magic for data cleanup.

With Bulk Update, you’ll be able to update multiple fields across numerous records simultaneously—saving time and headaches! This feature’s user-friendly interface makes bulk editing intuitive, even if you’re not a tech guru. Plus, you’ll enjoy peace of mind with built-in error handling, allowing you to quickly resolve any records that can’t be saved right away. And for added control, administrators can decide who has access, thanks to role-based permissions.

See the bulk update feature in action here.

5. Auto-Populate Timesheets with Holidays & Absences
Reduce timesheet errors and save time with auto-filled entries for PTO and holidays (once approved).

6. Timesheet Assist Reminders
Friendly pop-ups remind users to complete timesheets and suggest projects to charge time to. Timesheet assist provides users with reminders and suggestions based on past projects or active assignments. It allows users to quickly add suggestions to their timesheets, with full control over project selection. And, it offers flexible settings, including options to select Time Groups and reminders days before timesheet deadlines.

Discover how this feature helps ensure more accurate timekeeping to streamline your firm's business processes in this mini-demo.

Automation & Smart Tools

7. Opt-In Features
Get early access to new features before they become standard. A great way to test drive efficiency-enhancing tools.

8. Dela (AI Assistant)
Need to find a record, create a contact, or log an activity? Just ask Dela. This AI-powered companion honors your security settings and keeps getting smarter.

9. Smart Summaries for Projects and Firms
Summarize project and firm data quickly, without running a report. Perfect for execs who want insights fast.

Data Visibility & Dashboards

10. Dashparts
Dashparts provide a flexible way to visualize your data right from the dashboard.

You can use funnel chart types to track your pipeline, making it easier to see which opportunities are moving through your business development process.

There are organizational-level options available for both the project and project detail bases, giving users deeper insights depending on how they need to view their data. You can also display the average collection period by project and group it by client to better understand payment trends.

Forecasted accounts receivable collections can be visualized to help with cash flow planning. Additionally, the AP Detail base allows you to review voucher information with ease, bringing even more transparency to your financial data.

11. Employee Capacity Visibility
See how reassigning hours impacts staff availability. You can see employee availability directly from the employee card in the plan. No more guesswork.

12. Auto-Populate Time Off in Project Plans
Approved absences flow directly into your resource plan. Deleted requests are removed too.

Search Like a Pro

13. Multi-Value Search Operators
Search for multiple values using “contains” or “=”. Great for filtering specific project types or client groups.

14. GL Account Review
Search transactions across accounts and periods, then export data with or without preview. Super handy during audits.

15. Activities Grid Improvements
Multiselect contacts or employees, view notes directly in the grid, and more. A big win for CRM users.

So, What Will You Automate First?

Imagine logging into Vantagepoint and seeing exactly what you need—timesheets filled out, dashboards prepped, project data updated—all before your second cup of coffee.

This isn’t just a dream. With the right features, it’s your new reality.

📅 BONUS: Watch Lisa Ahearn’s on-demand webinar to see these features in action—plus even more Vantagepoint tips to boost your efficiency. Watch today by clicking the image below.

March into efficiency. Your streamlined workday awaits.

As someone who has worked with Deltek Vantagepoint for years, I can confidently say that it’s a powerhouse for project-based firms. But what really takes its functionality to the next level? It's seamless integration with Microsoft Office, particularly Outlook and Teams. These integrations don’t just make your life easier—they make your work more efficient, more connected, and ultimately, more valuable.

If you’re not already using the Vantagepoint Connect Add-in for Outlook or leveraging the Teams integration within Vantagepoint, let me introduce you to the game-changers that will revolutionize how you manage projects, communications, and collaboration.

Vantagepoint Connect: Outlook Add-in

Turning Your Inbox into an Extension of Vantagepoint

We all live in our inboxes, so why not make Outlook work smarter? With the Vantagepoint Connect Add-in for Outlook, your CRM and project management tools are just a click away—right inside your email.

Key Features That Save You Time and Effort:

• Easily Add Contacts and Firms
  Got an email from a new potential client? Instead of manually entering their information into Vantagepoint, just open the Vantagepoint Connect pane inside Outlook and instantly create a new Contact or Firm record.
• Log Emails as Activities
  Ever had an important client conversation get lost in the email abyss? With just one click, you can log emails directly into Vantagepoint as an Activity, keeping a clear record of communications tied to the right firm, project, or marketing campaign.
• Schedule Meetings Without the Back-and-Forth
  The built-in Scheduling Assistant lets you send availability links, propose meeting times, and even create Teams meetings—right from Outlook. No more endless email chains trying to find a time that works.
• Search Your Vantagepoint Database from Outlook
  Need to check if someone is already in your system? The search bar inside the Vantagepoint Connect pane lets you pull up records for Contacts, Firms, Projects, and Activities without ever leaving your email.
  
  

Why This Matters:

Instead of bouncing between applications, you can perform essential CRM tasks directly in Outlook. The result? A faster, more connected workflow that ensures your data stays up to date with minimal effort.

Microsoft Teams + Vantagepoint: Instant Collaboration, Right Where You Need It

Bridging the Gap Between Project Data and Real-Time Communication

We all know that great projects are built on effective communication. With Microsoft Teams integration inside Vantagepoint, staying connected with your team has never been easier. Instead of switching between platforms or hunting for contact info, you can start a Teams chat directly from within Vantagepoint—right where you are already working.

How It Works:

• See Who Is in the Same Record as You
  If other users are currently in the same record in Vantagepoint—whether it is a project, contact, or another hub—you will see their presence via a small chat bubble next to their name (see screenshot below).
• Instantly Start a Teams Chat
  Need to ask a quick question or clarify project details? Simply hover over the chat bubble and initiate a one-on-one Microsoft Teams chat directly from Vantagepoint. No need to search for their name in Teams or leave your workflow.
• Seamless Setup
  If your firm has enabled the Microsoft Teams Chat option in Settings » General » Communications, you can immediately start chatting with team members without leaving Vantagepoint.

Why This Matters:

When working on projects, timing is everything. Instead of sending an email and waiting hours for a reply, you can now ping a teammate in Teams and get an answer instantly. This eliminates communication delays, reduces email clutter, and keeps teams aligned in real-time.

With the Teams Chat integration, Vantagepoint is no longer just your project management system—it’s your real-time collaboration hub.

Why These Integrations Are a Must for Any Vantagepoint User

Whether you are a BD professional, a project manager, or a marketing leader, these integrations provide three major benefits:

1. Time Savings: No more duplicate data entry or switching between multiple applications.
2. Better Collaboration: Keep teams aligned with real-time access to shared information.
3. Stronger Data Integrity: Ensure that all interactions and project updates are automatically captured inside Vantagepoint.

By integrating the tools, you already use every day—Outlook and Teams—Deltek Vantagepoint becomes even more powerful. It’s about working smarter, not harder.

Take Your Vantagepoint Experience to the Next Level

With Microsoft Outlook and Teams integrations, Deltek Vantagepoint isn’t just a project management system—it’s a powerhouse for seamless collaboration, streamlined workflows, and smarter communication. If you’re not taking full advantage of these tools yet, now is the perfect time to get started!

Want to see the Outlook integration in action? Watch my mini-demo, to see how Vantagepoint Connect can help you work smarter—right inside Outlook. Click below to watch today!

Let’s face it—AEC firms have no shortage of repetitive tasks, data entry nightmares, and inefficient workflows. Whether it's notifying employees about project updates, ensuring proposals are properly tracked, or keeping financial approvals on schedule, these manual processes drain time, increase errors, and create unnecessary headaches.

That’s where Deltek Vantagepoint Workflows come in. By automating common tasks, firms can reduce human error, improve efficiency, and free up valuable time to focus on high-impact work. Say goodbye to manually sending emails, updating records, or chasing approvals. With automation, your team can operate like a well-oiled machine—seamless, streamlined, and stress-free.

In this blog, we’ll explore how:
✅ User-Initiated Workflows eliminate repetitive data-entry tasks
✅ Scheduled Workflows automate recurring actions like reminders
✅ Real-world automation case studies showcase workflow-driven efficiency

User-Initiated Workflows: Stop Repetitive Tasks in Their Tracks

Think about how much time your team spends on mundane, repeatable tasks like updating project statuses, notifying team members of changes, or ensuring required fields are filled in correctly. If these tasks aren’t automated, they can easily slip through the cracks or waste hours of valuable work time.

What Are User-Initiated Workflows?

User-Initiated Workflows in Deltek Vantagepoint allow automated actions to trigger when a record is created, modified, or deleted, eliminating the need for manual follow-ups. These workflows can:

• Send instant email notifications when a project is updated
• Ensure data accuracy with validation rules
• Automatically update fields when conditions are met
• Create activities based on specific actions

Example: Project Status Update Automation

Let’s say your firm has a process where, when a project is marked “dormant,” the project principal needs to be notified. Without automation, this means:
❌ Someone must remember to add the completion date
❌ Someone must manually send an email to the principal
❌ If forgotten, the principal is left in the dark

With User-Initiated Workflows, you can automate this entire process:
✅ When a project is changed to "dormant," the system automatically updates the completion date
✅ An email notification is triggered to the project principal
✅ A reminder calendar activity is created for the principal follow-up

Result? No more forgotten notifications, no more manual emails, and a streamlined workflow that just works.

Scheduled Workflows: Automate Routine Reminders and Reports

Now, let’s talk about the routine tasks your firm does on a daily, weekly, or monthly basis. Manually sending reminders, pulling reports, or tracking deadlines takes up valuable time.

What Are Scheduled Workflows?

Scheduled Workflows in Deltek Vantagepoint run at regular intervals to automate tasks that don’t require immediate action. Instead of triggering on record changes, these workflows operate on a set schedule, like:

• Sending employee reminders on key deadlines (e.g., expense report submissions)
• Generating automated reports (e.g., project performance updates)
• Triggering notifications based on hire dates or anniversaries

Example: Monthly Employee Anniversary Notifications

Many AEC firms send emails recognizing employee anniversaries. Without automation, this means:
❌ HR manually runs reports
❌ Emails must be written and sent manually
❌ Employees might be overlooked

With Scheduled Workflows, you can set up an automated reminder that runs on the 1st of every month: ✅ The system identifies employees with an upcoming anniversary
✅ A record-specific email is automatically sent to HR (or the company)
✅ No one is forgotten, and employees feel valued 🎉

This same logic applies to monthly project status updates, invoice reminders, or even marketing email triggers—automate it once, and let Vantagepoint do the rest.

Real-World Wins: Workflow-Driven Automation in Action

Let’s take a look at how actual AEC firms have used Vantagepoint Workflows to increase efficiency and eliminate headaches.

Case Study #1: Reducing Proposal Errors with Validation Workflows

Problem: A marketing team struggled with missing or incorrect information in proposal records, leading to errors in submittals and last-minute fixes.

Solution: A User-Initiated Workflow was set up to:
✅ Require certain fields (Project Manager, Fee, Proposal Due Date) before saving
✅ Show a validation warning if any required field was missing
✅ Block saving until all necessary information was entered

Result:

• 80% fewer errors in proposals
• Faster turnaround time for marketing teams
• Increased accuracy in CRM records

Case Study #2: Automating Project Manager Notifications

Problem: Project Managers weren’t notified when they were assigned to new projects, causing delays in planning and client communication.

Solution: A User-Initiated Workflow was created to:
✅ Automatically email the assigned Project Manager when a new project is created
✅ Send a dashboard alert to the PM
✅ Include key details (client name, budget, deadline) in the notification

Result:

• PMs received instant notifications, reducing onboarding time
• Teams could proactively plan work instead of waiting for updates
• Fewer miscommunications between departments

Case Study #3: Automating Invoice Reminders for Accounting

Problem: The accounting team struggled with late invoice submissions because project managers often forgot to submit approvals.

Solution: A Scheduled Workflow was created to:
✅ Send automated reminders to PMs on the 5th and 10th of every month
✅ Track pending invoices and notify accounting
✅ Escalate overdue approvals after 15 days

Result:

• 30% faster invoice approvals
• Improved cash flow with more timely billing
• Less manual chasing from accounting

Say Goodbye to Busywork – and Hello to Automation

Manual processes are a thing of the past. With Deltek Vantagepoint Workflows, your AEC firm can eliminate inefficiencies, reduce human error, and free up valuable time to focus on high-impact work. Want to discover even more ways to streamline your processes and boost efficiency? Watch our webinar, "15 Ways to Be More Efficient in Vantagepoint", where we break down practical tips, automation strategies, and expert insights to help you get the most out of your system. Click below to get access today.

Believe it or not, but there are several applications in Deltek Vantagepoint that go unused simply because end users really don’t understand the concepts behind them. Labor Cross Charge, Consultant Accruals and Overhead Allocation are a few of those applications. This high-level overview is intended to make the user more informed about useful accounting features within Deltek Vantagepoint. These features are designed to provide the user with the best view of a project’s overall health as well as the health of the professional services firm as a whole. 

Consultant Accruals

When invoicing clients each month on percent complete or lump sum type projects, oftentimes the percent complete billed on behalf of subconsultants does not really reflect what the subconsultants have actually invoiced the project. Consultant Accruals is a way to account for the differences. The Consultant Accruals account shows the difference between what the prime firm has billed the client versus what the subconsultant has billed the prime firm on the balance sheet. 

Consultant Accruals uses the Project Budgeting Worksheet as the budget source to calculate accruals. The user must complete the Expense Costs tab of the Project Budget Worksheet for each subconsultant at the lowest level of the WBS. When the user receives an invoice from the subconsultant, it is entered in the Transaction Center, AP Vouchers using the same expense chart of account number and WBS level that is set up on the Project Budget Worksheet.  

When posted, the user will see a debit for the voucher amount to the expense chart of account (COA) number and a debit to a COA number called “Accrued Consultant.” Prior to running Consultant Accruals, enter the percent complete for each vendor on the Expense Costs tab of the Project Budget Worksheet.

Once Consultant Accruals is run, Deltek Vantagepoint will adjust the original posting to the expense COA number if there is a difference between the percent complete entered in the project budget worksheet and the amount entered in AP for that subconsultant. An adjustment will also be made to the Accrued Consultant COA number with an offset entry to the Consultant Liability account. The “Accrued Consultant” account will show the difference between the percent billed on their behalf and the amount the subconsultant billed the firm.  

Usually running the Consultant Accruals routine is part of the month end processes. 

Overhead Allocation    

Professional services firms have a variety of Key Performance Indicators (KPIs) used to closely manage a firm’s financial and operational performance, and profit margin should be one of them. The Overhead Allocation utility in Deltek Vantagepoint is used to assign indirect costs to regular, revenue producing projects to measure net profitability. 

Overhead Allocation must be configured in a firm’s Vantagepoint database and should be run on a timely basis – usually after timesheets are posted or at month end. Overhead Allocation can give the user a true understanding of a project’s profitability. 

There are two options for applying overhead to projects – multiplier or proration. Overhead can be applied to a project’s revenue or direct labor:

The multiplier method applies a multiplier that is determined to every dollar of direct labor spent on a project. The proration method uses a firm’s actual, year-to-date indirect expenses. Firms generally prefer the multiplier method because of its consistency. Project managers always know how much overhead is being applied to their projects. The proration method, because it is based on actual indirect expenses, will change month to month. Deltek Vantagepoint uses total overhead expense divided by total direct labor to determine the multiplier used when Overhead Allocation is run. 

There are a number of reports including the Project Progress, Office Earnings and Project Summary report that when run at cost will display overhead. Running the Overhead Allocation process will return a report detailing the amount of overhead applied to projects and the actual overhead rate of the firm. 

Overhead allocation can be run anytime as it is used for reporting purposes only. 

Labor Cross Charge 

Firms using organizations within Deltek Vantagepoint may want to consider using the Labor Cross Charge utility. A cross charge occurs when an employee in one organization works on a project owned by another organization. The professional services firm can choose a revenue share, where the borrowing organization is charged revenue based on an agreed upon price by the loaning organization. In this scenario, the loaning company would see an increase in revenue and the borrowing organization would see a reduction in revenue.  

A firm may also choose to bill the borrowing organization indirect cost reducing the loaning organization’s direct/indirect expenses and increasing the borrowing organization’s direct/indirect expenses. By default, when time is posted, the labor cost follows the project’s organization. The user may choose to have the labor cost transferred back to the employee’s organization during the labor cross charge process. 

Labor Cross Charge can be used on Regular type projects or both Regular and Overhead type projects. Labor Cross Charge is run as part of the month end process after billing to clients has been completed. Having a clear understanding of how these applications work in Deltek Vantagepoint will help the firm decide if it could benefit from their use. 

Get the Most out of Deltek Vantagepoint 

Deltek Vantagepoint was designed with project-based users in mind. So, it is important for users to be knowledgeable about all the helpful accounting features within Vantagepoint that can provide them with an overall picture of firm projects. For professional services firms seeking guidance on how to get the most out of their investment, Full Sail Partners offers a complete Navigational Analysis. Click the image below to learn more.  

Let's be real: dealing with system issues can be a major headache. But knowing how to categorize your problem when submitting a support case to Deltek can make all the difference in getting the help you need—fast. Choosing the right severity level ensures that Deltek can prioritize your case appropriately, saving you from unnecessary delays and frustrations.

So, let’s break down the four severity levels Deltek offers, what they mean, and how to make sure your issue gets the attention it deserves.

1. Mission Critical (Severity 1)

This is the "all hands on deck" level. If your system is completely down, producing incorrect data that could lead to major business blunders, or preventing you from working altogether—this is your category.

Examples of Mission Critical Issues:

• Your entire system crashes and won't let you log in.
• Financial calculations are way off, potentially leading to serious business risks.
• A major system failure with no workaround, grinding operations to a halt.

What Happens in Severity 1 Cases:

• Deltek immediately prioritizes Severity 1 cases as top priority.
• A dedicated Support Services Analyst will be assigned to your case full-time to ensure a rapid resolution.
• This level is used when there’s an imminent deadline or business-critical operations at risk, and there’s no reasonable workaround to mitigate the issue.

Why It’s Important: Mission-critical issues require swift action to minimize downtime and business disruption. This is why Deltek places the highest priority on these cases and dedicates full-time resources to resolving them.

2. Critical (Severity 2)

Think of this as the "high priority, but not a total meltdown" level. A major function isn't working properly, but you can still get some work done with a workaround.

Examples of Critical Issues:

• A key feature is glitching, but you’ve found a workaround to keep moving.
• A non-production system is acting up and causing delays.

What Happens in Severity 2 Cases:

• Deltek assigns a Support Services Analyst to tackle your issue during business hours.
• The case is treated with urgency, but since you have a workaround, it’s not as critical.
• The analyst works with you to identify the problem and find a long-term solution.

Why It’s Important: Your operations might not be at a full stop, but resolving these issues quickly is crucial to avoid further disruptions.

3. Elevated (Severity 3)

This level covers the "it's annoying but not a deal-breaker" kind of issues. Your system is working, but not as smoothly as you'd like.

Examples of Elevated Issues:

• A visual glitch that’s more of an eyesore than a real problem.
• A feature that’s sluggish but still functional.
• Formatting errors that don’t impact operations.

What Happens in Severity 3 Cases:

• A Support Services Analyst will take a look and work on a fix.
• These cases don't demand immediate attention but are still important.
• Issues may be escalated if they become more problematic.

Why It’s Important: Even small frustrations can add up. Getting them fixed ensures your system remains efficient and user-friendly. Deltek prioritizes resolving these issues promptly to maintain optimal system performance and user satisfaction.

4. General (Severity 4)

This is your "curious, but not in a rush" level. These cases are for general questions, feature requests, or minor bugs that don’t disrupt daily operations.

Examples of General Issues:

• You’re unsure how to use a specific feature and need clarification.
• A minor bug that’s annoying but doesn’t impact your workflow.
• Suggestions for future improvements.

What Happens in Severity 4 Cases:

• Support will get to these as part of their regular workflow.
• Since there’s no critical time constraint or major business impact, the response time may be longer than for higher-severity cases.
• Support staff will provide assistance based on normal procedures, and issues may be resolved in future product updates or patches.

Why It’s Important: Even small things matter—whether it's answering your questions or improving future system versions.

How to Choose the Right Severity Level

Picking the right severity level helps Deltek help you—quickly and efficiently. Here’s a cheat sheet:

• Severity 1: If your business is at a standstill—submit ASAP.
• Severity 2: Major impact, but you can still function.
• Severity 3: Moderate impact with workarounds.
• Severity 4: Minor impact or general questions.

By understanding and accurately selecting the severity level of your issue, you help Deltek respond faster and more effectively, ensuring minimal disruption to your business. Remember, the more specific and detailed you are when submitting your case, the quicker and more efficiently your issue will be addressed.

Need Help Deciding? We're Here for You!

Still unsure which severity level fits your issue? No worries! Reach out to your Full Sail Partners Account Manager, and they'll help you submit your case with confidence. We're here to make your Deltek experience as smooth as possible!

Managing employee data across multiple systems can be a time-consuming and error-prone process for firms using Deltek Vantagepoint and ADP Workforce Now. The Blackbox Connector for ADP Workforce Now simplifies this challenge by seamlessly syncing employee data between the two systems. Designed with efficiency and accuracy in mind, this connector ensures your firm maintains a single source of truth while reducing the manual effort required to manage employee records.

What Is the Blackbox Connector for ADP Workforce Now?

The Blackbox Connector is an API-based integration that connects Deltek Vantagepoint with ADP Workforce Now. This pre-built connector automates the flow of employee data between the two systems, eliminating the need for manual data entry and reducing the likelihood of errors.

As best practice, ADP serves as the system of initial input for employee data. When a new employee is onboarded in ADP, the connector triggers the creation of their employee record in Deltek Vantagepoint. All mapped fields—such as demographic details, orgs/departments, hire dates, pay rates, PTO, education, skills, and even custom fields—are automatically synced to the Deltek Vantagepoint Employees hub. This creates a streamlined process where the relevant data captured during onboarding in ADP flows seamlessly into Vantagepoint without duplication of effort.

Key Features of the ADP Vantagepoint Connector

1. Automated New Hire Sync:
   • Automatically provisions new employee records in Deltek Vantagepoint when new staff are added to ADP Workforce Now.
   • Transfers all mapped fields without requiring manual data entry.
2. Ongoing Data Synchronization:
   • In addition to new hires, updates mapped fields for active/existing employees, ensuring any changes made in ADP (e.g., pay rate adjustments or organizational changes, PTO data, etc.) are reflected in Deltek.
   • Enables a daily synchronization schedule, with an on-demand button available in Vantagepoint for immediate updates.
3. Seamless Termination Updates:
   • Syncs termination details from ADP to Vantagepoint, with timing logic and effective date configurations to manage the deactivation of employee records.
4. Customizable Field Mapping:
   • During setup, clients work with our team to map fields from ADP to Vantagepoint based on their specific needs.
   • Supports a range of standard and custom fields for tailored integration.
5. Operational Visibility:
   • The Blackbox Connector platform provides real-time visibility into the connector’s operations, including successful API calls and workflows.
   • Error logs allow clients to identify and address issues quickly, ensuring minimal disruption to operations.

Benefits of a Seamless Integration

1. Eliminate Manual Data Entry: By automating data synchronization, firms reduce the time and effort required to manage employee records. This efficiency not only saves administrative hours but also allows HR and finance teams to focus on higher-value tasks.
2. Ensure Data Accuracy: Manual data entry often introduces errors that can cause downstream issues in payroll, project assignments, and compliance reporting. The connector’s automated workflows minimize these risks, ensuring consistent and reliable data across both systems.
3. Maintain a Single Source of Truth: With ADP Workforce Now as the primary input system of employee data, firms can rely on accurate, up-to-date information being reflected in Deltek Vantagepoint. This consistency enhances reporting, decision-making, and overall operational integrity.
4. Support Scalability: Whether your firm is growing or adjusting to organizational changes, the connector’s customizable mappings and robust infrastructure ensure it scales with your needs.

See the ADP Vantagepoint Connector in Action

Curious to see how the Blackbox Connector for ADP Workforce Now can transform your employee data management? Click below for an overview of the solution. You’ll get a firsthand look at how this connector streamlines data synchronization, reduces manual effort, and enhances accuracy.

Upgrading from Deltek Vision to Vantagepoint is a big step, and it can feel overwhelming. But fear not! With the right preparation, guidance, and tools, the transition can be smooth and set your firm up for long-term success. At Full Sail Partners, we’ve assisted numerous firms in navigating this process, and we’re here to share our expertise.

This checklist will help your firm prepare for the upgrade, ensuring a seamless transition. Let’s dive into the steps you need to take:

1. Explore Upgrade Resources on Full Sail Partners’ Website

Your first stop should be the Vantagepoint Upgrade Assistance Page on the Full Sail Partners’ website. This page consolidates everything needed, including links to resources from both Deltek and Full Sail Partners. It provides:

• Guides and best practices for upgrading
• Links to Deltek resources
• Exclusive tools and services from Full Sail Partners

In addition to Full Sail Partners' resources, Deltek offers several tools to assist with your upgrade, including the Customer Assistance Program (CAP) and the Vantagepoint Readiness Portal. The CAP provides access to personalized consulting and technical support, while the Readiness Portal contains videos, training modules, and checklists to help firms navigate the upgrade process. Together, these resources ensure you have comprehensive support at every stage.

Navigating these tools will give you a clear understanding of what to expect and where to start.

2. Schedule a Vantagepoint Upgrade Consultation

Requesting a consultation with the Full Sail Partners’ team is an essential step. Consultants can:

• Assess your firm’s current setup
• Identify potential challenges or customizations
• Provide tailored advice and a clear roadmap for the upgrade process

Ready for a consult today? Request a Vantagepoint Consult by clicking here.

3. Get a Personalized Vantagepoint Readiness Report

The next step is to identify the issues before upgrading. Our Vantagepoint Readiness Report identifies things that need to be cleaned-up prior to obtaining your preview environment and upgrade. The cost includes a consultant that will meet with you to review everything and discuss areas of importance. The report gives you a snapshot of your entire database and the items your firm needs to address.

This is the most critical and helpful step. It starts you down the path of knowing what you need to know. This process includes:

• Reviewing your current database configuration
• Helping you prepare a preview environment for your new solution
• Identifying key areas for clean-up and adjustment

This readiness report ensures your firm is set up for success and ready for the next stages.

4. Review System Requirements and Compatibility

Before diving into the upgrade, verify that your hardware, software, and integrations meet the Vantagepoint requirements. The assistance page includes links to Deltek’s technical specifications. Ensure the following:

• Servers and workstations meet performance requirements
• Third-party integrations are compatible
• Current workflows are reviewed to identify custom configurations

5. Cleanse Your Data, Review Processes & Make Desired Changes

Upgrading is the perfect opportunity to declutter your system and review your firm’s processes. The Vantagepoint Readiness Report is the perfect checklist of where to target your efforts. Some common reviews and updates include:

• Archive old projects
• Update and validate contact information
• Standardize data fields for consistency
• User roles and security settings

Clean data and clear processes will make the transition smoother and your new system more efficient.

6. Backup Your Current Vision System

Creating a full backup of your existing system is critical. A backup ensures you can recover data if any unexpected issues arise. This backup should include:

• Project records
• Contact lists
• Financial data

It’s always better to be safe than sorry!

7. Configure Your Vantagepoint Preview Environment

This step may be handled internally, but many clients may ask for our assistance. Some of those things include technical services, weekly meetings, establishing new processes, training and configuration changes, and programming to automate clean-up. Some firms want to take the lead and only need guidance, while others want a more hands-on approach.

For projects that require more coordination, our firm will assign you a consultant to oversee the project and offer additional resources depending on what is revealed from the Vantagepoint Readiness Report. Should we need any additional custom scripts, that would be handled by one of our developers. Firms might also need assistance from one of our IT consultants for any technical items. It is hard to estimate needs since the readiness report helps to outline what is necessary.

8. Test the System in a Sandbox Environment

Before going live, testing is essential. A sandbox environment allows you to:

• Simulate daily workflows
• Run key processes, like project setups and reporting
• Identify and resolve issues

Involve team members from various departments to get a holistic view of the system’s performance.

9. Train Your Team and Make Adjustments

Your team’s success depends on their understanding of the new system. Full Sail Partners offers comprehensive training resources. To prepare your team:

• Host training workshops
• Provide access to user guides and videos
• Encourage hands-on practice in a sandbox environment

Deltek’s Vantagepoint Readiness Portal is also an excellent resource for team training. It includes interactive modules and videos tailored to various roles, ensuring every team member has the knowledge they need.

10. Make the Shift to Full Production

This step involves moving the preview environment to production. With our Transition Copy Scripts, firms can capture many of the changes in the preview environment and move them to production which eliminates having to redo things. The scripts can be run as many times as you would like at no additional charge.

During the Deltek Vantagepoint transition, firms can save time by capturing the changes made in the test environment. During the Vision upgrade, the upgrade scripts to Deltek Vantagepoint will bring over all of your data and custom fields. However, the field order is not retained, and screen design properties, saved searches, reports, and dashboard/dashparts will reset.

Using Full Sail Partners’ Transition Copy Scripts allows firms to retain their changes and eliminates redundancy and rework between each test upgrade and your final production environment. The execution of the scripts can be customized and/or run independently of each other.

11. Execute the Upgrade with Expert Support

When it’s time to go live, rely on experienced professionals to guide you. The Full Sail Partners’ team provides support to:

• Troubleshoot issues
• Minimize disruption
• Ensure a smooth transition

Key considerations include:

• Scheduling the upgrade during off-peak times
• Having IT and consulting support on standby
• Communicating a clear “go-live” plan to all users
• Using the Deltek Vantagepoint Readiness Portal to confirm upgrade dates provided by Deltek - This portal includes the specific timeline for your firm’s upgrade and ensures that everyone involved is aware of the schedule

12. Follow Post-Upgrade Best Practices

Your upgrade doesn’t end at go-live. Post-upgrade optimization ensures you’re getting the most out of Vantagepoint. Post-upgrade steps include:

• Monitoring system usage and performance
• Scheduling follow-up training sessions
• Staying informed about updates and new features

Scheduling regular check-ins to review system performance and address any user feedback is essential.

See All Vantagepoint Upgrade Resources in Mini-Demo

Upgrading to Vantagepoint is an exciting opportunity to enhance your firm’s operations. To explore all the resources available, including how to access the Vantagepoint Readiness Portal, watch my mini-demo. In it, you’ll find step-by-step guidance and practical tips to ensure your upgrade process is as smooth and stress-free as possible. Click the image below to watch today!

If you’ve been using Deltek Vantagepoint but haven’t kept up with the latest versions, you might be missing out on some game-changing features. Versions 7.0, 7.1, and 7.2 are packed with updates that make navigating, managing, and automating your work easier than ever. From smarter navigation to advanced AI tools, these updates are designed to save you time and streamline your processes. Let’s dive into the highlights to see what you might have overlooked!

NOTE: Not all companies were upgraded to versions 7.1 and 7.2. For those companies that did not get 7.1 and 7.2, those features and more will be in 2025. 

Jump to each section by clicking below:

Smarter Navigation to Save You Time

Enhanced Search Capabilities

Efficiency Features to Speed Up Your Workflow

Data Management and Customization

Automation That Does the Heavy Lifting

Accounting and Project Management Improvements

Visual and Dashboard Updates You’ll Love

Why Update Now?

Smarter Navigation to Save You Time

🚀 Redesigned Navigation Menu (7.0)
Tired of hunting for what you need? The redesigned menu now includes nested items and collapsible fly-outs for a more streamlined user experience.

🔗 Open in New Tab or Window (7.1)
Right-click menu items or blue hyperlinks to open them in a new tab without losing your place. It’s a simple tweak that can make a big difference.

👤 Logged-In User Image Replaces the Gear Icon (7.1)
Your logged-in user image has replaced the gear icon in the upper right corner, giving a more personalized touch to accessing your preferences.

Enhanced Search Capabilities

🔍 Updates to Search (7.1)
Search now supports multiple values separated by semicolons, with operators like "equals" and "contains." Plus, you’ll find handy new filters for "this year" and "last year" to refine your results faster.

📥 Advanced Search and Download (7.2)
No more detours to print preview. You can now access advanced search and download directly via Other Actions or by clicking the three dots at the end of a row in Favorite Reports. This streamlined approach saves you time and clicks.

🔍 Advanced Work Breakdown Structure (WBS) Search (7.0)
Searching within the Project Hub is now more flexible. Toggle on Advanced Search to customize how lower WBS levels are displayed. Select your desired results and list view display type for a more tailored search experience.

Efficiency Features to Speed Up Your Workflow

⌨️ Keyboard Shortcuts (7.0)
Speed things up with new shortcuts for navigating Vantagepoint like a pro.

📋 Jump to Row in List View (7.0)
Switch between grid and list views without losing your place. The record you’re reviewing stays in focus, so you can avoid unnecessary scrolling and stay efficient.

✅ Row Level Validations in Transactions (7.0)
Transaction entry just got easier. You can now move to a new row without completing every field in the current one. Validation happens only when you click Save, making it simpler to copy rows and update key details like amounts or account numbers.

📋 Bulk Updates for List View (7.0)
Simplify your data updates with the new bulk update feature for list views. Make updates to multiple records at once, saving time and effort when managing large datasets.

Data Management and Customization

📂 Data Import (7.0)
User-Defined Hub imports are now available directly in the web browser, marking the first step toward transitioning all data imports from desktop to browser. Imports respect locked and required fields, and you can use Settings to trigger workflows or bypass Screen Designer for smoother operations.

🆕 Track New Records (7.0)
Creating multiple new hub records? While doing so, the search bar is now replaced with “New Records,” allowing you to quickly view and manage all the records you’ve just created without creating a new search.

🛠️ Opt-In Features (7.0)
Not ready for every update? The Opt-In Features list in Settings lets you try enhancements before they become standard, making it easier to manage changes at your own pace.

Automation That Does the Heavy Lifting

🤖 Timesheet Assist (7.0 & Enhanced in 7.2)
This smart feature reminds users to complete their timesheets and suggests projects based on past activity. It’s now integrated into Mobile Time & Expense for even more convenience.

⚙️ Update Timesheet with Approved Absences (7.1)
Approved absences automatically populate timesheets, but you still have full control to edit as needed.

📅 Update Planned Hours from Approved Absences (7.0)
Approved absences can now flow directly into project plans with just a few simple configurations, saving you time and effort.

💾 Explicit Save in List View (7.0)
Make multiple updates to records and save them all at once. This reduces lag and makes updates a breeze.

🚀 Enhanced Navigation with Deltek Dela (7.2)
Deltek Dela takes accessibility to the next level by enabling users to quickly open applications and hub records—even when multiple records share the same name. This enhancement streamlines navigation and speeds up workflows, saving you valuable time.

🧠 AI-Powered Project Smart Summaries (7.0)
Let AI handle the busy work. Smart summaries provide insights into your projects without the need for multiple reports.

Accounting and Project Management Improvements

📊 New Reports: Aged Unbilled Revenue and Project Forecast (7.0)
Gain better visibility into project financials and progress with these detailed new reports.

💸 Batch Billing Enhancements (7.2)
A single error in a batch no longer stops the whole process! Problematic projects are flagged and skipped, so you can resolve issues without holding up the rest.

🧾 Create Voucher from PO in Browser (7.0)
Voucher creation is now available directly in your web browser for a smoother, faster workflow.

📈 View Cost and Billing Rate Columns (7.0)
Plan more effectively with a side-by-side view of costs and billing rates in project planning. Access to cost is still restricted by security.

👀 See Employee Availability (7.1)
Need to reassign tasks? Employee availability is now visible directly from the employee card for better scheduling.

🛒 Purchasing Requisitions (7.0)
Streamline your purchasing workflows with optimized requisitions for Requests for Quotation (RFQ). This enhancement focuses your purchasing process for greater efficiency and accuracy.

📑 Create Billing Phases from WBS (7.0)
Save time on billing setup with the ability to generate billing phases directly from the Work Breakdown Structure (WBS). This feature simplifies phased fee billing and speeds up the creation of billing terms.

💸 Update Fees Based on Compensation (7.2)
Project accountants and billers can now save time by updating fees in Billing Terms directly from Compensation. Easily identify and address variances between fee amounts in the billing terms and compensation areas for more accurate billing.

📒 General Ledger (GL) Account Review (7.0)
GL Account Review sets the stage for future enhancements, including user-defined fields in transaction entry. User-defined fields can be set up in 7.0 and the data added in GL Account Review after transactions are posted. Future updates will allow this information to be included during transaction entry.

Think of GL Account Review as a quick and easy way to view activity for one or more GL accounts or transaction types without running a full report, streamlining your financial oversight.

Visual and Dashboard Updates You’ll Love

🎨 Customizable Dashpart Titles (7.0)
Make your dashboards your own by customizing title bars and font colors.

📊 Funnel Dashpart (7.1)
This new chart type makes it easier to track projects by stage, giving you a clear visual of progress at a glance.

📊 Org-Level Reporting in Dashboards (7.2)
Get deeper insights with the new organization-level reporting feature in dashboards. Easily view metrics like hit rate, revenue, and cost by organization to support better decision-making and performance tracking.

📅 AR Collections Forecast Dashpart (7.2)
Forecast cash flow based on average collection periods for more informed financial planning.

📊 AP Detail Dashpart Base (7.0)
Gain better visibility into financial details with the AP Detail Dashpart Base. Access Voucher Review information, including Paid-When-Paid details, across multiple companies and currencies. Need a quick snapshot of payables due in the next 30 days? Use this base to create a KPI dashpart and stay ahead of your financial planning.

Why Update Now?

The latest updates to Vantagepoint are packed with smarter navigation, enhanced automation, and powerful dashboard features to simplify your workflows and free up your time for strategic work.

Want to see these updates in action? Explore Powering Project Success with Deltek Vantagepoint, our mini-demo series showcasing dozens of impactful features. Click the image below to discover how these tools can help you streamline your processes and drive project success!

The Full Sail Partners’ Vantagepoint Readiness Report remains the essential launchpad for any firm transitioning to Deltek Vantagepoint. This comprehensive tool is your guide to cleanup efforts and strategic planning as you consider the upgrade from Deltek Vision to Vantagepoint. It’s the perfect starting point for firms aiming to navigate the complexities of this process with confidence and clarity. 

Where to Begin 

Architecture, Engineering, and Construction (AEC) and professional services firms increasingly focus on Deltek Vantagepoint. The mix of excitement and hesitation surrounding the upgrade is palpable. At Full Sail Partners, we’ve developed solutions to help ease the transition. Our clients frequently address questions like: 

• “What do I need to do before the upgrade?”
• “When should we plan the upgrade?” 
• “How will the upgrade impact our business operations?” 

The answers vary based on your Deltek environment and the state of your data. That’s where the Vantagepoint Readiness Report comes in. 

Start with a High-Impact Tool 

As a Deltek Partner with over two decades of experience, Full Sail Partners has guided countless firms through upgrades, implementations, conversions, and migrations. Many firms begin their journey by exploring resources like our Preparing for Deltek Vantagepoint webinar series, the Deltek Readiness Portal, or the Client Assistance Program (CAP). While these are helpful, the Vantagepoint Readiness Report offers unique insights into your specific database. The report provides clear insights, identifies potential issues, and offers a detailed plan to address data cleanup and strategic planning before the upgrade. Here’s why this tool is invaluable: 

• Alleviate anxiety: Gain a clear plan for areas that need cleanup and attention, allowing you to start with confidence while managing other responsibilities.  

• Quick and easy database inventory: In just 30 minutes, the report highlights potential duplicates and irrelevant records, saving countless hours of manual effort.  
• Consulting time included: A Full Sail Partners’ consultant will spend an hour reviewing the report with your upgrade team, helping you digest findings and plan the next steps. 
• Eliminate manual steps: Save time with an automated inventory script, allowing your team to focus on preparing data and preview environments.   
• Tailored insights: Get a detailed view of your specific Deltek environment, going beyond generic resources. Your Full Sail Partners’ consultant will develop a customized plan based on your goals.  We will discuss what items are crucial to address before the upgrade, while other topics can be completed at any time, and sometimes helpful to revisit after the upgrade. We will also discuss opportunities to save the work created in your test environment and apply it to your live database. 
• Uncover hidden data: Identify data from unused modules that may require cleanup before upgrading.  
• Customized next steps: Every firm’s use of Deltek is unique; our consultants help prioritize actions specific to your needs. Learn what modules are included and those that are no longer available in Vantagepoint, and how to best move forward. Discuss the merging of several Vision info centers into Vantagepoint Hubs. For example, the merging of Vision clients and vendors into Vantagepoint firms. We provide best practices combining these info centers.  
• Trusted expertise: Count on Full Sail Partners to guide you through your Deltek journey with proven strategies and support. 

Maximize the Results 

The Vantagepoint Readiness Report identifies key areas that need attention or discussion before upgrading, ideally before obtaining a preview environment. The simple process involves running a script to generate a detailed Excel report. Here are some of the insights it provides: 

• Identifies potential duplicate vendors and clients
• Produces a list of workflows
• Compiles user-defined fields and grids
• Highlights custom report files in use 
• Flags duplicate columns across vendors, clients, leads, and contacts 
• Displays key formats for various info centers 
• Details labor cross charge, overhead allocation, and revenue generation settings 
• Shows database table sizes 
• Identifies unposted transactions, including timesheets and expense reports 
• Highlights plans non-compliant with Vantagepoint (iAccess) requirements 
• Flags info center numbering inconsistencies

Leverage Your Resources 

Investing in the right resources can transform a daunting project into a manageable task. The Vantagepoint Readiness Report is a prime example. With a typical turnaround time of about two weeks, depending on schedules, this tool provides clarity and direction. By rolling up your sleeves and letting the report do its magic, you can confidently identify and prioritize the next steps for your Vantagepoint upgrade. 

Let’s Get Started 

The Vantagepoint Readiness Report is just the beginning. Full Sail Partners offers a suite of additional resources to assist with your transition to Vantagepoint. Ready to take the next step? Let us know how we can help you make this year one of seamless upgrades and enhanced efficiency! 

Happy New Year and welcome to Jumpstart January—our month-long celebration of fresh starts, big ideas, and actionable insights to kick off 2025 with a bang! As we dive into the new year, let’s take a moment to reflect on the content that inspired and empowered you in 2024.

From blogs and webinars to live events, we’ve compiled the very best of what resonated with you last year. Think of this as your highlight reel, ready to help you jumpstart your goals and make smarter, data-driven decisions in 2025. Let’s jump in!

📝 Most Popular Blog Articles: Mastering the Financial Side of Projects

When it came to blog content, 2024 was all about tightening up your project finances. From mastering write-offs to demystifying work breakdown structures, these posts helped you manage the numbers like a pro:

1. Handling Write-Offs the Right Way
   Writing off expenses doesn't have to feel like guesswork. This article became your guide for tackling write-offs with confidence.
2. What’s New in Vantagepoint 7.0?
   Who doesn’t love new features? This blog spilled all the details on what made Vantagepoint 7.0 the MVP of 2024.
3. Simplifying Project Budgeting in Deltek Vantagepoint
   This fan favorite showed you how to turn project budgeting from a chore into a streamlined process.
4. Understanding the Impact of Work Breakdown Structures
   Structure matters! You loved learning how to set up WBS and OBS to keep projects running smoothly.
5. The Unknown Features of Timesheets in Deltek Vantagepoint
   Timesheets aren’t just for tracking hours. This post revealed hidden features that make them a powerful tool for project success.

🎥 Most Popular Mini-Demos & Webinars: Turning Data into Decisions

Last year, you showed us you’re all about working smarter, not harder. Our mini-demos and webinars brought dashboards, KPIs, and data-driven insights straight to your screen, helping you make informed decisions faster:

1. Webinar: What’s New in Deltek Vantagepoint 7.0
   If you missed this one, it’s worth a watch! Discover the features that made Vantagepoint 7.0 a game-changer.
2. Mini-Demo: Fun with Dashboards
   Dashboards aren’t just functional—they’re fun! This demo helped you visualize your data with style.
3. Mini-Demo: Exploring KPI Dashparts
   Make KPIs your secret weapon. This mini-demo showed you how to track what matters most.
4. Mini-Demo: Deltek Vantagepoint’s New Timesheet Assist
   Timesheet Assist became your new best friend in 2024. Learn how to streamline time tracking and approvals. 
5. Mini-Demo: Ready-to-Use Informer Dashboards
   You asked for ready-made solutions, and we delivered! This demo explored dashboards tailored for project and financial management.

📣 Most Popular Live Events: Learning from Industry Experts

Our live events in 2024 gave you a front-row seat to hear from your peers and industry experts. From marketing tips to project health insights, these events helped you embrace best practices and fresh ideas:

1. Charting a Course for Impactful AEC Marketing Meetings
   Let’s be honest, marketing meetings can feel like a slog. This event gave you strategies to make them effective and engaging.
2. Hear from Your Peers: Monitoring Projects’ Financial Health
   Real-world advice from real-world pros. This event shared practical tips for keeping projects financially healthy.
3. Hear from Your Peers: Embracing Change for Success
   Change is inevitable, but thriving through it is a skill. This session inspired you to adapt and succeed.

Jumpstart Your 2025 with Full Sail Partners

If 2024 was any indication, you’re ready to hit the ground running this year. Use these highlights as your launchpad for tackling challenges, improving processes, and achieving your goals in 2025.

Want to make sure you don’t miss a single update, tip, or event this year? Subscribe to our newsletter today! It’s the easiest way to stay in the loop on all the new content, webinars, and expert insights we’ll be sharing in 2025. Let us help you jumpstart your success and keep the momentum going all year long!

[Subscribe Now] and let’s make 2025 your best year yet! 🚀

In today’s fast-paced digital world, businesses are embarking on a transformative journey toward modernizing their IT infrastructure. Imagine your business is like a spacecraft venturing into the vast expanse of a new digital universe. Instead of charting the stars alone, you can have a trusted mission control—a consulting partner—to guide you through the complexities of this digital cosmos. Welcome to the future of IT: Cloud Solutions.

What is a Cloud Solution?

To grasp the concept of Cloud Solutions, let’s explore this futuristic digital landscape. The “cloud” is a sophisticated network of servers and services that exists online, accessible through the internet. It’s not a physical entity but a metaphor for a model where your IT infrastructure is managed by a specialized provider. This partnership means that all aspects of IT—data storage, hardware, software updates, and security—are handled by experts, allowing you to focus on your core business activities.

Consider this: you run a cutting-edge architectural firm, renowned for your innovative design projects. Your architects are masters of design and creativity, but managing internal IT systems, keeping up with technological updates, and handling technical issues are outside their expertise. Additionally, purchasing and maintaining IT equipment represents a significant non-revenue-generating cost. A Cloud Solution offers the ideal remedy by taking these burdens off your shoulders. Advantages of Cloud Solutions

Cost Efficiency

Cloud Solutions bring a new level of financial predictability and efficiency. Instead of being burdened with large capital expenditures for on-site hardware and its ongoing maintenance, cloud computing allows you to shift to a more manageable and predictable financial model. By adopting a cloud-based approach, you benefit from a fixed annual cost that covers all your IT needs—hardware, software, updates, and support. This fixed cost model helps stabilize your IT budget, turning what was once a variable expense into a consistent, manageable investment.

Not only does this make budgeting easier, but it also eliminates the financial strain of unexpected IT expenses. With Cloud Solutions, you’re investing in a streamlined, cost-effective approach to managing your IT infrastructure, freeing up resources to focus on growing your business and pursuing innovation.

Robust Security

Data security is a top priority in the digital realm. Cloud providers invest in advanced security measures, including encryption, regular audits, and compliance with stringent standards. Furthermore, cloud facilities are designed to withstand physical threats like natural disasters, ensuring your data remains protected and accessible.

Sustainability

Embracing cloud computing aligns with environmental stewardship. Cloud Solutions contributes to reduced energy consumption and lower carbon footprints by optimizing resource utilization and minimizing electronic waste. This supports broader sustainability goals and corporate responsibility.

Accessibility and Flexibility

The cloud’s most transformative feature is its accessibility. It enables you to access data and applications from anywhere, anytime, and on any device. This flexibility supports remote work, enhances collaboration, and keeps your team productive regardless of their location.

Choosing the Right Digital Transformation Consulting Partner

As you prepare for this digital voyage, partnering with an experienced consultant is crucial. So, what are some key traits of successful consultants?

1. Dependability: A great consultant consistently delivers on their promises and provides reliable service.
2. Attention to Detail: Precision matters. Top consultants produce flawless work and manage every aspect of your IT environment with meticulous care.
3. Expert Knowledge: Seek consultants with extensive experience in cloud technologies. Their expertise will guide you through the intricacies of cloud solutions and help you make informed decisions.
4. Critical Thinking: Exceptional consultants evaluate all potential solutions thoroughly, considering various factors to identify the best fit for your needs.
5. Resourcefulness: Effective consultants are adept at finding creative solutions to complex challenges, leveraging their industry knowledge and connections.
6. Effective Communication: Good consultants ask insightful questions and listen attentively to your needs, ensuring their recommendations align with your business goals.

Embark on Your Digital Journey with Full Sail Partners

As you venture into the digital future, Full Sail Partners is your mission control, offering the expertise and support needed to navigate the cloud’s vast opportunities. Available consulting services and free webinars provide valuable insights into the benefits of cloud computing, helping you make the most of this technological leap.

With just a click, you can begin your journey towards a more efficient, secure, and sustainable IT environment. Embrace the future with confidence, knowing that your digital transformation is guided by expert hands.

So, while you may not be exploring distant galaxies, the journey to digital transformation is just as exciting and essential. Partner with Full Sail Partners and chart your course to a future where technology enhances your business capabilities and drives success.

In today’s fast-paced business world, efficiency is key. As organizations continue to embrace digital tools to streamline workflows, Deltek has introduced a powerful new assistant: Deltek Dela™. This AI-powered digital assistant, integrated directly into Vantagepoint, allows users to interact with their data using natural language queries. It’s designed to simplify your work by helping you find critical project details, team member information, and even draft written content with ease. One of the most compelling features of Dela is its ability to assist with content creation, and in this blog post, we’ll explore how it can be used to create personalized holiday mailing cards.

What is Deltek Dela™?

Dela, an AI-powered assistant, is designed to make Vantagepoint more intuitive and efficient. By using natural language, users can easily query data from various hubs within Vantagepoint, such as Projects, Employees, Firms, and Contacts. This allows for seamless data analysis and content creation, all in real-time, without the need for complex navigation.

Dela is especially useful for ad-hoc analysis, drafting written content, and summarizing data, making it a versatile tool for both everyday tasks and larger projects. However, while it’s powerful, Dela does have some limitations, including access to only certain types of data and hubs (without user-defined fields and grids). Despite these restrictions, the tool proves to be incredibly effective when paired with free-form text entries, such as those found in the Activities grids.

The Holiday Mailing Card Use Case

One example of how Dela can simplify your workflow is in the creation of personalized holiday cards. Consider a firm that regularly sends out holiday greetings to its clients. While this is a thoughtful gesture, the time it takes to craft individualized messages can be overwhelming—especially when trying to incorporate personal details like special milestones or activities associated with a client.

This is where Dela shines. By querying activity data related to a specific contact, users can easily draft personalized messages in just a few steps. Let's walk through how this process works using Dela’s functionality.

Step 1: Querying Activities

First, users can query Dela for specific activity information tied to a contact. Activities are a crucial part of the Vantagepoint system, allowing users to record detailed notes and interactions with clients. These free-form text entries often include valuable insights like the client's personal interests, upcoming or past milestones, and important life events—perfect for creating personalized content.

Because the Notes section of Activities is free form, it is extremely easy for normal system users to add information. There is no need for them to find a correct dropdown, grid entry, or checkbox in the record. As long as users are trained to use Activities, they can simply add whatever information they deem interesting about the contact.

For instance, let’s say one of the firm’s contacts, Allen, had a meeting with a Project Manager concerning a current project. During that meeting, he mentions that his wife is pregnant. Afterward, the Project Manager adds a note to the Vantagepoint Activity for this meeting:

“Allen mentioned his wife is having a baby in 5 months.”

This Activity is stored in Allen’s profile but locating that detail manually would be time-consuming. Instead, Dela can quickly summarize this information and help users generate a meaningful message.

A simple prompt to Dela could be: “Based on the activities for this contact, create a personalized holiday email for him.”

Step 2: Dela Responds

Once the prompt is entered, Dela quickly processes the data and generates a draft email. Here’s an example of what Dela might provide:

In just a few seconds, Dela has generated a thoughtful, personalized message that acknowledges Allen’s life event—without the user needing to sift through Activity entries and notes or manually write the email.

Step 3: Editing and Sending

Once the message is generated, the user can easily review and edit the content before sending it. With Dela’s integration into Vantagepoint, there’s no need to switch between different platforms or tools. The user can either click a button to send the email directly or copy the content to paste it elsewhere.

Dela offers additional customization options, such as the ability to adjust the tone of the email. For example, users could choose a more formal or informal style depending on the nature of the client relationship. The integration with Vantagepoint also ensures that all the relevant details, such as the firm’s branding and contact information, are included in the email template.

Why Dela’s Capabilities Shine with Activities Data

This holiday email example highlights one of Dela’s most impressive features: its ability to interpret and summarize free-form text entries in the Activities grid. These notes can range from personal milestones (like Allen’s baby news) to project-specific insights. While these activities can be time-consuming to sift through manually, Dela effortlessly distills them into concise summaries.

Furthermore, since Dela retains the context of the conversation, users can easily follow up on previous queries. For example, if the user asked for the activity summary and then wanted to see additional details about Allen’s current project, they could follow up with another simple prompt like, “What is the latest activity recorded for this contact?” This fluid, conversational interaction makes Dela a natural tool for generating content and obtaining real-time data insights.

By leveraging Dela’s capabilities alongside the free-form text in Activities, users can quickly generate meaningful, personalized content for clients, improving both the quality of interactions and overall productivity.

Enhance Workflow and Productivity with Deltek Dela™

Dela exemplifies how AI-driven tools can enhance workflow and productivity, especially when paired with rich, unstructured data-like Activities. The ability to turn detailed, free-form notes into cohesive and personalized messages in mere seconds can save professionals time and effort, while also fostering stronger client relationships. Whether you’re sending out holiday greetings, drafting follow-up emails, or simply summarizing project activity, Dela is a powerful tool for getting the job done quickly and efficiently.

This example of using Dela for personalized holiday messages is just one of many ways this tool can streamline your workflow. By understanding how Dela interacts with the data and hubs within Vantagepoint, users can harness its full potential to make their tasks easier and more effective.

Learn how Deltek is powering the future for project-based companies with a recap from their most recent user-conference, Deltek ProjectCon. Click the image below to learn more.

Deltek ProjectCon 2024 united innovators, leaders, and tech enthusiasts to explore the future of project-based solutions. Our crew was fully engaged in the discussions and demos, discovering Deltek’s latest advancements and their practical applications. Whether you missed the event or just want a recap, here are the highlights that caught our attention.

AR Forecast Collections Dashboard

For finance professionals, staying ahead of cash flow is key. Jenny Labranche, Senior Finance Consultant, shared her enthusiasm for Deltek’s new AR Forecast Collections Dashboard:

Deltek has put together a forecast tool to track your cash coming in because we all know that cash is king in any business.

Expected in the 7.2 or 2025.1 release, this tool promises to streamline cash forecasting and collections, giving firms better control over their financial health.

Clarity Meets Vantagepoint Dashboards

Joel Slater, Client Solutions Manager, was interested in the integration of Deltek Clarity A&E Study benchmarks directly into Vantagepoint dashboards:

Clients can compare their own specific data and results against the greater industry through the Deltek Clarity study.

This feature provides businesses with actionable insights, making it easier to align their performance with industry standards.

Simplifying Billing and Contract Management

Ease of use remains a top priority for Deltek, as highlighted by Lisa Ahearn, Senior Consultant, who had two exciting updates to share.

I learned that they are planning on putting billing terms in a list view, which is awesome for all of our billers. Deltek is also bringing document management to contract management so we can finally attach our contracts to our line items for our contract management.

These enhancements are designed to streamline critical workflows, making it easier for firms to manage billing terms efficiently and improve the organization of contracts.

Flexibility and Adaptability: The Future of Deltek

Sarah Gonnella, VP of Marketing and Sales, praised Deltek’s commitment to adaptability:

Deltek is really focused on flexibility, adapting to how people work, and providing relevant content through AI. Their roadmap through 2026 is full of innovative developments.

The spotlight on tools like Deltek Dela™ and Harmony™ reflects their intent to enhance user experience by integrating platforms like Microsoft Teams and offering personalized, data-driven insights.

Solving Business Challenges with AI Innovations

Jake Lucas, our AI Developer, highlighted the growing potential of artificial intelligence in addressing unique business needs:

A big aha moment has been having conversations with different people and getting a renewed perspective on how AI can solve certain business needs. It’s been fascinating to see the scope of what people are thinking about when it comes to using AI to run their business better.

He emphasized how AI tools like Deltek Dela are meeting immediate challenges while leaving room for future enhancements.

AI and Data Synchronization: Enhancing Business Intelligence and Building Trust

Jake Lucas also presented his session on the transformative role of AI in data processing and real-time synchronization. He noted that as businesses increasingly adopt AI to optimize workflows, real-time insights become essential for tracking performance, forecasting cash flow, and monitoring project progress.

Real-time data synchronization, as demonstrated by our BlackBox Connector integrations, can deliver down-to-the-minute updates that help organizations optimize resource management and make faster decisions. Having immediate access to data enables businesses to react quickly to shifts in project dynamics or staffing needs, driving efficiency and adaptability.

Jake also emphasized the importance of trust and transparency in AI-driven insights, addressing a critical concern for organizations adopting these advanced tools:

A big takeaway was seeing how AI is improving but still needs that critical element of trust from the users. It’s essential to understand the data and processes AI is using to ensure its accuracy.

With AI playing a growing role in complex data processing, ensuring transparency in how insights are generated is vital. Businesses must be able to trace the sources and methodologies behind AI-driven conclusions, fostering confidence and trust in decisions shaped by this technology.

Optimizing Vantagepoint Investments with Terri Agnew

Terri Agnew, Principal Consultant, led a session as well where she explored how a Navigational Analysis can help maximize Deltek Vantagepoint's capabilities to improve performance.

A navigational analysis is like dumping out a puzzle on the table. The process is about putting that puzzle back together—understanding your system, identifying pain points, and finding solutions to streamline processes.

She showcased strategies to leverage Vantagepoint’s data to drive more informed decision-making. Her practical insights demonstrated how to close the gap between data analysis and actionable outcomes, leaving attendees equipped with tools to immediately optimize their processes.

Keeping Up with Deltek

Deltek ProjectCon is a unique opportunity to connect with industry leaders, innovators, and technology enthusiasts who share a passion for enhancing project-based solutions and we had a great time interacting with everyone who attended! The insights and tools showcased this year—from AI advancements to streamlined workflows—highlight the tremendous potential for businesses to optimize their processes and achieve greater success. Whether you attended or simply followed along with our highlights, the value of being part of this forward-thinking community is undeniable.

If you want to stay up to date on all things Deltek, visit our webinars page to see what’s on the horizon. We’d love for you to join us as we continue exploring the latest innovations and solutions for project-based firms!

When evaluating a CRM or ERP system, a critical component of the decision-making process is assessing the data migration effort. Beyond the software and consulting costs, data migration presents its own set of challenges and expenses. As organizations move to the latest ERP systems, such as Deltek or similar ones, understanding the migration process becomes key to ensuring a smooth transition.

So, when you're asking yourself, "Should I migrate my existing data to a new ERP system?", here are the 6 essential questions you should ask:

#1 How Valuable is the Data?

One of the first steps in the data migration process is to understand how valuable the data is to your current and future business operations. In today’s world of data-driven decision-making, your data is likely more valuable than ever.

With the rise of the latest software development, high-quality, accurate data has become a business asset. Data that isn’t frequently updated or no longer relevant might not be worth migrating. However, real-time data on sales, finance, and customer interactions should be prioritized. In some cases, you may need to archive historical data rather than fully migrate it.

When considering whether to bring data to the new system, consider these four questions:

1. Is the data frequently updated and is it accurate? 
2. How often is the data accessed/needed? 
3. Do you use the data in reports? 
4. Do you need the data to make business decisions?
5. If your answer to these questions is rare or never, then the data is probably not worth migrating to the new system.

#2 How Organized is the Data? 

Organized data is essential for smooth ERP migration. Data that isn’t structured properly or with inaccuracies will cause significant roadblocks during migration. ERP migrations should be focused on data cleanliness and consistency.

Some existing data that is being considered for migration may not be consistent across a given data field in a database record. For instance, inconsistencies in key fields (e.g., a phone number field containing text instead of numbers) will need to be corrected before data is moved. Migrating to any latest ERP system requires standardizing data fields to ensure compatibility.

So, evaluating the amount of manual clean-up required can help determine if the information is worth migrating. 

#3 How Long Would It Take Someone to Manually Enter the Data? 

One of the main concerns in an ERP migration is the sheer volume of data that needs to be transferred. As mentioned earlier, certain data is more efficiently entered manually into the new system. It is crucial to evaluate the effort versus the cost. Small data sets or data fields with only a few records may be better handled manually, but large-scale migrations benefit significantly from automation.

If a particular field contains only 50 data records, is it worth the cost of migrating it programmatically to the new system? On the flip side, underestimating the time and effort required for manual data entry can significantly extend the implementation timeline. Our experience has shown that when a firm opts out of a recommended data migration based on analysis, the success rate of the overall implementation tends to decrease substantially.

#4 Is A Conversion Utility Available for my Data?

In today’s ERP landscape, conversion utilities are often available to help automate and simplify the data migration process. These tools can significantly reduce costs and time, especially when migrating to popular ERP systems like Deltek. If a conversion utility is not available, working with a data migration expert who can create custom scripts may be necessary. Be sure you evaluate the cost of these custom tools before starting your migration process. 

#5 What is the Data Migration Vendor’s Migration Process? 

Selecting a vendor with a well-defined and proven migration methodology that addresses the preservation, security, and speed of migrating your business data is key to a successful ERP migration. As an example, below is Full Sail Partners’ migration methodology: 

1. Data Mapping/Assessment – This step involves defining the scope, outlining the migration strategy and approach, and establishing the desired timeline. A proposal will be provided, detailing the costs involved.
2. Data Cleansing – During the mapping phase, data that needs cleansing will be identified. The necessary data will be cleaned and organized in the current system to prepare it for migration. The data migration expert will also analyze the existing data and ask relevant questions to assess its quality. Improving the quality of source data in the current system enhances the success of automated data conversion.
3. Test Migration – Once the migration scripts are created and the data is verified with the client, a test database will be set up for review.
4. Migration Validation – After receiving the test database, the client will examine the data in the new system to confirm it has migrated as expected.
5. Final Migration – After the data is validated, a final migration date is scheduled. Typically, all data is backed up based on the timing of a firm's billing cycle or payroll cycle. The final migration is performed over a couple-day period. Once the final migration is complete and reconciled the system is ready for use, minimizing downtime between the old and new systems.
6. Post Migration – If any issues with the data are discovered after the final migration, occasional post-migration updates may be required to address those issues.

#6 How Experienced is the Migration Expert? 

ERP migrations are complex projects, and the expertise of the migration team can make or break the process. Experienced ERP consultants and migration specialists focus on data strategy and digital transformation.

Most data migrations require a mapping document. This defines the scope and ensures that the data will be imported correctly. An experienced data migration consultant provides this mapping document as well as valuable insight on potential issues that might occur during the data migration process. Before proceeding with data migration, it's important to understand the role and expertise of the data migration specialist within the firm.

Is their primary responsibility focused on data migration, or are they handling multiple tasks? Do they have experience migrating data like yours? A seasoned migration expert typically specializes in this area, dedicating most of their time to migration. Selecting the right expert is crucial, as it can minimize post-migration cleanup and ensure the data is accurately and efficiently transferred to the new system. be necessary. Be sure you evaluate the cost of these custom tools before starting your migration process. 

Data Migration Success Involves a Well-Thought-Out Plan

In many cases, migrating data is a must when implementing a new ERP system. However, by considering these 6 critical factors—data value, organization, manual entry requirements, available conversion utilities, vendor process, and expert experience—you can ensure a smoother transition and get the most out of your new system.

Data migration has evolved significantly over the years. Still, the key to success lies in a well-thought-out plan, comprehensive data assessments, and collaboration with experienced vendors and experts. If you're still unsure about your data migration process, then see how Full Sail Partners can help you with personalized migration strategies tailored to your specific needs by clicking the image below.

Did you know that over 75% of Deltek Vantagepoint customers are in the cloud today? That's right—every day, more Deltek Vantagepoint clients are taking their systems to the cloud. But what exactly makes project-based firms decide to make the move to the Deltek Vantagepoint Cloud?

Continuous Access to Your Data, Anytime and Anywhere 

Imagine this: you're at the airport, waiting to board a flight to a major work conference, with your presentation materials and agenda in hand but you need to check something really quickly. Or perhaps you're in a quiet coffee shop between client meetings, preparing for your next big pitch and you realize you are missing something that needs to be looked up fast. No matter your location, in the cloud, your data is always at your fingertips, as long as you have secure internet access and a web browser.

The Deltek Vantagepoint Cloud provides the peace of mind that comes with knowing you can safely access, extend, or update your data from any location. With a 99.9% average uptime, you can rely on your data being available whenever you need it. This level of accessibility is a game-changer for businesses that require flexibility and mobility. Whether you're working from home, traveling for business, or simply need to check in on a project while you're away, the cloud ensures that your data is always within reach. No more being tethered to a physical office or worrying about accessing critical information when you need it most. 

Ease Your Growing Pains as You Expand Your Business 

As your business grows, so do your technology needs. Managing hardware can become a significant distraction, especially as the need to upgrade and maintain legacy systems increases. By moving your business to the Deltek Vantagepoint Cloud, you can leave those growing pains behind. Focus on what matters most, growing your business while enjoying the benefits of no hidden fees. 

The Deltek Cloud offers several tailored options, allowing you to pay a clearly defined annual cost each year, eliminating the surprise costs that can occur with on-premise setups. Plus, you'll have a team of experts managing your cloud infrastructure, including servers, storage, networking, patching, software updates, and hardware procurement.

The scalability of the cloud is another significant advantage. As your business expands, the cloud can easily accommodate increased data storage and processing needs without the hassle of purchasing and installing new hardware. This scalability ensures that your IT infrastructure grows seamlessly with your business, allowing you to focus on strategic initiatives rather than technical challenges.

Know Your Data is Secure in the Deltek Vantagepoint Cloud 

Security is a top priority when it comes to your data. The Deltek Vantagepoint Cloud offers features like multifactor authentication, encryption, and monitoring systems to ensure your data is secure. Deltek, a best-in-class service provider for project-based firms, takes security seriously. Their Cloud Security Operations Team and Site Reliability Team provide constant monitoring twenty-four hours a day, seven days a week, and three hundred and sixty-five days a year to protect your firm against any threats. With the cloud, you can have confidence that your data will be safe, no matter the disaster. 

In addition to these security measures, Deltek also complies with industry standards and regulations, providing an extra layer of assurance. Regular security audits and updates ensure that your data is protected against the latest threats. This proactive approach to security means that you can trust Deltek to safeguard your sensitive information, allowing you to focus on your core business activities without worrying about data breaches or cyberattacks. 

Enhance Your Collaboration Capabilities

Furthermore, the cloud offers enhanced collaboration capabilities. Team members can easily share and access documents, collaborate on projects in real-time, and stay connected regardless of their physical location. This improved collaboration can lead to increased productivity and better project outcomes, as everyone has access to the most up-to-date information and the tools they need to succeed. 

The Cloud is Waiting for You 

The benefits of moving to the Deltek Vantagepoint Cloud are clear. From continuous access to your data to easing the growing pains of your business, to ensuring your data is secure, the cloud offers a reliable and efficient solution. It is time to join the growing number of project-based firms that have made the switch and experience the advantages for yourself. 

Moreover, the Deltek Vantagepoint Cloud is not just a technological upgrade; it's a strategic move that can transform the way your business operates. By embracing the cloud, you position your firm for greater agility, security, and growth. So why wait? The cloud is waiting for you - are you ready to take your business to new heights?

As the leaves change from a cool green to the burning hues of fall, you can almost hear the annual groan that emanates from marketing and business development departments everywhere as we ponder next year’s budgets. We’re feverishly cramming numbers into spreadsheets, struggling to get that final hit rate report from the ERP system, and perhaps even consulting with a local palm reader, all with the goal of accurately predicting the future - next year’s sales!

In this article, we'll break down the often-overwhelming process of developing an annual sales budget, providing a clear guide to understanding key sales metrics, evaluating your firm's capacity, and crafting a realistic strategy. We’ll explore different approaches to achieving sales goals by analyzing key combinations of services and clients, offering practical insights into how firms can align their business development efforts with broader growth plans. Whether you're working with existing clients or exploring new markets, these strategies will help you set and meet achievable targets for the year ahead.

Review Your Professional Services Sales Vocabulary

Many of us in the professional services industry don’t approach our sales vocabulary as clearly as we should – or worse, it’s just that “s” word that nobody wants to talk about. Let’s quickly review some common numbers:

1. New Backlog: The rest of the world usually calls this number sales. It generally answers the question about the measured period, such as, how much NEW billable work did we book/contract/sell? You might sell the project in one year but could deliver it over several years.
2. Earned Revenue: This number values the work we actually did in the measured period, and is recognized as such, whether we billed for it or not. Learn more about earned value in this article.
3. Billings: This number is the total of all the invoices your firm sent in the measured period. Again, depending on how you count the beans, this number may or may not match Earned Revenue.

It’s imperative that we clarify what thing we’re aiming for and how to budget for it. Most professional services firms have a theoretical limit to what they can deliver, based on staff size and utilization. But is there a limit to how much new work you can sell?  

Let’s Work Backwards

It’s important to know what your firm’s revenue goals are. There will be ongoing work and repeat work to put toward those revenue goals. The difference is the number that the sales team, whether dedicated sales team or seller-doers, will need to secure. You will also want to take your hit rate into consideration, perhaps from the last three years. Learn from it! How much work do you need to chase to secure the right amount of dollars?

Metrics are valuable to track and being in tune with your firm’s key performance indicators is a must. What targets can you manage weekly and monthly to help reach your goals annually? And how does that fold into the firm’s goals? Alignment is key.

Mix Up Your Sales Efforts

Once you know the goals, you’ll now turn to the “how.” Here’s the point – these numbers all work together, but marketing and business development departments are usually focused on “New Backlog” when discussing sales. So, where does the new backlog come from? It comes from the strategic combination of two variables: The services you sell and who you sell to—your clients. Your job is to figure out the best mix of these combos to achieve the firm’s overall growth plans. Easy right?

Let’s have a brief look at the different ways we can combine our new backlog variables.

Combo 1 - Sell the Same Services to Existing Clients

Unless you offer bread, milk, or toilet paper, this combo can only take you so far. If you sell a corporate headquarters design project to ACME, Inc., when will they buy the next one? Large retail rollout programs and compliance-required assessments/surveys/reviews are good exceptions to this challenge. Watch out for “better, faster, cheaper” competitors led by well-dressed daredevils focused on Combo 4 described below.

Combo 2 - Sell the Same Services to New Clients

We should always analyze how to position our core offerings to new clients – in new markets or new geographies. Many firms claim about 80% of the new backlog is repeat work, meaning 20% has to come from this combo and Combo 4. Leverage your highly experienced professionals who like to build new relationships.

Combo 3 - Sell New Services to Existing Clients

Maybe ACME, Inc. doesn’t need a corporate headquarters designed this year but really needs help with a facilities management system. Here’s a little secret: Your existing clients trust you and would prefer to buy new services from you rather than from someone they don’t know. Build internal partnerships between your key relationship managers and the technical leader(s) of the new services. These communications and relationships can be tracked in your CRM for better management. This cross-selling method can often result in additional work for your firm. Watch out for experienced competitors focusing heavily on Combo 2.

Combo 4 - Sell New Services to New Clients

Get into LinkedIn and line up the cold calls! OK, that may be excessive, but this is definitely the final frontier in selling professional services. You’re convincing people who don’t know your firm to buy services for which you don’t have a track record. Totally possible, but not for the faint-hearted. This combo often requires strategic hires or acquisitions, which might be the only way to beat the competition in the other combos. Do your research. You may get lucky, but your competition in Combo 1 knows you’re coming.

Serving Over Selling in the Professional Services Industry

While we can’t completely avoid the annual budgeting process, we can look at it differently. You’re in the business of professionally serving others. Instead of simply looking for more projects, more offices, or more technical credentials, why not look for the best ways your firm can serve more people next year, and get paid for the value you created?

Use the combinations above as a framework and correlate the targets for each to your firm’s overall strategic plan and annual business plan. Tada! Now you’ve got a growth target that everyone can embrace. Happy budgeting, and more importantly, happy serving!

Learn How to Streamline Your Sales Process with a Successful CRM Rollout

If you're looking for more insights on how to successfully implement a CRM system to support your firm's business development and sales goals, be sure to check out our recent LinkedIn Live session, "How to Successfully Roll Out a CRM System." In this session, we share best practices, common challenges, and tips for ensuring a smooth rollout that drives both adoption and results. You can watch the full discussion by clicking the image below.

I believe we could all say, we question what gets put into the ‘snail mail’ these days. Especially if it is a sizeable check for your professional services firm. Will it arrive on time? Will it be lost? Will the check end up in the wrong hands? So many variables!

Not only are you concerned with the ability of the check to show up at its destination, but the timeline of when the payment will clear the bank. Sometimes this can take weeks, which might affect how fast you can reconcile your books. Add in the influx of employees working from home, and now you have even more concerns with printing the actual checks.

Accounts Payable (AP) as a manual process increases the likelihood of potential fraud and creates uncertainty, which could eventually affect your professional services firm’s cash flow. So how does a company simplify this process, alleviating the longer timeline and potential for discrepancies? You automate your Accounts Payable process!

Benefits of Automating Your AP Process

The AP process is one of the most important tasks a professional services firm performs daily. Automating it allows you visibility into every vendor payment easily to see its status, and an automated AP process can be fully integrated and streamlined to your preferences.

Although AP automation is not a recent technology, it has come a long way over the years. It is surprising that so many firms have not embraced this technology. Maybe it’s because they feel doing it manually will be more accurate, or they think their current process is efficient and cost-effective. So, let’s look at the benefits of automating the AP process and see if these preconceived notions have merit.

Going Paperless and Reducing Error

Accounts Payable is a paper-intensive process that requires printing, copying, storing, and retrieving paper. Additionally, manual processes are slow and are prone to human error rather than being more accurate as one may think. The paper-based process of printing and mailing checks can be transformed into a digital process of selecting, processing, and scheduling your electronic payments against your AP.

With AP automation, invoices are stored digitally, and paper, shipping costs, and manual entry are eliminated, saving money and ensuring accuracy, while also speeding up the entire payment process. Your increased visibility into payment status will also help simplify reconciliation and help to avoid duplicate entries.

Improving Employee Productivity

The AP process is a repetitive and time-consuming manual task. For instance, processing an invoice manually requires a person to copy information from an invoice and add it to the accounting books. There is no longer a need to manually reenter information for ACH payments or to recreate a physical check with automation.

When a professional services firm automates the AP process, employees are relieved of doing these tasks and can focus their efforts on more profitable pursuits. The opportunity for error is lessened and more time is available for your employees to be more productive in other areas of business.

Getting Insight into Your Firm’s Finances

It’s difficult to manage your professional services firm’s finances if you can’t see them. Solutions like spreadsheets or pen and paper hinder your firm’s ability to generate accurate financial reports. With automation, digital audit trails for all payments whether it be a physical check, credit card, or an ACH are available to ensure you clearly see what stage each of your payments is in.

You can immediately offset the liability and reconcile payments versus waiting for them to clear. Furthermore, being able to see who you owe money allows you to predict future firm spending and avoid late payment fees and penalties. With AP Automation, your firm’s financial picture is easily accessible and therefore manageable.

Gaining Control of the Procurement Process

Procurement policies are hard to enforce if you do not have a way to approve a purchase before it’s made. Using an automated AP solution allows firms to set up an approval process that ensures purchases are in compliance with firm policy. Professional services firms can gain control of their spending by knowing when a purchase is made prior to being issued an invoice which promotes transparency.

Automating AP is a Win-Win Situation for All

With actual reduction in errors, cost savings and a clear view of firm finances, the preconceived notions of not using AP automation are certainly without merit. And there’s even more benefit to automation. An automated AP solution allows vendors to submit invoices to a designated email address or webpage which reduces the risk of losing invoices.

With the opportunity for error decreasing and your employees' productivity increasing, it is a win-win situation for everyone involved. AP automation also ensures you pay your vendors on time, which makes them happier to work with your firm. Not sure if your firm is ready to automate?

Ensure the Success of Your Business by Utilizing Specialized Services

Staying competitive requires not only adopting the right systems and tools but also ensuring they have the right support structures in place. Whether a company is implementing a new software system, optimizing current processes, or managing its finances, specialized services like consulting, training, and outsourced accounting are essential to success. These services ensure businesses leverage their systems effectively, empower their teams, and optimize financial operations.

Each of these services plays a unique role, however, together they provide a comprehensive strategy for business growth and efficiency. Moreover, experts available from each area play different key roles in ensuring the success of your business. Let’s take a look at the difference between these three crucial services and see what they each offer your company and the overall benefit of utilizing them.

Consulting

At its core, consulting is about providing expert advice and strategies that align a company's systems with its specific business needs. Modern software systems — like Enterprise Resource Planning (ERP) platforms — are designed to help companies streamline processes, control data, and optimize workflows. However, even the most sophisticated systems are not a one-size-fits-all solution. Without proper setup and customization, these tools may fail to deliver their full potential. This is where consulting services come into play.

A qualified consultant can assess a company’s current processes, identify areas for improvement, and help configure the system to meet those specific needs. Consultants are not limited to the initial setup of systems; they are valuable at any stage of a company’s journey. From identifying new functionalities that address evolving needs to optimizing existing features, consultants offer an often-needed outside perspective and the specialized knowledge that can be critical to enhancing system performance.

For example, after implementing a new ERP system, a company might struggle with inefficiencies or underutilized features. A consultant can step in to reconfigure the system, ensuring that workflows are optimized for productivity. Additionally, they can offer guidance on how to leverage newer features as systems update over time. This proactive approach ensures that businesses stay ahead of the curve, continually optimizing their tools and processes in alignment with their goals.

Training

Having an up-to-date and properly configured system is only part of the equation. No matter how advanced a system is, it can only be as effective as the people using it. This is where training becomes critical. Training empowers staff to fully understand and utilize the systems at their disposal, ensuring that the company gets the maximum benefit from its investment.

Without proper training, even the most well-designed system can become underutilized or misused. Employees may only know the basics or might default to outdated methods, even when new, more efficient processes are available. A common issue occurs when staff fall into a routine of "this is how we do it here," becoming resistant to change and unaware of new features or improved processes that could significantly enhance their productivity.

A structured and continuous training program solves this problem. Regular training allows staff to stay current with new system updates, understand best practices, and adopt more efficient workflows. Additionally, as businesses grow and evolve, so do employee roles. Ongoing training can help newly promoted staff adjust to their expanded responsibilities, ensuring they understand how to fully utilize the system to meet the demands of their new positions.

Furthermore, training isn't just important for new hires. Existing staff also benefit from continuous education, especially when software systems release updates or new features. As trainers are experts in their own right, this specialized service empowers employees with the necessary skills to ensure the company remains competitive in a fast-paced business environment.

Outsourced Accounting

Finally, as with any business, accounting is a vital function. It's the backbone that ensures invoices are sent to clients, payments are made to employees and vendors, and management has access to accurate financial data for decision-making. However, maintaining an in-house accounting team can be costly and time-consuming, particularly for smaller firms. This is where outsourced accounting services provide a lot of value.

Outsourced accounting involves hiring an external team to handle various accounting tasks, either as a supplement to an internal team or as a full-service solution. This can range from day-to-day tasks like data entry, timesheet management, and expense reporting to more complex functions like bank reconciliation, project budgeting, and financial analysis.

One of the main advantages of outsourced accounting services is the consistency and expertise it brings. These services are performed by professionals with specialized training and experience often across multiple industries. As a result, companies benefit from tried-and-tested processes that help optimize financial operations and ensure compliance with the latest regulations.

Additionally, outsourcing provides flexibility. A company may not need a full-time in-house accounting team, especially during periods of low activity. By outsourcing, businesses can scale their accounting needs up or down based on demand, ensuring cost efficiency. For example, a business might require additional accounting support during tax season or when undergoing rapid growth. Outsourced accounting services can step in to fill these gaps, ensuring financial operations run smoothly without burdening the in-house team.

Moreover, outsourcing allows management to focus on core business activities rather than having to deal with the complexities of accounting. Using this specialized service provides a reliable team to handle the finances, so companies can concentrate on growing their business, confident that their financial operations are being managed by experts.

A Holistic Approach to Business Success

Incorporating these unique and specialized services into your business strategy can significantly improve efficiency, productivity, and therefore, overall success. Consulting services ensure that your ERP or other business systems are set up in alignment with your company’s specific goals and processes. Training empowers your team to use these systems to their full potential, ensuring that your investment in technology is fully realized. Outsourced accounting provides expert financial support, filling in gaps and ensuring that your company’s financial operations run smoothly and efficiently.

Whether your company is just starting out or looking to refine its existing operations, investing in these specialized services can help. By utilizing these services, businesses can streamline operations, reduce costs, and achieve their objectives more effectively. Take advantage of these services and position yourself for long-term success.

In recent years, many companies have been looking to streamline operations, increase efficiency, and reduce costs. One area where businesses of all sizes can significantly benefit is through outsourcing their accounting functions. But is outsourcing right for your firm? Let’s explore the various types of businesses that should consider using outsourced accounting services and talk about why outsourcing may be a great option for them.

Startups and Small Businesses

Startups and small businesses often operate on tight budgets and with limited resources. Hiring an in-house accounting team can be costly, both in terms of salaries and benefits and in the time it takes to train and manage staff. For many small businesses with only a few initial employees, outsourcing the firm’s accounting needs offers a way to access high-quality financial expertise without the need for full-time hires. For startups and small businesses, the cost savings alone would be a key reason to outsource. Without the worry of salary, benefits, and training expenses, these types of firms could get the expertise they need with access to professional accountants who understand the firm’s specific needs. Furthermore, outsourcing accounting offers scalability where your firm could easily scale up or down based on your business’s growth or change over time. For startups, in particular, the financial landscape can be unpredictable. Having an outsourced accounting team means you get expert guidance without the overhead of maintaining an internal team. This allows your leadership team to focus on what is important, the mission and building the company.

Growing Businesses

This brings us to the next type of company that could benefit from outsourced accounting services, growing businesses. As businesses grow, their financial needs become more complex. Companies entering new markets, expanding service offerings, or increasing their customer base need robust financial management to handle everything from payroll to cash flow forecasting and tax compliance.

There are several different reasons that growing businesses would benefit from using an outsourced accounting team. Foremost, outsourced accounting services offer stability, ensuring that your financial operations continue without interruption, regardless of employee turnover in your internal team. Next, outsourced accounting teams stay up-to-date on the latest accounting software and financial tools, ensuring your business benefits from modern, efficient processes. Finally, outsourced accounting teams are already equipped with the skills and systems knowledge needed to handle your financial operations, eliminating the need for internal training programs.

Professional Services Firms

Another type of company that could benefit from outsourced accounting services is the professional services firm. Consulting firms, marketing agencies, law firms, and other professional services providers often have variable billing cycles and unique accounting needs. These firms typically bill by the hour or project, making cash flow management and profitability tracking essential.

In the case of professional services firms, streamlined billing, and invoicing are critical needs. Using outsourced accounting services can ensure accurate tracking of billable hours, invoices, and expenses. Moreover, outsourced accounting teams can focus on cash flow optimization. They can help you manage uneven cash flows while keeping you compliant with tax and regulatory requirements. Another crucial need for professional services firms is real-time reporting. With outsourced accounting services, these types of firms can get insights into financial performance that will aid in decision-making, without the burden of managing a full-time accounting department.

Firms Facing Rapid Technological Change

Outsourced accounting services can also be beneficial for businesses experiencing rapid technological change. For firms such as those in the tech industry or digital startups, the pace of growth can overwhelm internal teams. Keeping up with the latest accounting software, compliance regulations, and financial best practices can be a full-time job in itself.

So, outsourcing in these situations can make a lot of sense. First, using outsourced accounting services, these types of firms could get access to the latest tech. Outsourced accounting teams stay updated with the newest accounting software, automation tools, and best practices, ensuring these businesses remain at the cutting edge.

These types of firms can also benefit from strategic financial planning. With access to experienced CFOs and financial strategists, businesses can make data-driven decisions to guide their growth. Finally, with outsourcing the accounting functions, there can be a dedicated focus on innovation. With the financial side handled by experts, your internal team can focus on innovation and product development.

Outsourced Accounting Awaits

No matter the type of company, outsourcing accounting functions can offer significant benefits, from cost savings and scalability to accessing specialized expertise. Whether you’re a small startup, a growing business, or an international firm, outsourcing provides the flexibility and support you need to manage your financials efficiently. By allowing experts to handle the complexities of accounting, you can focus on what you do best, growing and innovating your business.

So, do you think outsourced accounting is right for your business? Assistance is available to start an evaluation of your current needs and weigh the benefits of external expertise. You might just find that it’s the missing piece to help you streamline operations and scale efficiently.

With Deltek ProjectCon 2024 on the horizon, excitement is building for the premier event designed for project-based firms. Set to take place from November 12-14, 2024, at the Gaylord National in the Washington, D.C. area, this year’s conference promises to deliver valuable learning experiences, key industry insights, and unparalleled networking opportunities. As a Gold Sponsor, Full Sail Partners is proud to contribute to the event through educational sessions, strategic kiosks, and a commitment to empowering firms through Deltek Vantagepoint.

Let’s take a closer look at how to prepare for Deltek ProjectCon 2024 and make the most of this exceptional event.

Full Sail Partners: Empowering Firms Through Expert-Led Sessions

One of the highlights of Deltek ProjectCon 2024 will be the sessions led by industry experts, and Full Sail Partners is proud to be at the forefront of these educational opportunities.

Terri Agnew, Principal Consultant at Full Sail Partners, will be presenting "From Analysis to Action: Optimizing Your Vantagepoint Investment.” In this session, Terri will walk attendees through the transformative power of a Navigational Analysis.

Attendees will learn how to evaluate their current systems, identify inefficiencies, and implement actionable recommendations to maximize the value of Deltek Vantagepoint. Whether firms are facing staffing changes, operational bottlenecks, or simply looking to improve their processes, this session offers real-world strategies to drive success. Terri will share examples of client success stories, providing attendees with tangible methods to refresh and optimize their internal practices.

Another presentation will come from Jake Lucas, who will lead a session titled "AI Solutions for Vantagepoint Enabling Next-Level Productivity." As AI continues to revolutionize industries, Jake’s session will explore how out-of-the-box and custom AI solutions can enhance the operational capabilities of project-based firms using Deltek Vantagepoint.

Attendees will not only gain insights into the power of AI but will also learn about potential challenges, such as AI hallucinations and unreliable data responses, and how to address them. Jake will provide practical tips for integrating AI with tools like Microsoft Teams, offering firms a way to streamline workflows and increase productivity.

Whether you are new to AI or looking to deepen its application within your organization, this session will equip you with the knowledge needed to leverage AI effectively.

Supporting Clients: Learning from BSA LifeStructures and kW Engineering

At Full Sail Partners, we pride ourselves on not only delivering expertise but also supporting the success of our clients. This year, two of our clients—BSA LifeStructures and kW Engineering—will be showcasing their innovative solutions during Deltek ProjectCon 2024, and we encourage attendees to explore these sessions.

Ashley Dishroom of BSA LifeStructures will present "Unlock Pursuit Success: Go/No Go Process." In this session, Ashley will demonstrate how BSA LifeStructures has overhauled its CRM system to improve decision-making during project pursuits. By documenting strategic clients and prospects, and integrating a go/no go decision-making process, BSA LifeStructures has been able to boost efficiency and improve project hit rates. This session offers valuable insights for firms looking to enhance their CRM capabilities and refine pursuit strategies.

Similarly, Kris Johnson from kW Engineering will be leading a session titled "Project Pulse: Optimize Project Health, Drive Action, and Unlock Insights with Dashboards." With an overwhelming amount of project data, many firms struggle to prioritize actionable insights. Kris will show how kW Engineering’s "Project Health" dashboard consolidates critical KPIs into a single metric, ensuring project managers and executives can make informed, timely decisions. This dashboard has become an essential tool for project health monitoring, and attendees will learn how to create their own dashboards to drive better project outcomes, improve profitability, and boost cash flow.

Connect with Full Sail Partners at Our Kiosks

Beyond the educational sessions, Full Sail Partners will be hosting a two-sided kiosk in the XPO hall, providing attendees with direct access to our experts. Our kiosk is designed to offer guidance on a wide range of topics, from Deltek Vantagepoint consulting to group training, hosting, and outsourced accounting. Our team is dedicated to helping project-based firms streamline their operations and achieve cohesive, efficient results.

In addition to consulting services, we’ll be showcasing our Blackbox Connector, which offers ready-to-deploy integrations that allow firms to quickly connect Vantagepoint with third-party applications. The beauty of the Blackbox Connector lies in its simplicity — our catered solutions allow firms to streamline operations without the need for extensive technical knowledge.

If you’re looking to optimize your processes or connect your systems more effectively, find us at kiosk #2 just to the left of the XPO entrance. This is the perfect place to start a conversation.

Prepare for Success at Deltek ProjectCon 2024

Deltek ProjectCon 2024 promises to be a cornerstone event for project-based firms looking to enhance their operations, explore the latest innovations, and build valuable connections within the industry. Whether you are attending to deepen your understanding of Deltek Vantagepoint, explore AI-driven solutions, or connect with industry experts, Full Sail Partners is here to support your journey.

Our sessions, led by Terri and Jake, will offer insights that you can implement immediately to optimize your systems and drive productivity. Additionally, we encourage you to learn from our clients’ presentations and discover new ways to enhance your firm’s CRM processes and project health monitoring.

Don’t forget to stop by our kiosks during the event, where our crew will be ready to provide live demos and discuss how we can help you unlock the full potential of Deltek Vantagepoint. As proud Gold Sponsors of Deltek ProjectCon 2024, we are excited to meet you, share our knowledge, and help you take your firm to the next level!

At Full Sail Partners, we understand the intricate demands of running a successful business. And a major part of running a successful business is managing your financials with precision, accuracy, and efficiency. To help you achieve this key component to sustained growth, Full Sail Partners offers a full-service accounting practice that is tailored to your professional services firm’s unique needs. So, let’s discuss the first steps and then take a comprehensive look at the outsourced accounting services Full Sail Partners provides to ensure your business stays on course.

First Steps

Our team of highly skilled bookkeepers and accountants will evaluate your current systems and processes by way of navigational analysis. By reviewing your professional services firm’s standard operating procedures, not only are we able to get a better understanding of what your unique needs may be, but we are also able to provide ways of streamlining systems and offer possible solutions to outdated workflows. We can then work together to create a customized schedule of services that will help lead to improved financial management and greater efficiency within your professional services firm.

Outsourced Accounting Services Offered

Centralized Communication & Information Exchange

Full Sail Partners maintains a dedicated MS Teams site and email address to facilitate safe and secure communication and information exchange. Whether it's sensitive bank deposit information, EFT/ACH files, AP Vouchers or Disbursements, project revisions, or invoicing, simply forward all relevant communications to your safe and secure client-specific email. Our team will manage these items in an efficient and timely manner.

Deltek Info Center/Hub Maintenance

Our Info Center (Vision)/Hub (Vantagepoint) maintenance services keep your professional services firm's critical information up to date and organized.

• Firms (Contacts, Clients, and Vendor Records): We can revise or create new firms, ensuring that all details such as contact/client/vendor names, numbers, addresses, and any additional contact information you may need are accurate.
• Employees: From adding new hires to managing job cost rates, banking, and termination details, we can handle all employee-related data.
• Projects: We can manage the setup of new projects based upon signed agreements, or revision of existing projects with change orders - including contract information, billing terms, and status updates.
• Accounts & Account Group Tables: We can create and maintain General Ledger Accounts and Account Group tables, ensuring accurate GL tracking and reporting.

Timesheet Management

We can ensure prompt and accurate timesheet postings, providing detailed labor reports by employee and Month to Date/Year to Date utilization reports, all in accordance with your submission policies (weekly, biweekly, semimonthly, or monthly).

Expense Report Processing

Our Expense Report services include payment review, posting, processing, and EFT/ACH file creation for seamless online banking upload. Detailed employee ledger reports can be provided upon request.

Accounts Payable Management

Our Accounts Payable services cover voucher and disbursement entry, scheduled AR Ledger reporting, cash requirements tracking, and paper and electronic payment processing. We can provide EFT/ACH file creation and posting of check payments allowing the client to print checks in-office.

Accounts Receivable Management

We can manage daily cash receipt posting (including paper, credit card, and ACH) as well as client invoice adjustments as necessary. Rate Table maintenance is also available to ensure accurate project reporting.

Invoicing/Billing Management

We manage monthly invoicing in alignment with each project’s contract terms and specific Project Manager requirements.

Employee Benefit Accrual

We can manage payroll entry in accordance with your firm’s payroll schedule (bi-weekly, monthly, specific date(s), etc.) as well as manage employee benefit accruals in accordance with your company policies. We are also able to handle the annual opening of new benefit years.

Month End Processing

Our month-end services include journal entries, bank and credit card reconciliation, and financial report generation such as balance sheets, income statements, and detailed General Ledger reports. We can also manage the opening and closing of accounting periods.

Project & Project Management Reporting

We are able to provide comprehensive project management reporting, including weekly project details, earnings reports, and unbilled detail reports to keep your projects financially on track.

Year End Processing

Our year-end services include 1099 initialization, the opening of new benefit years, and generating 1099 PDF files to be printed, mailed, and filed with the IRS by your firm.

Specialized Services

We additionally offer specialized services such as revenue generation, salary job cost adjustments, and overhead allocation to enhance the accuracy and efficiency of your financial operations.

Ready to Improve your Professional Services Firm’s Financial Management?

At Full Sail Partners, we are committed to providing a complete suite of accounting services tailored to your business needs. Our team undergoes regular and extensive training, including Deltek Pros certification, ensuring that your financial operations are managed with precision and care. This allows you to focus on what you do best - growing your business. Let us help you navigate the complexities of financial management, so you can sail smoothly towards success.

Have you ever found your professional services firm in the position of losing your in-house bookkeeper suddenly either permanently or temporarily? This could be the result of the birth of a child, other health issues, or the employee taking another opportunity in another field or firm. Whether temporary or permanent, this can throw your accounting cycle into turmoil. Often this person is the only employee who knows the financial accounting system of your firm and it leaves a huge void in the accounting side of your business.

Or perhaps you are a small firm that does not need a full-time accountant to process your transactions, but you want to leverage the power of your ERP and need a cost-efficient option. You just need a solution that would allow you to access trained bookkeepers and/or accountants without the need to commit to a full-time salary.

There is an increasing trend for outsourced accounting services that recognizes the strategic importance of consistent management of accounting practices for business of all sizes and at all levels of the process. Moreover, professional services firms today are seeing the benefits of an outsourced accounting firm to gain an advantage of scalable growth. Outsourcing your accounting tasks ensures that your business needs are met, even during times of absence or turnover, or if you simply have reduced needs.

Benefits of Full Sail Partners’ Outsourced Accounting Services

Full Sail Partners has received requests from our Deltek Vision and Vantagepoint clients throughout the years asking if we provide accounting services. We have heard the requests of our clients, recognized the needs, and answered with an outsourced accounting service of our own specializing in Deltek Vision and Vantagepoint.

Expertise and Experience

There are several advantages to using our outside accounting services. The first of which is expertise and experience. Full Sail Partners employs a team of highly qualified and professional bookkeepers and accountants who are trained specifically on Deltek Vision and Vantagepoint. We invest regularly in training to help our staff stay updated on the lates best practices, ensuring a firm's records are accurate and compliant.

Cost Savings Through Time Efficiency

Utilizing Full Sail Partners’ outside bookkeeping service also provides substantial cost savings to your professional services firm. Hiring and training an in-house accounting team is expensive when you take into account salaries, benefits, training and overhead costs. Using Full Sail Partners for your bookkeeping tasks allows your employees to focus on their individual business specialty and relieves them of the time spent on financial activities. They can concentrate on what they do best, which is running and growing your business.

Scalability

As your business grows, Full Sail Partners can scale up to your more complex needs without having to hire and train additional in-house staff. We also offer a scalable option from full service-transaction entry to timesheet posting to billing to reporting. You can also choose reduced services designed to fill gaps or augment your in-house staff.

Advanced Technology

Our firm can also provide an unbiased perspective on your financial processes, offering valuable insights and advice. Our accounting staff at Full Sail Partners is backed by a highly trained consulting team. We have access to the latest accounting technology and upgrades associated with Deltek Vision and Vantagepoint which will improve the efficiency and accuracy of your financial processes. We have often reviewed processes with our clients and suggested a consultative navigational analysis that reduces or eliminates the need for our augmented services.

Support Goes Beyond Outsourced Accounting Services

Full Sail Partners' outsourced accounting services can provide reduced or full-service accounting services scaled to your individual needs. However, our staff could never replace the highly skilled training services of our consulting team. We work closely with our team to make sure our staff is fully up to date on current practices, but our team does not offer training to a client's staff. If you find that your professional services firm would like to use our services for the augmentation of your current team's skills, we can provide the support you need.

If you would like to upgrade the skills of current employees or train new staff on Deltek Vision or Vantagepoint, we can connect you with one of our excellent consultants that will review your current system and team skills. Once they determine the level and areas of need, they will provide you with a detailed scope of services to provide your staff with on-site or off-site training.

Improve Your Professional Services Firm’s Financial Management

Outsourcing your accounting and bookkeeping services can lead to improved financial management and greater efficiency while seeing significant cost savings from reducing full-time accounting overhead or supplementally augmenting an in-house accounting team. By leveraging the expertise, technology and scalability of our Full Sail Partners’ Outsourced Accounting Services, you can position your business for long-term success without interruptions due to unforeseen personnel changes.

Deltek Vantagepoint is a project-based ERP system. This makes it unique in that it is intended to not only track overall firm revenue and expenses, but also the revenue and expenses of many separate components, or the projects, that contribute to the overall profitability of the firm. Vantagepoint offers several ways to help identify which projects are contributing to, and which are detracting from a professional services firm’s profitability. Let’s explore a few of them. 

Linked Promotional Projects

Can you easily see if a project with a $5,000 fee took your team $5,000 worth of time and expenses to win it? Deltek Vantagepoint offers the means to do so by using promotional projects. In the stages of the project lifecycle, when your professional services firm is pursuing new work, use linked promotional projects to track the time and expenses the pursuits require. This can help you calculate the return on investment (ROI) of your marketing spend.

Consider setting a budget for your promo projects to show staff that the expected maximum level of pursuit spend is dependent on the size of the project. To set the budget, you may want to think about the typical maximum that should be spent to win $1 of chargeable work and multiply that by the labor fee your firm is expecting if the project is awarded. Using linked promo projects can help you analyze the costs of pursuits, as well as the “all-in” cost of the job compared to the fee you were awarded. Analyze the data and perhaps you will find certain types of projects or certain clients are boosting or dragging down your overall profitability.

Contract Management

If your professional services firm struggles with tracking contract documents for projects, look to the contract management area for help! Making sure you have the signed agreements, and that you have them in time for billing, is crucial for efficiency and cash flow. The contract management area lets you customize the list of contract types and statuses and track the dates that contracts were sent and received. You can easily report on missing contracts to see where follow-up is needed. Unpaid invoices and the inability to bill for work due to missing contracts will negatively impact the bottom line!

Project Planning and Resource Management

Have you seen the latest project planning tools in Deltek Vantagepoint? Project Planning allows you to add generic or named resources to a project and schedule hours throughout the project schedule. A plan can be started at the time the in-pursuit project is added to Vantagepoint, and updated as the project scope and fee are developed. Planning can help build more accurate estimates for proposals and also serve as a communication tool during project hand-off from sales to the project manager.

After the project is awarded, updating the plan frequently can immediately show pinch points in budgets and schedules. By continually updating the number of hours each resource will need based on work completed and project progress, you can see, for example, if you need to scale back the effort to better match the scope or if a schedule slip is going to cause the need for a change order. Plan updates may also help identify earlier on the issues caused by scope creep and allow you to more easily negotiate change orders to cover costs not originally included in the fee.

Resource Management takes the project planning data and “flips it” to present it by person as opposed to by project. Being able to quickly identify staff that is consistently over-scheduled, which can lead to resignation and cause expensive turnover costs, and then reassign work to under-utilized staff will help keep firm chargeability on track. In the consulting industry, chargeability drives profits!

Accurate Time and Expense Tracking

Analysis of project profitability relies on accurate time and expense tracking. Make sure employee cost rates whether it is a true payroll cost, or a blended cost rate, are recorded correctly in Deltek Vantagepoint. Check out resources like the Deltek Clarity survey to make sure your professional services firm’s billing rates are in line with industry standards, while also taking into consideration factors such as your client base and your geographical location.

Encourage employees to carefully record all time and expenses to the projects they are working on, even if it might cause the project to go over budget. If over-budget costs are “buried” in marketing and overhead, can you ever truly analyze the profitability of each project? Additionally, if your firm performs similar work across your client base and uses past projects as a starting point to budget new projects, you will consistently lose money if project costs are not accurate.

Project Review/Reporting/Dashboards to Compare Budgets and Actuals, and View AR Info

Deltek Vantagepoint offers many tools to help you analyze profitability. The Project Review area, in addition to the project plan, provides a convenient snapshot of project budget versus actuals. Train your project managers to look at project review and their project plans frequently to stay “in the know” about their projects.

Project Reporting shows everything from labor and expense charges by date, to revenue and projected profit. Determine what is important to your professional services firm, build reports that reflect it, save them for your project manager roles to implement consistency across PMs, and train them on what they are seeing. Remember, in the A/E industry most project managers are engineers or architects by nature, so don’t be remiss in assuming they know how to analyze the financial aspects of the projects!

Leverage the dashboard capabilities in Vantagepoint as well, to bring critical project data front and center. Take a look at the project manager dashboards that come with the system or build a dashboard that reflects the project information your firm wants PMs to focus on. By using a combination of charts, graphs, tables, and reports in your dashboard you can help PMs with different preferences for consuming the project data.

Deltek Vantagepoint Ensures Firm Profitability

As you can see, Deltek Vantagepoint offers many ways to help your professional services firm track and analyze project-related data. By using a combination of these options, your firm can more easily see which projects are helping and which may be hurting your overall profitability. By keeping your eye on the profits, you can make more informed business decisions that will help your firm outperform the competition.

Curious to see what else Deltek Vantagepoint can offer you? Explore the full potential of Vantagepoint here!

Data entry can often be a tedious and error-prone task, especially when dealing with large volumes of information. Convincing IT to upload data into software systems can be challenging and time-consuming. Fortunately, for users of Deltek Vantagepoint, there's a more efficient solution: Data Imports. This feature, accessible from the Utilities menu, offers an intuitive interface for importing large amounts of Hub or transactional data while adhering to Vantagepoint's business rules for data entry.

Simplified Data Import Process for New Clients

For new Deltek Vantagepoint clients, the Data Import module provides a streamlined method for transferring information from previous systems. Whether you're migrating data from FoxPro, Oracle, or any other system capable of exporting data into an Excel or CSV file, Vantagepoint makes the transition smooth.

For example, if your accounting information resides in one system and project information in another, Vantagepoint's Data Imports are designed to handle this seamlessly. General ledger details and table information are uploaded separately, simplifying the process. With a basic understanding of Vantagepoint’s software configuration, preparing data files for import is straightforward and requires minimal training. This ease of use can significantly reduce the time and effort involved in migrating to a new system.

Enhancing Efficiency for Existing Clients

Existing Deltek Vantagepoint customers can also benefit from the Data Import module by adding new data to their current Vantagepoint instance or modifying existing information. For instance, if a firm is integrating new functionality that was previously unused, existing hub fields can be updated with data from an Excel file. Vantagepoint ensures that the imported data complies with business rules through a validation procedure, preventing any non-compliant data from being uploaded.

Moreover, transactional data can be uploaded into Vantagepoint via the Data Import module. Many clients utilize external applications to gather the information that must be uploaded into Vantagepoint. For example, subconsultants might use different systems to collect time or expense data, which then needs to be integrated into the Vantagepoint system. Instead of manual data entry, a CSV file can be used to upload this information. Vantagepoint verifies that the data adheres to business rules before it is posted in the Transaction Center.

Key Information About Deltek Vantagepoint Data Import

Whether uploading new data or amending existing records, the import process in Vantagepoint follows a consistent procedure. Currently, the data import functionality is split between Vantagepoint’s web app and the desktop app, with plans to eventually consolidate these functions. Users need to know where to go for each type of import. The web app supports importing data for Employees, Employee-related tables, Clients, Contacts, Generic Resources, and lists. Other imports, such as Projects, General Ledger, and transactional data, are handled via the desktop application.

To ensure successful data import, it is crucial to align the import data with Vantagepoint’s data structure. Data mapping should be performed prior to system validation. Once the fields that need to be mapped are identified, they should be matched with corresponding data in the import file. After mapping, selecting “Import” initiates the validation procedure. Any errors will be reported in a file and will not be imported. The import data can be validated multiple times to ensure accuracy before finalizing the import into the Vantagepoint instance.

Modern Advancements in Deltek Vantagepoint

Deltek Vantagepoint continues to evolve, incorporating advanced features to enhance user experience and efficiency. Recent updates include improved integration capabilities with other software systems, advanced analytics for better decision-making, and enhanced user interfaces for a more intuitive experience. Additionally, Vantagepoint's cloud-based platform ensures that users have access to the latest features and updates without the need for extensive IT involvement.

The Data Import module now supports more sophisticated data validation and error-checking mechanisms, reducing the risk of data inconsistencies and ensuring compliance with business rules. The integration of artificial intelligence (AI) and machine learning (ML) algorithms helps in identifying patterns and anomalies in data, providing users with actionable insights and predictive analytics.

Practical Tips for Mastering Data Imports

Data Import in the Vantagepoint application does not require extensive knowledge of databases or programming. However, practice and perseverance are key to mastering this tool. Full Sail Partners recommends practicing on a test database when learning to use the import feature. This approach allows users to familiarize themselves with the process without the risk of affecting live data.

For additional support, Full Sail Partners offers comprehensive training on the Data Import module. This training covers everything from basic data preparation and mapping to advanced troubleshooting techniques. By leveraging Full Sail Partners’ expertise, users can gain confidence in their ability to efficiently manage data imports, ensuring smooth and accurate data integration.

Data Imports Feature Ensures Efficiency for Vantagepoint Users

Deltek Vantagepoint's Data Import module is a powerful tool that simplifies the process of uploading and managing large volumes of data. Whether you are a new client migrating from a different system or an existing client looking to enhance your data management capabilities, the Data Import module offers a robust solution. With its user-friendly interface, comprehensive validation procedures, and continuous advancements, Vantagepoint ensures that your data entry process is efficient, accurate, and aligned with your business needs.

For more detailed guidance and training on using Deltek Vantagepoint’s Data Import module, consider reaching out to Full Sail Partners. Their team’s expertise can help you maximize the potential of Vantagepoint, enabling you to achieve next-level productivity and efficiency in your data management processes.

This year’s Annual Deltek Clarity Architecture & Engineering (A&E) Study delves into how firms are navigating challenges to boost their operations and drive progress. It takes a close look at the evolving dynamics of labor costs, the strategic shifts in where firms are investing their resources, and the innovative financial approaches they’re adopting. Let's examine these findings to understand how they’re shaping the future landscape of the A&E industry and what they mean for firms aiming to thrive in this changing environment.

Top Financial Challenges

This year’s top financial challenges for A&E firms mainly centered around finding and retaining qualified staff, increasing profitability, and managing succession planning and ownership transitions. These issues remained mostly consistent with last year's challenges, though managing growth saw a slight decline in importance, dropping from 46% to 38%, thus moving it out of the top three challenges.

Retaining qualified staff, while still the foremost challenge, saw a reduction in the number of firms ranking it as their primary concern, decreasing from 65% to 59%. The focus on boosting profitability gained prominence, with a 9% increase to 54%, reflecting its rising priority among firms.

Meanwhile, the importance of enhancing project leaders' financial knowledge also diminished, indicating a shift in strategic focus towards more immediate financial pressures and long-term organizational sustainability.

Stability in Labor Costs

In 2023, total labor costs per employee among A&E firms showed remarkable stability, with only a modest increase of $345. This slight uptick reflects adjustments in labor-related expenses and inflation, aligning with the changes in firms' headcount levels from the previous year. Notably, the impact varied significantly across firm sizes with:

• Small firms experiencing the most substantial increase, with labor costs rising by over $3,000 per employee.
• Large firms seeing a dramatic increase of more than $9,000 compared to 2022.
• Medium-sized firms remaining relatively stable, with minimal changes in labor costs or employee numbers.

These variations underscore the nuanced approaches A&E firms are taking to manage labor costs while maintaining competitive compensation structures.

Marginal Increases in Gross Wages per FTE

Gross wages per full-time equivalent (FTE) is calculated by dividing the total labor expenses by the current number of full-time employees. This number remained relatively stable this past year, registering a marginal increase of less than one percent compared to the previous year. This contrasts with the notable five percent surge observed in 2022. Key segments such as high performers, small firms, large firms, and engineering firms experienced slight increases in gross wages per FTE, highlighting the importance of tailored compensation strategies to retain and engage staff.

Understanding these wage trends is crucial for firms to ensure that labor cost increases are effectively balanced by topline revenue growth, thereby improving labor multiplier metrics.

Shifts in Asset Investments

The study reveals a significant shift in firms' asset investment strategies. Net fixed assets per employee decreased by six percent, indicating a strategic move away from traditional fixed asset investments like infrastructure, hardware, and software. Instead, firms are increasingly allocating resources toward on-demand operational expenses for software and technology solutions. This shift is particularly evident in:

• Large firms and architecture firms reported significant declines in net fixed assets per employee.
• High-performing firms and engineering firms which maintained stability or showed slight improvements.

This trend reflects firms' adaptation to changing market demands and their focus on leveraging new tools to enhance competitiveness and drive growth.

Current Ratio: A Mixed Bag

The overall current ratio can be found by dividing current assets by current liabilities. A&E firms saw a slight decline in this, decreasing by 0.18 points. This decrease suggests firms' increased efficiency in managing current assets and liabilities, possibly by accelerating accounts receivable collections. Notably:

• High performers, medium-sized firms, and engineering firms experienced the most noticeable declines in current ratio.
• Small and large firms reported increases, indicating diverse strategies across different firm sizes.

Despite these variations, the current ratio decline does not necessarily translate into reduced liquidity but rather reflects strategic management decisions aimed at optimizing operational efficiency.

Debt-to-Equity Ratio: A Slight Increase

The median debt-to-equity (D/E) ratio is determined by dividing total liabilities by stockholders’ equity. This ratio rose slightly from 0.61 to 0.66 in 2023. This increase suggests that firms continue to leverage debt strategically to achieve higher returns. High performers, medium-sized firms, large firms, and both A&E sectors reflected this overall trend. This cautious yet confident approach to financial management positions helps firms navigate current economic challenges.

A Decline in Return on Equity

Found by dividing pre-tax income by stockholders’ equity, and then multiplying it by 100, the overall return on equity (ROE) for A&E firms declined by 4.5 percentage points to 19.1% in 2023. This decline was the most pronounced among small, medium-sized, and architecture firms, which faced challenges in generating profit growth commensurate with gains in shareholders' equity. In contrast, high performers, large firms, and engineering firms reported flat or improved ROE relative to the previous year.

Increased Focus on Firm Valuations

An interesting trend identified in the study is the increased focus on firm valuations. More firms (up by 1.5 percentage points) completed firm valuations within the past two years, with large firms and engineering firms showing the most significant increases. Additionally, 52.6% of firms without a recent valuation plan to complete one within the next 12 months, up by 3.2 percentage points. This trend underscores the growing importance of firm valuations in the context of merger and acquisition activities, strategic positioning, and financial health management.

Top Financial Initiatives

A&E firms have identified several key financial initiatives to address their greatest challenges over the next three years:

• Training project managers on financial management (+3 points): This initiative reflects a shift towards enhancing project management capabilities to optimize operational efficiency.
• Business process improvements (steady): Emphasizing streamlining processes to improve overall efficiency.
• Better forecasting (+7 points): Highlighting the importance of financial planning and resource allocation to navigate market uncertainties.

Other notable initiatives include better management of growth, organizational changes, and increasing spending on talent acquisition and retention, although these saw declines compared to the previous year.

More To Look Forward To

The 45th Annual Deltek Clarity Study provides valuable insights into the financial trends and challenges faced by A&E firms in 2023. As firms navigate a complex economic landscape, strategic management of labor costs, asset investments, and financial metrics become crucial to sustaining profitability and securing long-term growth. By focusing on tailored compensation strategies, leveraging new technology solutions, and enhancing financial acumen, A&E firms can better position themselves to thrive in an evolving market.

The necessity to turn in timesheets every two weeks is never at the forefront of your employees' minds. They are focused on their day-to-day tasks. Some employees stay ahead of the game and create their timesheets as they go. Others are swamped with their workload and struggle to keep them current and completed on time. However, it is essential in nearly every industry to keep the circle of business moving and income coming in. So features are needed to make the timesheet process seamless and most efficient.

Poor timesheet management inherently leads to inefficient processes later. Miscoding timesheets may cause imprecise reports and incorrect invoices. It could also require additional time to correct and transfer time to the proper projects. Most importantly, incorrect timesheet entry affects the cash flow of your company, due to delaying the processing of client invoices.

In Deltek Vantagepoint, the process has been simplified and made more user-friendly for the end user. To start, timesheets should be entered daily and submitted on time. Secondly, project managers must always ensure they are reviewing the timesheets. Timesheets should then be corrected before they are posted to the project.

Features of Timesheets in Deltek Vantagepoint to Improve Efficiency

Accurate and efficient timesheet management policies and procedures are necessary and should be incorporated into your culture. This, along with daily entries and strict deadlines for timesheet submissions. Fortunately, Deltek Vantagepoint has a variety of tools to help assist project managers in this process.

• Floor Checks can help you ensure that your employees complete their timesheet entries on time. You can do a floor check to review the status of time entries for your employees for a specific period or day. This will show the employees’ expected hours versus the actual hours that were entered. Additionally, there is email functionality available, so you can email your employees directly and let them know to complete their timesheets. You can enable notifications within the system or create email templates for the reminders.
• Unposted Labor Report is a standard project report that shows all timesheet data in unposted transaction entry files and all timesheets that are in progress, submitted, or approved but not posted. This enables project managers to see what has been charged to their projects before they are posted. It is preferred to correct the timesheets before they are charged to the projects.
• Project Reports with Unposted Time can be included in project reports by using the unposted time option. Project managers can then see the labor that is charged to their projects throughout the time period.
• Line-item Approval allows project managers to have control over their project labor costs to make sure labor is posted to the correct project. It allows project managers to only see their projects when in the approval stage. Vantagepoint will let you know if only part of the line items subject to line-item approval have been approved, yet others have not been approved or have been rejected.
• Timesheet Audit Trail allows you to see if there has been a change made to the timesheet after it has been saved or submitted. You can make timesheet comments required, or just track the change without additional explanation. Audit trails can be used to track billing transfers. You may find the timesheet audit trail in employee reporting.
• Copy from Prior Timesheet option allows you to copy projects you have previously or frequently charge time to. You can select this option once in your current timesheet. This option saves you from having to create your project list repeatedly for frequent projects. Timesheet comments are also saved in a drop-down box to select from. So, if you have used the same comment previously, you may select that option versus having to write the same thing repeatedly.
• Deltek Time & Expense for Vantagepoint app is now available to access your timesheets when you are on the go. Not in front of your computer? No problem. You can capture expenses from anywhere and upload receipts immediately. Approvers may also approve timesheets and send reminders to employees via the mobile app. Keeping up with your timesheets has never been easier!

Get Your Timesheets Done with Deltek Vantagepoint

With all of these amazing features in Deltek Vantagepoint at your fingertips, timesheet management is within your grasp. Keep the circle of business moving, and that income coming in. Start with daily timesheet reminders, and eventually, you will develop a plan that makes timesheet management best practices part of your firm’s culture.

Why are the month-end financials so vital to professional service firms? Why does the finance team have deadlines? Understanding the importance of accurate and timely financial reports across all roles in a professional service firm is vital to the organization's health. Let us understand the “what” behind the “why” of the deadlines imposed on us by our friendly finance and accounting professionals. Finance and accounting professionals are often the rule enforcers, the data junkies, and the last group of people we want to disrupt because their head might just pop off their necks. I know, because I was once in that hot seat, constantly “encouraged” to produce accurate reports and metrics, and close the books as soon as possible. Forget about taking a vacation during the first two weeks of the month. Anyone else with me?

So, before we dive into the tools available for our finance friends, I hope that non-finance team members will take a few minutes to read this article and have a better understanding of why monthly financials are so vital to everyone in an organization.  

We plan our lives; we plan our projects but how do we measure that success? It all comes down to the actuals. The actual results of our planning and hard work in every aspect of our lives are how we determine what decisions we are going to make in the future. Logically, the actual financial results of a firm will help drive future decisions, right? So, the next time your finance and accounting friends ask you to submit your timesheet, submit your expense report, review a subconsultant invoice for your project, and review a client invoice for submittal know that they are doing their part to prepare the data necessary for accurate and timely reporting for EVERYONE in the firm. The data gathered and reported on for that financial period may impact your future as well.  

Let us work together to find a better solution to close those books faster, provide better project metrics, and help the firm make quick and accurate decisions.  

Now, moving on to some tips and tricks for our finance friends to help them leverage the most of their Deltek Vantagepoint system. Part of the monthly close process is to ensure that one can document and justify the balances on the financial reports. If your process involves ticking and tying to a manual spreadsheet, STOP! Deltek has tools that can help you!  

To assist accounting departments at professional services firms with verifying commonly used balances, Deltek has created some useful tools. There are two such tools in Vantagepoint that accountants can use to monitor activity and know when to raise the red flag to address accounting problems. So, what do these tools look like and how do they benefit accounting?  

Financial Analysis Report

The File Reconciliation Report (Utilities/Analysis/GL Reconciliation/File Reconciliation Report) provides a big picture of the general ledger from the standpoint of the firm’s income statement and balance sheet vs. the supporting sub-ledger reports. Deltek Vantagepoint has implicit entries that happen automatically in transactions based on configurations as well as explicit entries that occur by user entry in the transactions.

For example, when entering an AP (Accounts Payable) voucher, the user selects the expense account (explicit entry) for the voucher but does not select the Accounts Payable account (implicit entry) – the Accounts Payable account is captured in the AP Liability code (which is set Settings/Cash Management/Accounts Payable/Liability Accounts).

The areas covered in the File Reconciliation Report are:

• YTD Revenue: Accounts (Set in Configuration/Accounting/System Settings) Settings/Accounting/Chart of Accounts/Type) = Office Earnings Report (My Stuff/Reporting/Office Earnings)
• YTD Reimbursable/Direct Expense: One report that can be used is the Project Detail to total direct and reimbursable expenses.
• YTD Indirect Expenses: One report that can be used is the Project Detail to total the indirect and expenses.
• Accounts Receivable: Accounts (Set in Settings/Billing/Accounts Receivable) = Open Accounts Receivable (My Stuff/Reporting/AR Aged)
• Accounts Payable:  Accounts (Set in Settings/Cash Management/Accounts Payable/Liability Accounts) = Open Vendor Balances (My Stuff/Reporting/Voucher Ledger or Voucher Schedule)
• Unbilled Revenue: Accounts (Set in Settings/Accounting/Revenue) = Office Earnings Report or Project Earnings Report (My Stuff/Reporting/Office Earnings or Project Earnings)

The reports listed above can be run to verify the balances of the sub-ledger, and the File Reconciliation Report will provide a professional services firm with a quick snapshot to know if there is a problem immediately. It is recommended to review this report as part of month-end processing, although it can be reviewed at any time during the month.

Upon viewing this report for the first time, looking for the differences in AR (Accounts Receivable), AP (Accounts Payable), Revenue, and Unbilled and when the out-of-balance initially began is the first step. There are several reasons an out-of-balance can occur - for example, making a journal entry directly to a GL account that is linked to an AP Liability Code. Once red-flagged by this report, working with a knowledgeable system consultant to determine which entries caused the out-of-balances and learning how to correct them is advisable.

Bank Reconciliation

Another critical month-end activity is reconciling the bank account. Depending on your financial department structure, you could choose to use the Bank Reconciliation tool more frequently than waiting until the month-end. If you do not have systems in place to prevent fraud in your bank accounts, it may be beneficial to review and use this tool weekly or daily. Vantagepoint allows a professional services firm to create ‘Bank Codes’ for every bank account used by the firm. Each ‘Bank Code’ is linked to a single general ledger account number to track and report transactions for the bank code.

The bank reconciliation process allows for the user to ‘clear’ transactions as they ‘clear’ in the bank. The transactions in the bank reconciliation are only those entered via a cash transaction type (Cash Receipt, AP Disbursement, Cash Disbursement, AP Vouchers, AP Payment Processing, or Expense Payment Processing). The reviewer will know if the transaction type is a ‘cash’ transaction type as they will be asked for a ‘bank code.’              

Any transaction entered against a General Ledger account that is linked to a Bank Account code that is not a cash transaction, for example, a journal entry, will not be available in the Bank Reconciliation feature and could cause a difference from the reconciled bank balance to the general ledger account balance if not added to the misc. tab of the bank rec.

When working through the bank reconciliation process each accounting period it is recommended to compare the “reconciled GL balance” on the printout of the bank reconciliation to the balance sheet GL account that is tied to the bank code. The calculations on the bank reconciliation report are:

Beginning Balance (which should agree to the Bank Statement ending balance from the prior month.

• + Cleared Deposits
• - Cleared Payments
• Calculated Balance – this should agree to the Bank Statement ending balance
• + Uncleared Deposits
• - Uncleared Payments
• Reconciled GL Balance – This should agree to the GL account balance on the Trial Balance and Balance Sheet

If the reconciled GL balance does NOT tie to the trial balance, research is needed to find the entries that caused the out-of-balance and correct them.

An out-of-balance between the reconciled GL and balance sheet can happen and can still show that the bank reconciliation ties to what was deposited and paid from the bank. This is because the reconciled GL is a calculated balance of cash transaction types and not a balance from all transactions being entered against the GL account. Internal processes should be set up so that all cash-related transactions are entered via a cash transaction type.

Close Efficiently and Effectively

Accounting departments at professional services firms need to have efficiency in their month-end closings. Having a published monthly close calendar will help the entire organization stay on track with timely reporting both on a financial and project reporting level. With both the File Reconciliation Report and Bank Reconciliation tools offered in Deltek Vantagepoint, accountants can quickly identify red flags in their accounting processes.

For more tips and tricks on how to streamline your financial close reach out to one of our friendly financial consultants. One of the most valuable investments a firm can make is ensuring the entire firm gets the most out of its ERP system. Deltek Vantagepoint provides real-time data to help all members of an organization manage their projects, financials, opportunities, resources, and more. Give yourself a break, it is ok not to know what you do not know; Full Sail Partners is here to help!

Retainers play a crucial role in project-based financial management, especially for firms in the architecture, engineering, and environmental consulting industries. Properly managing these prepayments or overpayments can streamline billing processes and improve month-end reconciliation processes. Deltek Vantagepoint offers powerful tools to handle retainers efficiently. Here's an overview of how retainers can be managed within the system, illustrating key concepts and steps without delving too deeply into the technicalities.

Understanding Retainers

At its core, a retainer is a prepayment made by a client before the commencement of services. It can also include overpayments or duplicate payments. These funds need to be accurately recorded and managed to ensure they are applied to the correct projects so they can be applied appropriately to future invoices or refunded when necessary.

Preparing and Managing Retainer Invoices

In Deltek Vantagepoint, setting up a retainer involves a few strategic steps. It starts with enabling the necessary functions in Billing Settings. This ensures that retainers can be linked correctly and can be invoiced effectively. Additionally, a General Ledger account, typically a liability, should be utilized specifically for retainers.

Recording Retainer Payments

When a client makes a payment towards a retainer, it must be recorded accurately within the system. This involves entering the cash receipt details and linking them to the correct project. Whether it's an overpayment or a prepayment, these funds are added to the retainer bucket by selecting the retainer box. This box is the true link to the retainer feature making the amount available to be applied to future invoices.

Applying Retainers to Future Invoices

One of the key benefits of managing retainers in Deltek Vantagepoint is the ease with which they can be applied to future invoices. When invoicing for services rendered, all or a portion of the retainer can be applied to reduce the amount due. This is done in the “More Calculations” section of Billing Terms, under “Additional Fees.” Like Cash Receipts, when retainers are applied to future invoices, the trick is to select the retainer box in Add-ons and the corresponding General Ledger Account. This step helps maintain a clear and accurate financial record for both the firm and the client.

Refunding Retainers

There are scenarios where a retainer may need to be refunded. Perhaps the project was canceled, or the client overpaid significantly and there are not enough future billings to utilize the full amount. Deltek Vantagepoint allows for this by facilitating the removal of the retainer amount through Cash Receipts, utilizing the retainer check box, and then processing a refund through the accounts payable system. This ensures that all transactions are cleanly recorded, and the client's funds are returned appropriately.

Reporting Retainer Balances

Deltek Vantagepoint has several areas where a project-based firm can manage retainer balances, allowing for easy reconciliation of the retainer general ledger account, as well as a quick review for managers and billers to know how much retainer remains for a project. There is a standard report called “Retainer Ledger” that shows a comprehensive review of all transactions related to a project. Additionally, retainer balances can be shown on Project and AR-related dashparts, reports, or on the Invoices tab in the Project Hub.

Why Partner with Full Sail Partners?

Navigating the complexities of Deltek Vantagepoint, especially when dealing with retainers, requires a thorough understanding of the system and its capabilities. This is where Full Sail Partners can be invaluable. Our team of experts provides personalized consulting services, guiding you through the intricacies of setting up, managing, and optimizing your retainer processes.

By partnering with Full Sail Partners, you can ensure that your financial management practices are streamlined and efficient, allowing you to focus on delivering exceptional services to your clients. Whether you need help with initial setup, ongoing management, or training your team, we are here to support you every step of the way.

Leverage the Full Capabilities of Deltek Vantagepoint

Managing retainers in Deltek Vantagepoint is essential for maintaining accurate financial records and ensuring smooth project execution. While this overview provides a glimpse into the process, the expertise of Full Sail Partners can help you fully leverage the capabilities of Deltek Vantagepoint, ensuring your firm's financial health and client satisfaction.

Reach out to Full Sail Partners today to learn more about how we can assist with your project-based firm’s Deltek Vantagepoint needs, from initial setup to advanced financial management and everything in between. Your success is our priority, and we are here to help you navigate the complexities of project-based financial management with confidence and ease.

To help your firm address the evolving challenges in the architecture and engineering (A&E) industry, we’ve gathered key insights from the 45th Annual Deltek Clarity Architecture & Engineering Industry Study. This analysis of business development trends reveals the strategies successful project-based firms are using to navigate issues such as increased competition, project complexity, and talent acquisition hurdles. We'll also highlight the importance of adapting marketing strategies to the digital landscape, the benefits of strategic collaboration, and the growing role of technology in enhancing efficiency. By leveraging these insights, firms can position themselves for sustained growth and long-term success in a competitive market environment.

Optimistic Growth Forecasts

First, let’s start with the good news. The study reveals an encouraging trend, with firms projecting a net revenue growth of nearly 11% year-over-year. Despite the backdrop of shifting challenges, this growth signifies a positive outlook within the industry. However, achieving this growth comes with its own set of hurdles. One of the prominent challenges identified is the increasing competition within the A&E sector, fueled by globalization and the entry of new market players. With more firms vying for projects, differentiation becomes crucial for sustaining growth and profitability. Additionally, the study underscores the growing complexity of projects, driven by evolving client demands, regulatory requirements, and technological advancements. As projects become more intricate, firms must adapt their processes, workflows, and skill sets to deliver innovative solutions while meeting quality standards and deadlines. Moreover, talent acquisition and retention emerge as critical concerns for firms aiming to scale operations and expand market reach.

Adapting Marketing Strategies

A&E firms must adapt their strategies to fit an evolving digital landscape to keep up with consumer behavior. While traditional methods like print media and trade shows are still relevant, firms are increasingly focusing on digital marketing and content creation. They use thought leadership content to establish themselves as industry leaders and strategically leverage social media to engage clients and showcase their projects, enhancing their brand presence and generating leads.

This shift in marketing strategies underscores the importance of integrating traditional and digital approaches. Firms must be agile, continuously evaluating the effectiveness of their efforts and staying updated with the latest trends and tools. In doing so, they can ensure their marketing initiatives are not only relevant but also impactful in reaching their target audience.

Win Rates and Collaboration

Win rates for A&E firms remained stable year-over-year, with the overall capture rate experiencing a slight increase to 48.7%. These metrics underscore the importance of strategic networking and prospecting in securing new business opportunities. It’s important to note that the win rate measures the number of proposals submitted to the number of proposals awarded, capture rate measures the total dollar value of the proposals submitted compared to those awarded. Firms are increasingly focused on finding suitable teaming partners and leveraging their networks to source and close new projects. This emphasis on collaboration and relationship-building extends beyond traditional boundaries, as firms seek to form alliances with complementary service providers, subcontractors, and industry peers.

By expanding their network of collaborators, firms can access new markets, capitalize on emerging opportunities, and mitigate risks associated with project delivery. Furthermore, the study highlights the growing significance of client relationship management in driving business development success. With client expectations evolving rapidly and competition intensifying, firms must prioritize client satisfaction, retention, and loyalty to maintain a competitive edge in the market. This requires a proactive approach to understanding client needs, anticipating challenges, and delivering value-added services that exceed expectations.

Diversification Strategies

A notable trend identified in the study is the emphasis on diversifying project portfolios. While revenue from top clients grew, A&E firms are recognizing the importance of expanding their client base to reduce the risks associated with consolidated revenue across a few key clients. This diversification enhances resilience in the face of economic uncertainties, market fluctuations, and industry disruptions. It also enables firms to adapt to changing market dynamics, capitalize on emerging trends, and seize opportunities in more niche segments or emerging markets.

Harnessing Technology for Efficiency

As staffing challenges persist, A&E firms are turning to technology to enhance their efficiency. The Deltek Clarity study reveals that 46% of firms now utilize formal business development processes, with a slight uptick among small and large firms. This indicates a growing recognition of the importance of technology-driven solutions in navigating the competitive landscape.

With an 86% surge in awarded contracts driven primarily by large firms, there's a clear correlation between technology adoption and business success, particularly with AI. Despite this, there's a consensus among industry experts, including Megan Miller, CPSM, Director of Product Marketing at Deltek, that firms are only scratching the surface of AI's potential. While AI holds promise for streamlining marketing operations and enhancing BD outcomes, there's a pressing need for deeper exploration and integration of these technologies to unlock their full potential in the A&E industry.

Future Outlook and Recommendations

Looking ahead, project-based firms are advised to challenge themselves to be more selective in their pursuits, focusing on projects with the highest likelihood of success. The rise in proposal volume underscores the importance of refining go/no-go criteria and leveraging formal business development processes to prioritize opportunities effectively. Additionally, the study emphasizes the growing importance of content marketing and thought leadership in shaping firms' market positioning and visibility.

By addressing key challenges, leveraging technology, and adopting strategic initiatives, project-based firms can navigate growth opportunities and position themselves for long-term success in a competitive market environment. Need to hear more? Take a look at this year's Architecture & Engineering Industry Study now!

The World at Work Total Rewards Conference 2024 brought together a lively mix of industry experts, HR pros, and forward-thinkers to dive into the latest and greatest in employee rewards and benefits. This year, the focus was all about tuning into what employees really want and need outside of their paychecks.

Offering additional perks can significantly impact a company's overall performance and employee satisfaction. By reducing recruitment costs, decreasing employee turnover rates, and increasing morale, productivity, and loyalty, companies can create a more vibrant and committed workforce. Let’s explore some of the best benefits that companies can offer to create a thriving, satisfied, and loyal workforce.

Flexible Work Arrangements

Flexibility in the workplace has become a non-negotiable benefit for many employees. Companies are increasingly offering remote work options, allowing employees to work from home either full-time or on a hybrid basis. This flexibility is crucial for accommodating different lifestyles and improving work-life balance. Flexible hours, allowing employees to adjust their work schedules to fit their personal lives, promote a better work-life balance and reduce burnout. This trend reflects a growing understanding that productivity is not inherently tied to the traditional 9-to-5 workday.

Comprehensive Health and Wellness Programs

The World at Work Total Rewards conference underscored the importance of health and wellness programs tailored to meet the diverse needs of a multi-generational workforce. Companies are moving beyond traditional healthcare benefits to offer personalized benefits packages that cater to individual preferences and life stages, making employees feel valued and supported.

Mental health support, including access to counseling services and mental health days, is becoming a standard practice, acknowledging the role mental well-being plays in overall employee health.

Additionally, offering gym memberships, on-site fitness centers, or even virtual fitness classes encourages physical health, boosting productivity and reducing absenteeism. Regular health check-ups, wellness challenges, and preventive care programs are essential in fostering a healthy workforce.

Professional Development Opportunities

Investing in employees' professional growth is a key factor in maintaining engagement and loyalty. Leading companies are providing continuous learning opportunities, such as access to online courses, certifications, and educational workshops, enabling employees to continuously improve their skills.

Tuition reimbursement offers financial support for further education or professional certifications, encouraging employees to pursue personal and professional development without financial strain.

Career development programs, including structured mentorship, coaching, and career path planning, help employees envision and achieve long-term career goals within the company. Professional development is a win-win for employees and employers alike.

Financial Wellness Programs

Addressing financial well-being is becoming a priority for employers aiming to support their employees' overall quality of life. Popular initiatives include retirement planning, offering 401(k) matching programs, financial planning services, and retirement education to ensure employees are prepared for their future.

Student loan repayment assistance helps employees pay off student loans, significantly reducing financial stress and making this a highly valued perk among younger workers. Financial literacy programs, such as workshops and resources on budgeting, saving, and investing, empower employees to make informed financial decisions.

Enhanced Parental Leave and Family Support

Supporting employees in their personal lives, particularly during significant life events, can foster loyalty and satisfaction. Effective strategies include generous parental leave policies that recognize the importance of family and ensure employees can take the necessary time off without financial worry. Childcare support, through on-site childcare facilities or childcare subsidies, alleviates one of the major concerns for working parents. Family planning resources, providing access to fertility treatments, adoption assistance, and surrogacy support, help employees navigate family planning with less stress.

Mentoring, Shadowing, and Leadership Development

Developing future leaders within the organization is essential for long-term success. Companies are increasingly focusing on mentorship programs that connect less experienced employees with seasoned mentors to accelerate professional growth. Shadowing opportunities, allowing employees to observe and learn from leaders within the company, provide valuable insights into different roles and responsibilities. Leadership development programs ensure a strong pipeline of future leaders by focusing on developing essential leadership skills.

Find More Ways to Compensate Your Employees

By embracing flexible work arrangements, comprehensive health and wellness programs, professional development opportunities, financial wellness programs, enhanced parental leave and family support, and fostering a strong sense of connection and belonging, companies can significantly enhance employee satisfaction and engagement. These strategies not only make companies more attractive to current and potential employees but also drive overall organizational success.

Looking to find more ways to reward your crew? Check out our LinkedIn Live where we cover even more perks that’ll show your team you care.

Approval workflows in Deltek Vantagepoint streamline organizational processes, offering a comprehensive range of features that enhance efficiency and flexibility. From multi-tiered and multi-step approvals to flexible role-based assignments, these workflows cater to complex approval hierarchies and specific organizational needs. Let’s dive into the different features and uses of these workflows and explore how they can make your approval processes smoother and more efficient.

Approval Workflows

Since some readers might be new to approval workflows, let’s review the functions of approval workflows in Vantagepoint.

• Multi-tiered Approvals – Allows approval workflows to have the ability to assign one person or multiple people with approval responsibilities for a specific request.
• Multi-step Approvals – Allows additional steps to be added in an approval workflow.
• Flexible Assignments – Instead of assigning the approval to a person, make the approval assignment to a specific role or function within the organization.
• Reassignments – Quickly reassign an action to add additional approvers or reassign the approval assignment to another person.
• Conditions – Allows for the use condition when approval is required, such as a dollar amount for an expense.
• Actions – Send and receive notifications of an approval request by email or an alert.
• Validations – Allows for notifications when criteria are not met, such as requiring a receipt on an expense report.

Workflow Failure Notifications – Workflows are smart! They will notify the approval administrator if a terminated employee or a role with no employees has been assigned approval responsibilities.

Applications That Have Approval Workflows

Here are some examples of applications that you can apply workflows to:

• Expense Reports
  • Both Line-item approval and Whole Report approval
• Timesheet Approvals
  • Both Line-Item approval and Whole Report approval
• Absence Requests
• AP Invoice Approvals
• Billing Invoice Approvals
• Purchase Requisitions
• Request for Price Quotes
• Purchase Orders (PO’s, Change Orders, and Releases)
• Item Requests

For those of you transitioning from Vision to Vantagepoint and enjoying the flexibility of Expense Report approvals for both line items and the whole reports, you’re in luck because Vantagepoint allows more flexibility in the Timesheet approval process.

Timesheet and Timesheet Line Approval Workflows Overview

In Vantagepoint, with improved Timesheet and Timesheet Line Approval workflows, users can leverage some of the benefits outlined below:

• Approval Workflows that are multi-step and based on specific parameters to align the approval process with your organization’s operations.
• Send approval requests to specific employees or roles within your organization.
• Approve all lines of a timesheet or just approve a specific line.
• Set up notifications to alert people about the status of the approval process and let the approver know a request is pending.  

Are you ready to enable Timesheet and Timesheet Line approvals? If you are not sure, here are some things to think about.

• Does your organization have a defined process for timesheet approvals?
• Which roles and individuals need approval assignments?

Since Deltek has allowed more flexibility in Timesheet and Timesheet Line approvals your firm will benefit from revisiting your current approval process.

Billing Invoice Approvals

Have you evaluated your billing process lately? Are you still printing drafts on paper?

In Vantagepoint, Deltek has introduced a way to process your monthly client invoices through the system including a way to use markup tools on the draft invoice(s).

Starting in Vantagepoint 6.5, you can review multiple drafts up until the final acceptance of the invoice. This “in system” back and forth communication between the finance/billing team and the project manager could help streamline your current process. Reduce back-and-forth emails and get your invoices out faster. Update your approval workflow to send notifications to employees identified on the project records.

Do you need multiple steps in your billing approval process?

While this workflow is not as dynamic as the timesheet and expense workflows there are ways to leverage the comment fields to allow for multiple review steps. For some tips and tricks on this creative solution please contact your Full Sail Consultant.

Enhance Efficiency with Approval Workflows

Vantagepoint's approval workflows provide a comprehensive solution for enhancing efficiency across various organizational tasks. With capabilities like multi-tiered and multi-step approvals, role-based assignments, and real-time notifications, these workflows cater to diverse needs. They are applicable to numerous areas, including expense reports, timesheets, billing invoices, and more, helping streamline processes and improve overall functionality. By implementing these workflows, your organization can achieve smoother operations and better compliance, ultimately boosting productivity and reducing administrative hassle.

Want to see more about approvals? Take a look at our webinar on Deltek Vantagepoint’s Accounts Payable (AP) Invoice Approvals!

With Vantagepoint Multicurrency, transactions like employee expenses or accounts payable vouchers can be entered in any selected currency regardless of the company’s functional currency. Your firm can provide invoices to clients in foreign currencies as well. In a multicompany database, any company in the enterprise can be maintained in any currency. Deltek Vantagepoint holds the key to simplifying this process for your firm.

Vantagepoint Multicurrency allows you to:

• Manage multiple currencies for transactions, accounting, and financial reporting
• Enter and manage exchange rates, which can be done manually or can be automated to update daily exchange rates using an auto-feed subscription provided by XE.com.
• Support daily, period, and period-end exchange rate changes
• Revalue foreign currency accounts and automatically identify realized and unrealized gains or losses due to currency fluctuations

Considerations when Using Deltek Vantagepoint Multicurrency

With any changes to your standard accounting practices, there are always some items that need to be taken into consideration:

Revenue Considerations: Revenue generation will now use the billing currency fields in the project hub.

Project Considerations: Once you set a project’s currency and the project has transactions posted to it, the currency code cannot be changed on the project. It is very important to set the project to the correct currency upon initial setup. All lower levels of the work breakdown structure (WBS) will follow the currency codes set at the project level. A project’s currency can be set up to manage the project in one currency and a different billing currency can be used to invoice your client.

General Ledger Account Considerations: In Vantagepoint Multicurrency accounts can be left without a specific currency or set to a single currency. For example, a company with a functional currency of USD may have a checking account in Canadian dollars (CAD). In this example, the chart of account numbers associated with the Canadian Bank Code would need to be set up with a currency code of CAD. Once an account is set up in a currency that is different than the functional currency of the company, it is then considered a foreign-denominated account and will be included in the revaluation process.

Unit Considerations: You must specify both a project and billing currency.

Vendor Considerations: Vendor records are stored in the functional currency of the active company. There are several details to note for vendor records:

• Functional Currency – the home currency or the currency in which the company operates
• Transactional Currency – the currency in which a transaction is entered into Vantagepoint
• Presentation Currency - used in reporting to generate a report with all amounts expressed in a single currency
• Billing Currency - the currency used to generate invoices and billing reports for specific projects and their WBS
• Project Currency – the currency in which the project is managed which can be different than the functional currency when needed (this currency should be used for all project management purposes including reporting)
• Payment Currency – the currency in which the payments are made
• Consolidated Reporting Currency – only available in a Multicompany environment and is used to create consolidated financial statements for multiple companies that are using different functional currencies currency directly through the account setup of the GL (if you specify an account currency that is different from the company’s functional currency, the account is then considered a foreign-denominated account)
• Account Currencies – each account set for use as a bank account and mapped to a GL code can be set to a specific
• Tax Currency – if tax auditing is enabled then a currency must be set for each tax code (this is generally the currency in which you report and pay the tax amounts to the proper tax authority)

Generally Accepted Accounting Practices in Deltek Vantagepoint Multicurrency

Deltek Vantagepoint Multicurrency complies with the Accounting Standards Codification (ASC) sections ASC-830-10-55-10 and 11. In section 55-10, the guideline states that it is acceptable to use averages or other methods of approximation. Accordingly, it is recommended to use a weighted average of the exchange rate for a period rather than applying actual day-to-day fluctuations.

Furthermore, section 55-11 states that the average rates used shall be appropriately weighted by the volume of functional currency transactions occurring during an accounting period. In other words, to translate revenue and expense accounts for an annual period, individual revenue and expense accounts for each quarter or month may be translated at that quarter's or that month's average rate. The translated amounts for each quarter or month should then be combined with the annual totals.

Why Use Multicurrency in Deltek Vantagepoint?

Multicurrency can be used for tracking currency exchange gains and losses. Having foreign-denominated accounts creates the need to track gains and losses based on fluctuating exchange rates. For example, if a European company has a bank account denominated in United States dollars and the value of the euro rises against the United States dollar, the value in euros of that bank account balance drops. This results in an unrealized loss to the European company. Using Multicurrency allows you to use the Gains/Losses and Revaluations process in Vantagepoint to calculate and post these currency exchange gains and losses. As a result, they appear on your financial statements per the generally accepted accounting practices under which you operate.

Deltek Vantagepoint 7.0 is finally here, and it brings a bunch of new features and enhancements aimed at improving automation, efficiency, and the general user experience. With a focus on providing better data visibility, integrating artificial intelligence, and enhancing the overall user interface, this update promises to change the way professional services firms manage their projects, finances, and resources. Let’s look at a brief overview of the things that’ll get you excited to jump into Deltek Vantagepoint 7.0!

Simplify PTO Updates for Plans

This update ensures more accurate project plans by automating absence requests and making staff availability more visible. This automation helps to improve resource management, allowing project managers to anticipate and plan for workload gaps effectively. The result is enhanced project delivery with fewer disruptions and more predictable outcomes.

Streamlined Financial Processes

One of the standout features of Vantagepoint 7.0 is the automation of financial processes. This includes streamlining the procure-to-pay process and automating time-consuming billing processes. By eliminating manual, error-prone tasks, finance teams can focus on more value-adding activities, improving efficiency and accuracy in financial management.

Enhanced User Experience and Adoption

Next up on the list of improvements is the intuitive user interface with enhanced navigation menus, keyboard shortcuts, and fly-out menus. These improvements are designed to boost user adoption by making the platform easier to navigate and use. With features like explicit save in list view and bulk update capabilities, users can perform tasks more efficiently, leading to improved data quality and user satisfaction.

Empowered Business Intelligence and Flexibility

Deltek Vantagepoint now supports stand-alone Analysis Cubes, allowing users to create and utilize multi-dimensional cubes for business intelligence and advanced reporting. This feature provides the power of cubes without the need for visualization tools like Tableau, enabling connections from various BI tools, like Excel. This flexibility empowers users to leverage their data more effectively for strategic decision-making.

Modernized User Interface

The updated user interface maximizes your screen real estate and simplifies navigation. With a redesigned navigation menu, fly-out menus, and an updated color scheme, users can access information quickly and efficiently. The ability to track new records and improve navigation among them will further enhance the user experience.

Advanced Usability Enhancements

Usability improvements include explicit save in list view, bulk update capabilities, and advanced WBS (Work Breakdown Structure) search. These features allow users to update multiple fields for multiple records simultaneously and simplify data imports. Additionally, defined hubs and mobile capabilities for Time & Expense (T&E), absence requests, and CRM touchpoints make the platform more versatile and user-friendly.

Project Smart Summaries™

Leveraging generative AI, new Project Smart Summaries™ transform project information into actionable intelligence. Users can generate concise summaries that highlight project financial health, recent activities, and plan status. This feature reduces the time spent on data review and enhances the ability to make informed decisions quickly.

Timesheet Assist

This feature streamlines timesheet entry by suggesting projects based on user activity and resource assignments. By analyzing past timesheets, project plan assignments, and timesheet reminders, Timesheet Assist helps users complete their timesheets more accurately and efficiently.

Enhanced Accounts Payable Insights

Vantagepoint 7.0 delivers greater visibility into accounts payable (AP) details on dashboards. Finance leaders can quickly identify cash flow requirements, exception reporting, and company purchases. The ability to view details for pay-when-paid (PWP) and outstanding AP balances by the vendor on a single dashboard provides a clear insight into key AP metrics.

Streamlined Billing Terms Creation

New to Deltek Vantagepoint 7.0 is the ability to automate the creation of fee-based phase billing terms, making it easier to establish terms from the project work breakdown structure and compensation values. This automation improves the accuracy and efficiency of billing processes, reducing administrative overhead.

Opt-In Features for Controlled Rollout

Administrators have the option to enable a subset of new features for additional testing before full production deployment. This controlled rollout ensures a smooth transition and allows organizations to adapt to new functionalities at their own pace.

Introducing Dela, Deltek's Digital Assistant

The newest and probably the most anticipated part of the 7.0 release is Deltek Dela – Deltek’s AI-powered Intelligent Business Companion. Dela is allowing those natural language interactions and prompts for users to take those and interrogate that data more intelligently, they can get answers without running reports. They don't have to dig through multiple dashboards, they don't have to open specific records.

You can have a conversation with Dela like you would with other AI software like ChatGPT. But it’s only your data, only your projects, only your clients so this data becomes much more relevant to your users, much easier to access, and gives your users that ability to interrogate and dig a little bit deeper when they just may not know where to go to get that information.

Today the focus of this is projects including project, financial details, employees, firms, contacts, and activities.

What else is new in Deltek Vantagepoint 7.0?

Deltek Vantagepoint 7.0 is set to revolutionize project management and business operations with its comprehensive enhancements and new features. By focusing on automation, efficiency, and improved user experience, this update promises to deliver significant benefits to users. From more accurate project planning and financial processes to advanced business intelligence capabilities and a modernized user interface, Vantagepoint 7.0 is a game-changer for professional services firms looking to enhance their project management and operational efficiency!

Want to see more on this update? We’ve got a webinar all about it! Click below to see What’s New in Deltek Vantagepoint 7.0!

As dedicated navigators in the vast ocean of Deltek Vantagepoint, we, at Full Sail Partners, are helping our seaworthy clients say a proper goodbye to Deltek Vision 7.6 which served us well for many sun cycles. Luckily, you don’t have to go on this journey alone, nor do you have to be a stowaway on someone else’s cruise. We have many flotation devices to help you stay above water and personally assist you on this upcoming adventure as you swiftly make your way to Deltek Vantagepoint.

At the start of your maiden voyage, the critical role Full Sail Partners will play is to amplify Deltek’s open communication, ensuring that you’re well-informed and prepared for any changes so that new users won’t be left adrift at sea. Our mutual crews can work collaboratively to clean up your Vision databases, map out the current ones plus dream up the future of your firm’s Vantagepoint instance. We also ensure confidence in the new data and the way of operating to launch successfully, and you can look forward to smooth sailing.

Maneuver Easily Using Deltek’s Resources

Consider Deltek’s Customer Assistance Program (CAP)

Embarking on the journey of upgrading to Vantagepoint, consider the CAP ready to steer you through the initial tides of the process. Deltek has meticulously mapped out the voyage for the entire year of 2024 presenting a comprehensive four-week program; a program that’s both a breeze and one that is easy to embark upon.

Click here to learn more about CAP. 

Take Advantage of the Readiness Portal and DLZ

As you endeavor to set sail, the Vantagepoint Readiness Portal is available for each Deltek client. This grants you and your crew an expansive view of the forthcoming advancements with Vantagepoint. This portal is brimming with navigational aids to guide you through the upgrade odyssey, spotlighting the innovative features and enhancements that set Vantagepoint apart from Vision. Should you find yourself off-course, and in need of DLZ access to enter your Readiness Portal, fear not. Signal your trusty first mate at Full Sail Partners (your Account Manager) or drop a message in a bottle to DeltekUniversity@dlz.Deltek.com, and they’ll chart a path to clearer waters.

Take Time to View Further Functionality of Vantagepoint

Furthermore, as with viewing a magnificent rainbow over a seashore, you can align with Deltek or Full Sail Partners to witness Vantagepoint in its full splendor. The array of demos, videos, webinars, and additional resources serve as beacons along the coast, casting light on the system’s functionality and benefits. These guiding lights are designed to help you sail through the newly discovered Vantagepoint sea with poise and assurance.

Strategies for Smooth Sailing in Your Vantagepoint Upgrade

Choose Your Crew Wisely and Clearly Communicate

Assembling an appropriate crew for the upgrade voyage to Vantagepoint is akin to gathering a seasoned team of sailors, each skilled in navigating the different bodies of water of Finance, Marketing/Sales, Operations, and Project Management. Such a diverse crew is a necessity for a successful journey, ensuring a well-rounded perspective as you and your mates chart the course ahead. Furthermore, a clear communication plan like a captain’s orders is essential: articulating concerns, spotlighting benefits, and setting expectations to align every member of the crew on the nautical adventure that awaits.

Map Out Your Pre-Upgrade Operations

Before hoisting the sails and embarking on this grand expedition to a new horizon, it’s paramount to chart your current navigational routes. This cartography of your present workflow is the key to understanding the winds and currents that have brought you this far and preparing for the transition to new waters. Even if you’re enlisting the expertise of a consultant, possessing a detailed map of your current operations is like having the stars to guide you: indispensable for steering the upgrade process in the right direction.

Listen to Feedback and Seek Insight

Feedback loops are the compass for your voyage, essential for maintaining the right course by listening to the feedback from throughout your entire organization. Whether it’s through tailored learning adventures, mentorship from seasoned sailors, or gamified training regattas, engaging your crew in creative and immersive ways is crucial to success. These methods are like the constellations in the night sky, guiding you in gathering insights that are needed for a triumphant transition to Vantagepoint.

Ready for Your Journey to Deltek Vantagepoint?

With the maps, guides and compass needed on your voyage to Deltek Vantagepoint, you and your crew are ready to embark. The upgrade from Vision to Vantagepoint process is not merely a passage from one point to another; it’s an opportunity to set forth on a journey of discovery, to explore uncharted territories in the realm of powering project success. The future awaits, and with Vantagepoint, you’re well-equipped. Get started today by requesting a Vantagepoint upgrade consultation. Click the image below to embark.

When considering an ERP system, a key challenge is ensuring that the chosen product not only supports your existing business processes but also offers enough extensibility to adapt to your evolving needs. Deltek Vantagepoint's open architecture provides a solution to this challenge by allowing you to effortlessly add fields to existing information sets in the native Hubs or create unique sets of records through User Defined Hubs with just a click of a button.

Moreover, the RESTful API offers easy access points for integration with other systems, while the consistency of the database design ensures that changes are made with stability in mind. Furthermore, the ability to schedule or trigger actions as simple as a column change or email alert, or as advanced as a stored procedure to manipulate data locally or webhook to an external application's webservice enabled platform, are all available within the Deltek Workflow engine.

With all the potential that Deltek Vantagepoint unlocks, when it comes to extending functionality through customized aspects, it's essential to build your project on a solid foundation for success. There are seven critical elements for approaching software customization to maximize your Deltek Vantagepoint system. Let’s delve into them here.

#1 Determine Whether There is a Need for Customization

It's the first thing to ask - do we really need this, or even better, is there a way to accomplish what we need natively in the Deltek Vantagepoint environment? Working with your Full Sail Partners consultant will help identify all the possibilities and leverage Deltek's existing features to their fullest potential.

#2 Gather Key Stakeholders

Making a software customization change for your business needs can often feel like venturing into the unknown. Your key project stakeholders are your ultimate end users – identify, cultivate, and leverage their needs and expectations. Identifying priorities early on enables your development team to create an actionable plan that has the most impact on the organization.

#3 Assign a Project Owner

Identifying a primary project owner is crucial for guiding your project to success. Be a “Leader of Change” in your organization by appointing the right captain to steer your ship on the correct course. The project owner acts as a representative for the overall stakeholders, providing visibility into day-to-day developments. Increased visibility helps identify and solve impediments quickly and fosters understanding between developers and stakeholders.

#4 Document Requirements

For many software customization projects, subject matter experts may not fully understand how extending the functionality of your Deltek system can benefit them, while your development and technology team needs to know what to deliver. Overcoming the technology-subject matter communications gap is essential. User stories complement business analysis techniques, making it easier to identify project requirements without adding extra effort. Focus on stakeholder requirements, needs, and goals for the solution, avoiding the trap of defining technical specifications.

#5 Define a Minimally Viable Product (MVP)

Identify the features you must have to see a return on investment. List out the must-haves from your requirements gathering and user stories to establish what is necessary to get organizational buy-in to the solution. Don’t be afraid to rough things up a bit – your end users won’t hesitate to critique the new system. Think outside the box and approach your solution from every possible angle. End users do unpredictable things, so it’s essential to anticipate their needs.

#6 Get to Work Stage Testing

Before releasing development efforts, your software customization should undergo a thorough testing process to ensure it works as intended. There are four main stages of testing: unit testing, integration testing, system testing, and acceptance testing. Keeping key stakeholders active and engaged during testing is crucial for detecting and fixing bugs, resulting in higher-quality software. Allow for internal testing to identify bugs and system flaws as early as possible from real-world usage.

#7 Plan the Release and Set Testing Guidelines

A successful software customization project requires careful planning for the release. Define a clear roadmap that outlines the timeline, milestones, and dependencies for the deployment of the customized solution. Ensure that all stakeholders are informed about the release plan and understand their roles and responsibilities. Regularly communicate progress updates and address any concerns to maintain alignment and momentum toward the release date.

Squeeze More Functionality out of Your Deltek Vantagepoint System

Now that you have reviewed the seven critical elements for approaching software customization to maximize your Deltek Vantagepoint system, are you ready to proceed? Full Sail Partners’ consultants are available to evaluate and discuss your needs. We can leverage our expertise in Blackbox Connector and our pre-built custom solutions to help you achieve your goals. Let us bridge the gap between what Deltek Vantagepoint offers and what you want your system to do.

Mergers and acquisitions have become commonplace in the professional services industry.  When firms join forces, they are typically hoping that 1 + 1 = more than 2!  By leveraging the best that each firm has to offer in terms of talent, diverse market penetration, client/contact lists, and means and methods of success, goals can include forming a stronger company that continues to successfully execute projects, attracting top talent, and growing in revenue and profitability.   

During the merger/acquisition process there are of course many things to consider.  Change management around topics such as corporate cultures and people management, branding, client loyalty, processes and procedures, and systems must be included in those considerations! 

Full Sail has helped many firms going through mergers and acquisitions with the integration of their ERP systems, when at least one company is using Deltek Vision or Vantagepoint.  While an exhaustive list of lessons learned would be too long for anyone to compile or read, we’d like to share some of the top things we recommend. 

Get the Right People at the Table 

Make sure that management/decision makers, system administrators/power users, and data consumers from all firms involved are represented in the discussions around data integration.  Sometimes the best intentions of management have unintended consequences for the day-to-day users, and sometimes the day-to-day users are not yet aware of intended changes in policies and procedures.  In the cases of acquisition to a greater extent, and especially in the beginning, some of the users may feel too intimidated to speak up and indicate that the consequences of decisions would have a negative impact on their day-to-day activities or ability to report on crucial data.  Getting a thorough understanding of how each firm uses their system(s) and data to achieve its goals, and what they would like to be able to do better, are important when making decisions about how to set up the new single system.  Invite CRM, finance, project management, and HR representatives to participate.  In our project-based environments it is important that PM’s have input along with the marketing and accounting/finance teams! 

Consider involving a third party such as Full Sail Partners, to help facilitate the conversations.  There are many aspects of system setup that can easily be overlooked or may not have been used before.  A neutral third party can also contribute ideas and best practices that can help combine currently-disparate methods into workable solutions to move forward.  Additionally, having someone to help the firms involved stay on task and accountable for timelines can prove to be valuable during a time when there are many conflicting priorities.  Full Sail consultants in finance and CRM can help explain system functionality.  Full Sail’s human resources consultant can help identify the most appropriate HR policies from each firm.  And a data migration specialist can help streamline gathering data from one system (Deltek or not!) and get it set up for, and then imported into, Deltek Vision / Vantagepoint. 

Decide how the new Company will be Added 

There are several options for adding a new company to Vision / Vantagepoint.  Many firms will use the multicompany function.  Some companies will enable or expand an organization structure.  Others will incorporate the additional company’s data directly with their own.  It is critical to think through how you will need/want to report on and analyze financial aspects of the companies, and configure the system to meet those goals. 

Another aspect to consider is the currencies in which the companies operate.  Vision / Vantagepoint can be configured to handle transactions for multicurrency operations. 

Examine and Align the Data 

Data migration specialists work with firms to identify and ready the data.  In order to make sure all the necessary data is brought into the new single system, it is important to identify all the systems the merging or acquired firm uses currently to hold data.  Is there one ERP?  Is there an accounting system, a marketing system, an HRIS system, and some spreadsheets?  Deciding which data will be incorporated into the new system is an important first step and is also necessary to scope/estimate the migration effort.  This will start to lay a clear groundwork for the migration process. 
 
The firms will also need to decide how much data will be brought into the combined system.  Do you plan to bring everything from day one of business, a certain number of years, or only GL balances?  If not bringing in historical data, where will that data be kept and how will it be accessed for operational needs or potential audits?  Address how redundant data will be handled.  If both companies have some of the same clients and contacts, how will you identify what should be kept from each?   

Assigning “data owners” is recommended so the data migration specialist knows who to ask when questions arise.  These data owners would also be responsible for participating in meetings about the data, developing a comprehensive test plan for users, and then reviewing and testing the migrated data. 
 
After identifying the higher-level parameters, consideration must be given to the details.  Decide on code formats and systems for numbering records such as the chart of accounts, employees, firms, and projects.  Alignment is needed for the chart of accounts, so mapping the new company’s accounts to the existing “like” accounts and identifying any new accounts that are needed is often one of the first steps.  Project numbering and work breakdown structure (WBS) will need to be carefully reviewed.   Keep in mind that not all systems have the same type of WBS, and even if both companies are using Vision / Vantagepoint they may be using the WBS differently.  Labor categories, labor codes, billing terms, accounting periods, and even the overhead projects all need to be given consideration.  For example, if the new company’s existing system does not use an equivalent to labor categories, and the Vantagepoint environment requires them, how will that be handled?  Will overhead time be loaded, and do the companies have the same overhead projects, will more need to be created, or will some need to be combined?    

Staff Training and Communications 

Staff at both companies will need training and communication about the changes.  Training and communication should not be an afterthought!  Employ sound change management throughout the process.  Those on the M&A team may forget that the rest of the staff don’t know the decisions being made.  The employees at both firms may be nervous or anxious about the changes.  Giving employees the information they are allowed to know in a clear, concise, and timely manner can help. Offer the info in easy-to-consume bits, but don’t overwhelm them with too many separate communications. Even something as simple as a list of who can be contacted for questions in specific areas will be helpful!   

Training is critical, even if both firms use the same system.  There are as many ways to use Vision / Vantagepoint as there are firms that use it!  Be sure to cover new processes, nuances in the database such as user-defined items, and add-on products.  Prepare a training plan and send the training session invites well in advance.  Have a leader from each firm in the sessions (in case any employees start asking the trainer questions on decisions), in addition to your top-notch trainer(s) or Full Sail consultant and someone in an equivalent training-type role from the other firm that can help “translate” questions that may be asked in company-specific lingo.  Record the training sessions so those that cannot attend can catch up and those that would like to re-watch can do so.  Consider incorporating “cheat sheets” and infographics so people can have a handy reference the first few times they go through a new process.  Make sure back-office staff are comfortable doing their jobs in the new system.   

Company growth is both exciting and challenging.  Involve the correct people, carefully consider processes, procedures, and data, and communicate with your staff.  Reach out to the Full Sail team for guidance.  We love to see our clients succeed! 

Conferences are more than just gatherings of like-minded professionals; they are opportunities for growth, networking, and strategic advancement. However, navigating them can be a bit daunting without a clear strategy in place. Let’s talk about some key concepts that will help your professional services firm on the way to mastering the art of impactful conference strategies.

Reframe Your Thinking About Conference Selection

Choosing the right conferences to attend is extremely important for maximizing your professional services firm’s time and resources. It is important to focus on more than just the prestige or popularity of an event; consider factors such as the relevance of topics covered, the caliber of speakers and attendees, and the potential for creating meaningful connections.

Moreover, you should consider the location and timing of the conference. Make sure that it fits well with your schedule and provides convenient access to travel arrangements. By reframing your thinking to prioritize quality over quantity, you can ensure that each conference you attend offers genuine value and opportunities for growth.

Discover How to Be Methodical and Objective in Your Approach

Approaching conference selection with a methodical and objective mindset can help streamline your professional services firm’s decision-making process. Start by clearly defining your goals and objectives for attending conferences. For example, are you expanding your professional network, gaining industry insights, or showcasing your expertise?

Next, conduct thorough research on upcoming conferences, evaluating factors such as agenda, speaker lineup, past attendee reviews, and cost-effectiveness. You should consider creating a checklist or rating system to objectively assess each conference's suitability based on your criteria. This allows for a more organized and informed selection process. By taking a systematic approach, you can identify the conferences that align best with your objectives and priorities.

Learn How to Be Mindful of Any Emotional Biases Influencing Your Decisions

It's essential to be mindful of any emotional biases that may influence your professional services firm’s conference selection process. Whether it's the fear of missing out on a popular event or because you’ve always attended, emotions can cloud judgment. Practice self-awareness and introspection to identify any biases at play like confirmation bias or sunk cost fallacy.

Furthermore, you should seek feedback from trusted colleagues or mentors. This helps to gain different perspectives and mitigate the impact of personal biases on your decision-making process. By approaching conference selection with a clear and rational mindset, you can make more informed choices that align with your firm’s professional goals.

Tips to Optimize Your Conference Strategy

Once your professional services firm has selected the conferences to attend, it's time to optimize your overall strategy to maximize your experience and outcomes. Start by creating a detailed itinerary, including sessions, networking opportunities, and any additional events or meetings. Leverage social media platforms such as LinkedIn to connect with fellow attendees and speakers before the conference. This will help facilitate meaningful interactions and collaborations.

Also, consider attending workshops or interactive sessions that offer hands-on learning experiences and opportunities to develop your skills. These activities will enhance the value you derive from the conference. During the conference, prioritize quality over quantity when networking, focusing on building genuine connections rather than collecting business cards.

Don’t Forget Your Follow Up Strategy

Finally, don't forget the importance of post-conference follow-up. One effective strategy is to have dedicated individuals responsible for follow-up tasks, so that no potential leads slip through the cracks. Whether it's sending personalized emails, brochures, or scheduling follow-up meetings, prompt and tailored communication can leave a lasting impression on your contacts.

You should also consider leveraging tools or systems to streamline the follow-up process. Scanning business cards or badges at conferences allows for the inputting of contact information directly into your database, and it is a very efficient way to track connections. By prioritizing follow-up efforts and utilizing available resources, you can maximize the return on investment from attending conferences.

Make Your Professional Services Firm’s Conferences Meaningful

Mastering impactful conference strategies requires a combination of strategic thinking, mindfulness, and proactive planning. Reframe your professional services firm’s approach to conference selection, adopt a methodical mindset, and be mindful of emotional biases; you can then optimize your overall strategy and make the most of your conference experiences.

Remember to prioritize quality over quantity and focus on building genuine connections. Furthermore, always follow up with your connections post-event. With these strategies in place, you'll be well-equipped to navigate the conference landscape with confidence and purpose.

Need a deeper dive into making your conferences count? We’ve got a LinkedIn Live with a conference guru that brings all these points and more together. Click below to watch today!

Without efficient document management, project-based firms would fall to pieces. The advent of advanced technologies, particularly in scanning and document processing, helped firms streamline this crucial aspect of their operations. Traditional scanning methods often fall short, only capturing document images without extracting crucial metadata such as client names, dates, or invoice amounts, unless manually inputted by associates.

What is OCR?

Optical Character Recognition (OCR) technology, also referred to as optical character reader, plays a pivotal role in modern document management systems. It involves the conversion of images containing typed, handwritten, or printed text into machine-encoded text. Various sources can be converted such as scanned documents, photographs of documents, scene photos capturing text on signs or billboards, or even subtitled text overlaid on images from television broadcasts.

OCR technology was developed by Emanuel Goldberg, making its debut in 1914. Initially, it was developed to aid the visually impaired in reading characters. Over time, OCR capabilities have evolved significantly, becoming useful in various everyday applications such as airport processes, mail handling, and banking.

Early iterations of OCR systems required training with images of individual characters and were limited to working with one font at a time. However, advancements in technology, and most notably in AI, have led to the development of sophisticated systems capable of achieving high accuracy across a wide range of fonts. Modern OCR systems can support various image file formats as inputs, enhancing their versatility and applicability.

Some OCR systems can even reproduce formatted output closely resembling the original document layout, including images, columns, and other non-textual components. This capability ensures that the digitized documents retain their visual integrity and readability, further enhancing the utility of OCR in document management and data processing tasks.

OCR engines have evolved into specialized software applications tailored to specific subjects such as receipts, invoices, checks, and legal billing documents. These applications offer a multitude of functionalities, including:

• Entering data for business documents like checks, invoices, and receipts
• Extracting business card information and integrating it into contact lists
• Creating digital versions of printed documents
• Enhancing document searchability by converting scanned documents into searchable PDFs

These applications show off the versatility and significance of OCR technology in modern-day document management. The adoption of OCR solutions is poised to become increasingly integral to firms’ operational workflows, driving efficiency, accuracy, and overall productivity.

What is ICR?

Intelligent Character Recognition (ICR) software goes a step further than OCR, recognizing various fonts and handwriting styles. This distinction is crucial for grasping the nuances of modern document processing. ICR swiftly extracts information from scanned paper documents, digitally storing it for analytical reporting and seamless integration into business processes. Its self-learning systems continuously update recognition databases, achieving accuracy rates exceeding 97% for structured forms.

An important application is Automated Forms Processing, pioneered in 1993, streamlining data extraction from real-world forms. While OCR focuses on machine-printed text, ICR excels in deciphering hand-printed characters, though it faces some challenges with cursive handwriting. As businesses embrace digital transformation, ICR's adoption promises enhanced efficiency and accuracy in document management, revolutionizing data processing workflows.

Benefits of ICR

While OCR remains a cost-effective solution for basic document management needs, ICR offers advanced features tailored to the requirements of project-based firms. Not only does the ability to decipher handwritten notes and diverse fonts expand its utility beyond OCR, but the automatic retrieval of relevant data mitigates the risk of human input errors, a common challenge with manual data entry processes.

ICR in Accounting

In the realm of accounting, ICR proves particularly invaluable, streamlining the processing of various financial documents such as accounts payable, invoices, purchase orders, and payroll forms. For larger firms handling a high volume of documents monthly, ICR significantly reduces the time and effort expended on manual data entry tasks, thereby enhancing operational efficiency.

Mobile Expense Retrieval with Deltek Vantagepoint

Leading ERP systems provider Deltek has embraced ICR technology within its flagship solution, Deltek Vantagepoint. Leveraging ICR capabilities, Vantagepoint's mobile expense feature enables users to capture receipts via photographs, with the software automatically extracting relevant text and populating fields. This eliminates the need for manual data entry, empowering accounting teams to track project budgets seamlessly throughout the project lifecycle.

Looking Ahead

As technology continues to evolve, Deltek remains at the forefront of innovation, exploring additional applications of ICR to further streamline business operations. Stay updated as Deltek continues to test and integrate ICR capabilities into various facets of its ERP system, promising even greater efficiency gains for project-based firms.

In today’s world of project management, monitoring project costs incurred & projected, as well as forecasting project profitability, are crucial for the success of any project. Deltek Vantagepoint, a leading project management software, offers a robust solution for this by integrating contract management, project budgeting, and project planning tools. This article provides a comprehensive overview to help project managers and consultants effectively leverage this robust project management tool.

Contract Management, Project Budget, and Planning Integration

Deltek Vantagepoint stands out by allowing users to view and manage contract values, budget, and planning information simultaneously. This seamless integration is visible in the Project Review form, where important data such as contractual fees, budgeted estimated costs at completion (EAC), planned costs (ETC), and projected profits are displayed comprehensively. Users can drill down to the details in the work breakdown structure (WBS), allowing budget management from a high-level overview or down to any of the specific phases or tasks.

Detailed Budgeting Process

The project budget tool in Deltek Vantagepoint enables detailed budget entries at the lowest WBS levels, facilitating accurate labor, expense, and consultant budgeting. This granularity ensures that every aspect of a project, from concept design to completion, is budgeted for. Users can switch between cost and billing views for reporting, accommodating different project management needs. Budgets are entered at the labor code level for labor hours. For expenses, budgets are entered into GL accounts for the expense and can be detailed out to the vendor, such as a subconsultant.

Planning Tool and Baseline Budgets

Vantagepoint's project planning tool allows for establishing baseline plans reflective of the original contract. Project managers can update estimates to complete (ETC) based on real-time project developments, such as changes to the schedule, staff availability, and scope changes, ensuring that the resource plan reflects current project realities. This dynamic approach to project management allows for timely adjustments and re-forecasting, essential for maintaining project profitability.

Analyzing Project Performance

The integration of budget and planning tools within the Project Review view facilitates a comprehensive analysis of project performance. At the bottom of the Project Review form, there are several key performance indicators (KPIs) such as effective multiplier, % expended, % earned, and profit margins which are automatically updated based on the latest budget and planning data. This real-time feedback enables project managers to identify deviations from the budget early and take corrective actions, such as requesting additional services or revising estimates.

Comprehensive Project Overview

By returning to the project review screen, users can evaluate the overall financial health, including profit margins, effective multipliers, % expended, % earned, and overhead. The system provides insights into how actual spending and planning adjustments impact project profitability, offering a complete picture of the project's financial status. This holistic view and real-time feedback enable project managers to identify deviations from the budget early and take corrective actions quickly to avoid major budget overruns, ensuring the project remains on track financially.

Mastering Project Finances with Deltek Vantagepoint

Vantagepoint offers a powerful suite of tools for simplifying project budgeting and planning. By integrating these processes, project managers can maintain tight control over budgets, adjust plans in real-time, assist in decision-making, and ensure project success. For project managers and consultants looking to optimize their budgeting and planning processes, Deltek Vantagepoint provides a comprehensive solution. Click the image below to see how these tools are used effectively to manage project finances efficiently in a 15-minute demo.

Welcome to the matrix, you have the power to build a solid structure and allow your data to flow.  However, it is beneficial for one to understand the difference between Work Breakdown Structure (WBS) and Organizational Breakdown Structure (OBS) before you lay that foundation. During both the implementation of Deltek Vantagepoint and throughout a firm’s growth, professional services firms should understand the connection between the Organizational Breakdown Structure and the Work Breakdown Structure.  

A typical first step is to consider whether the firm needs to re-organize these structures. Whether it be the uniqueness of each, or the relationship between the two, the attention paid to these early stages of development is instrumental to the flow and reporting of information in your Deltek Vantagepoint database. In the following, we’ll explore some areas to consider when designing these structures in your database.  

Organizational Breakdown Structure (OBS)

When it comes to designing the Organizational Breakdown Structure (OBS) in Deltek Vantagepoint, it's important to consider the specific needs of your professional services firm. The OBS can range from simple to complex, depending on the size and requirements of your organization. Here are some examples of different OBS approaches.  

• Location Approach: With this approach, the OBS is organized based on the physical locations of your offices or project sites. Each location represents a hierarchical level in the structure, allowing you to track and manage projects and resources across different geographic areas.  
• Discipline/Department Approach: In the discipline or department approach, the OBS is structured around different functional areas or departments within your organization. This allows for efficient resource allocation, project assignment, and collaboration within specific areas of expertise.  
• Market Sector or Business Development Driven: This approach focuses on organizing the OBS according to your firm's market sectors or business development strategies. Each market sector or business development unit can be assigned a hierarchical level, enabling you to analyze performance and profitability based on these segments.  

Deltek Vantagepoint provides flexibility in designing your OBS, offering up to five hierarchical levels to accommodate your specific requirements. It also allows for the allocation of overhead requirements within the structure of the database. If you plan to utilize the multi-company functionality in your database, it's important to reserve level one for different companies within your enterprise.   

Financial accountability is a crucial aspect of any professional services organization. When building your OBS, it's essential to consider the financial implications. For example, if you use a two-level OBS structure, such as office and department, each combination will generate an income statement. This means that someone within your organization should be responsible for reviewing and managing these statements.  

Deltek Vantagepoint also enables the extraction of various cross-sections for combined financial reporting. For instance, if you have a mechanical department in three offices, you can create a mechanical income statement that provides accountability at different levels:  

• Office Accountability: You can track the financial performance of each individual office separately, gaining insights into the profitability and expenses associated with specific locations.  
• Office/Department Accountability: This level of accountability allows you to analyze the financial performance of different departments within each office. It helps in evaluating the contribution of each department to overall profitability.  
• Overall Department Accountability: By consolidating the financial data of the mechanical department across all offices, you can assess the department's overall performance and make informed decisions regarding resource allocation and strategic planning.  

The OBS in Deltek Vantagepoint offers the flexibility to design a structure that aligns with your professional services firm's needs. By carefully considering the OBS approach, financial accountability, and the ability to generate cross-sectional reports, you can effectively manage projects, resources, and profitability within your organization.  

Projects and the Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) is a critical component that determines how a project is organized and how revenue and costs flow within a professional services firm. Most firms find it effective to build their WBS based on project budgets, aligning with the fee and scope defined in the client contract using a bottom-up approach. The best practice is to build your WBS to mirror your contract for smooth management of resources, budgets, and billing.    

Deltek Vantagepoint provides the flexibility to define up to three levels in the WBS, commonly referred to as Project, Phase, and Task. However, these labels can be customized to match your firm's preferences. Furthermore, the WBS allows for the assignment of accountability within a project. You can designate a project manager, as well as phase and task managers, based on their scope and budget responsibilities.  

It's important to note that project builds and WBS structures do not have to be identical across all projects. While each professional services firm may have its own unique requirements, it is generally recommended to have at least one WBS level 2 for every project, indicating another variation in the WBS. Additionally, projects can be built with no WBS level 3 or only certain portions of the WBS level 2 extending into the WBS level 3.  

The OBS and WBS structures function both individually and in tandem to support overall financial and operational accountability within your organization. At the lowest level, the WBS drives how revenue and costs are allocated within the OBS. Here are some additional factors to consider when working with the OBS and WBS structures:  

• "Mirroring" the OBS in WBS for Overhead Projects: For projects involving overhead costs, it can be beneficial to mirror the OBS structure within the WBS. This helps ensure that the appropriate overhead costs are accurately assigned to specific projects, allowing for better cost tracking and financial reporting.  
• Combinations of Cross-Charge, Intercompany Billing, and High Accountability in WBS: Consider how cross-charges, intercompany billing, and high levels of accountability will be incorporated into your WBS. Deltek Vantagepoint offers capabilities to support these requirements, allowing you to accurately allocate costs between different departments, offices, or business units within your professional services firm.  

By carefully considering these aspects of the OBS and WBS structures, you can establish a robust framework for financial and operational accountability within your professional services organization. Deltek Vantagepoint empowers you to customize and tailor the OBS and WBS to meet your firm's specific needs, ensuring accurate project tracking, cost allocation, and financial reporting.  

Is it Time to Update Your OBS and WBS Structures? 

In the ever-evolving landscape of professional services firms, it's crucial to regularly assess and update your Organizational Breakdown Structure (OBS) and Work Breakdown Structure (WBS) in Deltek Vantagepoint. As your business needs change and evolve, it becomes imperative to optimize your system to ensure it aligns with your current requirements. This is where Full Sail Partners can help. There is no one size fits all, and with the guidance of our consultants, we can help you develop a solution.   
 
By combining project attributes, you can create a powerful framework that enables efficient project management, resource allocation, and financial reporting. However, implementing such changes requires expertise and guidance from both functional and data consultants to ensure a smooth transition. We specialize in Deltek Vantagepoint consulting services, including OBS and WBS optimization.  

Our experienced consultants can work closely with your team to analyze your current structures, identify areas for improvement, and design a new and more productive system tailored to your unique needs. Timing and cutover planning are critical to the success of any system update. Our consultants will guide you through the entire process, ensuring that the implementation is seamless, minimizing disruption to your operations, and maximizing the benefits of the new OBS and WBS structures.  
 
Now is the perfect time to get creative and strive to get the most out of your Deltek Vantagepoint system. Don't let outdated structures hold your firm back. Explore the possibilities of a Navigational Analysis and let us help you unlock the full potential of Deltek Vantagepoint and drive efficiency, profitability, and growth within your organization. Learn more about how a Navigational Analysis can help your firm by clicking the image below.  

Selecting and implementing an Enterprise Resource Planning (ERP) system is a complex and critical process for any size professional services firm. Those investing in an ERP need to understand it can take significant time and is a decision that will impact your firm for many years if not decades. Here are five common mistakes made during an ERP search and our advice on avoiding them.

#1 Insufficient Needs Assessment

Mistake: Failing to thoroughly understand and document the professional services firm's specific business requirements and needs. It’s important to keep the “end in mind.” What are your long-term goals? How will you know if this project is successful or not? “Easier” isn’t a real goal. Easy is subjective. Business requirements should be Specific, Measurable, Achievable, Relevant, and Time-Bound (SMART GOALS AND OBJECTIVE SETTING).

Consequence: Choosing an ERP system that doesn't align with the organization's unique processes both current and future needs, leading to inefficiencies and potential failed implementations. It is very important to be on the same page across the entire firm. The firm needs to come together as one, and not have fragmented processes for an ERP implementation to be successful.

Our Advice: Make sure that every department (from business development to project tracking to forecasting to billing) has their needs documented. Understand where there are inefficiencies and where you need improvement. What measurable results are you looking for from those improvements?

#2 Lack of Executive Involvement

Mistake: Not having strong executive sponsorship and involvement throughout the entire ERP process. This includes the evaluation process, selection, kick-off, key milestones, and ongoing commitment to improvement. Change Management really starts with the leaders of the company. As we all know, change is not always easy. Having leadership be an advocate and having strong communication downstream will ensure you reach the “end in mind.”

Consequence: Lack of commitment from top management may result in inadequate resources, funding, and overall support for the ERP project, increasing the risk of failure. Executive involvement can ensure that all departments are aligned and that everyone can see the bigger picture.

Our Advice: Ensure C-Suite is involved throughout the evaluation process, so they can be an advocate during the implementation, and they share the strategic vision and benefits this will bring to your professional services firm.

#3 Inadequate Vendor Evaluation

Mistake: Rushing the vendor selection process or not thoroughly evaluating potential ERP vendors. Many vendors can seem similar on the surface. Taking the time to dive into specific differentiators and finding the vendor that is best suited for your needs is important.

Consequence: Choosing a vendor without considering factors such as financial stability, support capabilities, industry expertise, and long-term viability, can lead to problems during implementation and ongoing use.

Our Advice: Make sure to consider your ERP vendor as a long-term partner. Make sure the ERP can grow with your professional services firm and that you have established strong relationships with the organization and consultants that will implement your software. Some questions to ask yourself:

• ✓ Do the vendor and the consultants understand your business?
• ✓ How long has this ERP provider been in business? Is ERP their primary focus?
• ✓ Are there user groups and other references of similar companies?

#4 Overlooking Change Management

Mistake: Underestimating the importance of change management and employee training. This can mean different things to different departments. Some employees or departments may be affected more than others, and it is important to understand the micro level of the impact that any change may have.

Consequence: Resistance from employees, lack of user adoption, and increased likelihood of project delays or failure due to insufficient preparation for the organizational changes associated with ERP implementation. If users do not see the benefits of change, they might look at it as additional or unnecessary work.

Our Advice: Making sure to have executive involvement throughout the evaluation and implementation will help with change management a ton. Consistent reminders of the benefits this will bring both to your professional services firm and to each specific role are critical for the full adoption of a new ERP.

#5 Not Understanding the Time and Resource Commitment

Mistake: Focusing solely on upfront costs and not considering the long-term expenses associated with ERP implementation and maintenance. ERP is not a “one-and-done” investment. Consistent monitoring and evaluation of your internal processes is critical to stay on track with your long-term goals.

Consequence: Unexpected costs, and challenges in maintaining the ERP system over time, impacting the overall return on investment. Depending on how the software is deployed (SaaS vs. On-Premise), there are different ongoing costs to consider.

Our Advice: Have in mind who will be the champions of the implementation. Having a strong Project Coordinator will ensure things go smoothly. Training doesn’t end when you go live. You need to anticipate some ongoing training, periodic refreshing, and of course, new hire training. Think about questions like will there be an internal “power user” to conduct these, or will you be looking to hire consulting for this?

Carefully Tread When Doing the ERP Search

The choice you make for an ERP for your professional services firm is a decision that will greatly affect your firm down the road and must be done thoughtfully. To avoid these common mistakes when searching, organizations should invest time in comprehensive planning, involve key stakeholders, conduct thorough vendor evaluations, prioritize change management, and carefully assess the total cost of ownership throughout the ERP search and implementation process. Need help figuring out which ERP you should use? Let us give you a hand!

In today's data-driven business environment, project-based firms face unique challenges that require comprehensive and flexible analytical capabilities. While Deltek Vantagepoint provides robust dashboards and visualizations, there are instances where the depth and breadth of analysis needed by firms surpass what's available out of the box. This is where the integration of a Business Intelligence (BI) tool, such as Informer, becomes not just beneficial but necessary.

Navigating Complex Data Landscapes

Project-based firms often deal with multifaceted data that sprawls across various Vantagepoint tables or hubs. When the task at hand involves pulling, analyzing, and comparing this data to unearth actionable insights, Informer steps in with its advanced visualization capabilities.

For instance, constructing a dashboard that integrates financial performance data from one table with project timelines from another can reveal insights into project profitability that might not be apparent from isolated datasets.

When your firm requires the integration and comparison of data across various Vantagepoint tables or Hubs, a BI tool like Informer BI Solution can provide the enhanced capability needed. This ability to build detailed visualizations using diverse database tables ensures a more comprehensive understanding of your firm's operations and project landscapes.

Merging External and Internal Data Streams

In many scenarios, the data residing within Vantagepoint needs to be enriched with information from external sources to provide a complete picture. This might include integrating information from a payroll provider, client satisfaction surveys, or external financial benchmarks. Informer allows for such integration, offering a unified platform where all data - internal and external - can be visualized and analyzed together. This holistic view is crucial for strategic decision-making, enabling firms to position themselves more competitively in the market.

Tailoring Reports to Specific Needs

Custom reports stand as a cornerstone for firms seeking in-depth analysis tailored to their specific needs. Unlike standard Vantagepoint reports, custom reporting tools allow for the creation of highly specialized reports that dive into the nuances of your firm's data. This bespoke approach ensures that firms can extract precise insights relevant to their unique projects and operational questions, facilitating strategic decisions rooted in comprehensive data analysis.

Leveraging Merge Templates for Consistency and Efficiency

Firms might consider adopting a BI tool like Informer if they seek to enhance document creation processes. Informer Templates automate and simplify the generation of crucial documents, such as invoices and fee proposals, by allowing non-technical users to apply conditional logic to smart forms. This capability highlights a firm's need for a BI tool when existing systems like Deltek Vantagepoint require extended functionality for efficient, error-free document production. Integrating BI tools ensures consistency and leverages a unified data source for generating key firm documents, indicating a strategic move toward operational efficiency.

Analyzing Scenarios and Forecasting 

Project-based firms thrive on their ability to anticipate and adapt to future scenarios. Informer's BI capabilities extend to advanced scenario analysis and forecasting, allowing firms to model various future states based on current and historical data. Whether it's forecasting cash flow, assessing the impact of potential market changes on project viability, or analyzing risk, these insights are invaluable for proactive management and strategic planning.

Reviewing Data Just-In-Time for Agile Decision-Making 

In a fast-paced project environment, the ability to make quick, informed decisions is crucial. Informer offers data visualization on your schedule, enabling firms to monitor key metrics and performance indicators as they happen. This just-in-time capability ensures that decision-makers have the most current information on your schedule, whether it's tracking project budgets, assessing resource allocations, or monitoring project milestones against deadlines.

Boosting Collaboration with Secure, Accessible Data

Data is most powerful when it's shared and accessible to those who need it. Informer elevates data sharing and collaboration, offering intuitive dashboards and reports accessible anytime, anywhere, ensuring a unified data approach among all team members. This seamless integration is enhanced by the Blackbox Connector for Informer, which aligns with Deltek Vantagepoint’s security protocols. It mirrors your organization's existing hierarchy and roles, simplifying user access management directly within Vantagepoint.

Power Your Projects: Elevate Your Business with Deltek Vantagepoint and Informer

In the world of project management, where data reigns supreme, the partnership between Deltek Vantagepoint and Informer emerges as your key to success. This powerful combination not only merges internal with external data for a comprehensive view but also tailors reporting to your unique needs and delivers insights in real time.

Elevate your project intelligence, streamline operations, and gain a competitive edge. Click on the image below to discover how Deltek Vantagepoint and Informer can transform your business, taking you from mere project management to powering your projects with unparalleled intelligence.

As an employee or leader of a professional services firm, you are aware of the importance of maintaining a strong relationship with your clients. For project-based industries like architecture and engineering, communicating with clients throughout the project lifecycle enables you to meet their requirements and expectations more efficiently. However, the process of communicating effectively is not always straightforward.

Have you ever encountered a situation where you were uncertain about your client’s satisfaction level? For example, you solicited feedback and received an ambiguous response:

“Hi Janet, how are you? How do you feel about the project’s progress?”  

“Uhhh, it’s okay?” 

What does “okay” imply? That is not very informative. How can you ensure that you are engaging clients and obtaining honest feedback from them? Do you have a systematic method of gathering and analyzing feedback?  A consistent feedback process to help you stay connected with your clients throughout the project’s duration is essential.  

Identify Issues Before They Worsen

The key to being successful with project management is to identify the problems before they worsen or become irreparable. This is where consistent and frequent feedback plays a crucial role in the process. While it is certainly important to get feedback at the project’s end, it is even more significant to obtain feedback at every phase of the project during its lifecycle to prevent issues that are not fixable.

Here are some examples of scenarios when feedback is postponed until the project’s end, and it is too late to do anything:   

Example 1:

“Hi Janet, I hope you are well. I just wanted to follow up with you and see how we performed on our project. I am sending you a survey to complete and share your opinions.”  

“Well, I am upset that I didn’t get a personal email to let me know about each change. I realize that you sent one to the group, but it hurt my feelings that I didn’t get one sent just to me. I will never collaborate with you again.”  

“Wow, Janet, I was unaware that you felt that way. What can I do to remedy it now?”  

“It is too late to remedy it now.” 

Example 2:

“Hi Matt, I have really enjoyed working with you to complete this project. I just wanted to check in with you to see how we performed on our project. I am sending you a survey to complete and share your opinions.” 

“While I felt that your team did a thorough job addressing our needs, I have been very unhappy with the large amount of emails and correspondence. One email to our team with each change is enough to keep us all in the loop and aware of what is happening but to get so many extra emails personally has been way too much. The time spent reading and responding to you is ridiculous.” 

“Wow, Matt, I was unaware that you felt that way. What can I do to remedy it now?” 

“It is too late to remedy it now.” 

Seeing these examples of what can happen if you wait until the end of the project for feedback emphasizes the need to remain connected with the clients throughout the process. It is imperative to frequently gauge if you are meeting the client’s expectations because each client, and even each person on the project, has different preferences and objectives. By requesting feedback throughout the project, you can better adjust to their expectations, build a strong relationship with your client, and achieve positive feedback at the project’s end.  

Client Feedback Tool and its Benefits

So, how do you go about getting this consistent feedback throughout the project lifecycle so you can ensure your projects are running successfully and meeting client expectations? The solution for you is the Client Feedback Tool. There are many benefits of having a systematic client feedback process that allows you to deliver client-centric services. 

Systematic Client Feedback Process:

The term “systematic” implies a well-organized and structured approach. When it comes to gathering feedback from clients, having a systematic process in place is crucial. This process ensures that you can collect valuable insights consistently and efficiently. Let’s delve deeper into some key aspects of this approach: 

• Client-Centric Focus: The primary purpose of obtaining feedback is to understand your clients better. It’s essential to shift the focus away from yourself and direct it toward the client. By doing so, you can tailor your services to meet their specific needs and expectations. 
• Speed and Ease: Feedback collection should be swift and hassle-free. Clients lead busy lives, and dedicating excessive time to providing feedback isn’t practical. This streamlined process ensures that clients can share their thoughts in under two minutes. This efficiency demonstrates your commitment to respecting their time. 
• Fear of Negative Feedback: Feeling apprehensive about receiving negative feedback is natural. However, let’s reframe this perspective. The feedback isn’t a personal critique; it’s about evaluating your service delivery and processes. By separating yourselves from the feedback, you can objectively analyze areas for improvement. 
• Process-Centric Questions: The questions posed during feedback collection are intentionally process-specific. They address aspects related to service quality, communication, and overall client experience. Remember, it’s not about you—it’s about ensuring that your processes align with client expectations. 

Client-Centric Service Delivery:

A systematic feedback process revolves around client-centricity, efficiency, and a constructive mindset. By embracing this approach, you can enhance your services and build stronger relationships with your clients. Let’s explore the concept of client-centric service delivery in more detail.

As a professional, your goal is to exceed client expectations. Here’s how you achieve this: 

• Understanding Client Needs: Rather than assuming what clients want, you actively seek their input. This feedback process allows you to gain insights into their preferences, pain points, and desired outcomes. By aligning your services with their needs, you enhance overall satisfaction. 
• Process Evaluation: Your focus extends beyond individual interactions. You evaluate the entire service delivery process. Are your communication channels effective? Is your response time satisfactory? These process-oriented questions guide your improvements. 
• Feedback ≠ Personal Critique: It’s essential to recognize that feedback isn’t a judgment of your abilities. Instead, it’s a tool for continuous enhancement. By depersonalizing feedback, you create a safe space for clients to express their thoughts openly. 
• Client Expectations: Ultimately, your success hinges on meeting client expectations. Whether it’s timely project completion, transparent communication, or exceptional service quality, your processes must align with what clients anticipate. 

Embrace Client-Centricity with the Client Feedback Tool

In a nutshell, using the systematic feedback process of the Client Feedback Tool, your professional services firm will be able to embrace client-centricity wholeheartedly. Utilizing this approach in gauging customer needs and expectations underscores a commitment to understanding, evaluating, and improving processes to consistently deliver outstanding service experiences. Remember, it’s all about connecting with clients, ensuring their overall satisfaction, and developing relationships that continue down the road for years to come.

Fostering Diversity, Equity, Inclusion, and Belonging (DEI&B) is not just a moral imperative but a strategic necessity for project-based firms. DEI&B creates environments that go beyond just diversity and inclusion, aiming to build equitable spaces where individuals feel welcomed, valued, and empowered. Surprisingly, not every company has a DEI&B initiative in place. Let’s review the core aspects of DEI&B, and what implementation strategies firms can use to promote these values.

Diversity

Diversity, the first pillar of DEI&B, acknowledges the variety of human characteristics and identities within a group or organization. It goes beyond just race and gender, encompassing various aspects that we don’t always think about such as age, ability and disability, socio-economic status, religion, nationality, and many more. In the context of project-based firms, where collaboration and innovation are key, recognizing and embracing diversity is especially important. Recognizing this is the foundation for fostering an environment where each team member's strengths and talents can thrive, ultimately contributing to the overall success of the projects and the organization.

Equity

Equity is about ensuring fairness, impartiality, and justice in the treatment of individuals, particularly in environments with historical disadvantages. Project-based firms need to actively address systemic biases, structural inequalities, and discriminatory practices. Achieving equity in a company involves creating policies and procedures that reward based on personal merit, ensuring everyone has an equal chance to succeed no matter what groups they may belong to.

Inclusion

Inclusion is the creation of environments where all individuals feel welcomed, respected, and valued. In project-based firms, inclusive practices involve actively embracing diversity and fostering a sense of belonging. This means creating spaces where people of diverse backgrounds, identities, and perspectives can thrive, express themselves authentically, and engage in meaningful collaboration without fear of discrimination.

Belonging

Belonging is the newest addition to DEI&B. It goes beyond diversity and inclusion, addressing individuals' emotional and psychological need to feel connected and respected within their professional environments. The feeling of belonging involves creating spaces where people can bring their whole selves to work, form genuine connections, and contribute to a collective identity and purpose.

Importance of DEI&B to Project-Based Firms

Beyond being morally imperative, DEI&B is crucial for project-based firms for several reasons: Fosters Positive Employee Engagement: DEI&B creates a positive and inclusive work culture, leading to higher employee engagement and satisfaction. Drives Innovation: Diverse teams bring a variety of perspectives and ideas, driving innovation and problem-solving in project-based settings. Broadens Talent Pool: Embracing diversity expands the talent pool, bringing in individuals with different skills, experiences, and viewpoints. Maintains Competitive Advantage: Companies with diverse teams often outperform their peers, maintaining a competitive advantage in the market.

Methods to Foster DEI&B in the Workplace

We’ve seen why DEI&B is important, but how do we go about putting these systems in place? Here are several ways that project-based firms can implement various initiatives to foster DEI&B:

• Diverse Hiring Practices: Actively seek diverse candidates and create inclusive hiring processes. Remember to look deeper into the categories we don’t always recognize, like nationality, socio-economic status, and age.
• Training and Education: Provide ongoing training on diversity, equity, and inclusion to enhance awareness and understanding.
• Employee Resource Groups (ERGs): Establish ERGs to provide support, networking, and mentorship for underrepresented groups.
• Flexible Work Policies: Implement flexible work policies to accommodate diverse needs and promote work-life balance. This can include options for hybrid and fully remote work.
• Leadership Development: Invest in leadership development programs that prioritize diversity and inclusion.
• Diversity Metrics & Accountability: Establish measurable goals and hold the organization accountable for progress.
• Employee Engagement Activities/Events: Organize activities and events that encourage diversity and promote inclusion. These can be as simple as company mixers, sporting events, or other group activities.
• Promotion of Diversity in Content and Marketing: Ensure that marketing materials and content reflect the diversity within the organization.

Making Diversity Programs Effective

Initiating diversity programs can be challenging, but it is essential for the success of DEI&B. Companies need to do three things in order to make an effective diversity program.

1. First, you must recognize the full spectrum of diversity. As we’ve talked about already, not all aspects of diversity are easy to see. Understand that diversity encompasses various categories beyond gender and race, including gender identity, age, ability, religion, political beliefs, and socioeconomic status.
2. Second, embed DEI&B in the company culture. Company culture is many things: the embodiment of a company’s values, its mission, and even its environment. DEI&B should be ingrained in the philosophy of the company.
3. Finally, appoint DEI&B Leaders. Designate a group responsible for DEI&B programs and initiatives to ensure focused attention and progress. This group does not necessarily have to be management, instead, a dedicated team or individual can ensure focused attention and steady progress in promoting diversity and inclusion within the organization.

Conclusion

Embracing and valuing the concepts of DEI&B in project-based firms not only aligns with social responsibility, but also drives positive organizational outcomes. By actively fostering diversity, equity, inclusion, and belonging, project-based firms can create environments where individuals thrive personally and professionally, ultimately contributing to the success and innovation of the organization. To learn even more about DEI&B and how Full Sail Partners is helping firms with this initiative, check out the replay of our LinkedIn Live by clicking the image below.

As many relate these terms with science fiction and robotics, artificial intelligence (AI) and machine learning can cause some confusion. Based on common knowledge, this is a rational thought. However, AI and machine learning technologies have been and continue to be incorporated into many software applications and personal assistant tools such as Siri and Alexa. Furthermore, it is important to note that AI and machine learning have some slight differences. So, in this blog, let’s take a closer look at AI and machine learning and how Deltek is using these technologies to improve the experience for Deltek Vantagepoint users. 

Getting Smart with Artificial Intelligence 

Simply stated, AI is the principle that machines can make smart decisions and complete tasks using logical intelligence. In theory, this means that machines using AI exhibit cognitive functions like those performed in human minds. AI works by using algorithms, and in many cases, multiple complex algorithms stacked on top of each other. Typically, these algorithms can learn from data, enhancing the ability to make smarter decisions. 

The late Larry Tesler, a computer scientist who worked for many major corporations, tried to define AI. His theorem stated that “AI is whatever hasn’t been done yet,” meaning that intelligence is ever-changing. However, once something becomes common, it transitions to machine learning. Tesler’s theorem is often referred to when discussing the difference between AI and machine learning. 

Being Efficient with Machine Learning 

So, based on Tesler’s theorem, machine learning is a subcategory of AI and focuses more on the idea that machines can learn and adapt through experience. Like AI, machine learning uses algorithms to perform tasks without being programmed to, but it achieves goals by learning and figuring things out over time. In machine learning, the commonly accepted approaches are divided into four categories: 

Reinforcement Learning – a computer program navigates a dynamic environment to achieve a goal, such as a car on a racetrack. The car is given positive reinforcement when it stays on the course and negative reinforcement when it leaves the track. Over time, the program will be able to drive the car through the entire track. 

Supervised Learning – the program is given inputs and desired outputs and then it creates the connections. An example of this is creating models to predict the weather. 

Unsupervised Learning – As the name suggests, the program is given no pre-existing labels and left to figure out patterns in the data on its own. This technique is often used in marketing to identify clusters of potential customers. 

Semi-Supervised Learning – Mixing Supervised and Unsupervised, the program is given a mix of labeled and unlabeled data. This technique is often used to build translation models, as labeling all possible translations is expensive and time-consuming, but making assumptions on unlabeled data is much cheaper. 

Using AI and Machine Learning within Deltek Vantagepoint 

Deltek is advancing "Smarter Projects" by integrating thoughtful AI integration into Vantagepoint, aiming to enhance project management for project-based businesses. By leveraging generative and traditional AI, Deltek will be enhancing automation, improving data accuracy, and saving time. This goal is to support business leaders and project managers in winning and managing projects more effectively, streamlining client relationships, and project delivery. Some examples that are already available include the following.

Client Smart Summaries™ with AI:

• Automatically generates summaries of client information using generative AI.
• Enables executives and project managers to be well-prepared with a comprehensive understanding of client history, ongoing projects, and potential opportunities.
• Aids in nurturing client relationships and winning more projects by staying informed.

Click here to see a Client Smart Summary in action.

Hey Deltek Digital Assistant:

• Utilizes natural language for task management, like setting reminders, adding new contacts, and locating client records.
• Designed to simplify tasks for business development leaders and executives, enhancing productivity.

Capture New Leads on Mobile:

• Vantagepoint CRM mobile app allows for the direct addition of contacts by taking a picture of business cards using Intelligent Character Recognition technology.
• Streamlines the process of capturing new leads and contacts, saving time and reducing manual entry.

Building a Smarter Pipeline:

• Offers enhanced visibility into project successes and current pipeline, facilitating more informed decision-making.
• Features a visual pipeline view, enabling teams to easily identify opportunities and threats.
• Eliminates the need for multiple reports by providing a unified location for pipeline management.

Deltek's integration of AI and Machine Learning into Vantagepoint is setting a new standard for efficiency and intelligence in project management. With innovations like Client Smart Summaries™, the Hey Deltek Digital Assistant, mobile lead capture, and smarter pipeline management, Deltek is empowering businesses to navigate the complexities of project-based work with unprecedented ease and insight. These tools not only save valuable time but also enhance the accuracy and relevance of data, helping business leaders and project managers forge stronger client relationships and achieve greater success in their projects. As Deltek continues to push the boundaries of technological innovation, Vantagepoint users can look forward to even more advanced features that will further transform the landscape of project management.

It’s Time to Embrace AI and Machine Learning 

Identifying and clarifying the difference between AI and machine learning is important since you’ll likely be hearing these terms used interchangeably from now on and far into the future. We have already seen how Deltek Vantagepoint has comprehensive AI and machine learning solutions available for users. And there are even benefits to using AI outside of Deltek solutions.

I’ve found AI to be a handy tool when developing software. AI has changed how we access information on the internet – providing summaries of multiple different search results all at once, offering suggestions from official support sites, and more. AI makes finding answers to problems easier, and even when it can’t provide an accurate answer, AI still manages to point me in the right direction to find the answer. 

While most day-to-day use won’t be the same as my own, search engines now have AI supporting their search tools. For example, Bing has an AI chat that can provide context for your internet searches. It even finds answers for you that would usually take digging into multiple different websites to find.  

So, this is no longer a thing of science fiction. AI and machine learning have been added to technologies and industries that we interact with daily, providing us with comprehensive solutions to speed up data processing. It’s a science that is here to help, so don’t shy away from using your apps, websites, and smart devices that have AI!

Stay up to date with all of Deltek Vantagepoint's new features by visiting our "Powering Project Success" mini-demo series. Click the image below to watch today.

Revenue Generation is a feature in Deltek Vantagepoint that allows a professional services firm to define how a project should calculate revenue. This process is not turned on “out of the box” as firms can choose if and how they would like to utilize this feature. Vantagepoint’s default revenue method is “B,” meaning revenue is recognized only when a project is billed. Although this method works well for projects invoiced monthly for time & materials incurred, it doesn’t always align with all project types.

Additionally, utilizing the “B” method can restrict a firm from invoicing throughout the month as generally all costs should be posted and then invoiced to properly match revenue and expenses. Billing all at the end of the month can create a backlog and delay month-end closing processes. Therefore, if your projects are not billed monthly, the billing doesn’t match how the project should recognize revenue, or you don’t want to hold up your close process until all invoicing is completed, your firm should consider utilizing Revenue Generation.

Pursue Revenue Generation Methods

After deciding that revenue generation is right for your professional services firm, the next step is to decide on the revenue method(s) to be utilized for your projects. Revenue generation is flexible in the fact that methods can be different on different levels of a project’s work breakdown structure. Furthermore, your firm can create custom revenue methods if you feel one of Deltek Vantagepoint’s predefined methods doesn’t suit your needs.

Deltek Vantagepoint’s Standard Predefined Methods

The three most popular predefined methods are the Work In Progress (W), the Percent Complete Method (P), and the Multiplier (M) methods. See below the formulas and a brief discussion of when firms may choose to utilize these methods.

Work in Progress Method (W)

Job-to-Date Revenue = Job-to-Date Billings + Work-in-Progress @ Billing

Deltek Vantagepoint recognizes revenue as job-to-date billed plus work-in-progress at billing rates. This method works well for projects normally termed “hourly” or “time and materials.” One of the great features of this method is you can invoice anytime during the month and expenses posted after the invoice will still be recognized for that month and this method will match revenue and expenses. One disadvantage of this method is the formula has no limit set so if your project is “hourly to a max,” this method will not stop at the “max.”

Percent Complete Method (P)

Job-to-Date Revenue = (Percent Complete*Fee) + Job-to-Date Reimbursable Expenses

This method recognizes revenue based on a percent complete entered on the project times the compensation on the project, plus reimbursable expenses. This method does require the percent complete field to be entered, usually at the lowest level of the project where the revenue is to be recognized. The good news is there are several places to update this field – in Dashboards, in the Revenue Generation action bar, and the Project Review area. The bad news is that it does require updates regularly.

In general, this method works well when projects have milestone billings, often called “lump sum contracts” or “fixed fee” projects. On these types of projects, you may have a billing schedule that does not match your level of effort in a month. For example, if your milestones state that you can’t invoice until you have hit 25% complete, but this month you have completed 15%, you may want to recognize 15% now and not wait until you hit 25%. In this case, the percent complete field would need to be entered as 15%. In summary, this method produces revenue based on the percent completed, not invoiced, but that percent does need to be entered into the system with some “manual intervention.”

Multiplier Method (M)

Job-to-Date Revenue = (Job-to-Date Direct Labor x Multiplier) + Job-to-Date Reimbursable Expenses

The Multiplier Method recognizes revenue based on labor incurred times a multiplier identified on the project in the “Multiplier/Amount” field. This method can be used on projects that are billed hourly or percent completion-based. Usually, when using this method, the multiplier is set once and reviewed periodically but does not need to be updated as frequently as the P method. The pro of this method is that it requires less maintenance than the P method, but the con is that it may not be as accurate. The multiplier is project-specific, which allows flexibility.

User Defined Revenue Methods

If the above methods don’t meet your professional services firm’s needs, Deltek Vantagepoint has the flexibility to create as many revenue methods as needed.

For example, if you would like to use an hourly method, like W, but would like to add a maximum amount to the calculation, there is a “Subject to Max” option that can be utilized in a formula. Likewise, if you would like to compare two formulas and have the system recognize revenue based on the “lessor of” the two calculations, that is also an option. There are many fields available to create a User Defined Calculation from project fields such as budget or compensation fields, from billing terms such as rates or Add-Ons, or even from User Defined Fields on a project.

Choosing the Best Revenue Generation Method(s) for Your Professional Services Firm

As you consider the possibilities of revenue generation within Deltek Vantagepoint, it's crucial to refine your approach to ensure it aligns with your firm's unique project management and financial tracking needs. The flexibility offered by Vantagepoint enables a tailored revenue recognition process that can significantly enhance your financial accuracy and project oversight. To effectively implement and benefit from this feature, consider the following:

• Assess Project Requirements: Evaluate the specific needs of each project or project phase to select the most appropriate revenue generation method. This assessment should consider the billing schedule, project duration, and the nature of the work (e.g., hourly, fixed fee, or a combination).
• Implement a Hybrid Approach: Don’t hesitate to employ multiple revenue generation methods within a single project where necessary. This flexibility can accommodate diverse billing arrangements and project work phases, ensuring revenue is recognized in the most accurate manner across your portfolio.
• Create Your Own Calculations: Leverage the capability to create custom revenue calculations to address any specific challenges or goals your firm has. This customization can help in situations where predefined methods fall short, ensuring your revenue recognition practices precisely match your operational and financial strategies.
• Document and Standardize: Establish clear documentation of your chosen revenue recognition methods and the rationale behind them. This documentation will serve as a valuable reference for your team and ensure consistency in application across projects.
• Engage in Thorough Testing: Before fully integrating a new revenue generation method into your operations, conduct comprehensive testing. This testing should simulate various project scenarios to uncover any potential issues and ensure the method performs as expected under different conditions.
• Review and Refine Regularly: Adopt an iterative approach to your revenue generation strategies. Regular reviews allow you to adjust methods as your firm evolves and as projects present new challenges or opportunities for financial management optimization.

By thoughtfully selecting and applying revenue generation methods, your professional services firm can achieve a higher level of financial clarity and project management efficiency. Deltek Vantagepoint’s flexibility not only accommodates a wide range of project types but also empowers your firm to adapt and thrive in the dynamic professional services landscape. Embrace the opportunity to fine-tune your revenue recognition processes, ensuring they fully support your firm's strategic goals and project delivery success.

Strategize and Optimize: Revenue Solutions in Deltek

Maximize your Deltek Vantagepoint's Revenue Generation capabilities with Full Sail Partners' Navigational Analysis. Our service streamlines your processes, ensuring your ERP system aligns perfectly with your business objectives. From an initial assessment to a customized action plan, we guide your firm through optimizing system functionality to enhance operational efficiency and financial performance. Elevate your firm's potential—discover how our Navigational Analysis can transform your Deltek setup for optimal success by clicking the image below.

In a perfect world, professional services firms could invoice their clients for every charge to every project, and the clients would pay every invoice. However, in reality, nearly all professional services firms have write-offs. Write-offs can occur when your firm and your client agree that they don’t have to pay an invoice, when the client is unable to or refuses to pay an invoice, or when your firm is unable to bill all project charges to the client.

While writing-off charges is necessary sometimes, the good news is that each of these types of write-offs can be easily handled in Deltek Vantagepoint. Since write-offs impact the firm’s financial statements, it is crucial to have clear guidelines as to the accounting period in which they should be created/posted. In this blog, let’s talk a little bit about how to handle write-offs the “right” way to make the process as painless as possible.

Firm and Client Agree to a Reduction in an Invoice Amount

Did you accidentally invoice the client too much?  Did you send an invoice for a change order before it was fully approved? Or did the client argue about a portion of the invoice, and you agreed to a reduction in the invoice amount? 

When the client does not require a revised invoice, you may choose to do an invoice adjustment through the transaction center. It is recommended to use the original invoice number and date, and the WBS2/3 level from the original invoice. Doing so will result in the adjustment being applied to the original invoice, making receipt more efficient. One thing to consider when using this method is that if you keep invoices on file, the PDF invoice stored on the project will not show the adjustment. If the PDF invoice was later needed, it could be confusing that the total no longer matches the invoice amount that shows in the system.

If the client requires a revised invoice, or if you prefer to make sure the invoice on file matches the amount the system shows as billed, you may instead choose to void and reissue the invoice through Interactive Billing in Deltek Vantagepoint. Voiding an invoice reinstates the charges that were included with the invoice (which allows you the option to hold or write-off charges) and you would issue an invoice for the new amount. When voiding an invoice, it is best to post the void before running the revised one.

It is important to note that voiding an invoice will affect the financial statements, so be sure to void in a current, open accounting period. Another consideration with issuing a revised invoice is what invoice date to use. If it is agreed that the payment terms can start on the date of the original invoice, you can change the invoice date in the billing session options.

A Client is Unable to or Refuses to Pay an Invoice

Did your client go out of business? Did a portion of your work fail to meet expectations? And, did it result in the client refusing to pay?

Many professional services firms track an Allowance for Bad Debts against Accounts Receivable. When a client cannot or will not pay an invoice, it is likely that you will want to put the write-off against the allowance. The most efficient way to do this is to process a zero-dollar cash receipt. Select the invoice as though you are paying it, then enter an additional line in the cash receipt and select either the bad debt contra-asset or expense account.

Many firms use an indirect account for a bad debt expense. But, if your firm prefers bad debt expense to be a direct expense, you could set up a project as a regular charge type and a direct expense account to be used exclusively for recording bad debt.

If your firm reports on a cash basis, and you do not want to show any revenue or expense, Deltek Vantagepoint can accommodate that as well. In AR Mapping accounts, set up your Allowance for Bad Debts as an invoicing account (leave all other fields blank unless you also want a separate AR column). Then when you need to write off an AR invoice, process a negative invoice transaction using the original invoice number, WBS level(s), invoice section(s), and the Allowance for Bad Debts account.

If you do not have a bad debt allowance, you can void the invoice as explained previously and write off the transactions (explained in the next section). You could also choose to do a credit memo. The credit memo function reverses the invoice but does not reinstate the charges to Interactive Billing.

The Firm is Unable to Bill All Project Charges to the Client

There are several reasons you may not be able to bill all the charges on a project to the client including inefficiencies during work performance, going over budget, training new staff, and resource turnover. GAAP guidelines indicate that potential losses are to be recognized as soon as known. When it is known that charges cannot be billed to the client, use the write-off function in Interactive Billing.

This function will cause the items to be excluded from invoicing, thereby not recording revenue. If your professional services firm uses revenue generation, then to exclude write-offs, make sure the formula is set up accordingly. Using the write-off function for charges will not remove the charges from project reporting, except in cases where you choose to exclude charges to be written off such as on the Unbilled Summary report.

On reports where you can select to show the billing status of charges, items that have been marked for write-off have a status of W, and items that have been written-off have a status of X. If tracking/reporting of write-offs is desired, you could choose to use the project detail report. Then on the options tab, only include charges with the X or W status.

Visibility Around Write-Off Amounts

Using Deltek Vantagepoint, there is visibility around write-offs. As mentioned, to see the specific items written off, you can use a report such as a project detail and include only items with the X or W status. Since typically no revenue is recognized for written-off items, there are other areas that you can see write-offs and their impact as well:

• As negative profit on the Project Earnings and Office Earnings reports when run at cost
• As a negative variance on the Project Earnings and Office Earnings reports when run at billing
• In Project Review at cost and billing in the profit/variance box

Use Deltek Vantagepoint to Manage Write-Offs

As discussed, there are several reasons that professional services firms experience write-offs. When write-offs are necessary, know that Deltek Vantagepoint can be set up and used to process them the “right” way, while also providing visibility so that your firm has a handle on its financial statements. If your professional services firm needs assistance in this area, don’t hesitate to contact us for more details.

For professional services firms, having a reliable project planning tool is critical to ensuring projects are profitable. In a competitive landscape, successful project execution hinges on the effectiveness of project planning, driving the need for firms to invest in tools that not only meet but exceed expectations. Therefore, a project planning tool needs to be intuitive for users and must improve project scheduling and resource planning.

With Deltek Vantagepoint, project planning has been taken to the next level with a focus on the features and functionality that project managers need. This advanced tool is carefully crafted to specifically cater to the distinct needs of project managers, making sure it not only meets, but also anticipates their requirements. Here are some key features of Vantagepoint that will assist project managers with delivering successful and profitable projects.

Start Early with Templates

Getting a project off to a good start needs a bit of an early boost. Luckily, Deltek Vantagepoint helps out by offering practical ways to help plan things out early. Here’s what you need to know to get a head start.

• Successful Delivery: This starts long before contracts are signed so consider creating the plan when the project is first entered in a Pursuit Stage. Vantagepoint offers a variety of methods that can be used to efficiently create a preliminary plan.
• Project Templates: Firms can create multiple templates for use in creating new project records or when adding structure to a project. Using Project Templates allows users to quickly add the phases of work that are typical for the projects.
• Projects Used as Templates: Firms can create Project records that can serve as templates for creating new records. These records can hold typical Work Breakdown Structure (WBS) elements like Project Templates but can do much more. The records can serve as a plan template that will allow the user to instantly create a plan with Schedule Durations, Generic Resources, and Planned Hours.

Aside from the ease of creating a project plan, planning the project in advance allows professional services firms to proactively manage pricing and resourcing.

Keep the Schedule Updated

Keeping the project schedule updated is a pivotal aspect of effective project management, and Deltek Vantagepoint equips users with powerful tools for this purpose. The plan Gantt charts are a great tool for managing the dates in a plan. The Schedule Tab allows planners to visually manage dates, durations, and dependencies for project delivery phases. Users can also adjust the project schedule from any level of the project by simply dragging and dropping the timeline bars and reviewing the Critical Path on demand, ensuring a clear understanding of key project dependencies.

Beyond the convenience of schedule management, the real-world impact of keeping the schedule updated becomes evident in staffing discussions. Maintaining an accurate and current schedule is a crucial reference point for conversations surrounding short- and long-term staffing availability. By staying on top of the schedule, project managers can better address staffing needs, optimize resource allocation, and enhance overall project efficiency.

Anticipate Resource Usage Curve

The keystone of true resource planning is predicting resource demands as they will likely occur. All project delivery phases have a ‘curve’ that should be reflected in the resource plan. Deltek Vantagepoint’s Project Planning allows users to plan the hours differently in specific time frames. With the Distribute Hours feature, users can take a more precise approach to planning resource hours over specific date ranges by using hours or percentages per day.

This level of granularity in resource planning is not just about meeting requirements; it's a strategic move to decrease the chance of resource clashes. Understanding the intensity of resource usage during different phases of a project becomes a proactive measure to minimize conflicts and optimize resource allocation. By anticipating resource usage, project managers can navigate the intricacies of resource planning with precision, ensuring easy and efficient workflows that align with project objectives.

Review Performance Against the Baseline

The Baseline serves as the bedrock, outlining the assumptions upon which the scope, schedule, and budget of the entire plan are built. Saving the Baseline at the right time allows users to review the deviations and project the final outcomes.

Deltek Vantagepoint not only facilitates this review but also enhances it by allowing users to compare Baseline values with Estimate at Completion (EAC) values. This comparative analysis can be conducted seamlessly across various platforms, including the Plan, Dashboards, and the Project Review feature. This multi-faceted approach to reviewing performance against the Baseline ensures a complete understanding of how the project is progressing in relation to its initial assumptions.

Take Control of Your Project with Deltek Vantagepoint 

Deltek Vantagepoint Planning and Resource Management allows professional services firms to collaborate and analyze project performance from the pursuit through closeout. Maintaining the plan throughout the life of the project improves financial performance and enhances communication around schedules and resource needs. Furthermore, by using this advanced tool, project managers can proactively minimize resource clashes by anticipating resource usage and ensuring project objectives are met. Take control of your projects today!

In the competitive landscape of architecture/engineering (A/E) consulting, two critical assets set firms apart: their people and their projects. As a former marketing director for a large A/E firm, I fully understand the challenges involved in managing these assets effectively. Utilizing Deltek Vantagepoint, we offer streamlined solutions for managing both resumes and project information, ensuring your firm's unique strengths are showcased in every proposal, presentation, and marketing effort.

Strategic Resume Management: Capturing and Updating Professional Profiles

We perceive professional resumes not just as documents, but as dynamic profiles that showcase the strengths of your firm's most valuable assets: its people.

Starting Strong: Capturing New Hire Information

The journey of efficient resume management begins when a new employee joins your firm. This is a golden opportunity to capture their excitement and fresh perspective. Here’s how we recommend utilizing Deltek Vantagepoint and your HR processes to streamline this step:

1. Coordinate with HR: At the point of hiring, collaborate with HR to integrate marketing and resume information collection into the onboarding process. Utilize HR’s existing data collection methods, adding specific forms or questions relevant to marketing needs.
2. Gather Comprehensive Information: Collect essential data such as bios, previous projects, licenses, awards, special skills, software proficiency, languages, and contacts. For strategic hires, consider a dedicated marketing onboarding session to align their expertise with your firm’s marketing strategies.
3. Automate with Deltek Vantagepoint: Leverage Deltek Vantagepoint to automate the information capturing process. This system can be set up to alert the marketing team of new hires, enabling the collection and updating of resume details seamlessly into your database.

Ongoing Updates: Keeping Resumes Fresh and Relevant

Regular updates are crucial to maintain the accuracy and relevance of resumes. Here's a streamlined approach:

1. Determine Update Frequency: Decide how often resumes need refreshing. This can be annually, bi-annually, or aligned with each person’s work anniversary.
2. Strategic Distribution: Utilize Deltek Vantagepoint to manage and schedule resume updates using email alert workflows. Provide current resumes to employees, along with clear instructions and deadlines for updates.
3. Engage Personally: Consider conducting brief interviews or meetings, especially with key personnel, to ensure comprehensive and up-to-date information.
4. Update the Employee Record: Once the updated information is gathered, use Deltek Vantagepoint to keep your database current. This ensures that any proposal or marketing material has the latest information at hand.

Case Study: Streamlining Annual Resume Updates at a Growing A/E Firm

A prime example of effective resume management was at my previous firm, a growing A/E firm. As the firm expanded to around 300 employees, we recognized the need for a structured yet flexible system for annual resume updates. Our strategy involved breaking down the updates into manageable monthly tasks, leveraging both Deltek and a work anniversary-based schedule. Here's an overview of our process:

Planning Phase: Leveraging Deltek Vantagepoint for Organization

1. Monthly Employee Selection: Utilizing Deltek, we extracted a monthly list of employees based on their work anniversaries. This systematic approach ensured that every employee's resume was updated annually, without overwhelming our resources.
2. Preparation of Update Materials: We compiled the existing master resumes from our database, along with a custom-designed resume update memo and instructions.

Gathering Phase: Personalized and Coordinated Efforts

1. Distributing Update Materials: The update materials were personally delivered to employees in our main office. For our six satellite offices, we collaborated with marketing coordinators or office managers to ensure distribution. In cases where direct handover was not feasible, we used email as an effective alternative.
2. Setting Deadlines and Reminders: A two-week timeframe was typically given for updates, with reminders set up in Deltek to keep track of deadlines.
3. Scheduling Interviews When Necessary: For certain key roles or when detailed updates were required, we scheduled one-on-one interviews, adding a personalized touch to the process and ensuring comprehensive updates.

Updating Phase: Keeping Our Database Current

1. Collection and Review of Updates: We gathered the revised resumes and additional information provided by employees, reviewing them for completeness and accuracy.
2. Editing and Finalizing Resumes: Necessary edits and rewrites were undertaken to ensure that the resumes accurately reflected each employee's latest achievements and experience.
3. Database Updating: Using Deltek, we updated our central database with the new information. This not only refreshed individual resumes but also ensured that our entire resume pool was current and ready for use in proposals and marketing efforts.

This case study highlights the efficacy of using a structured, technology-driven approach to manage resume updates in a large firm. By leveraging our Deltek database, we were able to streamline the process, maintain high-quality resumes, and ensure that our marketing and proposal materials always featured the most up-to-date and relevant information about our team members.

Project Information Management: Keeping Project Portfolios Up-to-Date

Just as vital as managing resumes is maintaining up-to-date project information. This includes project descriptions, milestones, and outcomes – all crucial for marketing and business development efforts. Here’s how to effectively manage this process:

1. Diverse Update Methods: Consider annual updates, project milestones, pursuit-driven updates, award submittals, and initiative-driven updates. Choose the method that best aligns with your firm's needs and project types.
2. Project Update Process: Establish a routine for gathering project information, such as sending out Project Information Profiles (PIPs) alerts to project teams and scheduling site visits for in-depth understanding.
3. Automated Reminders and Checkpoints: Use Deltek Vantagepoint to set up workflow alerts for project updates at various milestones, ensuring no project goes unaccounted for.

Forward-Thinking Project Management: Begin with Your Goals in View

An essential aspect of managing project information effectively is to start with a clear understanding of how this information will be utilized. For instance, if a project is a potential candidate for a Design-Build Institute of America (DBIA) award, it's crucial to collect comprehensive design and construction details right from the start. Anticipating the requirements of award submissions or other future uses can guide what data to gather throughout the project's lifecycle. Utilizing past award criteria as a template for data collection ensures you capture all necessary details for future submissions.

Case Study: Site Visit Program

A practical application of this forward-thinking approach can be seen in a construction firm in Florida, which has established an effective site visit program to collect robust project information. Their marketing manager shared insights into their process, which I’ve adapted to optimize using Deltek Vantagepoint.

1. Pre-Visit Preparation: Prior to site visits, a Project Information Profile (PIP) is sent to the project team via an email alert workflow. The project engineer fills in key details like project costs, square footage, and client information into the project record linked in the email.
2. Collaborative Meetings: The project's key personnel, including the project manager, safety manager, and quality control manager, convene to discuss the project with the marketing representative. These meetings, often accompanied by informal gatherings over meals, foster open communication and information sharing.
3. On-Site Insights: The marketing representative tours the site, gaining a visual understanding of the project. This first-hand experience is invaluable when drafting project descriptions and stories later.
4. Drafting the Project Story: Back in the office, the marketing representative uses the insights gathered to draft a compelling narrative of the project, which is then refined and stored in Deltek Vantagepoint.
5. Final Review and Approval: The draft is sent back to the project team for final review and approval, ensuring accuracy and completeness.

Additional highlights of their site visit program include:

• Continuous Engagement: A marketing representative is assigned to each project from start to finish, responsible for collecting initial information, attending key meetings, and ensuring all relevant documents are stored in Deltek Vantagepoint. Because Vantagepoint project records often get created in the pursuit stage, the marketing coordinator field is often populated in the project record.
• Strategic Site Visits: Site visits are conducted at critical project milestones, such as kickoff, mid-point, and completion, to gather dynamic information, including lessons learned and design insights. Workflow alerts and reminders can be sent to applicable project leads when such milestones are met.
• Leveraging Award Criteria: Award submission questionnaires are used to guide the questions asked during site visits, ensuring comprehensive data collection aligned with potential award submissions.
• Integrated Photography Sessions: Marketing representatives coordinate with photographers during project photoshoots, ensuring visual documentation aligns with the project's narrative.

This case study exemplifies the benefits of a strategic, goal-oriented approach to project information management. By integrating these practices with Deltek Vantagepoint, marketing professionals can ensure their project portfolios are detailed, up-to-date, and ready to meet any marketing or proposal need.

Integrating Resume and Project Information Management

Combining the management of resumes and project information provides a holistic approach to showcasing your firm's capabilities. Both elements are integral to crafting compelling proposals and presentations, and their management should be interlinked for maximum efficiency and impact.

1. Unified Database Management: Use Deltek Vantagepoint as a central repository for both employee and project information, ensuring consistency and ease of access.
2. Streamlined Processes: Establish integrated workflows in Deltek Vantagepoint for updating both resumes and project information, reducing duplication of efforts and enhancing collaboration between departments.
3. Regular Reviews and Updates: Schedule periodic reviews of both resumes and project portfolios to ensure they reflect the most current and relevant information, leveraging automated reminders and scheduling tools within Deltek Vantagepoint.

Transform Your CRM Practices with Deltek Vantagepoint Workflows

Mastering the art of resume and project information management is crucial for A/E/C firms striving for excellence. Full Sail Partners' expertise, coupled with the power of Deltek Vantagepoint, provides a robust solution to streamline these processes, ensuring your firm's assets are always up-to-date and compellingly presented. Embrace these strategies to transform your information management into a strategic asset, enhancing both marketing and business development efforts.

As a next step in your journey to CRM excellence, we invite you to watch our webinar: "Automating CRM Success with Deltek Vantagepoint Workflows." You'll learn how to build and implement effective Vantagepoint workflows for CRM information collection and management, gaining insights into streamlining updates for projects in pursuit, enhancing project information management for proposals, and optimizing employee data processes. Just click the image below to watch today.

In today's fast-paced business environment, finding internal information quickly is crucial. Surveys reveal that professionals often spend a significant chunk of their time just searching for necessary data and files. Deltek Vantagepoint, with each update, continues to streamline this process, making it even more efficient for users to retrieve project data and contacts. The enhanced search functionality acts as a virtual "easy" button, empowering users in professional services firms to locate precise information swiftly, leading to more insightful dashboards and reports. Let's dive into how these improvements elevate the user experience in Vantagepoint. 

The Basics 

The Search field in Vantagepoint now offers an intuitive interface with an updated Saved Searches menu. This menu not only provides quick access to frequently used searches but also includes newly added filters and sorting options. 

Custom and Shared Searches: A New Dimension

In addition to the standard searches like “Active,” “All,” and “My Company,” the updated Vantagepoint introduces more nuanced custom and shared search capabilities. Users can now create highly tailored searches that align with their specific project needs. Shared searches, curated by Vantagepoint administrators or power users, are now more refined, displaying results tailored to each user’s role and permissions.

Navigating Saved Searches with Enhanced Preview Options

The process of navigating through saved searches has been simplified. Clicking on a search now brings up an enhanced preview box, showcasing a more detailed snapshot of the results. This allows for quicker scanning and locating of specific records.

Enhanced Record and List Views

Upon selecting multiple results, the updated interface presents a more organized record-by-record view. Users can toggle through records effortlessly and switch to the ‘List View’ for a comprehensive, sortable, and filterable table of records.

At the top of the screen, it shows the total number of records. Each one has its own page, and users can toggle through each record using the arrows next to the record numbers. Users can also see the records in List View by clicking the List icon.

List View shows all the selected records in a sortable, filterable format. They can also be edited or modified from the List View table.

Streamlining Searches with the "Active Only" Toggle Feature

In Vantagepoint 6.5 released in fall 2023, a new feature streamlines the search process: the "Active Only" toggle. This convenient filter is present in the "Find [record]" field, enabling users to swiftly narrow down their search to only active records with a simple flip of the switch.

The "Active Only" toggle remembers your preference even after you log out, ensuring a consistent and efficient search experience in subsequent sessions. This enhancement has been integrated into a variety of forms across the system, from Billing to Resource Management, ensuring that users can maintain productivity with ease.

Creating Custom Searches

Custom searches have become more user-friendly. The interface guides users through a straightforward process of defining search criteria with improved field lookups and operator options. This update ensures that users can pinpoint the exact data they need with minimal effort.

Basic Custom Search

In the Contacts Hub, click the New Search button, and the new search window will appear over the current screen.

By default, it is auto-populated with “Active” in the Contact Status field. Beneath Contact Status, there are three columns. These columns are used to define the criteria for the search:

• Field Lookup: Look up fields available within the Hub (in this case, Contacts).
• Operator: The operator options tell Vantagepoint how to look for information. For example, if the Field Type is “Firm Name,” the operator options include options like “Contains” or “Is Empty.” Date-based fields include terms like “Is Today.”
• Value: This is the “what” that the search engine is looking for, such as “ABC Company” or “March 1, 2021.”

Vantagepoint automatically generates results below the search bar. The ability to quickly preview search results allows users to tweak the search criteria until they find exactly what they need without having to open a new search each time.

From here, users can click “Apply All” to be taken to the record-by-record view of their search results.

Advanced Custom Searches: A Deeper Dive

The Projects Hub now offers more complex search functionalities. Users can perform layered searches, combining multiple criteria to drill down to very specific project data. The interface intuitively guides users through setting up these advanced searches, making it accessible even for complex queries.

By default, the Project Status in the top row is set to Active. To view dormant or inactive projects, users can click the “X” next to the status and make another selection.

To perform a more advanced search, such as all the projects assigned to a certain project manager within a certain industry, users can combine search criteria.

• In the second row, enter “Project Type” as the Field, “equals” as the Operator, and “Educational/Educational Facilities” as the Value.
• Add a new row. Enter “Project Manager” as the Field and “equals” as the Operator. Enter the project managers’ name(s) as the Value.

Note that, based on this field type, the available options for Value will appear in the dropdown box. Results that don’t match the query will appear as well but are shown as grayed out.

Advanced Search Settings: Tailored to Your Needs

The Advanced Settings in the search box have been enhanced to provide even greater flexibility. Users can now specify their search criteria at various levels – from the overall project to phase or task level, accommodating a broader range of search needs for different users.

In this case, if the project managers had been assigned to specific tasks or phases of projects, that would show up here, in addition to project-level assignments.

Leveraging Power Search for Optimal Results

These enhanced search capabilities are just the tip of the iceberg. Deltek Vantagepoint's latest version offers a wealth of features designed to optimize data retrieval for project-based and professional services firms. To fully grasp these advancements, we encourage you to explore our mini demo, which covers both the basics of searching and some more advanced searching features.

In today's fast-paced professional services firms’ environments, meetings play a crucial role in fostering collaboration, aligning teams, and achieving organizational goals. However, ineffective meetings can be a drain on productivity and morale. To ensure that meetings are valuable and efficient, it is essential to follow certain best practices. In this blog post, we will explore four key aspects of running an effective meeting: setting clear objectives and goals, planning the meeting and agenda, employing a skilled facilitator, and having a diligent note-taker.

1. Objective and Goals of the Meeting:

The success of any meeting hinges on having a clear objective and well-defined goals. Before scheduling a meeting, it is crucial to determine how it aligns with the broader growth efforts and yearly goals of both the team and the organization. By doing so, the meeting becomes a strategic tool for progress. Participants can better understand the purpose of the gathering and how their contributions fit into the larger picture.

For example, the goal of a marketing, business development, or sales-oriented meeting is to ensure you are accomplishing the goals set out in your yearly business plan. Within the Architectural, Engineering, and Construction (AEC) industry, that includes ensuring you know what is going on with your project pursuits. Key objectives in bi-weekly meetings would include knowing recently won/lost pursuits, new pursuits and managing follow-up on upcoming proposals, along with understanding resource forecast projections. An example core objective in a quarterly meeting would be evaluating where you are against your goals.  

2. Meeting and Agenda:

To run a productive meeting, careful planning is essential. The meeting should involve the relevant team members and decision-makers who can contribute to the agenda items. The agenda itself should be thoughtfully structured, with a focus on deadlines and the outlined steps needed to meet them. By sharing the agenda in advance, participants have time to review and prepare, ensuring a more engaged and productive discussion. Balancing chit-chat time and getting down to business is important, as it fosters team cohesion while still maintaining a professional atmosphere. Coming out of the meeting, attendees should know their action items and tasks to accomplish.

3. A Good Facilitator:

A skilled facilitator plays a vital role in guiding the meeting towards its objectives while ensuring active participation and collaboration. The facilitator should encourage open discussion, allowing all voices to be heard. Additionally, the facilitator should review outstanding items from previous meetings to track progress, providing context for the current discussion.

Staying focused and time-conscious is crucial, as it helps keep the meeting on track and ensures that all agenda items are addressed. If new topics arise that are not on the agenda, the facilitator can suggest moving them to a "parking lot" list, to be covered either if there is enough time or in the next meeting. A good facilitator is like a good train conductor who sees the path ahead and knows when to slow down and when to speed up to accomplish the items that are most impactful to keep the department or company running smoothly.

4. Note-Taker:

An often-underestimated role in meetings is that of the note-taker. The note-taker should diligently document meeting minutes, capturing important discussions, decisions, and action items. By doing so, a reliable record of the meeting is created which ensures that information is not lost. Clear documentation of action items, next steps, and responsible parties is crucial for accountability and follow-up.

Furthermore, sharing the meeting minutes afterward is essential to keep all participants informed and ensure that everyone is on the same page. With the advent of AI, note-taking might become a thing of the past. I know our team has been exploring software that will assist with analyzing the content, offering summaries, outlining tasks with due dates, and even providing insights based on the discussion.

Follow Key Strategies to Ensure Productive Meetings

Running an effective meeting requires careful planning, active facilitation, and diligent note-taking. By setting clear objectives and aligning the meeting with broader goals, you create a purpose-driven environment. Thoughtful planning, involving the right people, and sharing the agenda in advance help participants prepare and contribute effectively. A skilled facilitator encourages collaboration, keeps the meeting on track, and addresses outstanding items. Lastly, a diligent note-taker documents important insights and ensures that action items are clearly defined. By following these strategies, you can transform meetings into productive spaces that drive progress and foster teamwork at your professional services firm.

As Full Sail Partners launches another exciting new year, we thought it would be a great time to reflect back on the Top 5 Deltek Vantagepoint Mini-Demos of 2023! Chosen for their popularity, they showcase cutting-edge features that have resonated with users across diverse roles in professional services firms. Each leverages the expertise of our various presenters to create a profound impact on your use of Deltek Vantagepoint. Whether project managers, finance experts, or sales and marketing leaders, these mini-demos were designed to elevate your proficiency with Deltek Vantagepoint. So, without further ado, here are the top 5 mini-demos of 2023! 

#5: Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards 

Kicking us off at number 5 we have "Powering Project Success with Deltek Vantagepoint – Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards." In this demo, Theresa DePew, Senior Finance Consultant, showcases the transformative potential of Vantagepoint dashboards. She provides insights into navigating critical financial metrics such as revenue, expenses, and profitability. Theresa's expertise ensures that you not only gain a comprehensive understanding of these dashboards but also acquire the skills to make informed decisions and take proactive measures in managing your finances and projects adeptly. 

Some of Theresa’s favorite dashparts, including Profit & Loss (P&L), Accounts Receivable (AR), Cash Receipts, Billing Review, and Draft Invoice Approval, are featured prominently in this mini demo. These dashparts serve as integral tools, offering quick snapshots of income statements, simplifying collection tracking, and streamlining billing processes. Use this Deltek Vantagepoint mini demo to learn how to enhance your skills and leverage the ultimate tool for success in project management. 

#4: Different Ways to View & Manage Resources in Deltek Vantagepoint 

Learn the capabilities of Deltek Vantagepoint's Resource View with our fourth most popular mini-demo, "Powering Project Success with Deltek Vantagepoint – Different Ways to View & Manage Resources in Deltek Vantagepoint." Here, Principal Consultant, Terri Agnew, demonstrates how to make Resource View an essential asset in your resource management toolkit. 

She guides you through the three distinct capacity views offered by this powerful tool. Explore Planned Hours for a simplified understanding of your team's scheduled workload, utilize Scheduled % to identify resource allocation through a heat map, and delve into Utilization % to effectively track resource utilization against targets. This mini demo offers the insights needed to optimize your team's scheduling and utilization with Deltek Vantagepoint. 

#3: Utilize Schedule Dependencies for Resource Planning 

Coming in at our third most popular mini-demo is "Powering Project Success with Deltek Vantagepoint – Utilize Schedule Dependencies for Resource Planning." This time, Terri shows you how pivotal schedule dependencies can be for resource planning. This mini demo takes you through the creation of four distinct types of dependencies and illustrates three different methods for applying dependency relationships between phases, tasks, and labor codes. 

Terri also explains how schedule dependencies empower you to build meaningful relationships within your project, providing a holistic view of the overall schedule. This mini demo not only demonstrates the practical application of these features but also emphasizes their significance in easily updating schedules as dates change allowing you to elevate your project management capabilities. 

#2: Maximizing Efficiency and Accuracy in Invoice Creation with Vantagepoint's Mark-Up on Draft Invoices Feature 

For our second most popular spot, we have the mini-demo "Powering Project Success with Deltek Vantagepoint – Maximizing Efficiency and Accuracy in Invoice Creation with Vantagepoint's Mark-Up on Draft Invoices Feature." Here, Theresa DePew, Senior Finance Consultant, demonstrates the prowess of Deltek Vantagepoint's mark-up on draft invoices feature, showcasing how it can streamline your invoice review process, minimize errors, and enhance overall efficiency. The mark-up feature enables quick additions or removals of items, fee adjustments, and the inclusion of notes or comments for additional context.  

In this mini-demo, Theresa guides you through the creation of a draft invoice, demonstrating how to mark-up items, adjust fees, and incorporate vital notes, ensuring your clients receive comprehensive and accurate information. Also spotlighted are time-saving techniques such as reusing common billing items and tracking invoice status and history. See how Deltek Vantagepoint's mark-up on draft invoices feature can elevate your billing process and contribute to more effective client relationship management.  

#1: Project Management Oversight in Deltek Vantagepoint Dashboards 

Last, but certainly not least, we have "Powering Project Success with Deltek Vantagepoint – Project Management Oversight in Deltek Vantagepoint Dashboards” at our number 1 spot! In this mini demo, our expert, Rana Blair, Principal Consultant, demonstrates how these dashboards can revolutionize your workflows and provide invaluable insights. Whether you're a project manager, finance or project accounting professional, or a sales and marketing guru, this mini demo is tailored to focus on specific areas of business, driving your success to new heights. 

The number one rated mini demo offers visibility into crucial metrics such as budget, schedule, and resource allocation, allowing you to identify potential issues and take proactive steps to keep your projects on track. Rana also points out her favorite dashboards and dashparts, including My Team’s Project Performance Dashboard, My Project Performance Dashboard, and My Project Percent Complete Entry from Dashboards. Get crucial insights into budgets, schedules, and resources to elevate your project management game. 

Powering Your Project Success in 2024 

Now that you’ve been able to review the Top 5 Deltek Vantagepoint Mini-Demos of 2023, it is an ideal time to choose what topics best fit your professional services firm. Whether you're needing to sort out your finances, manage resources, create invoices, or keep tabs on projects, these top five mini-demos can help ensure you get better at fully utilizing your Deltek Vantagepoint system in the new year. They are available to watch on demand, and as always, Full Sail Partners would love to assist you in further exploring these Deltek Vantagepoint features.  

To find these mini demos as well as the others that are part of our Powering Project Success with Deltek Vantagepoint click the image below. 

The end of the year is just around the corner, and with so much left to do, we'd like to offer you insights from our team to ensure the transition into the new year is as seamless as possible. Each person brings a unique viewpoint, and together, we've compiled a practical guide for professional services firms. It's more than just a checklist—it's a roadmap to help you tackle the challenges and opportunities that come with wrapping up one fiscal year and starting another. So, let's jump into these tips from our experts and get ready for a smooth transition into the new year. 

Streamlining Your Project Pipeline in Deltek Vantagepoint CRM

As we approach the end of the year, we first must emphasize the importance of reviewing and refining the project pipeline in Deltek Vantagepoint CRM. This strategic move goes beyond database maintenance; it ensures a more accurate forecast of potential revenue for the upcoming year.  

Our Marketing Manager, Lindsay Diven, suggests focusing on these tasks: 

Assess Project Stages and Estimated Fees

Evaluate the current pursuit stages of each project and categorize them based on proposal status, shortlisting, or other decision stages. This step helps understand resource engagement and identify potential revenue stagnation points. Additionally, review estimated fees for relevance based on market trends and project scopes. 

Update Probabilities and Close Dates

Review and adjust probabilities and close dates to reflect the current likelihood of project success. Pay special attention to potential projects with outdated close dates. This ensures a realistic view of the pipeline's health and potential revenue. 

Take Decisive Action on Stale Pursuits

Avoid the common pitfall of holding onto pursuits unlikely to materialize. Take decisive action on pursuits with outdated close dates. Revive projects with potential, or close out those with no activity, allowing for a more focused pipeline. 

To prepare for 2024, cleaning up the project pipeline is an essential step for professional services firms in preparing for the new year. Ensure the CRM reflects the most current and accurate data, enabling a strategic approach and better resource allocation for 2024. 

Navigating Year-End Software Updates for Seamless Financial Operations

Regarding software, staying ahead of the curve will ensure the smooth continuation of your financial processes and position your professional services firm to adapt swiftly to any changes in tax regulations or reporting requirements. 

The Crucial Role of Software Version Management

Heath Harris, our IT Services Support Manager, underscores the critical role of software version management as we approach the year-end. Specifically, he emphasizes the significance of ensuring that your professional services firm is operating on the latest two versions of Vantagepoint. This strategic move is not merely a technical necessity; rather, it holds the key to unlocking seamless year-end tax and 1099 updates within the Deltek Vantagepoint system. 

The importance of this directive becomes even more apparent when considering the complexity of year-end financial processes. Staying current with software versions not only guarantees access to the latest features and enhancements but also safeguards your financial systems against potential vulnerabilities. In a landscape where regulatory changes can occur swiftly, being on the cutting edge ensures your financial team is well-equipped to handle any updates or modifications required for compliance.

Navigating Deltek Vision's Year-End Update

Heath also provides a heads-up about Vision's anticipated year-end update slated for mid-December. This message is particularly pertinent for those professional services firms relying on Vision for payroll processing and managing 1099s. Timely awareness of Vision's update schedule allows your team to plan and execute necessary updates and upgrades with precision.  

Financial Preparedness for the New Fiscal Year

In navigating the complexities of financial management, one of our Senior Consultants, Lisa Ahearn, imparts two beneficial tips that can significantly impact your professional services firm’s fiscal preparedness for the upcoming year. 

Initializing 1099 Reporting

Lisa's first critical tip centers on the initiation of 1099 reporting. After completing the Accounts Payable (AP) payment runs for the current fiscal year, and upon opening the new fiscal year, Lisa advises firms to proactively initialize their 1099 reporting. This strategic move is not merely an administrative task but a pivotal step in ensuring that your organization is well-positioned for accurate and timely reporting as you transition into the new fiscal year. By initiating this process before any payments are made in 2024, you pave the way for a seamless and compliant handling of 1099 reporting obligations.

Initializing the New Benefit Accrual Year

Lisa's second tip underscores the importance of initiating the new benefit accrual year. After finalizing all benefit accruals and adjustments for the current fiscal year, and upon the commencement of the new fiscal year, Lisa recommends taking proactive steps to initialize the benefit year. This strategic move is a proactive measure that ensures your firm is ready to handle benefit accruals in the upcoming year efficiently. By initializing the benefit year before any accruals are done in 2024, you set the stage for accurate tracking and management of employee benefits, contributing to a smooth and compliant benefits administration process. 

Elevating Year-End Efficiency with Vantagepoint 6.5 Features

Designed to enhance year-end processes and elevate overall operational efficiency, Joel Slater, our Client Solutions Manager, offers two game-changing features in Deltek Vantagepoint 6.5. These are invaluable tools that professional services firms should take advantage of during year-end transitions. 

Unlocking Efficiency in Invoice Approvals

Joel highlights the power of Intelligent Character Recognition (ICR) in Vantagepoint 6.5, emphasizing its ability to perform Automated AP Magic. This cutting-edge feature streamlines the traditionally time-consuming task of invoice approvals. By leveraging ICR, professional services firms can automate the extraction of relevant data from invoices, saving substantial time and ensuring accuracy in the approval process. Joel's insight positions this feature as a cornerstone for organizations seeking to streamline financial workflows, a crucial aspect in ensuring a smooth year-end transition. 

Visualizing Crucial Metrics with Precision

Joel also invites users to step into a KPI wonderland with the introduction of the Key Performance Indicator (KPI) Dashpart in Vantagepoint 6.5. This feature transforms data evaluation into a dynamic visual experience. Users can now highlight crucial metrics with conditional formatting, offering a comprehensive and visually engaging representation of key performance indicators. This not only enhances the clarity and insight derived from data but also empowers decision-makers with a more intuitive understanding of their professional services firm’s performance. As businesses navigate year-end reviews and planning, this becomes another invaluable tool for strategic decision-making and performance analysis. 

Cultivating Positive Leadership for Year-End and Beyond

Finally, in the realm of leadership and team dynamics, Sarah Gonnella, our VP of Marketing and Sales, shares some interesting insights on the importance of fostering a positive workplace culture, especially pertinent during the holiday season and into the year-end. Her guidance extends beyond conventional business strategies, emphasizing the pivotal role of positive leadership in shaping a thriving and motivated team.  

Advocating for compassion, active listening, constructive feedback, empowerment, and encouragement of self-care, she aims to create a supportive environment that acknowledges the human aspect of work. Sarah's holistic leadership philosophy serves as a compass, guiding teams not only through the holiday season but also into the new year, fostering resilience, innovation, and collective success. 

Position Yourself for a Prosperous New Year

As we wrap up 2023 and get ready for whatever 2024 throws our way, our team at Full Sail Partners wants to share some helpful insights. We aim to make it easier for our clients and other professional services folks to handle year-end stuff smoothly and start the new fiscal year on a good note. Whether it's simplifying how you work, keeping up with software updates, or promoting positive leadership, we hope these tips come in handy as you finish up your year and kick off a new one. Looking for extra tips to ensure a successful year-end? Explore our webinar, "Sleigh Your Year-End with Full Sail Partners," and get even more valuable insights from our team! 

For marketing professionals and business developers in project-based firms, managing client relationships effectively is critical. Deltek Vantagepoint workflows provide powerful tools to automate and enhance your CRM processes, ensuring your team stays ahead in your competitive markets.

Below are five different CRM workflow examples that you can create in Vantagepoint to help speed up and automate your data management processes. Read to the end to get a bonus tip and some additional information about workflow actions and maintenance.

1. Automate Role Assignments for Efficiency

Consider the setup of a new potential project within your CRM system. The usual process may involve manually assigning a client manager or principal based on client relationships and organizational hierarchies—a task prone to human error and time-consuming cross-referencing. However, with Deltek Vantagepoint workflows, these assignments can be automated.

CRM Workflow Example: When you enter a new potential project into the system, the workflow can automatically assign the client manager and principal based on predefined rules related to the client and their organization. This not only reduces the potential for errors but also streamlines the process, freeing up your team to focus on strategy and client engagement.

2. Proactive Alerts for Immediate Action

Alerts are a critical component of staying proactive and responsive. In Deltek Vantagepoint, workflows can be set to trigger alerts—both emails and notifications—based on specific conditions within the CRM.

CRM Workflow Example: When a project’s stage is changed to “Won” or “Awarded,” an automated email can be sent to the project team, finance, and operations, prompting them to continue the project setup process. This seamless communication ensures that everyone is on the same page and ready to move forward without delay.

3. Uphold Data Quality with ‘Data Police’ Workflows

Data integrity is a non-negotiable aspect of CRM systems. Workflows in Deltek Vantagepoint can act as your 'data police', ensuring that data quality is maintained without the need to make every field mandatory.

CRM Workflow Example: If a new contact is added without crucial information such as their title or email, a workflow can display an error message, prompting the user to complete these fields before saving. This enforces data integrity rules while maintaining user-friendliness. Similarly, if a field critical for project execution is missing—such as a contact’s role or key project detail —a warning can prompt the responsible party to complete this information before proceeding.

4. Automated Reminders for Timely Follow-ups

Workflows can also be employed to keep your team on track with their responsibilities, from updating records to renewing licenses.

CRM Workflow Example: If a proposal’s due date passes without a change in its stage, a workflow can automatically send a reminder to the responsible team member. Similarly, reminders for license renewals or contract expirations can be set, ensuring compliance and uninterrupted service.

5. Dynamic Field Requirements Across Pursuit Stages

Tailoring the amount of information required at different stages of a project pursuit can greatly enhance CRM efficiency, a strategy highlighted by Stacey Ho from Otak. In Deltek Vantagepoint, workflows can be set up to adjust field requirements as a project moves from an early pursuit stage to a contracted project.

CRM Workflow Example: At the “proposal submitted” stage, the workflow might prompt users for comprehensive data including estimated fee, project manager name, etc., while at the “lead” stage, it focuses on basic project information like client name and project name. This ensures relevant and timely data collection without overwhelming the user.

Implementing Stacey Ho’s approach in your Deltek Vantagepoint workflows means your data collection is as dynamic as your pursuits, ensuring you have the right information at the right time to make informed decisions.

Bonus Tip! Proactively Audit Your CRM Data with Scheduled Reports

Regular data audits are crucial for maintaining the accuracy and relevancy of your CRM system. While not technically a workflow, you can leverage the power of monthly scheduled reports to keep your data in check. Instead of overwhelming annual audits such as when you’re preparing your firm’s holiday cards, monthly reports break down the data review process into manageable segments. This allows for more frequent and focused evaluations of your CRM data, ensuring its ongoing accuracy and usefulness.

And a bonus to routine data auditing is that you can see who is creating the records and use these monthly reports as an opportunity to do continuous CRM training!

Example: Set up a monthly report in Deltek Vantagepoint to track new and modified firm and/or contact records. This report can highlight changes in contact details, the addition of new firms, or updates to existing records. You can also create these reports to show you who created the record. By regularly reviewing this report, your team can quickly identify and rectify discrepancies, update obsolete information, and confirm the integrity of new data entries.

These reports enable your team to proactively address data discrepancies and maintain a high standard of data quality. Regular monitoring ensures that your CRM database is not just up to date, but also a reliable foundation for your marketing and business development activities. Diverse Workflow Types to Enhance Your CRM Approach with Deltek Vantagepoint In the realm of CRM management using Deltek Vantagepoint, it's vital to recognize the different types of workflows available to optimize your processes.

User-Initiated vs. Scheduled Workflows

User-Initiated Workflows: These are activated by direct interaction—when a team member makes a change to a record and meets certain criteria, the workflow jumps into action. This hands-on approach ensures that workflows are triggered by deliberate updates, making sure that every client interaction is captured and acted upon.

CRM Workflow Example: A director of marketing updates the status of a marketing campaign. Upon saving, a user-initiated workflow can trigger a sequence of follow-up tasks for the team to execute, ensuring that no opportunity for client engagement slips through the cracks.

Scheduled Workflows: This workflow type functions autonomously, running at predetermined times regardless of user activity. It’s the silent engine in the background, keeping the CRM machine well-oiled and functional without the need for constant user intervention.

CRM Workflow Example: Imagine a scheduled workflow that evaluates project stages every Friday at 5 PM. If a project in an “In Pursuit” stage step has been idle for a certain period (more than 60 days, for example), the workflow can prompt a notification to the assigned business developer to take action.

Workflow Actions: The Muscle Behind Automation

Workflow actions are the actual mechanisms by which automation is applied within your CRM. While these may vary across different systems, Deltek Vantagepoint offers a robust selection of actions:

• Errors or Warnings: These are crucial for maintaining data accuracy. If a field is incomplete or incorrect, the system can flag this with an error or warning—either as a simple notification or by preventing the user from proceeding until the issue is rectified.
• Email Alerts: Tailored emails can be dispatched to specific individuals or groups based on their role or involvement with a record, such as notifying a Project Manager when a project is awarded.
• Alert Notifications: Similar to email alerts, you can send a notification to a selected person or group when the conditions that you specify for the workflow are met, ensuring visibility and prompt attention.
• Field Updates: Changes in one part of the record can trigger updates in another, keeping the data congruent and up-to-date without manual entry.
• Activity Creation: A core function in Deltek systems, this action can, for instance, automatically schedule a debriefing meeting when a project is marked as lost.

Advanced users may also employ more complex actions such as executing stored procedures or SQL scripts, providing a level of customization and control suited to unique business requirements.

Incorporating these varied workflows into your CRM strategy with Deltek Vantagepoint not only increases efficiency but also provides a structured, error-minimized approach to client relationship management. Understanding and utilizing the full spectrum of workflow actions available in Deltek Vantagepoint is key to harnessing the full potential of your CRM system, turning routine data management into strategic asset management.

Regular CRM Workflow Maintenance

Maintaining the efficiency and accuracy of your workflows is as crucial as setting them up. Julie Huval from Beck Technology shares a proactive approach to ensure that your Deltek Vantagepoint workflows continue to function optimally.

Biannual Workflow Checkups: To keep workflows running smoothly, it’s important to conduct regular maintenance. Beck Technology implements a biannual cleaning routine, which involves revisiting and updating their workflows to ensure they align with current business processes and data requirements.

Example: Julie maintains a running list on their Kanban card of items to be reviewed and cleaned every six months. This list serves as a living document, constantly updated with new items identified by the team. When the scheduled cleaning quarter arrives, a new Kanban card is created from this master list to guide the cleaning process, ensuring nothing is overlooked.

Adopting a similar maintenance strategy for your Deltek Vantagepoint workflows, as practiced by Julie Huval and her team at Beck Technology, can significantly enhance the longevity and effectiveness of your CRM system. Regular maintenance not only keeps your workflows aligned with your current business needs but also paves the way for continuous improvement and efficiency in your data management practices.

Leverage Deltek Vantagepoint CRM Workflows for Competitive Advantage

By embedding Deltek Vantagepoint workflows into your CRM strategy, you can enhance the productivity of your marketing and business development teams. The automation of mundane tasks, timely alerts, strict data governance, and the setup of automated reminders can transform the pace and precision of your client management operations, ultimately contributing to a streamlined, efficient, and more profitable business practice.

As we've explored the various ways Deltek Vantagepoint can revolutionize your CRM strategy, remember that these insights are just the beginning. To truly harness the full potential of these dynamic workflows, firsthand experience and guidance are invaluable. We invite you to watch our webinar, where we'll dive deeper into the practicalities of setting up and optimizing various CRM workflows in Deltek Vantagepoint. Click the image below to access the webinar.

Welcome to the final installment of our comprehensive series recap of the 44th Annual Deltek Clarity Architecture and Engineering (A&E) Study. Today, we embark on an in-depth exploration of the financial management trends found in the newest Deltek Clarity A&E Industry Report which focused on 2022 fiscal data. This report offers a rich tapestry of insights, shedding light on the critical financial dynamics that are currently influencing the industry.   

A Year of Remarkable Financial Success

In 2022, A&E firms achieved remarkable financial success, building on the bullish goals they set for themselves in 2021. One of the standout trends in the industry was the ability of firms to leverage direct labor costs and subconsultants effectively to drive increased revenues in 2022, leading to substantial improvements in operating profit (EBIT). Notably, revenue growth outpaced growth in headcount and wages, and firms achieved gains across various financial metrics.

This indicates the ability of A&E firms to make strategic investments during favorable economic conditions. On average, firms’ financial performance outshone expectations. To sustain this momentum, firms must continue to focus on key financial management trends and top financial initiatives.

Addressing Top Financial Challenges

As we look into the financial landscape of 2023, it's important to note that the most prominent challenges faced by A&E firms remain consistent with those of previous years.

• Finding and Retaining Qualified Staff: This is the most prominent financial challenge identified by firms in 2022 and it remains the top concern, with 65% of A&E firms identifying it as one of their top three challenges.
• Increasing Profitability: 45% of respondents indicated that increasing profitability was one of their top challenges. To handle this, A&E firms continue to refine their strategies and use technology and process improvements to reduce project delivery costs, particularly for time-intensive and manual tasks.
• Managing Growth: Tied with increasing profitability, growth management is a concern for 45% of companies in the A&E sector. Firms must address the challenge of managing growth effectively by balancing robust pipelines of new projects with existing resources to ensure profitable project delivery despite rising costs.

Financial Improvement Initiatives

Once again, this year’s financial improvement initiatives are very similar to the previous year. Below are some of the critical initiatives that A&E firms have highlighted as requiring attention throughout the current year and into the next:

• Business Process Improvements: The most significant initiative of the year, as indicated by over half of the firms surveyed (55%), is prioritizing business process improvements in their financial strategies.
• Training Project Managers on Financials: Ensuring that project managers have a strong understanding of financial management principles is essential for optimizing project delivery. This initiative was the leader in last year's results, but it has dropped to a close second this year with 52% of A&E firms citing a need for improvement.
• Increase Talent Spending: Investing in hiring and retaining top talent is critical to achieving sustainable growth. By attracting and retaining the industry's brightest minds, A&E firms not only ensure their competitive edge but also foster a culture of innovation and excellence that permeates every project they undertake.
• Better Managing Growth: A&E firms recognize the need to drive efficiency and effectiveness in pipeline management, talent development, project execution, and cash flow management. Streamlining these critical aspects of their operations allows them to not only meet client demands but also adapt swiftly to industry changes, ensuring long-term viability in an ever-evolving market.
• Business Process Improvements: By identifying and implementing process improvements, sucA&E firms can reduce time-consuming manual tasks, minimize errors, and enhance productivity, ultimately freeing up resources to focus on strategic initiatives that drive growth and innovation.

The Path Forward for Financial Management

This section of the 44th Deltek Clarity A&E Industry study delved deep into the financial management trends within the A&E industry, offering a comprehensive view of the financial dynamics shaping this sector. This year we witnessed remarkable financial success, with firms strategically leveraging their resources to achieve impressive revenue growth, outpacing the expansion of their workforce and wage costs. As they continue to navigate the ever-changing economic landscape, these A&E firms must remain vigilant in their approach to financial management.

To gain a more comprehensive understanding of this year's financial trends and their implications for the architecture and engineering sector, we encourage you to explore the complete 44th Annual Deltek Clarity A&E Report. It provides an in-depth analysis and a wealth of insights, serving as an invaluable resource for professionals and organizations in this ever-evolving industry.

As we approach the end of 2023, there is no time like the present to prepare for the year-end close which marks the final accounting process to wrap up the fiscal year. Advanced planning and organization can significantly ease this process for your accounting team, assuring a seamless transition into the new year. In this blog, let’s go over some of the most important items to help ensure a smooth transition to the new fiscal year in Deltek Vantagepoint and Vision.  

Document and Organize Your Procedures

Start by meticulously documenting your year-end procedures, encompassing not only tasks performed in Deltek Vantagepoint and Vision but all accounting functions. This comprehensive reference guide will not only assist your team this year but also in the years to come. Additionally, when creating your accounting calendar, ensure that it covers a wide spectrum of financial activities, not just limited to year-end tasks. This holistic approach is key to ensuring that all aspects of your financial management are well organized. It is also essential to share the accounting calendar with the entire staff so that they understand expectations. This is particularly necessary, especially surrounding timesheet and expense report deadlines.

Common Year-End Tasks

Year-end tasks are crucial for maintaining financial integrity. Here are some common practices among professional services firms:

• Reconcile All Cash Accounts: This crucial task ensures that your financial records accurately match your bank statements. It's a good practice to not only verify transactions but also check for any unusual or unexpected entries that might need adjustments.
• Credit Card Reconciliations: In the digital age, credit card transactions are commonplace. Ensure that you capture all credit card transactions, making expense reporting a priority. An accurate representation of these expenses is vital for your financial health.
• File Reconciliation Report: Regular monitoring is the key to catching discrepancies between your general ledger and subledger reports. A monthly check helps in identifying issues early, making year-end reconciliation smoother.
• Final Invoicing: Efficiently processing all client invoices ensures that you're not leaving any revenue on the table. It's the last opportunity to capture income for the fiscal year.
• Review Outstanding Accounts Receivables: Diligently following up with clients who have outstanding accounts receivable beyond 30 days can improve your cash flow. Sending past-due statements and making personal contact can expedite collection efforts.
• Review Unbilled Detail: Properly addressing time and expense transactions that cannot be invoiced helps in accurately reflecting your financial position. Writing off these unbillable expenses is an important step to keep your records accurate.
• Fixed Assets: Beyond the regular tasks, don't overlook the assessment of fixed assets. Verify their ownership and depreciation, making necessary adjustments. This action ensures that your balance sheet reflects the current state of your assets.
• Employee Expenses and Accounts Payable: Ensuring that all accounts payable vouchers are recorded accurately is vital. Making contributions to retirement plans and paying vendors and employee expense reports promptly is also a best practice for year-end.
• Notes Payable: Maintaining alignment between your balance sheet and lender statements is essential. This step can prevent errors or discrepancies in your financial statements.
• 1099 Forms: Ordering 1099 forms is just the beginning. Make certain that you have collected W-9 forms from vendors or contractors who met the $600 threshold during the year. Timely mailing of 1099 forms is important for compliance with tax regulations.
• W-2s: If you handle payroll, don't forget to order and mail W-2 forms by the January 31st deadline. Timely distribution of these forms ensures that employees can file their taxes without delays.
• Budget for Next Year: Setting up your general ledger budget for the upcoming year is a crucial financial planning step. It helps in aligning your financial goals with your operational strategy.

Deltek Customer Care Access

Each year Deltek puts together a year-end guide and checklist. Authorized users would log into Customer Care. Under the section "Learn", click on the option called Year-End Resources. You will then select your product, Vision or Vantagepoint and press "Go". There are Year-End Documentation and Year-End Videos. These complimentary, informative year-end videos are available on-demand viewing 24/7. The training sessions will guide you on how to perform year-end closing for general ledger, accounts payable and payroll, troubleshoot any issues that may arise during the year-end close process, and answer frequently asked questions. 

Be Prepared to Close Out the Year

Ensuring a smooth transition to the new fiscal year in Deltek Vantagepoint and Vision is an important part of the process. When opening the first period of your fiscal year, you're simultaneously launching the new fiscal year.

Several initialization utilities are required based on your professional services firm’s accounting calendar including Open New Period, Open New Benefit Year, 1099 Initialization, and Open a New W-2 Quarter/year. It's important to follow through with these utilities meticulously. If your firm’s database is configured for Multicompany, these utilities would have to be performed in each active company.

Be on the lookout for Deltek's Year-End update at the end of December, which contains tax updates for payroll users. Additionally, refer to Deltek's Vision and Vantagepoint Year-End guide for more detailed information on the year-end closing process. Planning and organization are key to ensuring a smooth year-end close and preparing for a successful start to the new fiscal year. With these additional tasks and tips, you'll be well-prepared for a seamless year-end transition and can confidently set your sights on the financial year ahead.

In today's rapidly evolving business landscape, the demand for seamless remote access to critical data is paramount for professional services firms. You may already have encountered the Deltek Touch Time and CRM mobile applications and have a strong desire to empower your employees while they’re on the go, allowing them to leverage the capabilities of these apps to access your Deltek Vantagepoint data remotely. Whether you envision your staff accessing data from the comfort of their homes and abroad, or you foresee the immense value it can bring to project managers working in the field, we understand that venturing into Deltek Touch Time and CRM mobile applications to access from the web can seem like a daunting prospect. So, in this blog, let us address your concerns and delve into the benefits and safety measures involved for your professional services firm and try to allay your fears.  

Safety and Security

First and foremost, we realize that security is of the utmost importance to your professional services firm. However, when properly deployed with Secure HTTP and a robust password policy, accessing your Deltek Vantagepoint data from anywhere becomes as secure as accessing your online banking information. Your professional services firm’s data integrity remains intact, and you can trust that your business information is protected.

Cost-Effectiveness

Furthermore, for professional services firms, we know that the financial aspect of offering another feature is always a big concern. Yet, with Deltek Touch Time, the cost implications are minimal. The primary expense lies in the initial setup, generally taking no more than an hour or two. The foundation for this access is already embedded in your existing Deltek Vantagepoint installation. So, you can rest assured that the transition to remote access is cost-effective and well worth the investment.

Ease of Configuration

Moreover, configuring Deltek Touch Time for web access is a straightforward process, especially for a single server installation. It can be executed with minimal downtime or even scheduled for after-hours operation with careful planning. In cases where multi-tier installations are involved, there may be a bit of added complexity, but these nuances are well-understood and can be expertly addressed. The Full Sail Partners’ team has a wealth of experience assisting numerous professional services firms in navigating this transition, and we encourage you to reach out to us for any necessary support.

How Can You Access These Features?

Finally, you may be wondering, how do you open Deltek Vantagepoint to the internet to allow your professional services firm’s employees access to new features like Deltek Touch? It’s easy, just follow these steps:

• Modify your Firewall: Adjust your firewall rules to permit port 443, which facilitates secure HTTP traffic, to be forwarded to your Vantagepoint server. We advise that you test the setup at this point by visiting your Vantagepoint login page, ensuring that everything is still functioning correctly.
• Checking Domain Accessibility: Verify that the Fully Qualified Domain Name (FQDN) is accessible both internally and externally. Minor adjustments to your Domain Name System (DNS) settings may be necessary to achieve this.

By following these steps, you will seamlessly enable access to Deltek Vantagepoint from both onsite and offsite locations. Once this is confirmed, you can promptly inform all users to utilize the Touch links for their Deltek Vantagepoint requirements. How convenient is that?

Access to Data from Anywhere is Within Your Grasp

The transformation to accessing Deltek Vantagepoint data from anywhere, at any time, is well within your professional services firm’s grasp. You can enjoy the peace of mind that comes with knowing your data is securely protected while remaining readily accessible to all your employees whenever it is needed. We encourage you to share your thoughts regarding having seamless remote access to your essential data with us, and if you require any assistance or guidance, do not hesitate to contact our knowledgeable team at Full Sail Partners.

Deltek Vantagepoint announces an exciting new update, offering a wealth of tools and features to continue to increase collaboration and productivity for project-based firms. Vantagepoint 6.5 includes a substantial release filled with enhancements across multiple modules that benefits different user groups. In this article, I’ll be covering the top 5 features that I think will have the biggest impact in the daily usage. Without further ado, let’s jump right in! 

1. Accounts Payable (AP) Invoice Approvals Enhancements

This update brings significant time-saving enhancements to AP Invoice Approvals, including improvements to Intelligent Character Recognition (ICR), the introduction of a new field, and more. 

• Intelligent Character Recognition (ICR): One of the standout features of this update is the integration of ICR for AP Invoice Approvals. With ICR, Vantagepoint can read details from uploaded AP Invoice files and automatically populate several key fields in the AP Invoice Approval form. These fields include Vendor, Address, Invoice, Invoice Date, Invoice Amount, and even Currency if you work with multiple currencies.  
• Streamlined AP Invoice File Uploads: When you upload an AP Invoice file, the system provides a preview pane on the right side of the AP Invoice Approvals form, displaying the uploaded document. While this update may seem small, it’s incredibly helpful when managing multiple files within the same AP Invoice.  
• Invoice Amount Field: ICR automatically populates the Invoice Amount field on the AP Invoice Approvals form with the total amount from the uploaded file. This field is now always editable, ensuring that the value matches the total amount in the Project Information grid. If there's a discrepancy, the system will display a warning message upon submission. 
• Adjustable Right Pane: In the Transaction Center, when viewing the AP Invoice Approvals form in Detail View, you can now display a PDF of the AP invoice in a preview pane on the right side. This convenient feature allows you to simultaneously review the invoice while making edits to the invoice and project information. 

2. Smoother Vantagepoint Connections with API Enhancements 

Deltek Vantagepoint 6.5 introduces an array of powerful API enhancements to streamline your workflow. With new AP Invoice Approval API Endpoints, Third-Party Integrations API Endpoints, and the PUT Post Timesheet Entry API Endpoint, integrating with Vantagepoint has never been smoother. 

• AP Invoice Approval API Endpoints: For those integrating with Vantagepoint, new API endpoints for AP invoice approvals are now available. These endpoints adhere to existing validations, restrictions, and security requirements at the application level, ensuring seamless integration. 
• Third-Party Integrations API Endpoints: Another API-related enhancement is the introduction of Third-Party Integrations API endpoints. Just like the AP Invoice Approval endpoints, these follow established validation, restriction, and security protocols. 
• PUT Post Timesheet Entry API Endpoint: To simplify timesheet management, the new PUT Post Timesheet Entry API endpoint allows you to post timesheets for individual employees or multiple employees at once. This API endpoint respects existing validations, restrictions, and security measures. 

3. Long-Awaited Dashparts Types  

The latest additions to Vantagepoint Dashparts offer customized metric presentations, extended role-based security, and improved functionality, streamlining operations for efficient data access and evaluation. 

• Key Performance Indicator (KPI) Dashpart Type: With this new dashpart type, you can highlight crucial metrics for better data evaluation. Other customization features include changing the background and text colors, turning on/off sorting, selecting the date ranges, adding calculations, adding filters, and more. Even more, you can use the conditional formatting that will dynamically change the tile color when comparing KPI values to static values. 
• Firm Dashpart Base: This new dashpart base displays firm-related information from the Firms hub, including vendors, clients, competitors, or government agencies. This enables quick access to relevant firm data directly from your dashboard. 
• Role-Based Security for More Dashpart Bases: Role-based security settings, previously available for Employee dashparts, are now extended to several other dashpart bases, including AR Detail, Project, Project Detail, and Firm. This enhances data security and access control within your organization. 
• Timesheet Floor Check System Dashpart: This new dashpart empowers you to perform employee timesheet floor checks directly from your dashboard. This feature replicates all actions available in the Floor Check dialog box in the Timesheets module, such as sending reminders, opening or printing timesheets, and checking timesheets from different periods. 
• Dashpart Calculations: You can now create dashpart calculations based on selected columns in the current dashpart. These calculations respect filters and date ranges applied to the columns, allowing for more precise data analysis. Dashpart calculations are different from calculated fields, which are formulated from all available fields of a dashpart base. 
• New Columns for the Project Detail Dashpart Base: Additional columns have been added to the Project Detail dashpart base to enhance cash flow visibility for clients using Paid when Paid (PWP) payment terms. These columns provide insights into invoice status, discounts taken, payment dates, and more. 
• Update to the AR Comment Column: Users can now add or edit AR comments directly from drill-to dashparts with the AR Detail dashpart base, simplifying AR management. 

4. Improved Labor Resource Assignments and Unit Planning 

Deltek Vantagepoint 6.5 brings notable enhancements to the Planning module, aimed at improving the management of labor resources and unit planning within your projects. 

• Fill Labor Resource Assignments with Planned Hours: On the Labor tab of the Plan form, a new feature called "Fill Hours Per Day" empowers you to assign planned hours to workdays for labor resources based on specific criteria. You can choose to allocate hours based on a set number of hours per workday or a percentage of the employee's hours per day. This streamlines the process of planning labor resources and ensures more accurate assignments. 
• Unit Planning Enhancements: Unit Planning has also received improvements, allowing you to view planned, actual, and baseline unit data more effectively. This includes the ability to display sub-rows for unit quantities, cost, billing amounts, and allocation in each calendar period of your project plan. Additionally, you can now specify unit planning data export settings based on the desired timescale, whether by day, week, or month. 
• Plan Expenses and Consultants in Calendar Periods: For companies using the Resource Planning module and planning expenses and consultants, Vantagepoint 6.5 introduces the ability to plan expense and consultant amounts in calendar periods within the Plan module. This feature enhances the granularity of your planning capabilities. System administrators can configure these options in Settings, and individuals can modify them for specific plans if they have the appropriate access rights. 
• Show the Critical Path on the Gantt Chart: When it comes to project scheduling, understanding the critical path is crucial for project managers. In Deltek Vantagepoint 6.5, you can now visualize the critical path of your project directly on the Gantt chart within the Schedule tab of the Plan form. The critical path represents the sequence of tasks or phases that cannot be delayed without affecting the project's completion date. By toggling on the "Show Critical Path" option above the schedule grid, tasks or phases on the critical path are highlighted in red, making it easier to identify and manage them.

5. New Workflow Functionality

The workflow functionality in Deltek Vantagepoint has been enhanced with two significant features: 

• After Completion Workflow Type: Vantagepoint 6.5 introduces the "After Completion" workflow type for Application workflows. This workflow type allows you to define additional actions that should occur on a transaction after it has been successfully posted to the database. This feature enhances automation and customization capabilities within your workflows, enabling post-processing actions tailored to your organization's needs. 
• Support for Alternate Approvers: In the Approval workflows, a new set of options has been introduced to support alternate approvers. These options include "Do Not Allow Employees to Approve More than Once," which prevents an assigned approver from approving a record more than once, and "Do Not Allow Employees to Approve Records They Have Created," which prevents approvers from approving records they themselves created. These options enhance workflow management, impartiality, and control in the approval process. 

Enhancements Abound with Deltek Vantagepoint 6.5

Deltek Vantagepoint 6.5 introduces a wide range of enhancements and features designed to streamline operations, enhance security, and improve functionality across various modules. These updates empower organizations to make more informed decisions, increase efficiency, and maintain data accuracy in their day-to-day operations. With these improvements, Vantagepoint continues to evolve as a powerful and versatile solution for project-based businesses. To see these improvements and more, make sure to watch our “What’s New in Vantagepoint 6.5 Webinar” by clicking the image below.

For many years, project-based firms have utilized multiple technology platforms to track different pieces of crucial information. Perhaps human resources, finance, marketing, and project managers all have been using a separate platform at the same firm. How does information flow? Is it a manual process, are the systems integrated, or does everything stay siloed? There are numerous benefits to housing enterprise resource planning (ERP) and client relationship management (CRM) information in ONE accessible platform. Here in this blog, let’s check out 6 reasons for project-based firms to have an integrated CRM and ERP.

#1 Simplify, Streamline, and Save

We all want to streamline relevant business and project-based matters where we can, right? Having all CRM and ERP data in one platform, the information only needs to be entered once. ONE TIME. The data entry point can vary from browser to app, to Outlook, or to another platform, but it ultimately only gets typed in once. When integrating CRM and ERP, gone are the days of having to search through multitudes of emails to find out who last spoke to the pertinent client to get important details.

Additionally, having ERP and CRM systems together as one may be a cost savings as well. There's no additional hosting, no, or less, integrations to manage, and no additional platform to learn, maintain, and train on. This is a prime example of the concept that "less is more."

#2 Find the Latest Information with Less Noise

Just think of employee-client interactions and the information that is gathered as a firm resource. Business resources, especially for project-based firms, are meant to be shared efficiently, and that information should be available when others need it. Furthermore, new information is constantly coming in and a CRM tool provides your teams a platform to document and share this information, keeping everyone informed. With one clear space to keep this information organized, you can expect fewer logins, fewer emails, and less noise. Moreover, if CRM data is captured timely and correctly, it takes significantly less time to research the latest communications with clients. This activity tracking can help keep pursuits and projects on track.

#3 Increased Collaboration

Roles within a project-based firm sometimes have a defined description, and oftentimes the same information can be significant to different roles within the business. Whether it's key performance indicators (KPIs), pipeline reports, win rates, resume information, or contact lists, having ERP and CRM data in one place promotes collaboration between departments. This is especially true with human resources, finance, and marketing groups. This sharing of data located in one place allows understanding of other areas of the company, thereby creating a healthier collaborative environment firm-wide.

#4 Transparency Allows for Productivity

Executives, managers, leaders, and even staff, in project-based firms, want to know what work may be coming up. While they all may have their specific reasons for this knowledge, they shouldn't have to rely on someone else to distribute the information that they are looking for when they need it for their own purposes. Transparency can keep employees at all levels informed and therefore productive. And why not allow them to see this information on the platform in which they are already working? 

Whether it's timesheets or project records, most employees are in their firm's ERP daily and should be able to quickly access what information they desire in one place. Employees should have the ability to see the big picture as well as drill down to their specific information.

Take for example, that according to the 44th Annual Deltek Clarity A&E Industry Study, win rates were strong among A&E firms, but there was a decline in the number of proposals submitted. Having the visibility of win rates certainly allows for a stronger Go/No-go process, which allows project-based firms to be selective, and effective, in the work they pursue.

#5 Use Accountability to Create Consistency 

With transparency comes accountability. Principals, seller-doers, and business developers with project-based firms should be held accountable for keeping their colleagues informed. Winning work is imperative for project-based firms, and communications and pursuits are firm resources. For this to be successful, however, there needs to be support and enforcement from all levels of leadership. With an integrated CRM and ERP, information about upcoming pursuits or projects flows freely and everyone can be held accountable. Consistency is crucial to success.

#6 Leap Toward Digital Maturity

Another finding in the 44th Deltek Clarity Study is that more than 82% of A&E firms anticipate being “advanced” or "digitally mature” in the next five years. Strategic technological improvements are a big focus for both project management and financial management. Is your project-based firm part of this trend? Having CRM and ERP woven together is certainly a step toward digital maturity.

Now is the Time to Integrate Your CRM and ERP

These six compelling reasons clearly show the value of integrating your CRM and ERP into one system. You’d agree that every project-based firm would benefit from cost savings and increased collaboration firm-wide among other benefits. Is your firm ready to make the move? If so, one of our CRM consultants would be happy to discuss it with you!

As part of our ongoing commitment to exploring the latest industry insights, Full Sail Partners has been diligently examining the data from the Deltek Clarity Report, and this blog represents another installment in our series dedicated to this topic. The 44th Annual Deltek A&E Clarity Study is a beacon, illuminating the crucial technology trends that are reshaping the Architecture and Engineering (A&E) sector. Firms are strategically leveraging technology to achieve digital maturity, enhance cybersecurity, and refine business processes. In this blog, we'll dissect key findings from the study's Technology Trends section to provide valuable insights for industry professionals.  

Addressing Top Technology Challenges

To overcome the paramount challenges presented by technology, firms must extend their focus beyond merely recognizing emerging trends. An essential component of success involves equipping their staff with the requisite knowledge and skills to harness these technologies effectively. Establishing a culture of comprehensive education throughout the operational staff is pivotal for the deployment of these solutions. Furthermore, firms can greatly enhance their technology adoption by fostering collaboration with external experts. These experts bring a wealth of experience and specialized knowledge, which can be instrumental in seamlessly and cost-effectively integrating technology solutions into the firm's existing workflows.

Strategic Technology Plans and Digital Maturity

Firms are prioritizing strategic technology plans to navigate challenges related to rising costs and talent management. They're investing in high-impact areas such as project management and financial management. However, an uptick in manual data entry indicates a potential gap between strategic goals and implementation. Despite this, firms are advancing digitally, bringing more operations in-house and empowering staff as technology champions.

Firms are increasingly confident about achieving digital maturity, with 32% now self-classifying as advanced or mature, up from 18% in 2021. Looking ahead, 82% envision advanced or mature stages in five years. However, realizing this vision requires a solid plan and actionable tactics to turn optimism into reality. For more information, take a look at the Digital Transformation Maturity Spectrum in the Deltek Clarity Architecture and Engineering Industry Study, linked at the bottom of this blog.

Managing Technology Costs

Rising technology costs are a significant concern for firms, underscoring the need for strategic evaluation of existing technology to align with overarching objectives. Prioritizing solutions that offer both immediate and long-term ROI is essential for cost-effective technology adoption. Internal champions play a pivotal role by facilitating seamless integration and inspiring colleagues, contributing to heightened employee engagement and retention rates. Cultivating a culture of technology champions ensures that firms maximize their technology investments while enhancing overall workforce effectiveness.

Overcoming Technology Adoption Hurdles

The adoption of emerging technologies presents several challenges, including concerns regarding their relevance, the absence of internal expertise, and potential knowledge gaps among employees. To effectively address these hurdles, firms are encouraged to proactively invest in upskilling their existing staff. This investment not only equips employees with the necessary skills but also fosters a culture of continuous learning and adaptability, crucial in today's dynamic technological landscape. Additionally, leveraging tech-savvy champions within the organization can be transformative. These champions serve as enthusiastic advocates for technology initiatives, bridging the gap between vision and implementation.

Data and Cybersecurity Concerns

Data and cybersecurity are paramount in the A&E industry, with 68% of firms citing it as a top IT operations challenge. Cybersecurity threats impact businesses, making robust security policies and procedures crucial. Ensuring the protection of sensitive information and maintaining clients' trust are central to the industry's continued success.

Redefining Digital Transformation

A&E firms are continually evolving their use of technology to gain a competitive edge. While digital maturity is on the rise in companies of all sizes, technology costs can be a significant barrier. Firms are encouraged to focus on upskilling staff and leveraging existing technology capabilities, as this strategic approach can not only drive operational excellence but also empower firms to navigate the challenges posed by the fast-paced technology landscape effectively. By investing in their workforce and maximizing the potential of their current technology solutions, companies can position themselves as industry leaders ready to embrace the future of technology.

Manual Data Entry: A Persistent Challenge

Even with advanced technological solutions at our disposal, many organizations still find themselves heavily dependent on labor-intensive manual data entry. This dependence spans across various departments, including administrative, accounting, finance, and operations, where human intervention remains a necessity. To optimize their operations and enhance efficiency, these businesses must pinpoint existing inefficiencies and begin to automate their workflows.

A closer look at the statistics reveals the extent of this reliance on manual data entry across key organizational departments:

• A significant 72% of accounting and finance departments within firms rely anywhere from completely to moderately on manual data entry.
• Similarly, a substantial 74% of Operations/Resource Management departments within these organizations are found to be anywhere from completely to moderately reliant on manual data entry.
• Furthermore, a staggering 81% of Administrative/Management divisions within firms also exhibit a significant reliance on manual data entry.

These figures underscore the pressing need for organizations to embrace automation and technological advancements to alleviate the burdens of manual data entry and unlock the full potential of their workforce.

Embrace the Future of Technology

To flourish in this technology-driven era, firms must go beyond acknowledging emerging trends; they must empower their staff with the skills and knowledge needed to harness these technologies effectively. Cultivating a culture of comprehensive education across operational staff is pivotal for the successful deployment of these solutions, and collaboration with external experts can significantly amplify technology adoption.

As A&E firms strive for digital maturity and navigate the challenges of rising technology costs, they must continue investing in their workforce and maximizing the potential of their current technology solutions. This strategic approach not only drives operational excellence but also positions companies as industry leaders prepared to embrace the future of technology. Despite the persistence of manual data entry challenges, the industry's resilience and commitment to transformation ensure that the path forward remains illuminated by the beacon of technological progress.

For more details on Technology Trends from the 44th Clarity Study, read the entire report. 

Within Deltek Vantagepoint lies an extremely useful tool that, when enabled and configured, allows a professional services firm to manage multiple companies within a single Deltek Vantagepoint database. However, the benefits of multicompany functionality seem to elude many professional services firms that would gain the most from its capabilities. So, in this blog, let’s delve into this multicompany functionality and discuss why, when, and how firms should use this fantastic feature.

Why Use Deltek Vantagepoint Multicompany?

Basically, the need for a multicompany environment comes down to the ability to track entities with separate tax ID numbers in a single Deltek Vantagepoint database. Some of the scenarios that require multicompany management include:

• Banking relationships
• Investments and/or holding company requirements
• Tax reporting
• Professional licensing requirements
• Foreign country reporting requirements

Additionally, the need for intercompany billing can occur when two or more related companies make payments on behalf of the other companies. The most common reason for intercompany billing is the sharing of labor resources between companies that have separate payrolls and/or vendor payments for another related company.

When a professional services firm decides to utilize multicompany functionality, it is recommended that sub-ledgers be enabled to track the due to and due from, and clear intercompany balances. With multicompany enabled, users can use both the Accounts Payable and Accounts Receivable aging reports for intercompany balances.

First Determine the Internal Pricing Structure

Upon implementing multicompany functionality in Deltek Vantagepoint, professional services firms must first determine what internal pricing structure to adopt. The options are:

• Re-class only - moves the transaction to intercompany Accounts Receivable/Accounts Payable at cost
• Project Centric - leaves the transaction on the books of the project’s company with some amount of compensation also moving to keep the loaning organization whole
• Employee Centric - moves the transaction back to the employee’s company with some amount of revenue moving back as well
• High Accountability – which uses a work breakdown structure (WBS) to manage transactions and point directly to the company that owns the transaction

Keep in mind that there is considerable flexibility within the options above. Different methods can be configured for different transaction types. Also, by order of operation, the distinct options can be overwritten at the individual company level or by the project at the lowest WBS level.

Intercompany billing makes accounting’s job easier regarding multicompany transactions. When transactions are made to projects not in the home company (the company where the transaction is being posted), invoices and vouchers are created through a series of postings that are reflected in the general ledgers (GLs) of the respective companies. These invoices and vouchers also appear on the Accounts Receivable and Accounts Payable aging reports noted above. The Accounts Payable and Accounts Receivable balances can then be cleared by using the standard check processing and cash receipt routines.

More Benefits of Multicompany

Using Deltek Vantagepoint’s multicompany functionality provides another benefit to firms with consolidated reporting. Consolidated reporting allows a view of the performance of all the companies within the database. Consolidated groupings can represent all companies or a cross-section of companies depending on the needs of company leadership. The consolidation process incorporates standard eliminations of configured control accounts and client-defined accounts, such as capital investments in related companies. Consolidations are “memo” entries and are not posted to the GL.

A multicompany database permits each company to maintain a unique GL while still only creating one set of shared GL account numbers. Furthermore, professional services firms can restrict GL account numbers, and other master records can be shared and/or restricted as well. Vendors (managed in the Vantagepoint Firms Hub) can be shared across the enterprise. However, the accounting tab is company-specific for account number and 1099 purposes.

In addition to the benefits mentioned above, the multi-currency application works in tandem with multicompany to allow companies to have a unique functional currency – the currency the company does business in. This is an excellent feature for professional services firms that work internationally. Lastly, the consolidation process can include Generally Accepted Accounting Principles (GAAP) compliant currency translations and gains/losses entries.

Take Advantage of Deltek Vantagepoint Multicompany Functionality

Is the multicompany functionality in Deltek Vantagepoint the right fit for your professional services firm? Don't leave it to guesswork. Schedule a Navigational Analysis with Full Sail Partners today. We'll help you assess your firm's unique needs and guide you in determining if the multicompany feature is the best solution for you. Dive deeper, make informed decisions, and ensure your firm sails smoothly towards success. Contact us now and let's chart the best course for your business!

Full Sail Partners has been closely following the annual Deltek Clarity Architecture and Engineering Industry Study, and in our previous blogs, we've delved into various aspects of this comprehensive report. As we continue our exploration of this year's 44th Annual Deltek Clarity study, we shift our focus to the critical realm of project management within the architecture and engineering (A&E) industry. This sector struggles with numerous challenges daily, and the study offers valuable insights into the current trends and issues affecting project managers. In this blog, we will dissect key findings from the study, particularly homing in on project management challenges and the strategic initiatives poised to address them. 

Project Management Challenges 

In the ever-evolving realm of architecture and engineering, project management is the linchpin of success. However, it's not without its formidable challenges. In this section, we'll delve into these critical challenges, from gaining better visibility into KPIs to grappling with staffing shortages. Furthermore, we will discuss strategies for overcoming them to achieve project management excellence. 

Visibility into Project Management KPIs: Project managers grapple with obtaining clear insights into key performance indicators (KPIs) and the tools required to manage them effectively. This issue affects project performance and client satisfaction. 

Projects on or Ahead of Schedule: 59.76% of projects are on track for schedule and budget. Despite this, staffing challenges continue to persist and impact project outcomes. 

Competing Priorities: A&E firms with well-defined roles, responsibilities, and efficient tools are better equipped to manage project resources. Quality control hubs, such as Centers of Excellence (CoEs) and Project Management Offices (PMOs), are instrumental in driving best practices. 

Staff Shortages: The industry continues to struggle with hiring and retaining skilled staff, with 62% of firms identifying it in their top 3 concerns. Offering tools, training, and attractive work cultures can help attract and retain next-generation project managers. 

Project Management Solutions 

Navigating the intricate landscape of project management in the architecture and engineering industry demands not just an understanding of the challenges but also the strategies to overcome them. In this section, we'll explore proactive solutions that address the industry's top project management challenges. From upskilling and training to streamline project management to harnessing collaborative platforms for improved effectiveness, and investing in technology for seamless connectivity, we'll unravel the keys to project management success.  

Addressing Top Project Management Challenges: To overcome these challenges, A&E firms are reducing their reliance on new project manager hires. Instead, they are focusing on upskilling, training, promotion, and formal career development planning to maintain productivity and deliverable quality. 

Project Management Effectiveness: Staffing issues, strong pipelines, and backlogs combined with increased staffing costs and skill gaps can hinder project management effectiveness. Collaborative platforms and regular training can help bridge these gaps. 

Connecting Teams and Using Systems: A common challenge is connecting all relevant teams on the same platform and ensuring employees use these systems correctly. This requires investment in technology and proper training. 

Project Management KPIs 

Effective project management necessitates careful planning and monitoring through various KPIs. While financial KPIs such as net revenue, profitability, and multipliers are well-tracked, there's room for improvement in non-financial KPIs like client satisfaction, schedule variance, and earned value.  

Balancing Financial and Non-Financial KPIs: Top financial KPIs like net revenue, profitability, and multipliers continue to be tracked by most firms at 94%, 93% and 83% respectively. However, firms showed less reliance this year on the non-financial KPIs like client satisfaction and earned value, at only 36% and 18% of firms tracking these statistics. Achieving a balance between financial and non-financial KPIs is essential for successful project management. Focusing solely on financial metrics can lead to oversight of critical project aspects. 

Project Reporting Accuracy: While A&E firms are gaining confidence in reporting project costs accurately, there's still room for improvement in reporting project schedules. Accurate schedule reporting is crucial for project success. 

Project Management Initiatives 

As the architecture and engineering industry continues to evolve, it's imperative to not only identify challenges but also to proactively address them through strategic initiatives. In this section, we will explore how A&E firms are taking forward-looking steps to enhance project management. These initiatives encompass investing in internal project management expertise, defining roles more clearly, and harnessing the power of technology and software tools to pave the way for a more efficient future in project management.  

Investing in Internal Project Management: A key priority for A&E firms is investing in internal project management, replacing the focus on hiring more qualified staff. Developing best practices and clearly defining roles for project management are also top priorities. 

Leveraging Technology: While technology can provide substantial support in project management, only a small percentage of firms are prioritizing investments in better software tools. Maximizing the value of existing tools and technology is crucial. 

Facing Challenges with Project Management Head on  

The A&E industry faces ongoing challenges in project management, including visibility into KPIs, staffing shortages, and maintaining project schedules and budgets. However, A&E firms are proactively addressing these challenges by investing in training, upskilling, and improved project management processes. Balancing financial and non-financial KPIs, accurate reporting, and leveraging technology will be essential for future success in the industry. By nurturing a culture of continuous improvement and transparency, A&E firms can enhance project management effectiveness and, ultimately, client satisfaction. 

Using the Resource View in Deltek Vantagepoint is a quick and easy tool for project-based firms to determine which employees are properly scheduled or utilized, and/or those who may not have enough or too many hours planned. This view has a lot of valuable information on one screen and can sometimes seem a bit overwhelming. So, the content provided here in this blog, which is utilized with Resource Planning licensing, will assist you with the questions like “What do the blue/red/grey colors mean?” or “How is the utilization % calculated” and help make this form one of the most important tools in your firm’s resource management toolbox.  

Three Show Capacity Views 

There are three different options to monitor your resources: Planned Hours, Scheduled %, and Utilization %. Below you will find illustrations showing how these three views are calculated for you to better understand the information Resource View is displaying. 

Planned Hours 

Planned Hours is the simplest of the calculations as it is what it says it is – all planned hours! Use this view to simply check each selected resource's total planned hours for the time period shown in the Forecast Range. Planned hours will be shown for all published plans for ALL types of projects – overhead, promotional, and regular projects. Planned hours will show even if the project is showing a capacity calculation of excluded from scheduled and utilized % on the project’s summary pane. 

Scheduled %

When you change the view from Planned Hours to Scheduled %, you will notice the “heat map” will appear. This “heat map” is used to visually draw a user’s attention to which resources are properly scheduled (grey), under scheduled (blue), or over scheduled (red) based on the firm’s chosen thresholds (Settings > Resource Planning > Resource Settings). 

The Scheduled % is a calculation of Planned Hours divided by Available Hours for the resource. This view is great to use to get an understanding of if a resource is too busy (red) or has availability to be assigned to more projects (blue) or if they are appropriately scheduled during the timeframe (grey). 

• Planned Hours - this calculation will include all types of projects (regular, promotional, & overhead). However, if a project shows as “Excluded from Scheduled and Utilization” on the Project’s Summary tab, those planned hours will not be used in this calculation. Note that excluded hours will still show the hours when the details are expanded for the resource. 
• Available Hours - these are calculated using the employee’s standard hours from their employee hub, less any non-workdays as indicated in Settings > Resource Planning > non-Workdays. 

In the example shown below, I will break down the calculation for the week of 9/4 – 9/10 where Amy Allen is showing over scheduled at 138%. 

Planned Hours / Available Hours = Scheduled %      =     44 / 32 = 138% 

Planned Hours = 59 total hours planned less 15 hours for Greenhouse Café Remodel as that project is currently set to “Exclude from Scheduled and Utilization” in the project. The numerator is 59 -15 = 44 hours. 

*Note when you click on the blue link of each project, a small summary box for the project will appear where you can easily see if a project is “included” or “excluded” from Scheduled and Utilization. 

Available Hours – Amy Allen’s standard hours are set as 8 hours per day in her employee hub, which is typical for a full-time 40-hour/week employee. The week of 9/4 – 9/10 contains a Labor Day Holiday in the company’s non-workday settings. As discussed earlier, holiday hours are excluded from available hours. Therefore, the denominator is 40 – 8 = 32.  

 *Note that when you click on a resource’s name, the Employee Card will appear. On that employee card, you will find the Hours/Day in the bottom right of the Profile Tab. 

Now, the shading!  What is this heat map telling you?   

Understandably, being scheduled at 138% would seem to be over scheduled just because it is a relatively large number, but the system is compared to the firm’s Resource Planning Settings. In my demo database shown here, the blue shading indicates under scheduled as under 90%, and the red shading for over schedule when over 105%. Grey is “just right” of 90 – 105%, which this firm has indicated as appropriately scheduled.    

In summary, in my database, a full-time, 40-hour/week employee would show as properly scheduled (grey) if the scheduled hours are between 36 (90% x 40) and 42 hours, under-scheduled would be less than 36 hours (blue) and over scheduled as over 42 hours (red). 

Utilization %

The Utilization % will show the percentage of the planned hours for billable projects (regular/won projects) and those In Pursuit projects marked as “included in scheduled and utilization”. Use this view to show how an employee is tracking against their Target Utilization. Even if an employee is well scheduled, in the example above, if several of the projects are either overhead or In Pursuit and not included in scheduled and utilization, the employee may be shown as under-utilized.  

Utilization % is a calculation of Total Billable Planned Hours divided by Available Hours (same calculation as above). 

Total Billable Planned Hours only includes regular projects, no promotional projects nor overhead projects. Regular projects will be all those in the Stage Step of Won and any In Pursuit that are “Included in Scheduled & Utilization” Capacity calculations. 

For this example, I will be showing the calculation for the week of 9/11 – 9/17 from the picture above. In this view, I am also showing a few additional columns in the middle grid that help demonstrate if a project is “billable” or not.   

As you can see, I have one project that is a Lead Stage – Greenhouse Café Remodel, and as discussed above, that project is Excluded from Scheduled and Utilization so those hours will not be included in the numerator. Additionally, there is one project that is overhead (no stage listed), which is PTO.   

Total Billable Planned Hours / Available Hours = Utilization %      =     22 / 40 = 55% 

Total Billable Planned Hours = 53 total hours planned less 15 hours for Greenhouse Café Remodel as that project is currently set to “Exclude from Scheduled and Utilization” in the project, less the PTO hours of 16. The numerator is 53 -31 = 22 hours. 

Available Hours (as stated above) are calculated using the employee’s standard hours from the employee hub, less any non-workdays. This week does not have a holiday and this employee’s standard hours are 8 hours/day so the Available Hours = 40. 

Shading for Utilization %: 

To understand the heat map for the Utilization %, the formula considers each employee’s Utilization Target, which is set in the Employee Hub. This employee, Amy Allen, has a Utilization Target of 75%. 

The threshold calculation is the Utilization % divided by the employee’s Utilization Target. 

For the week ending 9/17, Amy’s planned Utilization % is 55% divided by the target of 75% equals 73%. In my demo database shown here, the blue shading will be under-utilized if the utilization % is under 90%, red shading over 105%, and “just right” or grey is between 90 – 105%. Therefore, since Amy’s threshold calculation is 73%, she is showing blue as that is under-utilized in my database. 

Capacity Calculations Made Easy with Resource View 

So, in summary, the Resource View in Deltek Vantagepoint has a lot of valuable information on one screen. You can use it to navigate to three different views to understand (1) how many hours an employee has planned in total (Planned Hours), (2) if the employee is over/under scheduled (Scheduled %), and (3) if the employee is over/under utilized by simply navigating between the three options in “Show Capacity”. Project based firms should be making the most of the resource management tools available within Deltek Vantagepoint! To learn more about this feature and other Resource Management tools, please visit our webinars located here: Webinars for Project Manager Rockstars! 

In my years of experience as an HR Consultant, I have seen many professional services firms struggling with a variety of HR issues. Let's take this one example for instance - the HR Administrator at a professional services firm has the responsibility of performing complete benefits administration for employees. She has found herself bogged down with benefit administration duties like monthly bill reconciliation, employee enrollments and terminations, and employee questions on coverage and claims processing, etc. She has been spending so much time handling benefit issues that she has not been able to effectively manage the employees’ performance and productivity.   

So, in order to handle this situation, this professional services firm decided to hire an outsourced HR Consultant to assist with Benefits Administration to complete the benefits lifecycle from open enrollment and plan changes to billing and terminations. The HR consulting services freed up time and focus for the HR Administrator to manage other employee affairs more efficiently.  

Determine Firm’s Needs for Outsourced HR 

Outsourcing has become increasingly necessary as HR professionals seek ways to reduce time and resources spent on transactions and administration, so they can concentrate on more strategic activities. According to an article on Essential HR Outsourcing Statistics by ZipDo, June 13, 2023, 56% of organizations have outsourced at least one HR task and 39.8% of businesses outsource HR functions to improve their focus on core business areas. Furthermore, 68% of companies accept that outsourcing their HR functions improved their employees’ overall experience. 

However, it is important initially to understand what the ultimate objective is for each professional services firm to determine how the HR consultant will help you meet that objective. To determine what services you will need, look at your main employee-related pain points and deficiencies as well as your professional services firm’s growth plan.   

Are there very specific issues that need pointed focus like Recruiting/Talent Acquisition, Employee Relations/Employment Law, or Compensation Analysis, or is there a need for an overall evaluation or overhaul of the HR function in general? This will help you determine if you need a consultant or agency with global HR experience or a more specialized HR professional, such as one who specializes in Employment Law or Diversity, Equity & Inclusion (DE&I), etc. It is also beneficial to find an HR partner who understands your industry or even geographic area to provide more relevant and accurate guidance.

Do Your Research  

Once the outsourcing HR needs have been determined, then the hunt for the right Outsourced HR Consultant begins. It is important to research Outsourced HR Consultants that offer the level of service you are seeking based on the scope of the task(s) and desired outcomes for your professional services firm that you have determined based on the assessment of the services needed. Look for HR consultants who have a proven track record or reputation for delivering desired results. This can be acquired from client referrals and research from reputable HR-related or specific industry sources, like SHRM, HRCI, and industry websites, Glassdoor, etc. You should additionally consult with other companies in your industry for referrals.   

Establish a Budget 

HR leaders and the executive committee must also determine the budget designated for Human Capital Management (HCM). It is not always necessary to spend an excessive amount of money on Outsourced HR consulting services. You must take into consideration if the consulting will be on an as-needed General Services Agreement (GSA) basis, which will let you pick and choose your services or even come in to help you with specific projects and training topics. Some may offer the option to call when you have an urgent question or concern. Another choice is a full-scope project contract or agreement with pre-determined goals and targets. The available options per consultant will also help to narrow down the right consultant choices for your professional services firm. 

Get Proposals When Looking for an Outsourced HR Consultant 

We recommend that you request proposals from interested HR consultants. The proposal should include a clearly stated overall objective to ensure it is in line with the professional services firm’s expectation, specific details about what tasks they will complete, the steps involved in accomplishing this goal, estimated time for each task, and final completion target date, and estimated costs of services delivered.  

The HR leaders and the executive committee should compare the proposals and determine which proposal overall best meets the needs of the firm. Then they should conduct interviews to gather details about their services, confirm their ability and desire to meet the expectations of the company, availability, and costs, and obtain references. Be sure to give specific situations that your professional services firm is experiencing to see how they would handle those real situations.  

Find the Best Match for Your Firm 

When looking for the right Outsourced HR Consulting situation, you should have a clear understanding of your company's culture, values, and overall vision. It is very important that as you are vetting consultants, you should communicate this information to them to determine if they would work well with the structure/culture of your professional services firm. All of this should be taken into consideration as they assess and advise the firm. It’s important that you find a consultant that respects the culture you’ve built and won’t disrupt the current dynamic or morale.   

Get Ready to Start Looking for Your Outsourced HR Consultant 

Based on the same ZipDo statistics article referenced above, companies that outsource HR management can see an average cost savings of 20-30% and can save an average of 18 hours per week on paperwork and administrative tasks. Moreover, 60% of businesses with outsourced HR processes have been successful at improving employee morale. These statistics provide compelling evidence of the numerous advantages that come with outsourcing your HR functions. With these insights, you should be motivated and prepared to begin your search for the perfect HR consultant. Want to hear more about the Full Sail Partners’ Outsourced HR Consulting Services? Click the image below to get started.

Why Deltek ProjectCon 2023 is a Must-Attend Event 

Are you prepared to propel your project-based business to the forefront of industry excellence? Look no further than the horizon of Deltek ProjectCon 2023 – an indispensable event for professionals deeply entrenched in project-focused industries. Overflowing with motivation, education, and unparalleled networking prospects, this year's conference emerges as an irreplaceable milestone on your journey.  

As proud sponsors, exhibitors, and presenters, Full Sail Partners eagerly extends an exclusive invitation to navigate this transformative journey, set to unfold at the enchanting Gaylord Palms Resort in Orlando, Florida, from October 16 to 18. Deltek ProjectCon isn't just a conference; it's an experience designed to empower you and your project-based firm.  

First off, here's a closer look at 3 big reasons why you ought to immediately circle this event on your calendar and claim your spot. 

#1: Learning Beyond Limits 

The Deltek annual conference boasts an impressive lineup of 300+ engaging sessions across 15 racks that promise to deepen your product knowledge and provide valuable insights into industry trends. Earn Continuing Professional Education (CPE) credits as you discover innovative solutions and services that will fuel your project success. Whether you're a seasoned professional or just starting your journey, the learning opportunities are boundless. 

Take a moment to review the session catalog here. 

#2: Forge Unbreakable Connections with Your Fellow Deltek Users 

Connectivity is key in the world of project-based business, and Deltek ProjectCon offers unparalleled networking opportunities. Engage with Deltek experts, peers from your related industry, fellow attendees, and, of course, the Full Sail Partners’ Crew! From one-on-one meetings to interactive braindates, you'll forge authentic connections that can propel your career and business forward. 

#3: A Fusion of Fun and Learning 

Deltek ProjectCon understands that it’s not all about business; it’s about having fun and building memories that matter too. Immerse yourself in special networking events, participate in philanthropic activities, and let loose at the epic customer appreciation party. It's a chance to relax, unwind, and recharge while still gaining valuable insights. 

If those reasons alone don’t give you enough motivation to come to Deltek ProjectCon this year, just remember that the Full Sail Partners’ team of experts will be available to conference attendees. We will not only be active participants in the event but will be presenting a valuable learning session that is one of a kind. And just like every year that Deltek has put on the annual conference, we will be bringing the knowledge that comes with more than 275 years of experience with Deltek products. 

Full Sail Partners: Your Guide to Project Management Superpowers 

As we step into our role as sponsors, exhibitors, and presenters at Deltek ProjectCon 2023, Full Sail Partners offers an exciting opportunity to witness our expertise firsthand. Brace yourself for a front-row seat to our presentation, "Unlocking Vantagepoint Integration Superpowers with Blackbox Connector," scheduled for Tuesday, October 17, at 2:00 p.m. ET.  

In this informative session, we’ll unveil how our turnkey Deltek Vantagepoint integration can revolutionize your connections with third-party applications. Say goodbye to coding headaches and hello to our seamless Blackbox Connectors for ADP Workforce Now, SAP Concur, Entrinsik Informer, Intuit Mailchimp, and more. Our low-code implementation strategy saves time, cuts costs, and eliminates upgrade worries, unleashing the true power of Blackbox Connector to transform your business with efficiency and productivity. 

Here’s what you can expect to learn during our session: 

• Unveiling the key benefits of turnkey Deltek Vantagepoint integrations and their far-reaching effects across diverse business functions. 
• Unpacking the tactical deployment of low-code strategies, ensuring seamless Deltek Vantagepoint system integration with third-party applications. 
• Identifying avenues for process enhancement through harnessing the prowess of Blackbox Connector. 

• Hearing compelling tales of successful Blackbox Connector implementations, directly from user experiences. 

Join our presenters, Pete Nuffer and Sarah Gonnella, in this very enlightening and inspiring session. To ensure you don't miss out, make sure to include our session on your must-attend list. You can conveniently add it to your program by clicking here.  

Unraveling the Full Sail Partners’ Experience 

The engagement doesn't stop after the presentation. Our experts are excited to connect with you at kiosk 5A in the lively XPO hall. Keep an eye out for our easily recognizable red shirts – the Full Sail Partners’ Crew is ready to address your questions, provide live demos, and assist you in realizing the full capabilities of your solutions. This is a valuable chance to tap into our collective expertise and equip yourself with the resources necessary to invigorate your project management pursuits. 

And we love meeting new clients “in real life” as well as catching up with familiar faces. So, stop by and say hi! 

Unlock Your Project Management Future at Deltek ProjectCon 2023 

If you're primed to amplify your project-based firm and open the door to unprecedented achievements, then Deltek ProjectCon 2023 beckons. Save the dates – for October 16 to 18 – and immerse yourself in the world of learning, connection, and fun to be had this year at the Gaylord Palms in Orlando, Florida. The horizon of Deltek Project Nation awaits you, and together, we shall cultivate a future where your project management prowess knows no bounds. 

Ready to secure your spot? Click the image below to register for Deltek ProjectCon 2023 today! Be sure to mention you heard about the conference from Full Sail Partners during your registration. We're eagerly counting down the days until we meet you there. We can't wait to see you! 

The Labor Cross Charge utility of Deltek Vantagepoint is often an underused accounting feature by project-based firms. It is simply not being utilized because users are not quite familiar with the concept and how it could be of benefit. So, first off, the labor cross charge capabilities in Vantagepoint are based on similar theories as multi-company but are focused on the interaction within a project-based company and its organizational breakdown structure (OBS) and only focuses on labor. Before we dive deeper, here are some links to some resources about multi-company functionality and OBS in case you are unfamiliar with these topics.  

High-Level Insight into Cross Charge in Deltek Vantagepoint 

To those unfamiliar with the concept, cross charging is a financial tool that only impacts the general ledger. It does not change project reporting since the time charged to a project remains on the project for billing and reporting purposes. Cross charge is labor-focused and occurs after the timesheet is posted.  

Since Deltek Vantagepoint is project-based, this simply means that time is entered to a project number whether time is spent on a regular, revenue-producing project or an overhead effort. By default, the labor cost follows the project’s organization. If the cross charge process is not configured or run, the labor cost will remain on the income statement of that organization.  

Why Use Cross Charge?  

As financial and operational managers, we know that revenue can only be earned when a cost is incurred. For this reason, cross charge allows project-based businesses to move these elements in and out of various “buckets” within their organization. When a combined income statement is run, all cross charge entries will zero out and the original revenue and cost will remain.  

The cross charge process is used when project-based firms loan and borrow resources at the lowest level of the OBS, which could be:  

• Office - OBS is organized based on the physical locations of your offices  
• Department/Discipline - OBS is structured around different functional areas or departments within your organization 
• Market Sector - OBS is focused on your firm's market sectors   

A good situation for using cross charge would be with a civil engineering firm where projects will be needed for various disciplines. For instance, the survey department would loan their staff to the engineering projects and cross charge would be the financial component to drive and manage the accounting for the labor.  

There are two internal pricing options to choose from when configuring cross charge:  

1. Project Centric – This is when labor remains on the income statement of the organization where the project resides. A multiplier is then used to move some portion of operational/overhead (OH) costs from the loaning organization to the borrowing organization. This factor could be limited to a fringe benefit rate or represent a breakeven OH rate or even include some profit. The purpose is to ensure that the loaning organization has an incentive to keep their staff busy, but they also need to be mindful not to over-extend their resources. 
2. Employee Centric – This works by sending labor back to the employee’s organization. Using typical billing rates, although a multiplier can be used, the revenue is moved from the project’s to the employee’s organization. The purpose again is to ensure the loaning organization doesn’t lose the ability to show a profit by sharing their staff.  

Real-life Application of Cross Charge in Deltek Vantagepoint 

Here is a success story where the operational process and projects are built on the premise that fee and scope drive work breakdown structure (WBS) in a client’s Deltek Vantagepoint database. Under this model, high accountability becomes the first option where phases and tasks within a project are assigned to different organizations based on the portion of the work. Employees charge the phase/task that is assigned to the organization they “live” in. This results in more closely managed projects because the profit accountability is shifted back to the organization supplying the labor. This process eliminates the need for cross charge. 

 However, realizing that in order to run successful projects, there is a necessity to anticipate unplanned needs. This means that the project-based firm must have the ability to borrow an employee from another department for a short-term assignment or a last-minute need. For example, the base building studio decides it needs input from the interior design studio. In this scenario, the client falls back on the project-centric method noted above as a mechanism to facilitate resource sharing and not impede project progress. Furthermore, this is a prime example of a need for cross charge.  

Gain Control of Resources with Cross Charge  

The Labor Cross Charge utility in Deltek Vantagepoint can provide the functionality required to ensure an open and smooth process of resource sharing for your project-based firm. With a thorough understanding and effective implementation, cross charge can provide another dimension in managing your business.  

Interested in more information about using cross charge and how it can help unlock the full potential of Deltek Vantagepoint? Want to learn other ways of ensuring your project-based firm is running as efficiently as possible? If so, Full Sail Partners is happy to offer your firm a Navigational Analysis. 

Human Capital Management is a critical aspect of the architecture and engineering (A&E) industry, as it plays a pivotal role in attracting, retaining, and developing skilled talent to drive business growth. The 44th Annual Deltek Clarity Architecture & Engineering Industry Study highlights key challenges and initiatives related to HCM in the A&E sector. In this blog, we will touch on some findings regarding HCM trends to understand how A&E firms can enhance their HCM strategies to stay competitive and succeed in today's dynamic market. 

Focus on Developing and Cross-Training Existing Staff  

With staffing challenges persisting and the cost of new hires on the rise, A&E firms must shift their focus towards developing and cross-training their existing staff. The Clarity study indicates that the number of firms reporting more open positions in 2022 fell compared to the previous year. To encourage this trend, these professional services firms are increasingly turning their attention to internal talent development to meet project demands effectively. 

To address this challenge, these professional services firms should invest in robust training and development programs that empower employees to acquire new skills and take on more responsibilities. By cross-training staff, A&E firms can create a more versatile workforce capable of delivering projects across different disciplines and specialties. Additionally, these efforts boost employee satisfaction and reduce turnover, leading to a more stable and productive work environment. 

Finding the Right Solutions and Tools for Talent Acquisition 

Acquiring the right talent is an ongoing challenge for A&E firms. This year’s Clarity study highlights difficulties in finding time and budget to select the best technology solutions that can identify and accelerate candidate selection. To address this issue, professional services firms like architects and engineers should explore innovative talent acquisition tools and techniques to widen the candidate pool and streamline the hiring process. 

Furthermore, implementing an efficient applicant tracking system (ATS) can help manage job postings, track candidate applications, and streamline the recruitment workflow. Also, leveraging artificial intelligence (AI) and data analytics in talent acquisition can provide valuable insights for identifying qualified candidates and predicting their potential fit within the organization. 

Offering Competitive Compensation 

In a competitive talent market, A&E firms are facing increasing pressure to offer attractive compensation packages to attract and retain top talent according to the 44th Clarity report. The cost of new hires is rising, and employees are seeking competitive pay and benefits to align with their skills and experience. 

To remain competitive, these professional services firms should regularly review their compensation structures, benchmark against industry standards, and consider geographical variances in salary offerings. Moreover, investing in compensation management tools can facilitate data-driven decision-making and ensure that salary offers are competitive and fair, reducing the risk of losing potential candidates to competitors. 

The Availability of Good Candidates 

Based on this year’s Clarity study, while the turnover rate has stabilized, the availability of qualified candidates remains a challenge. A&E firms should focus on nurturing and developing existing talent while seeking external candidates to fill open positions. Upskilling, cross-training, and offering career development opportunities are essential to position firms for growth. 

Furthermore, creating a strong employer brand through targeted employer branding initiatives and robust employee value proposition (EVP) can help attract diverse and skilled candidates. These professional services firms can additionally leverage their existing employees as brand ambassadors to promote the company culture and highlight growth opportunities within the organization. 

Building Diversity, Equity, and Inclusion (DE&I) Programs  

The 44th Deltek Clarity study emphasizes the growing importance of DE&I initiatives in these professional services firms. Many A&E firms acknowledge the need for DE&I programs but are unsure about how to measure and implement them effectively. 

A&E firms should start by conducting a DE&I assessment to identify areas for improvement and set specific goals for enhancing diversity and fostering a more inclusive workplace. Creating an inclusive work environment requires ongoing efforts, including diverse hiring practices, inclusive leadership training, and regular monitoring of DE&I metrics to measure progress. 

Learn More about HCM Trends from the 44th Deltek Annual A&E Clarity Study 

As seen from the findings of this year’s Clarity report, Human Capital Management is a critical factor in the success of architecture and engineering firms. By focusing on developing existing staff, implementing effective talent acquisition tools, offering competitive compensation, nurturing good candidates, and building robust DE&I programs, these professional services firms can position themselves for growth and stay ahead in a competitive market. Additionally, leveraging technology and data-driven strategies can further optimize HCM efforts, leading to improved employee satisfaction, reduced turnover, and overall business success. As the A&E industry evolves, firms that prioritize and invest in their human capital will be better equipped to tackle challenges and seize opportunities for future growth.  

For more details on HCM Trends from the 44th Clarity Study, read the entire report. 

In light of the recently unveiled 44th Annual Deltek Clarity Architecture & Engineering (A&E) Industry Study, we now have the opportunity for an in-depth exploration of its key sections, beginning with a comprehensive analysis of the Business Development Trends. In this dynamic industry, architecture and engineering firms are faced with the challenge of navigating a landscape marked by both strong growth prospects and increasing competition. To stay ahead, these professional services firms must adopt a more strategic approach to capture planning, leverage internal resources effectively, and nurture client relationships.  

Here in this blog, let’s delve into some of the key insights and initiatives from the 44th Clarity A&E report that will drive success for these professional services firms seeking sustainable growth and a competitive edge in the market. So, what are some of the latest trends shaping the future of business development in the architecture and engineering sector? 

Revenue Growth Forecast 

This year’s Clarity study predicts a robust but more conservative revenue growth forecast for architecture and engineering firms. While the industry remains strong, A&E firms need to be cautious and strategic in their pursuit of revenue growth. This calls for more careful capture planning and leveraging internal resources effectively to build momentum for future growth. To achieve success in this landscape, these professional services firms must align their strategies with the changing market dynamics and economic conditions. 

Identifying New Prospects and Increased Competition 

Qualifying potential clients that align with an A&E firm's strengths is a persistent challenge in the industry. As markets evolve, firms must be more selective in targeting pursuits that align closely with their offerings, talents, and resources. Simultaneously, they should diversify into markets that align with their long-term business goals. The 44th Deltek Clarity study also highlights increased M&A activity, leading to larger firms with greater resources. This poses a dual challenge for A&E firms, as it both intensifies competition and opens opportunities for collaboration through strategic networking and teaming. 

Time to Nurture Client Relationships 

With the market poised for continued growth, nurturing existing client relationships becomes paramount according to this year’s Clarity study. A&E firms must invest in fostering strong and lasting connections with their current clients. This involves understanding their needs, providing exceptional service, and identifying opportunities to add value. In addition, these professional services firms need to innovate and find creative ways to attract new prospects, leveraging their existing business development talent to cultivate new leads. 

Challenges and Initiatives 

The 44th Deltek Clarity study identifies several challenges faced by architecture and engineering firms. Time constraints, limited resources, and the increasing cost of competing for projects are significant hurdles. To address these challenges, A&E firms are adopting cross-training initiatives. By empowering internal staff to handle business development tasks, these professional services firms can effectively utilize their resources and create a more robust and adaptable workforce. 

Furthermore, implementing a formal go/no-go process is another crucial initiative that A&E firms are focusing on. This process allows firms to evaluate potential projects more objectively, considering factors such as staffing levels and internal business metrics. By making informed decisions on project pursuits, these professional services firms can improve their win rates and optimize their use of resources. 

Net Revenue Growth Forecast 

This year’s study highlights a decline in the net revenue growth forecast for 2023 compared to the post-pandemic high of 17.6% in 2022. While the forecasted growth of 10.2% remains positive, A&E firms need to carefully monitor market conditions and adjust their strategies accordingly. This reduced growth forecast calls for a more cautious and strategic approach to business development, ensuring that firms maintain a strong financial performance despite the changing market dynamics. 

Marketing Techniques and Future Outlook 

A&E firms are employing a mix of marketing techniques to reach and engage their target audience based on the 44th Deltek Clarity report. It notes that social media and client-specific marketing continue to be top strategies, providing these professional services firms with avenues to showcase their expertise and build strong relationships with clients. Additionally, as in-person events become safer post-pandemic, trade shows and exhibits are regaining importance as effective marketing opportunities. 

Looking ahead, A&E firms must remain adaptable and open to emerging marketing technologies. As the industry evolves, these professional services businesses need to embrace digital strategies and explore new avenues to reach potential clients effectively. 

Learn Even More About Business Development Trends for A&E Firms 

The 44th Deltek Clarity A&E Industry Study provides valuable insights into the current and future business development trends in the architecture and engineering sector. By adopting strategic planning, nurturing client relationships, and making the most of their internal resources, A&E firms can navigate the changing landscape and ensure sustainable growth in the competitive industry. Embracing a diversified marketing approach and staying receptive to emerging technologies will position these professional services firms for success in the dynamic architecture and engineering landscape. For more details on Business Development Trends, read the full report. 

How does your firm measure up? That is the vital question many architectural and engineering (AE) firms should be asking themselves. It is challenging to manage what you are unable to measure! There are several key performance metrics that an AE firm should use to determine its current status. These measurements are important to not only keep you abreast of the condition of your company, but they also allow you to examine the past, so you can plan for the future. Let’s look at a few of the significant performance metrics. 

Proposal Win Rate

When we talk about Proposal Win Rate, we're essentially looking at how effective your business development efforts are at turning potential leads into actual projects. It's like keeping score on how well you're playing the business game! By tracking this rate, you gain valuable insights into what strategies are paying off and which ones might need a little tweaking. 

Even the tiniest improvement in your win rate can have a huge impact on your bottom line. Think about it – landing just a few more projects out of every ten proposals can make a significant difference in your profitability.  

In the fiercely competitive world of AE firms, the ability to gain new business is like having a superpower. It's what sets successful firms apart from the rest. So, honing your business development skills and consistently improving your win rate is critical to your success. 

Here's a pro tip: When analyzing your Proposal Win Rate, pay attention to the reasons behind both your wins and losses. Learning from both successes and setbacks is the secret sauce to continuous improvement. You might discover patterns that can help you replicate your victories or identify areas that need some extra attention. 

Profit

Profit is a crucial metric for any AE firm’s success. It tells you how well your firm is doing financially. It's the money left over after deducting all expenses from your gross income. Profitability metrics help AE firms figure out which projects are worth pursuing. It shows you if you're making enough money to keep your operations going and growing. 

Analyzing your profit helps you make smart decisions about where to focus your efforts and resources. It's like a report card for your financial performance. Being profitable is essential for your firm's sustainability and growth. It allows you to invest in your business and attract top talent. 

But don't get too fixated on profit alone. Keep in mind that different projects may have different profit margins and timelines. 

By keeping a close eye on your profit over time and comparing it to your goals, you can spot areas for improvement and make informed decisions for a prosperous future. 

Labor Utilization

Labor utilization is a metric that helps you measure your team's efficiency. It ensures you have the right number of employees for optimal performance. By analyzing labor utilization, you can identify both high and low performers, enabling you to take targeted actions for improvement. 

To maintain an effective labor utilization rate, review both billable (direct) and non-billable (indirect) hours. Monitoring this metric allows you to make data-driven decisions and allocate resources wisely for maximum productivity. 

A well-utilized team leads to a happy and productive work environment, driving your firm's success. Keep an eye on labor utilization for a thriving team and business! 

Net Revenue/Operating Income

Net revenue and operating income are like a dynamic duo that keeps your business running smoothly and efficiently. Let's take a closer look at these essential metrics and understand why they're crucial for your AE firm's financial success. 

First up, net revenue is the lifeblood of your business. It's the total revenue your firm generates after deducting any discounts, returns, or allowances. Think of it as the fuel that keeps your business engine roaring. Without sufficient net revenue, your firm's growth and sustainability could hit a roadblock. 

Operating income, on the other hand, measures your business's capacity to take on new projects while covering all operating expenses. It's like a litmus test of your firm's operational efficiency. By subtracting your operating expenses from your net revenue, you get a clear picture of how much profit you're generating from your core operations. 

Now, here comes the interesting part: net revenue also sheds light on your firm's relationship with subcontractors. It shows how much of your revenue goes to paying them for their services, leaving you with the revenue that your firm retains for its own services. Understanding this breakdown helps you gauge the impact of subcontracting on your profitability. 

By carefully tracking net revenue and operating income, you can make informed decisions about pricing, resource allocation, and investment opportunities. It's like having a compass that points you in the direction of profitability and growth. 

For example, if you notice that your net revenue is high, but your operating income is lagging, it could signal inefficiencies in your operations or excessive costs that need addressing. On the other hand, if your operating income is strong, but net revenue is low, it might be time to revisit your pricing strategies or explore new revenue streams. 

In a nutshell, net revenue and operating income are two sides of the same coin. Together, they provide valuable insights into your business's financial health, helping you steer it toward prosperity. 

So, pay close attention to this financial power duo. Regularly monitor their performance, set targets, and use the insights gained to fine-tune your business strategies. With net revenue and operating income on your side, you'll be well-equipped to navigate the waters of profitability and keep your AE firm thriving! 

Backlog

The backlog metric is your firm's project navigator, keeping you on course within your budget. By tracking both ongoing projects and potential wins, it provides a clear picture of your workload and budget needs. This insight helps you plan ahead, allocate resources effectively, and deliver top-notch results to your clients. Regularly keeping an eye on your backlog ensures you stay on track and sail smoothly toward success! 

Client Loyalty

For any AE firm to grow and continue to be successful, client loyalty is a necessity. It is important for both word-of-mouth referrals and repeat business. Meeting client expectations, proactively engaging in client feedback, and acting on areas that need improvement are all essential to keeping loyalty. 

Cost of New Business

When it comes to growing your AE firm, new business opportunities can lead the way. But expanding also means there are costs involved. Measuring these costs helps you choose which opportunities are worth pursuing and if the potential gains are worth the investment. Remember, calculated risks can lead to profitable growth. So, keep an eye on the cost of new business and set your company on a path of strategic expansion! 

Measuring Up the Firm

Keeping a close eye on key performance metrics is the secret sauce to your AE firm's ongoing success. We've explored some noteworthy metrics today, but there's a whole world of data waiting to be discovered. It's up to you to decide which metrics align best with your firm's goals. 

To see how your firm measures up with these KPIs and gain valuable insights into the A&E industry, we encourage you to download the latest Annual Deltek Clarity A&E Industry Study by clicking the image below. This study contains valuable information to aid your decision-making and stay ahead of the competition. 

Remember, the path to prosperity starts with data-driven decision-making. Equip your firm with the right metrics, ensure your team understands the goals, and set sail toward a brighter, more successful future! 🚀 

Are you making the most of your time and resources? Well, let me tell you about something that can really give you a boost—Deltek Vantagepoint Dashboards! Dashboards are like the superheroes of your system, but unfortunately, they often go unnoticed and underutilized. They're made up of dashparts, or widgets, which act as your gateway into the magnificent world of your Deltek system. If you're using Deltek Vantagepoint, you're in for a treat because these dashparts are incredibly diverse, offering reports, metrics, links, alerts, tips, and so much more! 

Major Benefits of Deltek Dashboards

Now, let's dive into these major benefits of Vantagepoint Dashboards that will revolutionize the way you work. 

Instant Access to Information 

Imagine waking up in the morning, opening your system, and boom! You're greeted with a dashboard that presents you with all the essential information you need for the day. Daily reports, task reminders, and alerts that require your attention are all neatly displayed, tailored to your specific role. It's like having a personal assistant who ensures you stay on track and meet your goals and objectives. Who wouldn't want that? 

Say Goodbye to Repetitive Navigation 

We've all been there—endlessly clicking through the navigation panel to find the data we need. It's a time-consuming and monotonous task that can drain your productivity. But fear not! Vantagepoint Dashboards are here to rescue you from this clicking madness. By utilizing dashboard components, you can create shortcuts to reports, URLs, records, and more, reducing your clicks to just one or two. That extra time saved allows you to focus on the things that truly matter in your work. It's like having your own teleportation device, whisking you away to the exact information you need with a single click! 

View Role-Specific Data 

We all have unique roles within our firms, and Vantagepoint Dashboards understand that. You can customize your dashboards to focus on the specific data that are relevant to your role. But wait, there's more! Deltek also offers predefined dashboard configurations that can be pushed out to you based on your role. So, if you're a project manager, you can have project budgeting, billing information, and accounts receivable invoicing right at your fingertips. With role-specific data, Deltek Vantagepoint Dashboards equip you with the tools necessary to excel in your job. It's like having a personalized command center that caters to your every need. 

Enhanced Data Visualization 

Deltek Vantagepoint Dashboards are designed to present complex data in a visually appealing and easy-to-understand format. By utilizing charts, graphs, and other visual elements, these dashboards transform raw data into meaningful insights. You can quickly grasp trends, spot anomalies, and make informed decisions without getting lost in a sea of numbers. 

Real-Time Updates 

Stay on top of your game with real-time updates provided by Vantagepoint Dashboards. No more waiting for manual reports or struggling with outdated information. Dashboards pull data directly from your database, ensuring that you have the most up-to-date information at your fingertips. This real-time access enables you to respond swiftly to changes, address issues promptly, and make agile business decisions. 

Collaboration and Transparency 

Vantagepoint Dashboards promote collaboration and transparency within your organization. You can share dashboards with team members, enabling everyone to access the same data and metrics. This fosters better communication, alignment, and teamwork across departments. Whether it's sharing project progress, financial metrics, or sales performance, dashboards facilitate a unified understanding of your firm's goals and progress. 

Customizable and Flexible 

Vantagepoint Dashboards offer a high degree of customization and flexibility. You can tailor your dashboards to suit your specific needs, preferences, and roles within the organization. Choose the metrics that matter most to you, arrange them in a way that makes sense, and create a personalized view of your data. This flexibility ensures that you have a dashboard that perfectly aligns with your workflow and helps you focus on what's important. 

Improved Efficiency and Productivity 

By centralizing relevant information and providing quick access to key metrics, Vantagepoint Dashboards significantly improve efficiency and productivity. Instead of spending time searching for data or generating reports manually, you can focus on analyzing insights, identifying areas for improvement, and taking proactive actions. Dashboards streamline your workflow, eliminate unnecessary steps, and allow you to work smarter, not harder. 

Now that you've witnessed the awesomeness of Deltek Dashboards, it's time to harness their power and boost your productivity to new heights. Regardless of your role, these dashboards offer benefits that can supercharge your workday. From instant data access to time-saving navigation and role-based setups, there's something for everyone. So, don't wait any longer—unleash the full potential of dashboards at your firm! 

Experience the Power of Deltek Vantagepoint Dashboards: Watch the Recap of Dashboard-Palooza's Electrifying Acts! 

Did you miss out on the electrifying events of the year? Don’t worry! We've got you covered. Dashboard-Palooza was a roaring success, providing attendees with valuable insights and actionable takeaways. It showcased the true power of Deltek Vantagepoint Dashboards, empowering collaboration, and efficiency for A&E firms. Whether you're a project manager, a finance or project accounting wizard, or a sales and marketing maestro, these dashboards are designed to help you thrive in your respective domains. Watch all of the Dashboard-Palooza acts by clicking the image below. 

We are excited to introduce you to a game-changing tool that will transform the way project managers review their project financials. Say hello to Informer's Resource Planning Dashboard - a cutting-edge business intelligence tool tailored specifically for project managers, offering instant visibility into your project's performance and empowering you to make well-informed decisions for ultimate success. 

You might be wondering, "What exactly is this Resource Planning Dashboard, and how can it benefit my projects?" Well, let’s dive in and see how. 

Estimate at Completion (EAC) and Revenue Projections

Imagine a project manager, let's call her Lisa, who has been assigned to lead a critical project for her company. Lisa is aware that managing project finances is crucial, but due to various reasons, she neglects to use the EAC and Revenue Projections feature in Informer's Resource Planning Dashboard. 

As the project progresses, Lisa faces challenges in accurately tracking and controlling costs. She relies on outdated spreadsheets and manual calculations, leading to errors and inconsistencies in her financial estimates. Without a clear view of the project's estimated completion costs, Lisa struggles to make well-informed decisions regarding budget allocation and resource management. 

However, with Informer's Resource Planning Dashboard, Lisa gets a comprehensive view of her project's estimated completion costs (EAC). This vital information allows her to accurately assess her project's financial health, giving her and your firm confidence in your financial decision-making.  

Informer's Resource Planning Dashboard presents a comprehensive view of your project's estimated completion costs (EAC). This vital information allows you to accurately assess your initiative's financial health, giving you confidence in your financial decision-making. Additionally, the dashboard offers detailed revenue projections, enabling you to forecast your project's income and engage in strategic financial planning. When you have the numbers at your fingertips, financial management becomes a breeze! 

Accounts Receivable (AR) Monitoring 

Now let’s meet John, a project manager leading a crucial infrastructure design project for an engineering firm. Despite being aware of the importance of cash flow management, John fails to use Informer's Resource Planning Dashboard for AR Monitoring. As the project progresses, John faces challenges in keeping track of outstanding payments from clients and subconsultants. 

Without real-time updates on accounts receivable, John is unaware of delayed payments and overdue invoices. This lack of visibility leads to cash flow issues, affecting the project's ability to fund ongoing activities and purchase essential resources. The project falls behind schedule due to the delayed availability of funds, leading to frustrated team members and increased project costs. 

Furthermore, John's inability to proactively optimize the financial situation results in missed opportunities to negotiate payment terms with clients and subconsultants. As a consequence, the project's profitability is compromised, and the firm faces increased financial risks. The cash flow problems escalate, and the project struggles to meet its financial obligations, eventually putting the entire project at risk of failure. 

In this unfortunate scenario, John's failure to leverage Informer's Resource Planning Dashboard for AR Monitoring significantly impacts the project's success. Proper utilization of this feature could have provided him with real-time insights into accounts receivable, enabling proactive cash flow management and ensuring a healthy bottom line for the project. 

Effective cash flow management is the lifeblood of any successful project. With Informer's Resource Planning Dashboard, you receive real-time updates on accounts receivable, making it easy to track outstanding payments effortlessly. By staying on top of your cash flow, you can proactively optimize your financial situation and ensure a healthy bottom line for your projects. This feature alone can help you navigate through financial challenges like a pro! 

Resource Optimization 

Imagine Sarah, a project manager leading a critical project for her company. Despite being aware of the importance of resource optimization, Sarah fails to utilize the Resource Planning Dashboard effectively. As the project progresses, Sarah struggles to identify top-performing team members and allocate resources strategically. 

Due to the lack of actionable insights into her project team, Sarah faces challenges in maximizing productivity. She might unknowingly assign tasks to underperforming or overwhelmed team members, leading to delays and compromised project quality. As a result, the project timeline extends beyond the initial projections, causing frustration among clients and eroding their confidence in the project's success. 

Moreover, without the necessary information to optimize resources, Sarah's project team experiences burnout and low morale. The lack of recognition for high-performing individuals, coupled with the inefficient allocation of resources, creates a sense of disengagement within the team. 

The consequences of poor resource optimization are severe. The project incurs additional costs due to inefficiencies and missed deadlines. Clients become dissatisfied with the project's progress and may consider terminating the contract, impacting the company's reputation and future business opportunities. 

In this unfortunate scenario, Sarah's failure to leverage the Resource Planning Dashboard for Resource Optimization significantly impacts the project's success. Proper utilization of this feature could have empowered Sarah to identify top performers, allocate resources efficiently, and unlock her team's full potential. The project would have progressed smoothly, meeting deadlines, and delighting stakeholders with successful outcomes. 

The Resource Planning Dashboard provides actionable insights into your project team members, helping you identify top-performing resources. Armed with this knowledge, you can strategically allocate resources, maximize productivity, and enhance overall project execution. It's like having a secret weapon to unlock your team's full potential! 

Empower Your Project Managers with Informer’s Resource Planning Dashboard 

Informer's Resource Planning Dashboard is designed to simplify project management and empower you with the tools you need for unparalleled success. From financial insights to resource optimization, this dashboard covers all the bases, ensuring that your projects are on the path to greatness.  

Are you excited to take your project management game to new heights? Let's embrace the power of Informer's Resource Planning Dashboard and watch the short demonstration by clicking below. Happy planning! 

This summer, we hosted Dashboard-Palooza, a virtual mini-demo series that highlighted the enhanced dashboard functionality of Deltek Vantagepoint. These demonstrations showcased how these powerful dashboards can revolutionize collaboration and efficiency for A&E firms. Our experts took center stage and provided actionable insights to project managers, finance and project accounting teams, as well as sales and marketing professionals, helping them drive their success. Let's recap the highlights from each mini demo. 

Project Management Oversight in Deltek Vantagepoint Dashboards 

Traditionally, project performance is measured monthly after time and billing has been processed. This leaves a gap in time where many issues could have been detected and addressed. What’s more, is that users must read every line in a report to understand what is important. 

In our opening act, Rana Blair, our rockstar expert, demonstrated how Deltek Vantagepoint's Project Management Oversight Dashboards can empower project managers to gain valuable insights and streamline their workflows. These dashboards offer visibility into key metrics such as budget, schedule, and resource allocation, enabling proactive steps to keep projects on track. Rana showcased her favorite dashboards and dashparts as summarized below. 

My Team's Project Overview Dashboard 

Project team leaders, principals, and directors can gain quick insight into their team’s performance even when they are busy with other competing priorities like business development, management meetings, issues to respond to, and several projects to monitor performance for. This dashboard makes it easy to see project performance for their team. It’s designed to identify when something is out of tune. 

My Project Performance Dashboard 

An individual project manager needs a bit more detail. Reports can provide a lot of facts and figures but may be difficult to interpret what it all means. A dashboard like the My Project Performance Dashboard provides basic visual information about the state of the projects, lets the project manager quickly see where projects might be going sideways and offers the ability to jump to the issue to dig in further. 

Keeping the users in your Deltek Vantagepoint system with the data increases the likelihood that they will see and address issues in a timely manner. 

My Project Percent Complete Entry from Dashboards 

The interactivity of Dashparts is increasing with every release of Deltek Vantagepoint. Most dashparts can be built with drill down capability and the ability to jump from the dashpart to the specific record for a closer look.  

The Project Percent Complete Dashboard is no different. This includes a simple project list on the right-hand side. Users can click on the contact’s name, for example, to bring up the contact information to quickly send an email or make a phone call. This dashboard also includes one of the most popular interactive dashparts, Percent Complete Entry. Users can update the weighted percent complete for their projects. It’s never been easier to update percent completes! 

Click here to watch the opening act of the Dashboard-Palooza to quickly oversee and manage your project performance. 

Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards 

Theresa DePew took the stage for the second act of Dashboard-Palooza, where she showcased the Finance & Project Accounting Oversight Dashboards of Deltek Vantagepoint. With these dashboards, finance, and project accounting professionals can stay on top of critical metrics like revenue, expenses, and profitability. Theresa's mini-demo empowered attendees to make informed decisions and manage finances and projects like pros. Just a few of the dashboards are summarized below. Watch the entire second act by clicking here. 

Finance Dashboard 

This dashboard provides a snapshot of the firm financials. We’ve built this dashboard to include Profit & Loss Accounts Last 3 Months, AR Unpaid Detail, and Receipts -This Month dashparts. 

Billing Review Dashboard 

This billing review dashboard provides an at-a-glance view of your firm’s unbilled and accounts receivable. You’ll notice that this is a project-based dashboard that allows you to add a filter at the top of the dashboard which filters the data for the entire dashboard not just a dashpart. This filter uses the same project records saved searches that you would find in the Projects hub. 

Draft Invoice Approvals and Unbilled for Project Managers’ Dashboard 

A&E firms need to bill clients in a timely manner to have a steady cash flow to run their firms. That’s why keeping track of invoice approvals and those projects that have yet to be billed is so critical. This dashboard makes it easy for project managers, principals, and accounting teams to quickly see and manage the invoice process. Best of all, this is an out-of-the-box dashboard that comes built for you with Deltek Vantagepoint. 

Project Financials Dashboard 

This dashboard was created by one of the Full Sail Partners’ consultants. The “Billed Amount by Target Sectors” shows you how much has been billed by Project Type (or market sector). This dashboard also contains “YTD Billings and Revenue” and “Project + Linked Promo Cost” dashparts. 

If you would like to see these dashboards in more detail, check out Theresa’s mini-demo here. 

Marketing & Sales Oversight in Deltek Vantagepoint Dashboards 

In the final act of Dashboard-Palooza, Amanda Roussel took us on a journey through the Marketing & Sales Oversight Dashboards of Deltek Vantagepoint. Attendees discovered how these dashboards can help teams identify opportunities, optimize strategies, and drive revenue growth. Amanda's featured dashboards and dashparts included: 

Firms’ Sales & Marketing Dashboard 

This informative dashboard offers valuable insights and customization options for showcasing marketing stats and individual performance metrics. It includes a Pursuit Count chart displaying pursuits at different stages, with estimated and weighted fees. The dashboard also features a Proposals Submitted This Year section, a Year-to-Date Projects Awarded overview, a comprehensive Sales Pipeline view, and a Client Activity Status report. With visual representations, filtering options, and color-coded indicators, this dashboard empowers A&E firms to optimize marketing strategies, track progress, and nurture client relationships effectively. 

My Active & Upcoming Proposals Dashboard 

This next Dashboard in Deltek Vantagepoint focuses on personal involvement within pursuits. The "My Pursuits by Stage" chart provides a filtered view, displaying stages from lead to contract management, along with estimated and weighted fees. The "My Active Pursuits" table, specific to the Business Development Lead, offers insights into upcoming proposal due dates and enables sorting and filtering. The "My Activities" dashpart allows for efficient task management, with toggles for timeframes, completion markers, and notes. The "My Sales Awarded YTD" tracks estimated fees for awarded projects. Lastly, the "My Pursuits + Linked Promo Cost" dashpart showcases promotional project details, including linked promotional costs, hours, and a visual indicator for high percentage charges. 

Firm Hit Rate Performance Dashboard 

The Firm Hit Rate Performance Dashboard in Deltek Vantagepoint provides an overview of the firm's success rate. The "Firmwide Hit Rate YTD" chart calculates hit rates based on estimated fees, presenting the percentage of awarded versus lost projects. The "Hit Rate by Project Type YTD" breaks down hit rates by project categories, displaying wins versus losses and estimated fee amounts. Additionally, the dashboard offers insights into the reasons for winning and losing projects in the last quarter, represented by pie charts based on project count. The "Pursuits Won & Lost Last Quarter" section on the right-hand side provides a summary of the firm's performance in terms of pursuits won and lost. 

By leveraging Deltek Vantagepoint's Marketing & Sales Oversight Dashboards, A&E firms can unlock the power of data-driven decision-making, ultimately achieving remarkable sales and marketing results. To see all of these in more detail, check the final act of this series. 

Experience the Power of Deltek Vantagepoint Dashboards: Watch the Recap of Dashboard-Palooza's Electrifying Acts! 

Dashboard-Palooza was a tremendous success, providing attendees with valuable insights and actionable takeaways. Deltek Vantagepoint Dashboards empower collaboration and efficiency for A&E firms, enabling project managers, finance and project accounting teams, and sales and marketing professionals to thrive in their respective domains. Click the image below to watch each act in the show. 

It is often the case that many professional services firms underestimate the need for robust Human Resources (HR) functions until they find themselves in a critical situation. Some firms may recognize the need for assistance but struggle to determine the specific type of support required. Here are common statements we frequently hear from clients:  

• “We have purchased our new HRIS system and are ready to implement but we don’t have structured HR processes and procedures in place, so we don’t know where to start.” 

• “We are a small family-oriented company that has managed so far with payroll, our admins and our executives taking care of the main Human Resources needs.” 
• “The managers are responsible for addressing the employee concerns and needs for their departments.” 
• “We have experienced so much turnover, especially in our HR Department. We need to assess our job descriptions and determine what we really need as a company.” 

Do any of these situations resonate with your firm? If so, it is clear that your organization would greatly benefit from the expertise of an HRNA (Human Resources Navigational Analysis). 

The Consequences of Neglecting HR Guidance 

First and foremost, let us consider the profound impact of operating a firm without an HR department or the guidance of an HR professional. This includes, but is not limited to, the following: 

• The potential for litigation issues such as discrimination or harassment lawsuits. 

• Low employee morale results from insufficient workforce engagement efforts, ineffective recruiting practices, subpar performance management, and undefined company culture. 

• Non-compliance with company policies and relevant governmental regulations. 

• High turnover rates due to non-competitive benefits and compensation plans, inadequate or unstructured training and development programs, and a lack of employee recognition initiatives. 

Statistics That Highlight the Necessity of Dedicated HR Personnel 

According to a recent 2023 article in LegalJobs, several HR statistics support the essential requirement for dedicated staff and leadership in managing HR functions. Consider the following: 

• 43% of HR professionals find it challenging to recruit employees due to intense competition. 

• 60% of candidates abandon job applications if they are overly complex. 

• Nearly 30% of new employees quit within the first three months. 

• 74% of new employees believe they have not reached their full potential. 

• 61% of newly hired employees do not undergo company culture training. 

• Onboarding processes have helped 71% of employees better understand their roles and responsibilities. 

• Diverse companies are 70% more likely to penetrate new markets. 

• Highly motivated and committed teams are 21% more effective.

• 41% of highly motivated teams exhibit lower absence rates. 

• 67% of employees value a respectful relationship with their employer. 

• 84% of HR departments believe that employee recognition increases engagement. 

• 82% agree that recognition enhances morale and happiness. 

Build a Strong Foundation with the HRNA Approach  

Our HR Consultant can assist your professional services firm in addressing and potentially avoiding these challenges through the Human Resources Navigational Analysis (HRNA). This comprehensive evaluation provides your firm with a thorough review of current HR systems, documents, and processes, encompassing the entire employee lifecycle. 

The process commences with a discovery phase, involving gathering information through written and verbal means with key stakeholders. This enables our HR Consultant to assess your firm's goals, mission, leadership perspectives on HR, and the existing organizational practices and policies. Subsequently, a meeting with decision-makers is held to develop an action plan based on critical business issues and leadership priorities identified during the discovery phase. 

Next, our HR Consultant compiles a detailed assessment report that includes findings in the focus areas identified and provides recommendations to address the areas requiring further attention. Upon distributing the HRNA report to the client and reviewing it together, we determine the subsequent steps and how we can assist in implementing the recommended measures. 

The Benefits of Pursuing an HRNA 

Clients who have undertaken the HRNA process have experienced a transformative journey. They have found themselves more receptive to change and transition than they initially anticipated. Moreover, this process illuminates the significant impact of effective HR functions on a professional services firm's brand, reputation, longevity, success, and bottom line. 

If your professional services firm is eager to move forward with a Human Resources Navigational Analysis, click the image below to take the next step towards strengthening your HR functions and driving your firm's growth. 

Deltek has recently unveiled the 44th Annual Clarity A&E report, providing an exclusive glimpse into the 2023 outlook of the Architecture and Engineering (A&E) Industry. Overall, while growth may cool down from 2022's excitement, the construction and engineering sectors remain optimistic. Challenges like rising costs, staffing shortages, and inflationary pressures are driving firms to focus on staff retention, development, and diversity initiatives. 

Furthermore, with limited resources, strategic project selection is key. Though investment in supporting technologies has dipped, firms are revving up plans for tech implementation. Despite costs, A&E firms still shine with solid net revenue growth and improved operating profit. Here, in this blog, we will do a quick review of the overall trends seen from the 44th Annual Deltek Clarity Study.

Technology Trends

Firms are prioritizing strategic technology plans, cybersecurity, and business process improvement to achieve digital maturity and address challenges such as rising costs and talent management. While there is a desire to make strategic technological improvements, the report indicates a disconnect between goals and implementation, with firms relying on manual data entry instead of leveraging technology solutions effectively.

Data and cybersecurity remain the top IT operations challenges for firms, with cyberattacks posing a significant threat. Rising technology costs and the need to prioritize applicable trends also hinder technology adoption. However, firms are aiming to transform their use of technology, leveraging it as a competitive advantage and fundamentally changing how their businesses are run and the services offered to clients. Overcoming these challenges and maintaining a harmonious relationship between technology, project execution, and company strategy will be crucial for firms to emerge as the most competitive in the industry.

Business Development Trends

Firms face increased competition and fewer awarded proposals, necessitating strategic planning and resource utilization for conservative revenue growth. To address this, firms should focus on qualifying clients aligned with their strengths, diversify into favorable markets, and nurture existing client relationships with skilled BD talent and technology.

The A&E industry remains strong, but rising costs and staffing challenges require diligent pursuit of strategic opportunities for sustainable growth. Firms can enhance their focus by implementing formal go/no go processes, leveraging CRM solutions, and adopting hybrid BD models combining a dedicated staff with seller/doer approaches. Emphasizing opportunity evaluation and internal collaboration can benefit smaller firms. Adapting to market changes, investing in technology and talent, and prioritizing client relationships is crucial for firms to thrive in the evolving business landscape.

Project Management Trends

The 44th Annual Deltek Clarity report reveals that project managers (PMs) face challenges in gaining visibility into project management KPIs and lacking the necessary tools to manage them effectively. While there is a positive trend with more projects staying on track for schedule and budget, staffing shortages continue to hinder project performance. To tackle these issues, firms should invest in internal project manager training, better project management tools, and training for the next generation of project managers.

Staffing challenges remain the top obstacle for A&E firms, impacting project delivery and potentially causing burnout among existing staff. To address this, firms are focusing on internal training and upskilling current employees. However, comprehensive training and professional development are crucial to equip PMs with the required skills. Additionally, improving project information management, quality control, and collaboration can enhance project performance and mitigate risks. Emphasizing both financial and non-financial KPIs, along with leveraging project technology and financial tracking tools, can lead to improved project outcomes and profitability.

Human Capital Management Trends

A&E firms are focusing on developing and cross-training existing staff to meet project demands amid challenges in staffing and rising hiring costs. They prioritize succession planning, performance management, and talent nurturing to improve retention. To address talent acquisition challenges, firms are re-evaluating position requirements, considering trainable candidates with complementary skills, and offering competitive compensation. Engaging diverse candidates, providing upskilling opportunities, and championing operational tools are crucial for attracting and retaining talent.

In the competitive talent landscape, firms must strategically attract and retain employees by adapting to evolving workforce preferences, such as remote work options and positive company culture. They shift engagement strategies, offer visible career development plans, and track key performance indicators related to employee management and retention. By implementing these approaches, firms aim to improve their talent acquisition processes and support project profitability.

Financial Management Trends

Firms achieved significant financial success in 2022, surpassing their bullish goals and delivering improvements in operating profit. They effectively leveraged direct labor costs and subconsultants to drive revenue growth, outpacing growth in headcount and wages. Strategic investments were made during favorable economic conditions, resulting in strong revenue growth and improved financial metrics.

However, firms are facing several financial challenges that need to be addressed to sustain their performance. Finding and retaining qualified staff remains the top concern, although firms have been successful in leveraging their workforce and achieving high net revenues per employee. Increasing profitability and managing growth are also key areas of focus. Firms are refining their strategies, utilizing technology and process improvements to reduce project delivery costs and balance out rising labor costs.

To maintain their financial performance, firms need to prioritize the overall health and satisfaction of their workforce. Retaining and developing impactful talent through cross-training and internal promotions are crucial. Additionally, driving timely project completion, effective billing, and collection processes are vital for capturing revenue and maintaining cash flow. Investments in business process improvements and financial management training for PMs are key areas of focus to sustain growth and manage financial returns.

Continue to Gain Valuable Insight into the A&E Industry

The 44th Annual Deltek Clarity report continues to provide valuable insight into the Architecture and Engineering industry. In this most recent study, firms are advised to prioritize technology adoption, strategic business development, effective project management, and talent management to be successful. Embracing technology trends, addressing staffing challenges, and focusing on financial management are key areas of focus for sustainable growth and profitability.

By leveraging the recommendations from the Deltek Clarity report, firms can navigate market changes, enhance their operations, and stay competitive. For more information, the entire Clarity report can be downloaded for a comprehensive view. However, don’t forget to keep an eye out for our future blogs where we will be quickly reviewing each trend of the report in more detail.

Congratulations! Your firm just spent months evaluating different CRM systems, selecting one, and then countless hours configuring the system and entering the initial information into the system. You can now sit back and let this wonderful new CRM system do all the work for you, right?!?! Wrong! 

You’ve probably heard the saying “garbage in, garbage out” at least a dozen times throughout your CRM process. Well, the real problem is to get ANY information into the system – garbage or not! After working for nearly two decades begging people to enter their information into the CRM, I’ve discovered a few tips to help *encourage* my project managers, principals, and other seller-doers to get their information into the system – good or bad information.  

In this article, I’ll share 12 expert tips to get your project managers enthusiastic and motivated to leverage the power of CRM. Let's dive in! 

Tip #1 Provide Training

Knowledge is power! To ensure project managers feel confident using the CRM system, offer training sessions. Offer training sessions early and often. Offer training in different formats – written, lecture, and hands-on. Offer the training in big groups and one-on-one. Offer training in scheduled sessions and on-demand as needed. Offer bite-sized training teaching them only what they need to know for certain tasks like entering a contact or updating an opportunity.

I hope you’re beginning to realize that training isn’t just a check-the-box type task. You can’t just host one lunch-and-learn and expect everyone to remember everything and then do it. Instead offer regular on-going training in different formats. Create and provide cheat sheets, checklists, and short video tutorials.

When someone asks you to enter information, use that as a teaching moment to share your screen and go through it with them. In my experience, people are hesitant to add information to the CRM because they don’t know how and/or they are afraid of messing something up.

Teach them how to navigate the system, input data effectively, and explore its powerful features. By equipping them with the necessary skills, you empower them to excel in their role.

Tip #2 Emphasize Benefits

Paint a clear picture of how entering CRM information benefits both the project and individual project managers. Showcase how it improves project visibility, streamlines collaboration, and enhances data-driven decision-making. When project managers understand how CRM contributes to their success, they'll be motivated to embrace it.

I highly encourage all my CRM implementation teams to enter as much information as possible into the system before it’s rolled out to the users. This includes information about key clients, contacts, and activities. Then in the training, you can show a key client record with all the history and conversations. Displaying these complete client records during the training shows what’s possible but with real-life, real-time information that will be more meaningful to the audience.

Tip #3 Simplify User Interface

Nobody wants to get lost in a maze of complex screens and confusing menus. Ensure that the CRM system has a user-friendly interface. Keep it simple, visually appealing, and intuitive to navigate. By reducing the learning curve, project managers will feel more at ease while entering CRM information.

Tip #4 Set Clear Expectations

Clarity is key! Clearly communicate the expectations around CRM usage and data entry. Make it an integral part of project management responsibilities and ensure all project managers understand the importance of timely and accurate data input. When expectations are crystal clear, project managers can align their efforts accordingly.

I recommend keeping the data entry tasks simple at first. For example, just ask them to enter a new contact for each new business card they get. Another example would be for you to create all new opportunity records, but you just want them to go into existing records to update the stage and/or add notes – only updating one or two fields in existing records. Start small until they get comfortable with the system.

Tip #5 Align with Existing Processes

Integrate CRM data entry seamlessly into existing project management processes. When the CRM system complements its current tools and workflow, project managers will perceive it as a valuable addition rather than a burdensome task. By making it a natural part of their routine, you'll see increased adoption.

If your firm is already using the accounting functions of Deltek Vantagepoint, then your project managers should already be comfortable working within the system to set up and manage project financials as well as complete their timesheets. Introducing additional fields and processes to track client relationships and pursuits shouldn’t be too heavy of a lift.

Tip #6 Offer Mobile Accessibility

In today's fast-paced world, mobility is crucial. Provide project managers with mobile access to the CRM system through a dedicated app or mobile-friendly website. This allows them to update information on the go, making data entry more convenient and efficient. Mobile accessibility brings flexibility to their fingertips.

Deltek Vantagepoint has a Mobile CRM app. Don’t forget to show your project managers this capability. I’ve found that the interface for the Mobile CRM app is often easier to understand and enter data for beginning CRM users.

Tip #7 Integrate with Outlook for Gmail

Chances are your project managers spend a significant amount of time inside their Outlook or Gmail inbox, managing emails, scheduling meetings, and coordinating with team members. So, why not bring the CRM system to their inbox? By integrating the CRM with Outlook or Gmail, you can streamline their workflow and make CRM data entry a seamless part of their email management process.

With the Vantagepoint Outlook Integration, for example, CRM users are able to do the following directly from Outlook:

• Track and log emails as Activities
• View, add or update Firm, Contact, or Project records
• Send scheduling links to Contacts
• Record scheduled meetings as Activities

To see the Outlook Integration in action, check out this mini-demo showing how it looks in your Outlook inbox and this mini-demo to see how you can sync your calendar.

Tip #8 Gamify the Process

Who doesn't love a good game? Introduce a touch of gamification to make CRM data entry engaging and fun. Create leaderboards, recognition, or rewards for project managers who consistently maintain accurate and up-to-date data. Gamification injects a sense of friendly competition and encourages active participation.

Tip #9 Regularly Communicate Value

Communication is vital to maintain enthusiasm. Regularly share success stories, metrics, and insights derived from the CRM system. Demonstrate how CRM data contributes to project success and celebrate wins. When project managers see the impact of their data, they'll be motivated to continue entering information diligently.

Tip #10 Seek Feedback and Iterate

Project managers' opinions matter! Actively seek feedback on the CRM system and data entry process. Listen to their suggestions and concerns and iterate accordingly. By involving project managers in the improvement process, you create a sense of ownership and make them feel valued.

Tip #11 Provide Ongoing Support

Support is the backbone of success. Identify one team member as a CRM super user in each office or department. This superuser is then available to answer any questions, help troubleshoot issues that occur, collect feedback from users, and/or identify other areas for improvement and automation of the system.

By providing the necessary support, you ensure project managers feel empowered and encouraged throughout their CRM journey.

Tip #12 Lead by Example

Actions speak louder than words. As a leader, actively use the CRM system yourself. Lead by example and showcase the benefits of CRM to your team. A great way to do this is to ditch the spreadsheets and display the CRM system on the screen in business development/marketing meetings. Actually, bring up the list of the records on the screen and update them in real time during the meeting. This shows the project managers just how easy it is to use your CRM system.

When project managers see their leaders engaging with the system, it reinforces its importance and encourages adoption at all levels.

Unleash the Power of Your CRM

By following these 12 expert tips, your project managers will not only see the value of entering CRM information but also enjoy the process. Remember, CRM is not just about data entry; it's about leveraging insights to drive project success. Together, let's harness the potential of CRM and take our projects to new heights.

Deltek Vantagepoint CRM is a powerful solution designed specifically for project-based businesses. With its user-friendly interface, seamless integration with Outlook and Gmail, and robust features, it empowers project managers to streamline their workflows, enhance collaboration, and make data-driven decisions. By leveraging Deltek Vantagepoint CRM, you can elevate your project management success like never before.

To learn more about how Deltek Vantagepoint CRM can revolutionize your project management processes, visit our resources page. Discover firsthand how this innovative solution can transform the way your project managers enter CRM information, unleash actionable insights, and drive project success.

Together, let's harness the full potential of Deltek Vantagepoint CRM and propel your projects to new heights. Don't wait - take the next step toward unlocking the power of CRM today!

At Full Sail Partners, we firmly believe in the transformative power of the business benchmarking process. It serves as a vital tool that empowers professional services firms like yours to make well-informed decisions, streamline operations, and gain a competitive edge in the marketplace. To achieve optimal results, we advocate adopting an approach that encompasses four essential steps. These steps lay the foundation for a comprehensive and effective benchmarking strategy, allowing you to unlock the full potential of your business. 

#1 Look for Benchmarking Resources

If you're just getting started in the world of benchmarking, it's always beneficial to get a glimpse of how other professional services firms handle this process and measure up against your own company. There's an abundance of industry experts and organizations out there who generously share valuable insights into their benchmarking practices.

By taking advantage of these resources, you'll gain valuable knowledge and a broader perspective on benchmarking strategies. You'll be able to see firsthand how successful companies approach this process and uncover valuable tips and tricks to apply within your own professional services firm. So, don't hesitate to tap into this wealth of information and discover the key to benchmarking excellence.

Here are a few of our personal favorite resources that you'll want to check out:

• Deltek 
• Forrester 
• Gartner
• Hinge Marketing 
• IDC 
• Society for Marketing Professional Services 
• Vision Edge Marketing 

There are countless other companies and organizations out there who are also avid benchmarkers, so don't hesitate to explore further and discover even more insightful resources.

#2 Choose Your KPIs to Measure Success 

This is where we get to choose the meaningful measurements that will serve as your benchmarks or standards. Don't worry, we've got an array of exciting key performance indicators (KPIs) to explore—financial and project-related statistics that provide valuable insights into your professional services firm's performance. It’s like finding the perfect recipe for success! 

In the world of professional services firms, there's a whole bunch of KPIs that can help you gauge your organization's financial and operational health. Here are some of the widely used favorites: 

• Accounts Receivable
• Average Collection Period
• Chargeable Ratio
• Chargeable Ratio times Net Multiplier
• Current Ratio
• Debt to Equity Ratio
• Employee Realization
• Employee Utilization
• Estimate at Completion (EAC)
• Estimated to Complete (ETC)
• Net Multiplier
• Net Revenue per Technical Staff
• Net Revenue per Total Staff
• Overhead before Discretionary Distributions
• Profit on Net Revenues before Taxes and Distributions
• Return on Owners’ Equity
  
  

Now, it's time to do some soul-searching and consider which of these metrics truly encapsulates success for your unique organization. Establish corresponding benchmarks that align with your firm's historical performance, industry surveys, specialized standards, your company's philosophy, or even a delightful combination of factors. The goal is to create a tailored measuring tape that fits your organization like a glove.

When selecting professional services firms to benchmark against, think about factors like industry, geography, and size. The more similarities they share with your firm, the more relevant and valid their metrics will be. It's all about finding those perfect benchmarking buddies who can inspire and guide you toward greatness.

#3 Diligently Track Your Data

With the metrics identified and the benchmarks set to evaluate your professional services firm's performance, it's time to engage in diligent data tracking. Fortunately, there are various options available to streamline this process. 

While traditional methods like one-off spreadsheets and makeshift workarounds may seem tempting, we highly recommend exploring sophisticated software packages tailored to your specific needs. These solutions range from advanced accounting software that effectively monitors financial statistics to specialized project management tools designed to meticulously track individual projects. 

However, allow me to introduce an even more compelling alternative: a purpose-built Enterprise Resource Planning (ERP) system such as Deltek Vantagepoint. This comprehensive solution seamlessly integrates data from both the front office (project-related activities) and the back office (accounting operations). Imagine having a reliable sidekick that offers real-time, comprehensive visibility into all the aforementioned metrics. But it doesn't stop there—Deltek Vantagepoint also optimizes project and staff oversight, automates manual processes (including Customer Relationship Management and business development), and significantly enhances operational efficiency. 

Whether you opt for a combination of software programs or embrace the unified power of Deltek Vantagepoint, it is essential to utilize consistent and continuous data collection. This is an ongoing endeavor that ensures you stay well-informed and propels your professional services firm towards remarkable achievements. So, let's implement robust systems, leverage cutting-edge technology, and diligently track that data to stay ahead of the curve as accomplished benchmarkers. 

#4 Use Your Benchmarks to Make Data-Driven Decisions 

This is where we close the loop and ensure that the right data reaches the right people in a timely manner. It's all about fostering a management commitment to utilizing data for decision making and trust me, it's a game-changer. 

Imagine this scenario: You have schedule-based metrics at your disposal. Not only do they help you determine if a project is currently on budget, but they also shed light on whether it will ultimately stay within the overall budget. If the Estimate at Completion (EAC) surpasses the overall budget, management faces a pivotal choice. They might decide to reduce future expenditures or accept that the project will go over budget, while also identifying where the slippage occurred (perhaps those additional services contracts slipped through the cracks). Mind you, this is just one example. Depending on the specific underperforming metric and the degree of deviation from the desired benchmark, management will have an array of options and decisions to make. 

Now, let's uncover the secret to success in this phase of the benchmarking process: granting management access to all the vital metrics at any given moment. While manual methods can be employed to gather and present this information, there's a far more efficient way to do it—automated KPI dashboards. These customizable features, available in Deltek Vantagepoint, serve as your trusty sidekick, delivering essential data to management in a snap. 

By embracing this data-driven decision-making approach, you unlock the power to steer your professional services firm with precision and confidence. So, let's ensure the flow of valuable insights reaches decision-makers in a timely manner, empowering them to make informed choices that propel your company to new heights of success. 

Don’t Wait, Start Now! 

Regardless of the approach you choose to identify and track your professional services firm's benchmarking information, rest assured that the process yields substantial dividends. It grants your firm a more relevant and up-to-date understanding of its performance, positioning you for success. Equally important, it enables proactive measures to address underlying issues before they escalate into significant challenges, thereby increasing the likelihood of achieving both project and financial success.   

The future of a professional services firm's success begins with benchmarking. Embrace it, harness it, and let it guide us towards a prosperous tomorrow.  

When it comes to assessing the financial well-being of our projects, we know that relying solely on project invoices is like gazing at the tip of an iceberg while missing the grandeur beneath the surface. At Full Sail Partners, we understand that true success lies in exploring a variety of analytics and statistics. Let's dive into the world of project metrics and discover the key to unlocking financial prosperity. 

The Essentials to Determining a Project’s Financial Health 

To begin with, there are a few essential components we must consider when determining a project's financial health. Every project should be documented with: 

• Current and Accurate Fee: A clear understanding of the project's fee is vital. It serves as a baseline for evaluating profitability and making financial decisions throughout the project's lifecycle. 
• Work Breakdown Structure (WBS): A well-defined WBS that aligns with the project's fee and scope helps us accurately allocate costs and resources. It provides a framework for tracking expenses and ensures that financial evaluations are aligned with the project's objectives. 
• Proper Revenue Recognition Method: Selecting the appropriate revenue recognition method is crucial for accurate financial reporting. It ensures that revenue is recognized in a manner that reflects the project's progress and performance accurately. 

Understanding the Components of a Project's Financial Health 

To truly focus on the financial success of a project, we rely on job-to-date (JTD) as our measurement of time. Now, let's explore some key statistics that can be found or created using Deltek Vantagepoint’s Project Earnings Report: 

Profit or Variance  

This metric allows us to compare revenue/earnings with costs incurred. For projects billed on time and materials (T&M), a zero variance indicates profitability, as the project profit is built into the billing rates. However, a negative variance suggests the need to write off charged time. For fixed fee/lump sum projects, the goal is to minimize costs while still delivering on scope and quality. 

Projected Profit or Variance  

Calculating this metric involves updating and managing the estimate to complete (ETC). By combining the ETC with the JTD cost, we derive the estimate at completion (EAC). Comparing the EAC to the Fee allows us to gauge the project's health upon completion and identify potential scope creep. By analyzing actual and projected profit together, we can establish four scenarios and develop a matrix approach for reviewing a project's financial health: 

• Scenario 1: JTD shows a profit, but there is a projected reduction in that profit moving forward. This indicates the need for careful cost management to maintain profitability. 
• Scenario 2: JTD shows a profit, and continued or increased profit is forecasted. This demonstrates a healthy financial trajectory. 
• Scenario 3: JTD shows a loss, but some or all of that loss can be mitigated moving forward. This calls for identifying and addressing the factors contributing to the loss and implementing corrective actions. 
• Scenario 4: JTD shows a loss that will continue or grow. In this case, it is crucial to evaluate the project's viability and explore strategies for minimizing further losses. 

Direct Labor Multiplier 

This metric is crucial for managing a specific project and aligning with the firm's overall goals. It measures how much revenue is generated per labor dollar charged. The estimated multiplier is determined at the project's inception, and it's important to have a basis of comparison when evaluating this statistic. 

Work in Process (WIP)  

WIP is calculated as the difference between project revenue and the amount invoiced. Monitoring WIP helps mitigate any potential risks to project earnings. If revenue is accrued, it's vital to consider the time associated with billing and collection. Deferring revenue can minimize or mitigate risks effectively. 

Backlog  

This metric indicates the remaining revenue to be earned, representing the future available revenue stream. When combined with all projects, it forms a significant line on our Key Performance Indicator (KPI) graph. Additionally, it reflects the required full-time equivalent man-hours to complete and deliver contracted work. It's worth noting that backlog can be derived from the ETC, showcasing the interconnectedness of these metrics. 

It's crucial to note that all these metrics work in tandem, complementing and informing each other. For instance, backlog can be derived from the estimate to complete (ETC), demonstrating the interconnected nature of these indicators. By considering them collectively, we gain a comprehensive understanding of a project's financial health and can make informed decisions accordingly. 

Measuring a Project’s Financial Health is Multifaceted and Continuous  

At Full Sail Partners, we believe that measuring the financial health of a project requires a multifaceted approach. By relying on a variety of analytics and statistics, we gain a holistic understanding of the project's financial landscape. Project invoices, while important, are just one piece of the puzzle. 

To make our projects truly profitable, it is essential to continually measure and monitor their financial health. By utilizing a range of metrics and closely tracking project milestones, you can proactively identify potential shortcomings and take corrective actions before they escalate. This approach empowers project managers and the entire team to drive success, deliver value to clients, and optimize financial outcomes. 

Deltek Vantagepoint: Empowering Project-Based Consulting Businesses for Financial Success 

In conclusion, measuring a project's financial health goes beyond relying solely on project invoices. By leveraging various analytics and statistics, including key performance indicators, milestones, and specific metrics like profit or variance, projected profit or variance, direct labor multiplier, WIP, and backlog, you gain a comprehensive view of a project's financial status. This comprehensive approach allows you to make informed decisions, mitigate risks, and steer projects toward profitability.  

So, embrace these valuable insights, keep a close eye on your project's financial well-being, and unlock the path to sustainable success in your project-based consulting business. To see how Deltek Vantagepoint supports good project financial management, watch the webinar below!  

Hey there fellow project-based businesses! Are you tired of losing out on new opportunities to your competitors? Do you struggle to produce powerful and convincing proposals that win new business? If so, you're not alone! With the competition for new business constantly increasing, it's more important than ever to have an efficient and effective business proposal development process. 

That's where we come in. As a provider of Deltek Vantagepoint software and consulting services, we know what it takes to streamline the proposal development process and increase your win rate. In this blog, we'll share with you some hot tips to help you improve your business proposal development process. 

From creating checklists and assigning tasks to subject matter experts, to knowing when to bid or no bid, and avoiding information overload, we've got you covered. We'll also dive into the importance of using graphics, creating an executive summary that wins, and keeping in touch with your references. 

By implementing these tips, you'll be able to increase your proposal process efficiency and gain a competitive edge. So, let's get started and win some business! 

Tip #1 – Create a Checklist