Full Sail Partners Blog (2)

Clean Your Dirty Data and Improve Data Integrity

Posted by Sarah Gonnella on April 10, 2025

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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 Yep, we’re talking about those outdated contact records, confusing project statuses, and duplicate entries multiplying like rabbits in your ERP system.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. ✨

Using the Process Server for an Efficient Vantagepoint Tune-Up

Posted by Heath Harris on April 03, 2025

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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.

 

The Future of Deltek Vantagepoint Integrations: What You Need to Know About the Move to Webhooks

Posted by Peter Nuffer on April 01, 2025

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!

 

The Ultimate Vantagepoint Efficiency Toolkit: 15 Features You’re Probably Not Using—But Should Be

Posted by Lisa Ahearn on March 27, 2025

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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.

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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.

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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.

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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.

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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.

 

 

Deltek Vantagepoint’s Versatile Billing System: Streamlined Invoicing Solutions

Posted by Cynthia Fuoco on March 20, 2025

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Managing project billing efficiently is a crucial aspect of financial operations for project-based firms. Deltek Vantagepoint offers a highly adaptable billing system that allows firms to generate various billing formats for clients—without needing to create multiple invoice templates. This is made possible through Vantagepoint’s Project Billing Terms, which seamlessly integrate different billing types, including Fixed Fee, Percentage of Completion, Hourly, Consultant, and Expense billing, all within a single invoice.

The Challenge of Mixed Billing

While this flexibility is a major advantage, it does present a challenge: invoices can become lengthy and complex, with separate sections for each billing type. For example, while Fixed Fee billing phases can be consolidated into a single block, Time and Materials (T&M) phases must be displayed separately. This can result in multi-page invoices that are cumbersome for both firms and their clients to review.

How Full Sail Partners’ Custom Solutions Enhance Deltek Vantagepoint’s Invoicing

To address this challenge, the custom solutions team at Full Sail Partners has developed an innovative invoice format that consolidates all Fee, Time, Consultant, and Expense billing into a single, streamlined block. This enhancement can be applied to any existing Vantagepoint Invoice Template, significantly improving efficiency and readability.

Key Features of the Vantagepoint Summary Block Invoicing

An example of this custom invoice format is:

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Phases and Budgeting

  • Hourly billing phases, such as Pre-Design and Schematic Design, are presented with a budget limit.
  • Billable time for these phases is displayed in the Job-to-Date (JTD) Billed column, with the percentage complete automatically calculated by dividing JTD Billed by the Budget. /li>

Flexible Display Options

  • A new feature allows users to show or hide the Fee Remaining Column based on preference.
  • Design Development phases can be billed hourly without a budget limit, reflecting actual billable time in the JTD Billed column.

Percentage of Completion Billing

  • Phases such as Bidding and Negotiation utilize the Percentage Complete method, with values entered in the Fee tab of Billing Terms.
  • JTD Billed values follow standard Percentage Complete billing practices, ensuring accuracy.

Reimbursable Expenses Tracking

  • Actual charges for reimbursable expenses are displayed with a budget limit, and JTD Billed values are presented similarly to labor phases.
  • This feature includes the ability to calculate the percentage complete in relation to the budget, ensuring transparent and accurate expense tracking.

Transforming Invoicing Efficiency

By implementing this new invoice format, firms can significantly reduce the length of their invoices. Previously, invoices could span anywhere from two to five pages, making them cumbersome for both accounting teams and clients to process. Now, with the streamlined design, invoices can be condensed into a single-page summary, making it easier for clients to review and approve payments.

Additionally, firms can opt to include a Billing Backup as part of their billing terms, which provides detailed time and materials phase breakdowns as needed. This ensures that while invoices remain concise, additional supporting details can still be provided for transparency.

Enhanced Customization for Tailored Invoices

Another significant benefit of this invoice format is the enhanced customization options. The system allows Fee and Labor Phases to be presented in a summarized block format, while Consultant and Reimbursable Expense charges can still be displayed separately. This flexibility is made possible through custom fields in the Projects Hub, enabling firms to choose which charges to consolidate and whether to display the “Remaining” column.

With these customizations, firms gain the ability to tailor their invoicing process to meet the specific needs of their clients while maintaining a standardized approach to billing.

Why Choose Full Sail Partners’ Custom Invoice Solution?

Deltek Vantagepoint already provides a robust billing system, but Full Sail Partners’ custom invoicing solution takes it to the next level by improving efficiency, clarity, and usability. Whether your firm struggles with lengthy invoices, complex mixed billing scenarios, or the need for better customization, this solution offers a streamlined approach to invoicing that benefits both internal teams and clients.

Get Started with a Custom Invoicing Solution Today

If your firm is looking for a more efficient way to manage invoicing in Deltek Vantagepoint, our custom solutions team at Full Sail Partners is here to help. We have successfully implemented this streamlined invoicing format for multiple clients, helping them improve accuracy, reduce administrative burden, and enhance the client billing experience.

Interested in learning more? Click below to provide us your specific needs so we can help you optimize your invoicing process with Deltek Vantagepoint!

How These Microsoft Office Integrations Make Deltek Vantagepoint Even More Powerful

Posted by Stephany Socha on March 13, 2025

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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:

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  • 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.

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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!

 

 

No More Manual Madness: Automate Your AEC Firm with Deltek Vantagepoint Workflows

Posted by Wesley Witsken on March 06, 2025

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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.

Underused Accounting Features of Deltek Vantagepoint

Posted by Jenny Labranche on February 27, 2025

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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.  

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8 Reasons an ERP System Implementation Succeeds

Posted by Rana Blair on February 20, 2025

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Implementing an ERP system is no small feat. It takes strategic planning, collaboration, and a commitment to long-term success. But here’s the good news: firms that get it right share several common traits. These winning strategies focus on gathering and sharing information, keeping users engaged, and continuously improving the system post-go-live.

So, what sets successful ERP implementations apart from the rest? Let’s dive in!

1. Define Objectives and Prioritize Requirements

The foundation of a successful ERP implementation starts with a crystal-clear understanding of your firm’s objectives. Companies that take the time to define their goals and align them with business needs are more likely to see success down the road. Think of it like building a house—if the blueprint isn’t solid, you’re going to run into major issues later. Prioritize your requirements early and use them as your guiding light through system selection, implementation, and beyond.

Without clear objectives, firms risk implementing a system that doesn't align with their business needs, leading to wasted resources and frustration. Unclear priorities can result in feature overload or neglecting critical functionalities.

Pro tip: Share these goals with stakeholders at all levels to ensure buy-in and alignment throughout the organization.

2. Conduct Thorough Research

Knowledge is power, and when it comes to ERP systems, firms that do their homework make better choices. Beyond evaluating core features and pricing, successful firms dig deeper into long-term scalability, vendor support, and user community strength. Choosing an ERP based on current needs alone can be a costly mistake. The best implementations come from firms that look ahead and ensure the system can grow with them. Firms that skip comprehensive research often find themselves stuck with an ERP that lacks flexibility, resulting in additional costs for upgrades or workarounds later.

What to do: Explore case studies, attend demos, and talk to other firms about their experiences to get a well-rounded view of potential ERP solutions.

3. Manage Change Effectively

Let’s face it—change can be tough. But firms that put people first during an ERP implementation are the ones that thrive. Addressing the human factor with a strong change management strategy is key. This includes training, support, and listening to feedback from users at all stages of adoption. When employees feel supported, they’re more likely to embrace the system rather than resist it.

Ignoring change management can lead to user resistance, low adoption rates, and inefficient workarounds that bypass the system entirely.

Remember: Change management isn’t just a one-time effort; it’s an ongoing process that evolves with your business.

4. Communicate Clearly and Consistently

Nobody likes being left in the dark, especially during a major technology change. Effective communication can make or break your ERP rollout. Successful firms create a structured communication plan that considers different learning styles and provides clear, timely updates. The goal? Keep everyone informed and engaged without overwhelming them.

Poor communication can result in confusion, fear of the new system, and decreased productivity during transition periods.

Insider tip: Leverage a mix of channels such as email updates, training videos, and town hall meetings to reach your audience effectively.

5. Protect and Retain Knowledge

ERP knowledge isn’t something you want walking out the door when employees leave. Firms that succeed in the long run invest in cross-training, documentation, and super-user programs to safeguard their knowledge base. Think of it as an insurance policy against turnover and skill gaps.

Without a knowledge retention strategy, firms risk costly mistakes and inefficiencies due to a lack of system understanding.

Proactive approach: Regularly update your ERP documentation and encourage knowledge sharing across departments to ensure continuity.

6. Encourage Continuous Learning and Innovation

Your ERP system is more than just a tool—it’s an opportunity to innovate. The most successful firms foster a culture of continuous learning, encouraging users to explore new features and processes. Regular engagement with vendor updates, training sessions, and ERP user groups keeps the system fresh and exciting.

Firms that become complacent with their ERP usage often miss opportunities to improve processes and stay competitive.

Keep it fresh: Schedule quarterly lunch-and-learns to explore underutilized features and brainstorm new ways to leverage the ERP.

7. Stay Up-to-Date with System Enhancements

ERP software isn’t static; it evolves just like your business. Firms that stay on top of system updates and enhancements enjoy greater efficiency and fewer frustrations. New features can streamline workflows, boost productivity, and keep your ERP aligned with your business needs.

Neglecting updates can lead to outdated processes and increased security vulnerabilities.

Quick win: Designate an ERP champion to monitor updates and evaluate their impact on your operations.

8. Re-Evaluate and Adapt Business Processes

An ERP system should work for your business, not the other way around. As your firm grows and changes, it’s crucial to periodically review your processes to ensure they still align with the system. Failing to do so can lead to inefficiencies, manual workarounds, and frustration.

If your ERP isn’t keeping up with evolving needs, employees may revert to spreadsheets and other external tools, ultimately defeating the purpose of the system.

Pro tip: Conduct annual ERP health checks with key stakeholders to identify process improvements and areas for optimization.

Get Your ERP Implementation Right the First Time

By following these proven strategies, your firm can ensure that your ERP system continues to deliver value long after the initial implementation. Success isn’t just about hitting the go-live date; it’s about continuously adapting, communicating, and innovating to make the system an integral part of your business operations.

Need a little extra help? Our team at Full Sail Partners specializes in guiding firms through every step of their ERP journey—from planning to optimization. Let’s talk about how we can help your firm sail smoothly through your ERP implementation and beyond!

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Understanding the Four Levels of Severity When Submitting a Case to Deltek Support

Posted by Amy Balassone on February 13, 2025

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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!

 

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