Every year, the Deltek Clarity A&E Industry Study gives architecture and engineering firms something concrete to work with: real data from real firms about what's working, what's stalling, and where the industry is heading. The 47th edition surveyed 896 firms of all sizes and types, and the throughline is clear. This isn't a market that rewards guessing or going through the motions. The firms pulling ahead are the ones making intentional, disciplined decisions at every level of the business.

Nowhere is that shift more visible — or more urgent — than in the Financial Management data.

The mood has changed 

For the first time in several years, increasing profitability displaced finding and retaining qualified staff as the top financial challenge, named by 54% of firms. Talent pressures didn't go away — 49% still list them — but financial pressure moved to the front of the line. That's a meaningful signal. It tells us that firms have shifted from "how do we grow fast enough to meet demand" to "how do we protect what we built."

The numbers back it up. Operating profit on net revenue fell to 16.7%, down 4.7 percentage points year over year. Revenue backlogs contracted sharply — from 9.0 months to 6.3 months. Firms are still profitable by historical standards, but the conditions that produced record performance over the past two years are moderating. The margin for error is narrowing.

The firms navigating this best aren't chasing volume. They're being deliberate — about which projects to pursue, which clients to deepen, and how they price their work. That kind of intentionality doesn't happen by accident. It requires real-time visibility into the data that drives those decisions.

What the utilization number is actually telling you

The median utilization rate fell to 58.9%, down 2.2 percentage points from 61.1% the year before. That drop was felt across every firm segment, with large firms taking the steepest hit — falling from 62% to 58%.

Here's something important to understand about how Clarity measures utilization: it's calculated in dollars, not hours. Specifically, it's the cost of labor charged to projects divided by the total labor cost of the firm. That distinction matters — a lot.

A decline in utilization doesn't mean your people are doing less. It means a smaller share of your total labor spend is going toward billable work. The hours are still being logged — but more of them are landing in business development, internal initiatives, training, overhead, or other non-billable categories. When utilization drops, it's often a sign that the work mix inside the firm is shifting.

That shift is likely to accelerate. As AI tools compress the time required for technically complex but repeatable tasks — calculations, specifications, drawing revisions, report drafts — billable technical work gets done faster. That's good for delivery. But it also means more hours open up, and where those hours go matters enormously for the financial picture. If they flow into overhead and non-billable activity rather than additional billable scope, utilization drops further. If they flow into higher-value strategic work that commands better pricing, the firm comes out ahead.

The firms that will manage this well are the ones tracking it in real time. That means understanding their utilization not just at the firm level, but by project type, role, and team — and course-correcting before it shows up as a problem in the year-end numbers.

The compounding pressure of labor cost and overhead

Declining utilization doesn't exist in isolation — it connects directly to two other metrics that are moving in the wrong direction at the same time.

Total labor cost per employee rose to $119,511, up 3.6% from the prior year. Gross wages per full-time equivalent approached $100,000 for the first time, up 5.1%. Firms are spending more on their people — which makes sense in a competitive talent market — but they're converting less of that spend into billable work.

The result: the overhead rate hit a new 10-year high of 161.3%, up 1.3 percentage points. The math is straightforward. When fewer labor dollars are directed toward billable projects, more costs get absorbed into overhead. And higher overhead compresses the margin available for profit — even when pricing holds steady.

Together, these three metrics — utilization down, labor cost up, overhead up — describe a firm that is spending more to generate each billable dollar. The firms that recognize this dynamic early and act on it have options: adjust project selection, protect billable time more aggressively, improve pricing, or find ways to convert non-billable overhead hours into billable capacity. The firms that miss it until year-end have fewer.

Where firms see their greatest growth opportunities

Given the financial pressure, you might expect firms to be in retreat mode. The growth opportunity data tells a different story — but it's a story about targeted investment, not broad expansion.

Firms ranked investing in project managers and project management first, at 27%. Small and medium-sized firms leaned into this most heavily (30% and 28% respectively), which makes sense: PM capability directly drives project margins, billing accuracy, and client satisfaction. A financially literate PM who understands how scope changes affect profit is one of the highest-leverage investments a firm can make.

Growing your brand and optimizing resource allocation tied for second, each at 19%. Those aren't vanity goals — they reflect the strategic reality of a tighter market. Brand visibility matters more when you can't afford to chase every pursuit. Resource optimization matters more when you can't hire your way out of capacity constraints.

One divergence worth noting: large firms ranked mergers and acquisitions as their top growth opportunity at 33%. The strategic acquisition play is increasingly how larger firms expand without relying on organic growth alone — and the data on firm valuations supports it. The share of firms that completed a valuation in the past two years rose to 57%, up 6.5 percentage points, with large firms leading that trend significantly.

The throughline across firm sizes is doing more with what you have. That requires better data, tighter processes, and systems that give leaders the visibility to make smarter decisions faster.

Reading the revenue mix: clients, projects, and contracts

The revenue composition data in this year's Study is worth spending time on — it points to where the industry is moving and, by extension, where firms should be positioning.

On the client side, private-domestic clients remained the majority at 56% of revenue. The most notable shift was public-private partnerships, which rose six percentage points to 32% — continuing a multi-year trend as firms gravitate toward more stable, structured funding sources. Federal revenue declined four percentage points to 11%, consistent with broader uncertainty around federal funding priorities.

On the project side, transportation stayed at the top at 25%, while residential fell two percentage points and water/wastewater/stormwater declined five points. The real story is in the growth categories: energy and power rose to 18%, and data centers debuted as a new category at 10% — reflecting the surge in AI infrastructure investment driving demand across the country. For firms not yet active in these markets, the window to establish a track record is open but narrowing.

On the contract side, fixed-price contracts remain dominant at 57% of revenue, and the overall mix held remarkably stable. The Study flags an important nuance here: contract type is often driven by client preference, especially in public-sector work. But as cost pressures build, firms may want to evaluate whether their current contract mix adequately protects against the margin risks the data is surfacing. If fixed-price contracts are where the volume is, pricing discipline, resource planning and scope management become even more critical.
AI is reshaping the financial initiatives list — and that's a story worth telling.

The financial initiatives data includes something new this year: AI and technology adoption debuted as a response option and immediately tied for third, with 34% of firms naming it as a key financial initiative. That's a strong first-year showing, and it reflects the broader theme running through every section of this study — firms are increasingly treating technology as a direct lever for financial performance.
Here's what makes this interesting: several other initiatives declined in the same period. Streamlining billing processes dropped five percentage points. New financial system implementation also fell five points. These aren't coincidences.

When firms invest in AI and technology adoption as a financial initiative, they're often addressing the same underlying problems that "streamline billing processes" and "new financial system implementation" were trying to solve — just more comprehensively. Technology handles the heavy lifting; the initiative becomes less about the tool and more about the outcome.

For firms still running manual or semi-manual billing workflows, or managing financial data across disconnected systems, this is the moment to ask: are you building the foundation that lets technology deliver on its promise? Because the firms seeing real financial returns from technology investment are the ones who did the infrastructure work first — clean data, integrated systems, clearly defined workflows.
This is exactly where Full Sail Partners can help. Our custom development work addresses the gaps that off-the-shelf tools don't cover — the stored procedures, custom reports, and system-specific automations that make Deltek Vantagepoint work the way your firm actually works. If your billing process still requires manual intervention at key steps, or your financial reporting requires someone to manually pull and reconcile data, that's a solvable problem. We've helped dozens of A/E/C firms close those gaps.

We've also been building out educational resources specifically around accounting and financial operations in Vantagepoint. Our recent accounting webinars have covered topics like billing workflow optimization, invoice configuration, and month-end close — practical, scenario-based content designed for the people who actually run these processes. If you haven't attended one yet, keep an eye on our upcoming events.

What to do with all of this

The financial picture in this year's Clarity Study isn't a crisis — but it's a clear turning point. Firms that thrived in the growth environment of the past few years will need to operate differently to sustain performance in a more constrained one.

The most important thing is visibility. You can't protect margins you can't see, and you can't improve utilization you're not tracking in the right way. Firms that have real-time access to the metrics that matter — utilization by role, overhead trends, project profitability, billing velocity — are better positioned to respond early rather than react late.

The second is intentionality. This word comes up again and again in this year's data, and it's by design. Being selective about which projects to pursue. Pricing work that reflects your actual cost structure. Investing in PM capability as a financial discipline, not just a delivery one. Building processes that protect billable time rather than eroding it.

Full Sail Partners works with A/E/C firms at every stage — from Vantagepoint implementations to ongoing optimization to custom development that closes the gaps your ERP can't. If you want to talk through what the Clarity data means for your firm's financial strategy specifically, we'd love to have that conversation.

Catch up on the series so far: Technology Trends | Business Development

Next up: Project Management — we'll dig into how firms are managing delivery pressure, what the data says about accountability and performance, and where AI is starting to change how work gets done.

 

 

 

Every year, the Deltek Clarity A&E Industry Study gives architecture and engineering firms something concrete to work with: real data from real firms about what's working, what's stalling, and where the industry is heading. The 47th edition surveyed 896 firms of all sizes and types, and the throughline is clear. This isn't a market that rewards guessing or going through the motions. The firms pulling ahead are the ones making intentional, disciplined decisions at every level of the business.

Over the next few weeks, we're breaking down each section of the report. This week: Business Development.

More work, less reward

Here's the headline: firms submitted 32% more proposals in 2025 than they did the year before. That sounds like momentum. But the median capture rate fell 3.8 percentage points to 44.4% — the lowest it's been since 2019 and the sharpest single-year decline in the nine-year trend.

BD activity is rising, but converting pursuits to projects is becoming harder and more complex. The win rate data adds some nuance — the median slipped to 49% industrywide, but architecture firms were the outlier, actually gaining five points to 45%, likely reflecting tighter pursuit selection in a market where design-led work is more relationship-dependent. Almost nobody got easier wins this year.

Capture rate — the dollar value of proposals awarded relative to the dollar value submitted — makes the picture even clearer. Large firms dropped six points to 34%. Medium firms fell three points. The gap between the top quarter of firms (61.3%) and the bottom quarter (30.2%) is 31 percentage points — a spread that has less to do with market conditions and everything to do with how intentionally firms are choosing which work to chase.

High performers bucked the trend entirely, with their capture rate rising 10 percentage points to 59% while everyone else's fell. Same market, same headwinds, meaningfully better returns. The difference isn't luck or firm size or sector mix. It's the discipline to pursue less and win more.

Some of the decline reflects a market shift toward smaller-value projects — the total value of proposals submitted grew 12% while the number grew 32%, pointing to a lower average project value per pursuit. And a lot of it reflects what happens when more firms are chasing the same work in an increasingly crowded market.

The market itself is changing

It's not just that competition is stiffer — it's that the market opportunity itself is evolving.

Data centers debuted as a new category in this year's study and immediately claimed the top spot: 72% of firms expect to grow their position in that sector over the next 18 months. Energy and power held at 57%. These are sectors that barely registered a few years ago and are now driving significant optimism. Meanwhile, transportation dropped nine percentage points and hospitality continues its post-pandemic retreat. The firms best positioned for this environment aren't waiting for their traditional sectors to rebound — they're building credibility in new ones, which takes time, intentional relationship-building, and a clear-eyed view of where the firm can actually win.

Economic uncertainty compounds all of this. It debuted in this year's survey as a new BD challenge and immediately ranked as the top first-choice concern at 19%. The response isn't to slow down — it's to build a deeper pipeline and invest in positioning now rather than reacting when conditions shift.

Go/no-go decisions have never mattered more

Eighty percent of firms say they use a go/no-go process — but how they use it is shifting. Use for strategic opportunities only grew two percentage points to 32%, and use for all opportunities edged up to 38%. Among firms not yet using the process, 49% are now considering adoption, up from 29% the prior year. That's a meaningful signal.

A well-executed go/no-go process isn't a gate to slow things down. It's a filter that protects the firm's most valuable resource: pursuit capacity. As Daphne Bryant of ACEC put it in the report, it does more than filter opportunities — it aligns the firm's resources, expertise, and relationships with the pursuits that are truly winnable and worth winning.

The key word is data. Go/no-go decisions need to be driven by data-based questions — probability of winning, existing relationships, delivery capacity, fit for the work — not instinct or individual preferences. That's where a well-configured Deltek Vantagepoint environment earns its keep: relationship history, prior win/loss patterns, pipeline load, and delivery capacity all in one place. If your team is still making these decisions off a spreadsheet or a whiteboard, we should talk.

Pre-pursuit intelligence is a competitive edge — and AI is changing how firms build it

One of the most interesting data points in this section: lack of intel to position for a win dropped 15 percentage points — the steepest decline on the entire chart. Firms are getting smarter about the information available to them before they pursue, and AI-assisted tools are a big part of why — BD teams and principals are using them to surface opportunities earlier, qualify pursuits faster, find strategic partners and gather more context before committing resources.

But pre-positioning only works if the administrative burden is low enough to make room for it. That's where tools like Informer and Power BI, connected to Deltek Vantagepoint, pay off — surfacing win rates by sector, capture rate trends, and pursuit stage velocity in dashboards BD leaders can actually use day to day. We helped RTM Engineering Consultants build exactly this kind of visibility into their Vantagepoint environment — read how they did it. When your data is connected, your team spends less time hunting for answers and more time acting on them.

Formalizing the process (without making it rigid)

The share of firms with a formal BD process dipped three percentage points to 46% — worth examining but but not panicking over. As the seller/doer model expands and project managers take on more BD responsibility, a rigid step-by-step process often doesn't fit how the work gets done. The goal is practical frameworks — flexible enough to work across different markets and client types, consistent enough to create real pipeline visibility.

Vantagepoint has the infrastructure to support all of this — opportunity stages, pipeline reporting, relationship tracking, proposal history — but most firms are only using a fraction of it because the system wasn't configured with their specific workflow in mind. Full Sail Partners consultants work through exactly this with firms. Check out this demonstration on CRM in Vantagepoint to get the ideas flowing, then let's talk about building it around how your firm actually works.

The seller/doer model is thriving — and putting real pressure on project managers

The blended seller/doer model leads at 48%, and the seller/doer-only model holds second at 40%. Among high performers, seller/doer adoption rose nine percentage points to 55% — the clearest signal that top-performing firms are integrating BD responsibility into technical roles rather than siloing it. The reason is straightforward: clients want to talk to the people who will actually do the work.

But the model comes with real tension. Project managers edged down five percentage points to 14% "almost always responsible" for BD — a pullback that likely reflects what the industry already knows: the demands on PMs are often unrealistic. Cross-training for BD ranked third among top initiatives at 36%, up four points — a positive investment, but training alone doesn't solve a capacity problem.

The firms getting this right build structured time for BD into the PM role. And they invest in reducing friction in the tools. Project managers who can log a contact, update an opportunity stage, or check pipeline status inside the same system where they manage projects are far more likely to actually do it. If your PMs find BD tasks burdensome, that's often a workflow problem more than a motivation one. Our team can help.

The bottom line

The 2026 Clarity data on Business Development tells a consistent story: the environment rewards discipline, not volume. What separates high performers is a sharper, more intentional approach — to which pursuits they chase, how they position for them, and how they deploy the people responsible for bringing work in.

But discipline doesn't come from willpower alone. It comes from having the right data in front of the right people at the right time. That's what a well-configured Deltek Vantagepoint environment delivers — not just a system of record, but a foundation for smarter decisions across the entire BD lifecycle.

Full Sail Partners works with A/E/C firms at every stage — from first-time Vantagepoint implementations to established practices looking to get more out of a system they've had for years. We've seen the full picture, and we know where the gaps tend to show up. If you're ready to make your data work harder for your BD team, let's talk.

Next up in the series: Project Management. We'll dig into how firms are managing delivery pressure, what the data says about the most challenging phases of the project lifecycle, and where technology is creating the biggest opportunities.

 

 

 

Every year, Deltek's Clarity A&E Industry Study gives us something rare: a clear, data-driven look at how architecture and engineering firms are actually running their businesses — what's working, what's not, and where the industry is headed. The 47th Annual Clarity Study surveyed 896 firms of all sizes and types across North America. And this year, one theme runs through every section of the report: intentionality.

Firms aren't just spending — they're choosing. They're not just adopting — they're evaluating. The industry is moving away from reactive decision-making and toward strategic allocation. Quality over quantity. Fit over FOMO. That shift shows up clearly in the Technology Trends section, which is where we're starting this blog series.

The Problem with Shiny

Before we get into the data, here's the reality check that frames everything else.

When firms were asked to identify their top technology challenges over the next three years, three rose to the top:

• Prioritizing applicable technology trends (61% of firms)
• Lack of time to invest in learning (51%, up from 43%)
• Cost of technology (48%)

Read those together and a clear picture emerges: it's not that firms don't want to engage with new technology. It's that the landscape has gotten so crowded — and so loud — that figuring out what actually fits your firm has become its own full-time job. And nobody has time for that full-time job, because everyone is too busy doing their actual full-time jobs.

Think about where we are with AI right now. Every tool is positioned as the solution to every problem. Every vendor is promising transformation. It's the same conversation we had when social media exploded — do we need to be on TikTok? Some firms jumped in anyway. Others asked, "what problem does this solve for us?" and moved on. The firms asking that second question are the ones getting real value from their technology investments today.

That's the discipline the 2026 Clarity Study is pointing to. There's no room to chase something that clearly isn't a fit. The cost — in time, budget, and organizational focus — is too high.

Intention Is the Strategy

The data backs this up directly. 67% of firms say creating a strategic plan for implementing technology is their top initiative. Not adopting more tools. Not keeping up with trends. Planning. That's a meaningful signal about where A&E firms are in their technology maturity.

And it makes sense, because every level of a firm is touched by technology rollouts — from principals making the investment decision to project managers using new platforms to admin staff handling training. Day-to-day responsibilities crowd out the time needed to learn something new, which is why that "lack of time to invest in learning" challenge jumped eight percentage points in a single year. The firms that carve out dedicated learning time tied to specific tools and business objectives are the ones converting adoption into results.

Why Digital Maturity Matters

One concept weaves through the entire Technology Trends section and connects every data point: digital maturity. It's not just a buzzword. It's the measure of how well a firm's business strategy and IT management actually work together — and it's the thing that determines whether AI adoption pays off.

Currently, 33% of firms classify themselves as mature or advanced — nearly double the share from four years ago. The largest group (42%) sits in the "applied" stage, where business and IT goals are aligned but digital initiatives haven't yet reached their full potential. That's actually a strong place to be: you have the alignment. The work is using it to drive measurable business impact.

The urgency is real. 42% of firms believe they risk losing market share without meaningful digital progress within the next two years — up nine percentage points year over year. That number rises every year because the firms that do build their digital foundation keep pulling further ahead.

AI in Practice

It's impossible to talk about technology in A&E right now without talking about AI. Usage jumped from 53% to 70% in a single year — that's a 17-percentage-point climb. Generative AI use climbed to 78%, with growth across every use case.

But here's the more interesting story: where firms are applying AI is shifting.

The leading use of AI is now business process automation — 34% of firms, up 10 percentage points from last year. Think autonomous, task-oriented applications. The second leading use is providing insight into operational performance at 28% (up 17 percentage points). Firms are moving past the novelty of generative AI and into applications that directly affect how the business runs. For those of us who work closely with Deltek tools, this aligns with what we're seeing in practice — the firms getting the most out of platforms like Deltek Vantagepoint are the ones using integrated data to drive decisions, not just generate content.

The report makes an important point about AI benefits: the ones lower on the list require firms to more fully embrace the AI capabilities already available to them across project and financial systems. And sitting beneath all of it is a prerequisite that can't be skipped — clean data and integrated systems. AI is only as good as the data it runs on. Firms that have invested in data hygiene and system integration are seeing real returns. Firms that haven't are still chasing them.

What's Driving the Field

When it comes to technology specifically tied to project delivery, Building Information Modeling (BIM) remains the clear leader. 45% of respondents say BIM is very important to their firm's project delivery — up slightly from 43% last year. That's not going anywhere anytime soon. BIM is embedded in core workflows; it's not a trend anymore, it's infrastructure.

What's moving is everything around it. Sustainability (23%) and data analytics (20%) both dipped year over year — not because they became less relevant, but because AI is gaining ground. AI agents and AI-based automation nearly doubled in perceived importance, from 6% to 11% of firms rating it very important. When combined "very" and "somewhat" important ratings are included, that share jumped 12 percentage points to 48%.

Also worth noting: computer vision made its debut in this year's survey. Computer vision is AI that can interpret and analyze visual information — photos, video, scans — the way a human eye would, but faster and at scale. In A&E, that looks like automatically extracting specs from drawings and RFP documents, detecting safety hazards from drone footage on job sites, or comparing as-built conditions against design drawings to flag clashes before they become field problems. It premiered at 10% — a number worth watching.

It's Not If — It's When

We won't spend much space here, but this number is worth sitting with: only 3% of firms reported no attempted cyber attacks over the past three years.

Cybersecurity isn't a line item to revisit during budget season. It's a baseline operational requirement — and it's directly connected to the same digital foundation that makes everything else in this section work. If your AI adoption strategy doesn't include a cybersecurity layer, it's not a complete strategy.

Still Stuck on Manual?

Here's a truth that doesn't get enough attention: 80% of firms still report complete to moderate reliance on manual processes in administrative and management functions. In accounting and finance specifically, that number is 75%.

The report puts it plainly: reducing manual data entry is not simply an efficiency initiative. It's one of the most concrete steps a firm can take toward digital maturity.

Those manual processes aren't just slow — they're blocking progress. Clean, connected data is the foundation of every AI benefit we talked about above. Firms addressing manual processes now aren't just solving a near-term operational problem. They're laying the groundwork for meaningful AI returns down the road.

Cloud Is No Longer Optional

We'll close with the data point that, in our view, deserves the most attention — especially for firms still running on-premise systems.

The 2026 Clarity Study makes this clear: cloud infrastructure has moved from competitive differentiator to baseline requirement. Here's what the numbers look like:

• More than half of firms (58%) now report that at least 60% of their infrastructure leverages cloud or SaaS — up from 52% last year
• 42% of firms report that 80% or more of their systems are cloud-based — up from 37% last year
• Only 14% of firms remain in the earliest stages of cloud adoption (fewer than 20% of systems in the cloud), down from 20% last year

That last number is the telling one. Even the most cautious firms are making the move. And why? Because the cloud isn't just about where your data lives. It's about what becomes possible when your systems are connected, scalable, and AI-ready. The integration, security, and scalability that modern tools depend on are built into cloud infrastructure. If you don't have that foundation, you're working twice as hard to get half the results.

At Full Sail Partners, we've been having this conversation with our on-premise clients proactively. The data from this report reinforces what we've been seeing firsthand: the transition is coming for every firm. The question isn't whether to move — it's whether you get ahead of it strategically or wait until you're forced to scramble.

If your firm is ready to begin — or reengage in — the cloud conversion conversation, our team is here to help. Whether you're simply exploring timelines and considerations or actively planning your move, we can help you evaluate the right path forward. Reach out directly to your account manager or complete our contact form to start the conversation

The Bottom Line

The 2026 Deltek Clarity A&E Technology Trends section isn't telling firms to slow down on technology. It's telling them to aim better. The firms pulling ahead aren't adopting the most tools — they're using the right ones, built on a strong digital foundation, with a plan behind every decision.

Intentionality isn't a soft concept. It's a competitive advantage.

We'll be covering each section of the Clarity Study in this blog series — stay tuned as we dig into Business Development, Project Management, Human Capital Management, and Financial Management in the weeks ahead.

Want to talk through what the Clarity data means for your firm specifically? Contact us — we'd love to dig into it with you.

 

 

 

 

Reconciling credit card activity can eat up a lot of accounting time — especially when receipts are missing, transactions are delayed, or charges need to be split across multiple projects.

In the latest installment of our Powering Project Success with Deltek Vantagepoint series, our consultant Theresa Bowe walked through credit card reconciliation tips and tricks in Vantagepoint — from initial setup through statement close — and consultant Cindy Cates answered questions from attendees at the end.

Want the highlights? Here’s an overview of everything we covered.

 

Setting up credit cards in Vantagepoint

Everything starts in Settings > Cash Management > Credit Cards. Corporate cards link to a master account — such as American Express or a specific bank — and there's no limit to how many credit card programs your firm can configure. Individual cards go in as secondary credit cards, each linked directly to the expense user assigned to that card. One employee can carry more than one card, too — they'll see a dropdown in the credit card pane to choose which card's charges to pull from.

Importing transactions

The Import tab is where the time savings really start. It tells Vantagepoint how to read the transaction file from your bank — so when charges come in, most of the information is already populated. Less manual entry, fewer errors, cleaner data. Each card company formats its download file differently, so compare what's available from your bank when you set this up.

Ready to reconcile? Go to Cash Management > Credit Card Reconciliation and bring in charges — weekly or monthly, whichever fits your workflow. One statement period can hold multiple imports; just make sure all charges are in before you close it out. Every transaction in the import file also carries a unique identifier, so Vantagepoint recognizes charges it's already seen — duplicates don't import.

Under Settings > Expenses, you can also turn on reminders that alert employees when charges are ready to be added to a report. No more chasing people down at close.

Expense reports: web and mobile

Once charges are imported, employees can start building their expense reports right away — and this is where the workflow really comes together.

In the web interface, employees assigned to a credit card see a credit card charges pane directly on their expense report. It shows exactly how many transactions are waiting. They open the pane, select their charges, add them to the report, then fill in category, project, phase, task, and attach receipts — either from a network drive or by dragging and dropping.

Need to split a charge across two projects? After adding it to the report, an employee edits the dollar amount on that line. The remainder goes back to the credit card pane as a separate available charge — ready to be added as a second row on a different project. Clean split, no workarounds. It's also worth noting that imported charges can't be deleted from the system — an employee can remove a charge from their report, but it returns to the credit card pane. That keeps your reconciliation intact.

The mobile app handles the same workflow on the go. After logging in, employees see an alert for pending charges. They can start a new report or add to one already in progress, and the report syncs seamlessly between web and mobile. For firms with staff in the field, this is a meaningful difference at month-end.

Reconciling at month-end

When expense reports are posted, the reconciliation steps are straightforward. Under Cash Management > Credit Card Reconciliation:

• Enter the statement ending balance on the Summary tab
• Review total imported charges, what has cleared, and what remains uncleared
• On the Charges tab, click Clear All to mark all posted charges
• Return to the Summary tab — confirm the difference is zero
• Close the statement under Other Actions > Close Statement

Zero difference, closed statement. Clean, controlled, and fully documented.

The bottom line

Credit card reconciliation doesn't have to be a painful part of month-end close. Vantagepoint's built-in tools — import automation, the expense report integration, mobile access, and a straightforward reconciliation workflow — give your firm real control over company card activity without the manual effort. If you want to hear this process with more detail, check out the mini-demo recording.

We've helped firms of all sizes get more out of Vantagepoint's accounting features. If you want to dig into how this could work for your firm, reach out. 

Contact us at info@fullsailpartners.com — or follow Full Sail Partnerson LinkedIn to catch upcoming mini demos and events.

 

Over the past several months, our content themes have focused on something many firms don’t always make time for: stepping back.

We’ve talked about improving efficiency, sharpening focus, leveraging existing resources and data, and refining the systems and processes that support your business. Each of those conversations centered around understanding where your firm is today — what’s working, what’s underutilized, and where opportunities for improvement exist.

 

Breaking down each of the month’s themes, efficiency challenged firms to look at where time, energy, and effort were being lost in everyday operations. Focus encouraged teams to identify what truly deserved their attention instead of trying to improve everything at once. Leverage explored how firms could better use the systems, data, and expertise they already had in place or could bring in. Refine emphasized improving the quality of processes, reporting, and operational structure so systems could deliver clearer, more reliable results.

Taken together, those themes all share a common thread: awareness.

They encourage firms to pause long enough to understand where they are, where friction exists, and where opportunities for growth may already be sitting right in front of them.

But eventually, every organization reaches the same crossroads.

You can only evaluate and plan for so long before it’s time to actually begin.

That’s where this month’s theme, Adopt, comes in.

Adoption is where strategy turns into action. It’s the point where ideas stop living in planning documents, meeting notes, or “future initiative” conversations and start becoming part of daily operations. It’s the moment where firms begin testing new processes, using underutilized tools, modernizing workflows, and giving employees the support they need to move forward with confidence.

And while adoption often sounds exciting in theory, in reality, it can feel uncomfortable at first.

Because change — even good change — introduces uncertainty.

Why Adoption Is Often the Hardest Part

Most firms already know where some of their biggest operational challenges exist.

They know which reports require hours of manual cleanup every month. They know which workflows rely too heavily on spreadsheets, email chains, or institutional knowledge. They know where data inconsistencies create frustration or where processes have slowly become more complicated over time.

Teams typically don’t have a lack of awareness. They need the push to decide to move from “we should probably improve this someday” to “let’s start now.”

That transition can feel surprisingly difficult, especially because adoption affects people just as much as systems.

Some employees immediately embrace change. They enjoy learning new tools, experimenting with technology, and finding faster ways to work. Others prefer predictability and consistency. They may worry about making mistakes, slowing down productivity, or losing familiarity with processes they’ve relied on for years. Most teams include a mix of both perspectives.

And honestly, that’s normal.

Successful adoption is rarely about forcing people to instantly change the way they work. Instead, it’s about helping people understand why the change matters, how it benefits them, and what support exists to help them succeed along the way.

That’s one of the biggest misconceptions around implementation and operational improvement: technology alone does not create transformation.

People do.

A new system, dashboard, workflow, or automation only creates value if teams actually use it consistently and confidently. Without adoption, even the best technology investments can end up underutilized.

That’s why change management matters so much — especially in project-based firms where teams are already balancing deadlines, budgets, staffing pressures, and client expectations.

The goal is not to create disruption for the sake of disruption.

The goal is to remove friction, improve visibility, and make everyday work more manageable over time.

Adoption Rarely Happens All at Once

One of the reasons firms sometimes hesitate to move forward with change is because they assume adoption has to happen in one massive leap.

A complete overhaul.
A fully redesigned process.
An immediate shift in how everyone works.

But in reality, meaningful adoption is usually much smaller and more gradual than that.

It often begins with small, visible wins:

• One team testing a new workflow
• One department improving reporting visibility
• One repetitive task becoming automated
• One employee finding a faster way to work

Those moments matter because people tend to trust real experiences more than promises. Seeing a coworker successfully use a new process or tool often builds confidence faster than any rollout presentation ever could.

That’s why internal advocates are so important during adoption. When employees at different levels of the organization begin using new systems successfully — and sharing those successes with others — change starts feeling less intimidating and more achievable. Over time, what once felt unfamiliar simply becomes part of how the organization operates.

That’s something we discussed during our recent LinkedIn Live conversation with RTM Engineering Consultants, where we explored how their organization approached business intelligence and reporting using Power BI alongside Deltek Vantagepoint.

What stood out during the conversation wasn’t just the technology itself — it was how adoption evolved throughout the organization over time.

Some users immediately embraced the ability to access and visualize data differently. Others needed more context and exposure before they felt comfortable changing the way they interacted with reporting. But as teams became more familiar with the tools and began seeing the practical benefits firsthand, momentum started building naturally.

That progression is important because it reflects the reality of adoption inside most firms.

Very few organizations experience instant company-wide transformation overnight. More often, successful adoption happens through gradual trust-building, practical use cases, and visible wins that encourage additional engagement across teams.

Our recap blog, Turning Vantagepoint Data into Real Insight: What We Learned from RTM’s Power BI Journey, explores this process in more detail and highlights how thoughtful implementation and user adoption can completely change the way firms interact with their data.

Starting Small Is Still Progress

The same principle applies to one of the biggest conversations happening across nearly every industry right now: artificial intelligence.

For many firms, AI feels exciting and intimidating at the same time. Teams see the potential benefits, but they also worry about complexity, accuracy, learning curves, or simply not knowing where to begin.

But adoption doesn’t have to start with building custom AI tools or completely reinventing your business processes overnight.

In many cases, the easiest place to begin is with the AI functionality already being introduced into the systems your teams use every day. Tools like Dela within Deltek Vantagepoint are designed to help firms work more efficiently by surfacing insights, simplifying tasks, and making information easier to access within an existing workflow.

That’s part of what makes AI adoption feel more approachable for many organizations — it can start with small, practical improvements inside familiar systems rather than massive operational change.

Our recent LinkedIn Live, Adopting AI in Your Life and Business, explored this idea in more detail and emphasized an important takeaway: you do not need to become an expert overnight to begin benefiting from new technology.

Whether it’s experimenting with AI-assisted reporting, summarizing meeting notes, organizing action items, or simply becoming more comfortable interacting with new tools, adoption often starts with curiosity and small-scale experimentation.

For firms looking to better understand Dela and how AI capabilities are evolving within Deltek Vantagepoint, Deltek’s Dela Learning Hub is a great place to start exploring available resources and use cases.

Maybe AI helps summarize meeting notes after a long project discussion.
Maybe it assists with organizing action items.
Maybe it helps brainstorm ideas, improve communication, or simplify repetitive administrative tasks.

Those smaller use cases create familiarity and confidence without overwhelming employees with unrealistic expectations.

The same mindset applies across operational improvements in general.

Adoption does not require a dramatic overnight transformation. More often, it looks like incremental improvements that steadily reduce friction and help teams work more effectively over time.

That philosophy is also part of the thinking behind our Powering Project Success with Deltek Vantagepoint mini-demo series.

These short demonstrations are intentionally designed to help firms explore practical improvements in manageable ways. Instead of overwhelming teams with massive process overhauls, the mini-demos focus on specific workflows, tools, and real-world use cases firms can begin applying immediately.

Whether the topic involves:

• billing workflows
• CRM strategy
• reporting visibility
• project management tools
• financial processes
• contact segmentation
• dashboard improvements

…the goal is the same: make adoption feel approachable.

Sometimes all people need is a starting point.

The “Perfect Time” Usually Never Comes

One of the biggest barriers to adoption is the belief that firms need to have everything fully prepared before they begin making changes. And while preparation absolutely matters, waiting for perfect conditions often creates its own form of stagnation.

Because the truth is, many improvements become clearer only after implementation begins.

Teams learn through interaction.
Processes improve through repetition.
Confidence develops through experience.

In many ways, adoption is iterative.

You start with what you know.
You identify what works.
You adjust where needed.
You continue improving over time.

That process is often far more effective than endlessly planning for a “future version” of the organization that somehow has unlimited time, flawless data, and zero operational constraints.

The firms making the biggest strides today are not necessarily the firms with the largest budgets or the most aggressive technology strategies.

Often, they are simply the firms willing to take the first step.

They are willing to pilot a new process.
Experiment with a new reporting method.
Test a workflow improvement.
Give employees space to learn and adapt.

Most importantly, they understand that progress and perfection are not the same thing.

Adoption Is Ultimately About People

At its core, adoption is not really a technology conversation.

It’s a people conversation.

Successful adoption happens when employees feel supported instead of overwhelmed. It happens when leadership communicates clearly about why change matters and what success actually looks like. It happens when firms create environments where people feel comfortable asking questions, learning gradually, and improving over time.

That human side of implementation is easy to overlook, but it often determines whether a new process becomes fully integrated or quietly abandoned a few months later.

At Full Sail Partners, that’s a major part of how we approach consulting, implementation, and process improvement work. As your advisors, our passion is to help firms create sustainable operational improvements that people will actually use long after implementation is complete.

That means understanding how teams work, identifying where friction exists, and helping organizations introduce change in ways that feel practical and manageable instead of disruptive. Adoption is not about chasing every new trend or reacting to the loudest idea in the room. It’s about thoughtfully applying the insights, tools, and improvements that genuinely support your firm’s long-term goals.

You do not need every answer before you begin.
You do not need a perfect roadmap before taking the first step.
And you certainly do not need to change everything overnight.

You just have to be willing to start.

 

Between quarterly updates, opt-in features, and a steady stream of enhancements across finance, project management, and AI… it’s a lot. And most teams don’t have time to sift through every release note to figure out what actually matters.

That’s exactly why we recently hosted a webinar with Principal Consultant Terri Agnew—to distill the most impactful updates from versions 2025.4, 2026.1, and 2026.2 into something practical and usable. 

Here’s what stood out—and what’s actually worth your attention.

First, a Quick Reality Check: Not Everything Is “On” Yet

Before we get into features, one important reminder: Many of the newest capabilities in Vantagepoint are opt-in—which means if you’re not seeing them, they may not be enabled in your system yet. 

Some of those features also have timelines, where they’ll eventually be turned on automatically.
So if something here sounds useful and you’re not seeing it… there’s a good chance it’s just waiting to be enabled.

2025.4: Planning, Dashboards, and Everyday Usability

The 2025.4 release focuses on strengthening the foundation—how teams plan, how they see data, and how easily they can work inside the system day to day.

Scenario Planning Gets an Upgrade

One of the biggest additions is scenario planning, which allows teams to create and compare “what-if” versions of project plans. Instead of working off a single static plan, you can:

•    Test different staffing or timeline scenarios
•    Model potential change orders
•    Compare multiple versions side-by-side
•    Promote a scenario to your live plan when it’s approved

It’s a more flexible, realistic way to plan—especially when projects don’t follow a straight line.

Dashboards That Actually Do More

This release also brought a meaningful set of dashboard & dashpart enhancements—less flashy than planning, but incredibly impactful in day-to-day use. Teams can now:

•    Add averages and targets directly into project, employee, and account dashboards
•    View multiple entities side-by-side in a single dashpart
•    Pull in grid-based data (like firm or employee details) without leaving the dashboard 

And then there are the quieter improvements that add up quickly:

•    Expanded Floor Check visibility, including regular and overtime hours
•    More flexibility with **user-defined fields in transaction types
•    Better access to the data teams actually need, without jumping between screens

Individually, these updates are small. Together, they make dashboards feel a lot more like a working tool—and a lot less like a static report.

More Functionality Moving to the Browser

Deltek also continues its steady move toward a browser-first experience, with more features now available outside of desktop tools. It’s not a dramatic shift overnight—but it’s clearly the direction things are heading.

2026.1: From Data to Insight (and a Little Help Along the Way)

If 2025.4 was about usability, 2026.1 starts to push into something bigger—helping teams actually interpret and act on their data.

Expanded Dela Capabilities

AI in Vantagepoint—through Dela—becomes much more tangible in this release.
One of the most practical use cases is the availability to upload a contract and ask Dela to summarize it or pull key details. Instead of digging through pages of content, you can ask direct questions and get focused answers. It’s simple—but it saves time in places that used to take a lot of it.

Insights That Surface Issues Earlier

Dela also introduces insights that flag potential issues before they turn into bigger problems. For example:

•    Timesheet anomalies based on historical patterns
•    Project financial signals, like revenue and spend being out of sync 

It’s not replacing review processes—but it’s giving teams a smarter starting point.

Dashboards Keep Getting Stronger

The dashboard story continues here, too—with enhancements that make them more usable in real workflows:

•    A new Project Schedules dashpart that visualizes timelines and dependencies
•    The ability to open records in a new tab, so you don’t lose your place
•    Improved navigation between dashboards and project data

These are the kinds of updates that don’t make headlines—but absolutely improve how people work every day.

Small Changes That Remove Friction

There are also a handful of operational improvements that quietly make things easier:

•    Preference management for setting up new users
•    More flexible absence tracking tied to time categories
•    Better email security controls around sender addresses 

Nothing flashy—but a lot less friction.

2026.2: Refinement, Automation, and a More Modern Experience

The 2026.2 release builds on everything before it—refining the experience, expanding automation, and continuing to evolve how teams interact with the system.

A New User Experience (Harmony UI)

The updated interface—called Harmony—introduces a cleaner, more modern look and feel. That includes:

•    Streamlined navigation and updated icons
•    A more flexible, fly-out style menu
•    A refreshed visual experience across the system 

It’s optional for now, but it’s clearly where things are heading.

AI That Moves Beyond Insight

Dela continues to evolve—not just analyzing data, but starting to take action. New capabilities include:

•    Updating contract amounts based on uploaded documents
•    Reviewing expense reports against company policy
•    Alerting admins when license limits are approaching 

It’s a shift from “helpful assistant” to something a bit more proactive.

Better Context in Dashboards

Dashboards also get another round of improvements—this time focused on context. You can now:

•    See who made a comment and when, directly in dashboards
•    Add and update comments without leaving the view
•    Pull in additional data points that make dashboards more actionable 

It’s all about reducing clicks—and increasing clarity.

The Bigger Picture: Where Vantagepoint Is Headed

Looking across these releases, a few patterns start to emerge:

•    Systems are becoming more intelligent
•    Interfaces are becoming more intuitive
•    Data is becoming more accessible and actionable
•    And workflows are becoming more connected and flexible

These releases continuing to allow firms to use Vantagepoint for storing information to using it more holistically. And sometimes, that starts with simply understanding what’s new from Deltek—and what’s worth turning on.

If something here caught your attention—or you’re not sure what’s enabled in your system—we’re always happy to help.

 

 

 

We recently hosted a webinar on the future of business intelligence with three of our BI specialists—Jake Lucas, Jason Kelly, and Sparsha Muppidi.

These are the people who spend their days deep in Vantagepoint data—building reports, troubleshooting gaps, and helping firms get more out of what they already have.

This session wasn’t theoretical. It was a practical look at what’s changing, what’s working, and what firms should be thinking about as reporting needs continue to evolve.

If you missed it (or just want the highlights), here’s a quick breakdown of what matters most.

Business Intelligence: Why It Matters Now

Most firms already have reporting in place. Dashboards exist. Data flows. Reports get built.

But as firms grow and questions get more specific, those tools don’t always keep up.

That’s where business intelligence comes in.

Modern BI isn’t about replacing Vantagepoint—it’s about making your data more usable in the moments it actually matters. And from what we see, that usually comes down to a few key things.

First, your data needs to be up to date. Decisions are time-sensitive, and what was true last week isn’t always helpful today.

Second, it needs to be accessible to the people who are accountable for it. If project managers, finance teams, or leadership have to go through someone else to get answers, reporting slows everything down.

Third, your data has to be presented in a way that makes sense. Not just tables and exports, but visuals that clearly show what’s happening and where attention is needed.

And finally, teams need the ability to explore that data on their own—filtering, drilling down, and answering follow-up questions without starting over or submitting a request. There’s also a piece that often gets overlooked: security. Strong BI tools respect your org structure, so the right people see the right data automatically. That’s what makes it possible to share dashboards more broadly without creating risk.

The reasoning to look into and invest in BI isn’t about more reports, it’s about being able to answer questions and interpret data faster—and with more confidence.

Informer: Structured, Fast, and Built for Self-Service

Informer is built around a simple idea: define your data once, use it everywhere.

Everything starts with a dataset—cleaned, structured, and calculated in one place, then reused across dashboards, reports, and exports.

From there, users can drill from high-level dashboards down to transaction detail, filter and explore data without breaking anything, and build dashboards quickly using drag-and-drop or AI-assisted tools.

The biggest benefit is consistency.

No duplicate reports. No conflicting numbers. No wondering which version is right.

And because everything stays within a governed environment, you avoid the usual “export to Excel and lose control” cycle.

Power BI: Flexible, Visual, and Built to Scale

Power BI shines when you need to look beyond a single system.

It can pull data from Vantagepoint, CRM platforms, HR systems, and more—bringing everything into one place.

That makes it a strong option for firms looking at cross-functional reporting.

On the front end, it offers highly visual, presentation-ready dashboards, interactive filtering and drill-through, and the ability to embed reports directly inside Vantagepoint so your team can access insights without changing how they work.

One key takeaway from the session: most firms don’t struggle with building reports—they struggle with structuring the data behind them.

That’s why starting with a clean, consistent data model makes all the difference.

Data Sources: How Everything Connects

Before any dashboard exists, your BI tool needs a reliable way to access your data.

For Vantagepoint users, that typically comes down to two options.

ODBC is a direct connection to your database. It refreshes a few times per day, provides full access to all tables, and is the most common and cost-effective setup for most firms.

DaaS, or Data as a Service, uses a cloud-based Snowflake layer. It refreshes more frequently—about every 30 minutes—and provides a more structured dataset, but comes at a higher investment and is typically better suited for larger firms.

The important thing is that this decision isn’t tied to Informer or Power BI—it applies to both. It’s really about your firm’s size, your reporting needs, and how current your data needs to be.

Where do you start?

Everything we’ve covered in this article and in the webinar is a conversation we’ve had with a client or a prospective client. This is the kind of guidance our team is providing and work they’re doing with firms every day. This path does not have a set starting or ending point – and each firm and their goals are very different. You don’t have to start from scratch, you could just need another perspective on refining what’s already there. Our BI experts are consistently cleaning up data, structuring it in a way that makes sense, and building reporting tools that people can actually use without overthinking it.

Because most teams don’t need more dashboards. They need clearer data, better visibility, and systems that support how they actually work.

If you’re starting to feel friction in your reporting—or like your data should be more useful than it is, that’s exactly where our team comes in. If you want to talk through what that a BI solution could look like for your firm, we’d love to chat.

Watch the recording of the webinar to hear more of the specifics, or reach out to learn more about how Full Sail Partners can help you with your business intelligence goals.

 

 

The spray-and-pray era is officially over

There was a time when marketing could rely on volume.

Big lists. Broad messaging. Hope something sticks.

That approach doesn’t hold up anymore.

In 2026, relevance is what gets attention—and relevance starts with knowing exactly who you’re talking to.

This month’s theme is refinement. Not adding more tools or more data, but getting sharper with what’s already there. And for most firms, that starts inside the CRM.More contacts doesn’t mean better marketing. Most AEC firms already have a full database. Thousands of contacts. Years of history. Plenty of information. But when it’s time to actually use that data, things tend to break down:

• Lists get pulled manually
• Fields are inconsistent or incomplete
• Teams don’t fully trust what’s in the system

So people work around it.

They export data. Build one-off lists. Ask around internally.

At that point, the CRM isn’t driving strategy—it’s just holding information. As noted in the upcoming demo, when data isn’t structured in a way that’s easy to use, teams stop relying on it altogether.

What most firms are missing: a complete picture of their contacts

At its core, a CRM like Deltek Vantagepoint is designed to do more than store names and email addresses.

It’s meant to give your team a complete view of every relationship—from basic contact details to communication history to how that individual connects to your firm’s projects and pursuits.

When that information is all in one place, marketing and BD teams aren’t guessing anymore. They can see:

• Who a contact is
• What markets they’re tied to
• How your firm has interacted with them over time
• Where they fit into future opportunities

That level of visibility is what makes segmentation possible in the first place. ou’re not just filtering a list—you’re working from a system that actually understands your audience.

Refining your audience starts with refining your data

The shift happens when contact data is structured intentionally. When that’s in place, the CRM becomes something different:

• A way to quickly find the right people
• A way to segment by market, role, and location
• A way to build lists that are actually usable

Instead of pulling a massive list and hoping it works, teams can narrow in on the exact audience they’re trying to reach.

That’s where marketing starts to feel more targeted—and a lot more effective.

Segmentation isn’t just a tactic—it’s how campaigns get better

Segmentation tends to get treated like a feature.

In reality, it’s what makes campaigns work.

When contact data is clean and structured, teams can:

• Target specific industries or sectors
• Focus on decision-makers instead of generic contacts
• Build campaigns directly inside the CRM
• Connect those audiences to email platforms without extra steps

It removes a lot of the friction that slows teams down—and makes it easier to execute consistently.

Where inbound marketing fits in

Inbound marketing only works when the message actually feels relevant to the person receiving it.

That sounds obvious, but it’s where a lot of firms quietly miss the mark.

It’s easy to focus on creating more content—more insights, more thought leadership, more campaigns—and assume that’s the lever. But if that content is going to a broad, loosely defined audience, it starts to feel generic pretty quickly. When everything feels a little too general, people tune it out.

That’s usually not a content problem, but rather a targeting problem. Without clear segmentation, even strong content gets diluted. It reaches too many of the wrong people and not enough of the right ones. Over time, that’s when teams start questioning whether inbound is “working,” when really it was never set up to land the way it should.

When contact data is refined and structured, the dynamic changes. Messaging can be aligned to specific markets, roles, and audiences. Campaigns feel more intentional. And the content that teams are already creating starts to perform the way they expected it to in the first place.

That’s what makes inbound effective—not just visibility, but relevance that actually connects.

What this looks like in practice

In the upcoming mini demo, Wesley walks through how this works inside Deltek Vantagepoint.

The focus is practical:

• Structuring contact records so data stays clean
• Identifying which fields actually matter for segmentation
• Filtering contacts to build targeted lists
• Turning those lists into campaign audiences
• Connecting CRM data to email marketing tools

It’s not about adding complexity—it’s about making the system easier to use, so teams actually use it.

Final thought: refine first, then scale

There’s a natural instinct to try to improve marketing results by doing more.

More emails. More campaigns. More outreach.

But if the data behind those efforts isn’t in a good place, more activity doesn’t fix the problem—it just amplifies it.

That’s how teams end up working harder without seeing better results. Refinement can break that cycle.

When contact data is consistent, structured, and aligned with how the firm actually operates, everything downstream starts to click. Lists come together faster. Campaigns are more targeted. Messaging doesn’t feel like a guess. Instead of constantly rebuilding or questioning the data, teams can rely on it—and spend their time actually executing.

Because at a certain point, it’s not about doing more marketing.

It’s about doing it with enough precision that it finally works.

If your team is still working around your CRM instead of using it, our upcoming mini-demo will show a different way forward.

Register now to save your seat—and start getting more out of the data you already have.

 

 

Here’s the thing about finance in Vantagepoint:

When the basics are solid, everything works. When they’re not… everything feels harder than it should.

And most of the time, it’s not because teams are doing anything wrong. It’s because over time, processes evolve, workarounds get layered in, and the original foundation gets a little… fuzzy.

That’s exactly why we’ve spent the past few months revisiting the core financial workflows inside Deltek Vantagepoint—not from an advanced or technical lens, but from a practical one.

Because when you get the fundamentals right—project setup, time and expense, billing—everything downstream gets easier, clearer, and a whole lot more reliable.

It Starts with Structure: Projects, Contracts, and Budgets

One of the biggest drivers of financial clarity (or chaos) is how projects are set up from the beginning.

In this recent blog, we looked at how aligning project structures with contracts and budgets can directly impact billing accuracy and profitability.

Because here’s the reality—if your project setup isn’t right, everything downstream gets harder:

• Billing becomes more manual
• Revenue recognition gets murky
• Reporting loses credibility

And suddenly your finance team is spending more time fixing issues than analyzing performance.

The Day-to-Day: Time, Expense, and Transaction Entry

Once projects are in motion, the next challenge is execution.

This is where a lot of firms feel the friction—because these processes happen constantly.

Time entry. Expense tracking. Transaction posting.

Individually, they seem simple. Together, they either create a smooth flow… or a daily headache.

When these workflows are set up well inside Vantagepoint, they don’t just support accounting—they actively reduce rework and improve confidence in your data. Check out another recent post where we go over this.

The Features You’re Probably Not Using (But Should Be)

Then there’s the other side of the equation: functionality that’s already there… just underutilized. Jenny Labranche, one of our accounting gurus, shares some of those features in her blog.

This is where things get interesting, because many firms aren’t dealing with a lack of tools—they’re dealing with untapped potential.

Small adjustments—whether it’s automation, approvals, or billing workflows—can have a big impact on:

• Efficiency
• Accuracy
• Visibility

Sometimes refining your process isn’t about adding something new. It’s about finally using what you already have.

Billing Still Doing Too Much Heavy Lifting?

And of course… billing. Always billing. Take a look at this blog from last year where Cynthia Fuoco shared background on simplifying invoice processes.

Because billing is where everything converges:

Projects → Time → Expenses → Contracts → Client expectations

If any part of that chain is off, billing is usually where it shows up first.

So What Does “Good” Actually Look Like?

All of these topics point to the same bigger question:

What should finance actually look like inside a project-based ERP when it’s working well?

Not theoretically.

Not in pieces.

But as a connected, real-world workflow.

If you want to see what this actually looks like in practice, we’re walking through it live next week.

In our upcoming Finance Basics Showcase Demo, we’ll connect the dots across project setup, time and expense, billing, and reporting—so you can see how it all works together inside Deltek Vantagepoint.

 

Most firms have more data than ever before — but far fewer answers than they expected.

That was the thread running through our recent LinkedIn Live with RTM Engineering Consultants.

We sat down with Ben Sermersheim and Andrew Slivka to talk about what it actually takes to turn Deltek Vantagepoint data into something people actually use — not just something that exists.

And if there was one thing that became clear quickly, it’s this: most firms don’t have a data problem. They have a clarity problem.

When “Reporting” Becomes the Work

RTM’s starting point wasn’t that unusual. Like many firms, they had access to the data they needed — it just wasn’t working as hard as it could.

Reporting meant pulling data out of Vantagepoint, rebuilding it in Excel, and recreating dashboards again and again. Over time, that process became less about insight and more about maintenance.

And as that cycle repeated, a few things started to happen. Reports didn’t always align. Teams spent more time preparing data than using it. And perhaps most importantly, trust in the numbers began to erode.

As Ben described it, different teams were often working from slightly different versions of the truth.

Why They Looked Beyond Vantagepoint

This wasn’t about replacing Vantagepoint. It was about making its data more accessible across the business.

RTM needed a way to connect data more flexibly, explore it more dynamically, and deliver it in a way that made sense for different users across the firm. Power BI opened that door — not as a standalone solution, but as a way to extend what Vantagepoint already does well.

But getting there wasn’t immediate.

The Moment Things Got… Complicated

RTM didn’t jump straight into outside support. They started where a lot of firms do — by trying to build it internally.

And to their credit, they made real progress.

They built early reports, created a working model, and proved that better reporting was possible. But as the system grew, so did the complexity. Manual refreshes started taking up more time. The underlying data structure became harder to navigate. And maintaining what they had built began to outweigh improving it.

That’s the point where many firms stall out.

Instead, RTM made a different decision: bring in the right support to move forward more effectively.

Building the Foundation First

When Full Sail Partners joined the effort, the focus wasn’t on dashboards or visuals. It was on the foundation.

Before anything else, the data itself had to be structured, validated, and made reliable.

That meant pulling Vantagepoint data into a centralized environment, organizing it into a consistent model, and ensuring that every metric tied back to a trusted source. It also meant removing the need to rebuild that structure every time a new report was created.

This kind of foundational work is what ultimately makes business intelligence scalable — and it’s the same approach we take across our broader Full Sail Partners offerings.

Once that foundation was in place, everything else became easier.

Andrew described the shift simply: instead of spending weeks preparing data, they could open Power BI, connect to a trusted dataset, and start building immediately.

Just as importantly, it created a clear division of strengths. Full Sail handled the complexity behind the scenes, while RTM focused on shaping reports around how their teams actually work.

Why Starting Small Made a Big Difference

One of the smartest moves RTM made was resisting the urge to do everything at once.

Instead of trying to connect every dataset, they focused on a few key areas first — employee data and high-level project financials. That smaller scope made it possible to validate the data quickly, fix issues early, and show progress right away.

That progress mattered.

Because trust in reporting tools isn’t built all at once — it’s earned over time. And for technical teams especially, even small inconsistencies can derail adoption.

By building incrementally, RTM gave their users something they could start using — and believing in — right away.

Turning Data Into Something People Use

Even with the right data in place, adoption doesn’t happen automatically.

RTM was intentional about how they introduced their new reporting environment. They validated every dataset against Vantagepoint before releasing it. They walked users through how metrics were calculated. They trained teams across the firm and created space for feedback.

They also identified internal champions — respected team members who could help bridge the gap between finance, leadership, and technical staff.

That combination made a difference.

Instead of pushing out reports and hoping people would use them, they built something that felt collaborative — something users could understand and trust.

What Changed

Once that foundation and trust were in place, the role of reporting shifted.

Instead of rebuilding reports or double-checking numbers, RTM’s team could focus on asking better questions. What used to take weeks now takes minutes. And the conversation moved from “Is this right?” to “What does this mean?”

Looking Ahead

RTM is now expanding their reporting environment into planning, forecasting, and CRM data — building on the same foundation they established early on.

It’s a natural next step. Once teams trust the data, they start asking for more of it — more context, more specificity, more ways to use it in their day-to-day decisions.

Advice for Firms Getting Started

A few takeaways that came through loud and clear:

Think long-term from day one
It’s much harder to retrofit a data structure later.

Don’t overbuild early
Start with what matters most and expand from there.

Design for the end user
If it’s not intuitive, it won’t get used.

Final Thought

This wasn’t just a conversation about Power BI.

It was about what it takes to move from:
data → to trusted data → to decisions.

And more often than not, that shift happens when the right tools are paired with the right foundation — and the right expertise.

 

This month, we’re focused on a simple idea: leverage.

Not as a buzzword, but as a practical way of thinking about how firms get more value from what they already have — and when to bring in the right tools, resources, or expertise to unlock even more.

Across our blogs, social content, and virtual sessions, we’re exploring what it really looks like to turn information into insight — and insight into better decisions.

Let’s take a closer look at how that plays out in today’s blog.

Most firms have more data than ever before — but far fewer answers than they expected.

Between project metrics, financial reports, utilization dashboards, and CRM insights, ERP systems like Deltek Vantagepoint generate an incredible amount of operational data about how a firm runs.

And yet, many leadership teams still find themselves asking the same question:

Why isn’t this data translating into clearer decisions?

The difference between a system that simply stores information and one that drives business decisions often comes down to something far less technical: expertise.

Why Data Alone Doesn’t Drive Better Decisions

In today’s business environment, data is everywhere. Firms track project performance, monitor utilization, analyze revenue forecasts, and review financial metrics across multiple systems.

All of that information is valuable — but raw data alone rarely answers the most important questions.

• Why are certain projects trending off budget?
• Why does utilization fluctuate between teams?
• Why are we so successful in one geographical area versus another?
• Why do reports sometimes tell a different story than what project leaders are experiencing day to day?

Numbers can highlight patterns, but they don’t always explain the context behind them. That context often lives with the people who understand how projects, finances, and operations function inside the firm.

Without that perspective, even the most sophisticated reporting can fall short of driving meaningful action.

ERP Systems Are Powerful — But They Still Need Expertise

Modern ERP platforms are designed to bring together many of the operational components that drive project-based businesses. They connect project data, financial performance, resource planning, and reporting into a single system that helps firms understand how their business is running.

When configured well, systems like Deltek Vantagepoint can provide real-time visibility into budgets, staffing, profitability, and project performance — helping teams make faster and more informed decisions.

But technology alone rarely solves operational challenges.

Even the best systems still depend on people to:

• structure projects correctly
• interpret reporting trends
• configure workflows that reflect real processes
• translate data into insights leadership can act on

Many firms begin exploring ways to optimize how their Deltek Vantagepoint system supports their operations once they realize that the technology itself is only one piece of the equation.

In other words, systems generate data.

People generate understanding.

The Internal Expertise Many Firms Overlook

One of the most valuable resources many firms have is also the easiest to overlook: their internal experts.

These are the people who understand the nuances of how the firm operates.

The project manager who knows how scope shifts impact budgets over time.
The finance professional who understands the complexities of revenue timing and billing.
The marketing leader who sees how pipeline and project delivery intersect.

These individuals carry years of practical knowledge about how the business runs — knowledge that doesn’t always live inside a system.

When their expertise is incorporated into how systems are structured and used, data becomes more meaningful.

Reporting reflects reality more accurately. Processes begin to align more naturally with the way teams work.

But that only happens when those experts are included in system conversations.

Too often, systems are designed around software capabilities instead of the people who rely on them every day.

And that’s where leverage gets lost.

Real Leverage Happens When Systems and Expertise Work Together

At its core, leverage isn’t about adding more tools.

It’s about getting more value from the systems, processes, and knowledge that already exist inside the firm and then filling the holes with the appropriate resource.

When the right people are connected to the right systems, data becomes far more than numbers on a screen. It becomes a foundation for better conversations, clearer reporting, and stronger decisions.

For example, some firms are combining Deltek Vantagepoint data with tools like Power BI to make reporting more accessible across their organization. We’ll be touching briefly on this approach in an upcoming LinkedIn Live conversation with RTM Engineering Consultants, where their team will share how they built dashboards that engineers and leadership teams use.

Stories like this illustrate an important point: technology becomes far more powerful when it is designed around how people work.

How Outside Experts Help Firms Unlock More Value from Their Systems

Internal expertise is essential, but sometimes the fastest way to uncover opportunities inside a system is by bringing in an outside perspective.

External consultants bring something internal teams rarely have access to: pattern recognition across many firms.

They’ve seen how different organizations structure projects, manage billing workflows, design reporting frameworks, and configure systems to support their operations.

Because of that experience, they can often identify opportunities quickly — whether that means adjusting project structures, simplifying reporting, or helping teams take advantage of capabilities already available inside their ERP.

In many cases, the biggest improvements don’t come from implementing new software.

They come from unlocking more value from the technology a firm already owns.

A structured review — such as a Navigational Analysis  — can help organizations evaluate how well their system configuration, data structure, and processes are working together.

Unlock More Value from Your System

If your firm has valuable data inside your ERP but struggles to translate it into meaningful insights, it may be time to bring a fresh perspective into the conversation.

Our team works with project-based firms every day to evaluate systems, align processes, and uncover opportunities to get more value from Deltek Vantagepoint.

Start a conversation with one of our consultants to explore where greater leverage might exist inside your system.

 

 

In the rush to explore dashboards, automation, and advanced analytics, it’s easy to overlook the fundamentals that keep a firm’s financial operations running smoothly.

Billing is one of those fundamentals.

For many professional services firms using Deltek Vantagepoint, batch billing remains one of the most efficient ways to process large volumes of invoices while maintaining control, consistency, and visibility across the accounting team.

But like many “everyday” tools in an ERP, its value often goes beyond the obvious.

Sometimes revisiting the basics reveals capabilities that make the entire process smoother, more transparent, and less risky for finance teams.

The Power of Processing Invoices in Batches

Batch billing exists for one primary reason: efficiency.

Instead of processing invoices one project at a time, accounting teams can generate invoices for multiple projects in a single run. For firms with dozens—or hundreds—of active projects each month, that shift alone dramatically reduces the time spent managing billing cycles.

It also helps create a more structured process. When invoices are generated together in a batch, teams gain a clearer view of what is being billed, when it was processed, and which invoices still require review or approval. In other words, it’s not just about speed—it’s about bringing consistency to the billing workflow.

Visibility Matters More Than You Think

One of the lesser-known aspects of batch billing is the Invoice Archive, where previously generated batch billing runs are temporarily stored.

By default, Vantagepoint can retain batch billing invoice archives for up to 720 hours (30 days) in Billing>Batch Billing. This archive can be useful when the user needs to revisit a prior run to confirm what invoices were generated, review draft invoices, or investigate questions about a billing cycle. With advanced settings, accounting teams can preview, print, and download Batch Billing Invoice Archive files for batch runs created by other users. Why does this matter?

Because in many firms, multiple people may be involved in the billing process. Being able to quickly reference prior billing runs can help accounting teams understand what has already been generated and avoid duplicate work or confusion during month-end.

It’s a small capability, but one that can save significant time when questions inevitably arise.

Avoiding Common Billing Pitfalls

Batch billing is powerful—but with that power comes responsibility.

One important consideration is user permissions, particularly around final batch billing runs.

If a firm accidentally processes a final batch billing run before invoices are fully reviewed, unwinding that action can be extremely difficult. Unlike many processes in an ERP, final batch billing doesn’t come with a simple “undo” button.

For this reason, many firms intentionally limit who has permission to run final batch billing. Restricting this capability in security roles helps ensure that invoices only move to final processing once they’ve been properly reviewed and approved.

It’s a small governance step that can prevent a very big headache.

Supporting the Draft Invoice Review Process

Another reason firms lean on batch billing is its ability to support structured draft invoice review workflows.

Many organizations use draft invoices to give project managers an opportunity to review billing details before anything is finalized. Within Vantagepoint, draft invoice approvals can include markup and annotation tools that allow reviewers to leave comments directly on the draft invoice.

Instead of long email chains or offline edits, feedback can happen directly inside the system. Notifications alert approvers when action is needed, helping move the process forward without constant follow-up from accounting.

For firms trying to tighten their billing timelines, these built-in workflows can make a noticeable difference.

When Email Limits Get in the Way

Another practical feature tied to batch billing addresses a challenge many firms have experienced at least once: email attachment limits.

Invoice packages can sometimes exceed the size allowed by email systems. When that happens, the message may fail to send entirely—often without the sender realizing it.

Vantagepoint includes an option that automatically replaces oversized invoice attachments with a secure download link. When enabled, recipients receive a link to retrieve the invoice instead of an attachment, ensuring the message still goes through.

For accounting teams that regularly send invoice packages to project managers or clients, this simple feature can eliminate an entire category of billing delays.

Sometimes the Basics Are the Real Efficiency Play

Batch billing may not be the newest feature inside Vantagepoint, but it remains one of the most practical tools for finance teams managing high project volumes.

When configured thoughtfully, it provides:

• Faster invoice processing
• Greater visibility into billing activity
• Built-in review workflows
• Reduced risk of accidental billing errors
• Better handling of large invoice distributions

And perhaps most importantly, it helps accounting teams create a repeatable billing process that supports both accuracy and speed.

In an industry where project finances move quickly, that kind of reliability is invaluable.

As firms continue exploring automation, reporting, and advanced data strategies within Vantagepoint, it’s worth remembering that strong systems are built on strong fundamentals. Tools like batch billing may feel familiar, but when used intentionally, they can still unlock meaningful efficiency across the finance team.

If your firm is looking to refine billing workflows or get more out of Deltek Vantagepoint, the consultants at Full Sail Partners work with project-based organizations every day to align financial processes with the realities of how teams actually operate.

 

 

 

 

There’s a quiet tug-of-war happening inside many firms.

HR wants timesheets to be simple and consistent. Payroll wants alignment with pay cycles. The CFO wants time posted in the correct financial period.

And when a weekly timesheet spans two different months, those priorities collide.

If your firm runs weekly or bi-weekly timesheets in Deltek Vantagepoint, you’ve likely run into this scenario: a Monday–Sunday timesheet crosses from one month into the next. Now you’re forced to decide — where does that time get posted?

Unfortunately, the native functionality in Vantagepoint posts time based on the week-ending date. That means an entire week could land in May, even if several days clearly belong in April.

That’s where the headaches begin.

The Common Payroll and Posting Workarounds

Over time, firms have tried several approaches to solve this alignment issue.

Bi-Monthly Payroll

Some firms run payroll on the 15th and the last day of the month.

Finance teams appreciate this because it avoids payroll accruals and keeps financial periods clean. But those cutoff dates don’t always align with a Friday, which makes weekly submission habits harder to enforce. Employees miss deadlines. Follow-up increases.

Bi-Weekly Payroll

Other firms maintain a true bi-weekly payroll schedule with 26 pay periods per year.

This makes timesheet enforcement simple and payroll predictable. But when a week spans two months, accounting must choose which financial period to post it in — often leading to month-end payroll accruals or manual adjustments.

Shortened “Split” Weeks

Some firms attempt to manually solve the problem by creating shortened weeks at month-end.

A three-day week here. A one-day week there.

Technically, it works. But it disrupts the natural Monday–Sunday rhythm employees are used to. Confusion increases, compliance drops, and the chasing begins again.

None of these solutions fully satisfy HR, Payroll, and Finance at the same time.

A Smarter Solution: The Timesheet Split Utility

Instead of forcing employees or payroll to adjust, what if the system handled the split automatically?

That’s exactly what our Timesheet Split Utility was designed to do.

This custom solution allows you to split a single timesheet period between two financial periods before posting — without changing the employee experience at all.

Employees continue entering time exactly as they always have. Same Monday–Sunday cadence. Same approval workflow. No short weeks. No retraining.

Once timesheets are fully approved (but not yet posted), a system administrator runs the Timesheet Split Utility.

The tool:

• Confirms both financial periods are open

• Identifies the week-ending date

• Automatically splits the timesheet by month

• Generates separate posting logs for each financial period

Now the April portion posts to April. The May portion posts to May.

Clean financial reporting. No payroll accrual. No employee confusion.

What About Payroll and Reporting?

For firms running in-house payroll, nothing changes. Payroll is processed by date — not posting logs — so this utility does not disrupt processing.

For firms using outsourced payroll and the Export to Pay feature, you’ll simply select one additional posting log when needed.

Utilization reporting and dashboards remain intact because this is strictly a posting log adjustment. It does not alter how employees enter time or how date-based reporting functions.

In short, you maintain weekly consistency while eliminating month-end payroll accruals.

Is This Right for Your Firm?

The Timesheet Split Utility is a strong fit for firms that:

• Run weekly or bi-weekly timesheets

• Want to avoid month-end payroll accruals

• Prefer not to create shortened “off-cycle” weeks

• Care about posting labor into the correct financial period

Please note: this utility is not applicable for firms using the JCV feature.

Built for Project-Based Firms

At Full Sail Partners, we specialize in helping project-based firms align their systems with how they actually operate. With decades of experience supporting Deltek users nationwide, we focus on practical, real-world solutions that improve efficiency without overcomplicating your processes

You don’t have to choose between payroll simplicity and clean financials.

Sometimes the solution isn’t changing your people or your payroll cycle — it’s giving your system the flexibility it should have had all along.

If you’re ready to explore whether the Timesheet Split Utility could work for your firm, check out the mini-demo with Jenny Labranche, Timesheet Split Utility. If you’re still interested, reach out for a consultation!

 

National Engineers Week celebrates innovation, problem-solving, and building what moves the world forward.

But here’s the part we don’t talk about enough:

Engineers aren’t just designing projects — they’re running them.

They’re balancing budgets and staffing plans. Managing schedules. Tracking billing milestones. Mitigating risk. Navigating client expectations.

And yet, ERP systems are often positioned as tools for finance teams or executives.

In reality, if you’re an engineer or project manager, Deltek Vantagepoint may be one of the most valuable tools in your toolbox.

This week, we’re shifting the spotlight. Because smarter project delivery isn’t just about technical expertise — it’s about visibility, structure, and control.

Real-Time Project Visibility (No Waiting on Finance)

No one likes surprises at month end.

Most project stress doesn’t stem from design complexity; it comes from uncertainty. Not knowing whether labor is burning faster than planned. Wondering if billing aligns with percent complete. Questioning where the budget truly stands.

When that information is siloed or buried in reports, decisions slow down.

Vantagepoint brings project financials and performance metrics into clear view. Engineers and PMs can see budgets versus actuals in real time — along with labor burn, dollars spent, bill dates, and profitability indicators — without chasing down data.

Instead of asking, “Where do we stand?” you’re operating from clarity. And when visibility comes earlier in a project’s lifecycle, adjustments can be made while they still matter.

👉 Learn more about how we support Productive Project Management.

Moving Beyond Spreadsheets

Exporting data to Excel “just to make it easier to see” has become routine in many firms.

But disconnected spreadsheets create version control issues, duplicate effort, and the risk of outdated information. They also signal that the system isn’t fully aligned with how projects are managed.

When budgeting and tracking are structured intentionally inside Vantagepoint — aligned with your work breakdown structure and the way engineers organize work — everything becomes more intuitive.

Time, expenses, consultant costs, billing, and AR live within one framework. Adjustments reflect immediately. Reporting ties directly to execution. The result isn’t just cleaner data; it’s stronger confidence in the decisions you’re making.

One consistently used system removes a surprising amount of friction.

Smarter Resource Allocation = Less Firefighting

Capacity challenges rarely stem from a lack of talent. They arise when visibility into workload and availability is incomplete.

Across the industry, familiar resource management issues show up: overallocation, last-minute staffing changes, uneven workloads, burnout. These aren’t people problems — they’re systems problems.

When resource planning is fragmented, predictability disappears. But when resource data connects directly to project financials inside an ERP, firms gain a clearer view of both demand and utilization.

That visibility allows leaders to pair the right people with the right projects intentionally — instead of reacting after problems surface. The result is steadier delivery, fewer emergencies, and a healthier team.

👉 Explore how better resource planning and visibility in Vantagepoint supports long-term profitability: Resource Planning with Precision in 2026

Monitoring Risk Before It Escalates

Engineers are trained to identify technical risk early. The same mindset applies to financial and operational performance.

Budget drift, scope creep, billing lag, and outstanding AR all affect project health. The challenge isn’t that these risks are invisible — it’s that they’re often recognized too late.

When project data is centralized and accessible, early warning signs become part of ongoing conversations. Instead of discovering issues in a month-end review, trends surface as they develop — giving teams time to respond strategically rather than reactively.

This isn’t about finance stepping in. It’s about equipping project leaders with the insight they need to guide outcomes with intention.

Data-Driven Decisions (Because That’s How Engineers Think)

Engineers are systems thinkers — analytical, process-oriented, wired to optimize.

An ERP like Vantagepoint supports that mindset by connecting time, cost, billing, and performance data into structured dashboards and reports. When information is organized clearly and shared transparently, knowledge flows more easily across teams.

Strong knowledge sharing requires infrastructure. A centralized system ensures project history, financial performance, and staffing patterns aren’t locked in silos — they become insights that strengthen alignment and accountability.

When everyone works from the same data, decisions sharpen. And over time, that clarity builds momentum.

👉 See what’s possible with Vantagepoint dashboards and reporting

From Project Engineer to Project Leader

As engineers step into project management roles, their responsibilities expand beyond technical execution.

They become accountable for profitability, budget discipline, staffing strategy, billing performance, and overall project health.

That transition is smoother when financial and operational data aren’t abstract concepts but accessible tools.

ERP systems succeed when the people running projects understand their value and engage intentionally. When engineers see how financial structure connects directly to execution, their decisions strengthen — technically and strategically.

The earlier that business perspective becomes part of an engineer’s toolkit, the more confident and capable they become as leaders.

ERP isn’t simply another software platform. Implemented thoughtfully, it becomes part of the operational foundation that supports growth, stability, and long-term leadership development.

Smarter Projects Start with Visibility

Innovation doesn’t stop at design.

It shows up in how firms structure budgets, align staffing with demand, share knowledge, and monitor performance with clarity and purpose. It lives in the systems that support the people delivering the work every day.

Deltek Vantagepoint was never meant to sit quietly in the background as a finance tool. At its best, it supports executives, marketing teams, finance professionals — and the engineers managing projects from kickoff to closeout.

We’ve found that many firms are only tapping into a fraction of its capabilities. But when Vantagepoint is intentionally aligned with how engineers actually run projects, it becomes far more than software — it becomes a critical part of a healthy, high-performing data ecosystem.

Because ultimately, it’s built for the people responsible for delivering results.

AEC proposals are notoriously complex—teams juggle RFP requirements, past pursuits, project narratives, resumes, and compliance checks under tight deadlines. Proposals can feel like a marathon of copy/paste, email threads, and last-minute compliance checks. It’s exhausting, and it often crowds out the strategic, creative thinking that actually wins the work.

That’s exactly why AI assisted proposal writing is having a moment.

When routine tasks shrink, your team gets time back to craft sharper narratives, smarter win themes, and more persuasive pitches.

Shred.ai, powered by OpenAsset and fine-tuned by real AEC proposal writers with 20+ years of experience, helps teams move confidently from RFP to pitch. It’s not just about speed; it’s about building a repeatable, reliable system that turns your firm’s knowledge into a competitive advantage.

From RFP to Pitch: A Seamless, AI-Driven Workflow

Proposals should start with strategy, not copy/paste. Shred.ai streamlines the journey from the moment a new RFP lands to the final pitch deck, ensuring teams don’t waste time reinventing the wheel. Instead of digging through folders and outdated proposals, marketers and technical staff can lean on intuitive AI that understands AEC pursuits and responds with context-aware insights.

The result?

A smoother start, fewer blind spots, and a draft that already aligns with your firm’s strengths and past wins. When the groundwork is handled, your team can do its best work—shaping the story, sharpening win themes, and tailoring the pitch to what the client truly values.

Built for AEC by AEC Pros

There are plenty of generic AI tools out there. What sets Shred.ai apart is that it’s trained and tuned by real AEC proposal writers with over two decades in the trenches—people who know the difference between a compliance matrix and a content matrix, and who understand the nuance of project narratives, SOQs, SF330s, and shortlist decks.

Shred.ai is most powerful when used alongside OpenAsset’s DAM, but it can also stand alone as a proposal-focused AI tool. When paired with OpenAsset, it fits naturally into how AEC firms already manage images, project data, and marketing content—helping teams see quick, measurable gains without overhauling their entire tech stack.

Save Hours with AI Search and AI Chat

Shred.ai’s AI Search and AI Chat are built for speed and relevance, helping teams move from blank page to strong first draft in minutes—not days.

• Find winning content in seconds. Instantly scan your entire proposal library and OpenAsset DAM instance relevant insights, project narratives, resumes, and boilerplate.

• Use AI Search to locate past proposals relevant to the current pursuit, by market, scope, delivery method, or client.

• Ask AI Chat for help with win themes and project examples, so you never start from zero. Draft positioning statements, differentiators, and tailored narratives on the spot.

• Start your next proposal fast with suggested content outlines that inspire the team and speed up kickoff.

This isn’t generic AI guessing at answers. It’s tailored to AEC realities, surfacing the best material from your firm’s proposal library and turning it into a draft that actually fits the pursuit.

Enhance Compliance and Extract RFP Details with Ease

Compliance can make or break a pursuit. Shred.ai takes the manual pain out of parsing RFPs by extracting key details verbatim—so your team can respond with confidence and accuracy.

• Intuitive AI reviews your RFP to extract details verbatim, ensuring a compliant response without manual copy/paste.

• Once your RFP is uploaded, Shred.ai captures key details and outlines a plan—turning RFP requirements into a structured response strategy.

• The system surfaces previous content your team has already vetted for similar pursuits, helping reduce redundant work and accelerate quality control.

Finish with rich, tailored add-ons—projects, resumes, and bios pulled directly from OpenAsset—to ensure your submission meets every requirement and tells a cohesive, credible story. Many teams report cutting proposal time in half with this approach.

Real-Time Go/No-Go Analysis: Pursue What You Can Win

Too many firms pursue everything—and burn out their teams in the process. With Shred.ai’s real-time Go/No-Go analysis, you can quickly evaluate fit and prioritize the opportunities that align with your strengths and strategy.

Break the cycle of spending time on low-probability pursuits.

Use AI-driven insights to qualify RFPs based on fit, differentiators, and requirements.

Keep focus where it matters—on pursuits your firm is likely to win.

When 50% of proposals are submitted even when firms aren’t a fit, smarter qualification can be the fastest path to better win rates and healthier teams.

Connect with Confidence: Security, Integration, and Scale

Upgrading your proposal workflow shouldn’t mean compromising security or overhauling your tech stack. Shred.ai is designed to slot in smoothly and protect what matters.

• Vendor-delivered security with SOC 2 Type II compliance, strict data isolation, and privacy-first controls.

• Seamless integration with OpenAsset and your existing AEC systems—no custom builds or heavy dev lift.

• Scalable architecture that grows with your firm without adding IT overhead.

• Customer data is never used to train public models.

It’s a modern platform with guardrails—so your content stays yours, and your systems stay stable.

Quality, Consistency, and Confidence

Speed is great, but not if quality slips. The advantage here is that AI brings structure and context:

• Consistent language across resumes and project sheets

• Fewer outdated specs and stale claims

• Cleaner drafts that reduce rework in redlines

• A shared knowledge layer that helps onboard new team members

When the foundation is clean and consistent, you can push the creative side—tell a sharper story, tailor your differentiators, and craft a pitch that resonates with reviewers.

Creative Where It Counts

The biggest win of AI assisted proposal writing isn’t just time saved—it’s attention reallocated. Instead of sweating file names and pasting scopes across sections, your team can:

• Interview PMs for fresh project insights and results

• Craft visually compelling shortlist presentations

• Work with leadership on positioning and client insight

• Develop value-add ideas that show you understand the client’s goals

That’s the work that moves scores in competitive reviews.

Proposal Power That Pays Off

The business case is clear: when teams spend less time on manual tasks, they spend more time on the work that wins.

• Efficiency at scale: Automate repetitive work to shorten proposal creation time.

• Cost-effective workflows: Reduce effort behind every pursuit.

• Built-in compliance: AI-assisted checks help ensure RFP requirements are met.

• Clear performance insight: Teams see measurable productivity gains in days, not months.

• Proposals stop feeling chaotic and start running like a high-functioning, data-informed process.

AI helps by compressing the “search and sort” part of the job. It reduces duplicate questions to SMEs, flags outdated language before it hits review, and tees up a compliant outline so marketing can focus on storytelling. The result: more time for strategy, fewer errors that trigger rework, and faster leadership approvals.

What’s the ROI of AI in AEC?

Note: Data based on average time savings for OpenAsset customers using AI tooling.

“Faster proposals, fewer errors, and more confident decision making.” That’s the headline outcome. And when you break it down by role, you see where the time savings—and the value—really come from.

Marketing Team — 30% time saved

• AI search pulls past answers and assets instantly

• Auto generated compliance matrix and first draft boilerplate

• Fewer back and forth emails

Technical SMEs — 45% time saved

• Cleaner drafts mean fewer repeat Q&As

• Outdated specs flagged automatically

• AI assisted content drafting

Leadership / Principals — 35% time saved

• Fewer questions from team members about past proposals

• Fewer review cycles before approval

• Quick “Go / No Go” score reduces ad hoc decision meetings

Those savings aren’t abstract; they reflect the compounding effect of shaving minutes and hours off dozens of tasks across the pursuit lifecycle. Multiply that across your pipeline, and the ROI becomes hard to ignore.

From RFP to Pitch with Shred.ai, “AI assisted proposal writing clears the way for creativity.” That’s the promise—and here’s how it plays out, step by step.

A Day-in-the-Life: From Inbox to Draft in Hours 📥➡️📄

Let’s put this into a real scenario.

1. The RFP lands at 9:00 a.m. You upload the PDF.

2. A quick “Go/No-Go” score accelerates approvals or pivots.

3. Shred.ai extracts key requirements verbatim and generates a first pass compliance matrix with sections, page limits, and submittal instructions.

4. Get fast, conversational access to project, people, and file information from OpenAsset - without leaving Shred.

5. Recommendations and win themes are provided: what matters most to the client, how to position your approach, and which differentiators to lead with.

6. Proposal studio transforms RFP criteria into structured, ready-to-edit drafts. SMEs answer fewer repeat questions and spend time refining technical content.

7. Leadership sees a tidy, compliant draft earlier.

8. You submit a strong, compliant proposal—days faster, with fewer late-night edits.

Across that workflow, you’ll notice the same pattern: less searching, less copying, less second guessing. More focus on the message.

Ready to See It in Action?

If you’re wondering whether these gains show up for firms like yours, the short answer is yes—across marketing, SMEs, and leadership. Faster proposals, fewer errors, and more confident decision making aren’t just slogans; they’re operational outcomes when the heavy lifting is automated.

See how AI can transform your AEC workflows connects your projects and people to the content that wins by joining our webinar. See Shred.ai in action and come ready to ask questions.

 

Connecting your HR system to Deltek Vantagepoint isn't about automation as a concept. It's about stopping the duplicate entry, preventing the slow data drift you don't notice until it's a problem, and eliminating the quiet reconciliation work that eats an hour here and two hours there every payroll cycle.

When firms start looking at integrating ADP, Paylocity, BambooHR, or UKG with Deltek, the questions are usually pretty practical: What's actually supported? What's real-time? What breaks? What happens when something fails? And how much of what vendors say is engineering versus marketing?

We had many great questions from firms during our webinar on the topic, How to Successfully Integrate Your HCM and HRIS Systems with Deltek. We’ve gathered those, along with additional common questions we receive, to create a resource where we have the opportunity to help you better understand how the Blackbox Connector can simplify your world.

So, here are your answers. 

What We Support Today

These platforms are running in active production environments right now: ADP, Paylocity, BambooHR, and UKG Pro (via Reports-as-a-Service / RaaS).

When we say "supported," we don't mean we've read the documentation. We mean authentication has been validated, the relevant endpoints are known, data models have been mapped, multi-company logic has been handled, and batch behavior has been tested under real failure conditions — not hypothetical ones. We've seen what breaks. We've already built around it.

 

What Can Be Built (But Needs Scope First)

Paycom and UKG Direct API (non-RaaS) are technically viable but we’ve not had the opportunity to work with a client yet to build connectivity to these solutions.

For these, we follow the same process we use for any custom connector: review the API documentation, confirm authentication methods and required scopes, identify the data objects that actually matter (employees, orgs, PTO, deductions, direct deposit), work out the transformation requirements inside Deltek, and then build and test deliberately. High-level review first. Endpoint validation next. Proof-of-concept only after viability is confirmed.

If the API holds up, we build it. If it doesn't, we find out before anyone wastes money.

A Note on UKG Specifically

UKG RaaS and UKG Direct API are not the same thing, and we won't lump them together on a bullet list just to make a slide look cleaner.

RaaS is report-driven — structured, predictable, and stable. It works well for employee and payroll synchronization. Direct API opens more flexibility, but it requires deeper endpoint validation, a closer look at authentication, and sometimes more back-and-forth with UKG's own support teams. The technical lift is meaningfully different and want our clients to know that upfront.

"Real-Time" Isn't Always What It Sounds Like

Take Paylocity webhooks as an example. Webhooks are often incomplete — they tell you something changed, but they don't always include every changed field in the payload.

So rather than trusting the webhook blindly, we treat it as a trigger. It fires, we pull the full authoritative employee record via API, validate and transform it, and push only what actually needs updating to Deltek. That approach prevents the subtle drift that tends to show up in fields like supervisor assignments, org changes, or status updates — the stuff that quietly causes problems downstream.

You can also run scheduled syncs or trigger a full on-demand sync inside Deltek whenever something needs correction. That combination of scheduled automation and manual override is intentional. When payroll calls with a discrepancy, you shouldn't have to wait until midnight.

PTO: Where It Lives vs. Where It's Needed

In most firms, PTO accrues in the HRIS but resource planning and approvals happen in Deltek. If those two systems aren't aligned, someone is manually reconciling balances — probably more often than they'd like to admit.

A properly designed connector pulls PTO balances from the HRIS and reflects them in Deltek so planning and approvals are always working off current numbers. The goal isn't to duplicate data. It's to make ownership clear and visibility consistent.

Bidirectional Sync: When It Makes Sense

Integration doesn't have to move in one direction. Some firms need Deltek's employee numbers or company assignments pushed back into the HRIS to stay aligned across multi-company environments.

The question isn't really "can it go both ways?" Most things can. The real question is who owns each field. Once that's defined, direction is just a technical detail.

Employee Transfers Between Companies

When someone moves from one company to another, most firms don't want to terminate them, rehire them, and rebuild their history. That creates artificial breaks in reporting and headaches that show up months later.

A well-built integration respects Deltek's architecture — creating new EMCompany records via API and preserving continuity without manufactured disruptions. This is exactly where sloppy integrations create long-term accounting pain.

What Happens When Batches Fail?

Most vendors skip this part entirely.

Integrations post and update in batches. When a batch fails, every record in that batch stays queued for retry. That's not a workaround — that's the design. Future runs re-attempt those records until they process successfully. The goal is zero silent data loss.

If you're evaluating integration vendors, ask them directly how they handle partial failures. The answer will tell you quickly whether you're looking at a durable system or a polished demo.

When the API Isn't Clean

APIs are ideal. Not every system cooperates.

When necessary, we support secure file-based transfers via SFTP and staged processing. The pattern stays the same regardless: fetch, stage, validate, transform, commit in controlled batches, retry when needed. Boring is good. Predictable is better.

The Part That Actually Matters

A successful HRIS-to-Deltek integration isn't defined by which logos appear on a capabilities slide. It's defined by whether failed batches retry cleanly, whether data ownership is actually defined, whether multi-company logic is handled properly, whether you have an on-demand option when something needs correction, and whether security — especially around payroll and banking data — is treated seriously.

Get those things right and integration becomes operational infrastructure. Get them wrong and you feel it every single payroll cycle.

Let’s Get Your Systems Talking

Whether you’re using Paylocity, ADP, Paycom, or another HRIS platform, the Blackbox Connector for Deltek Vantagepoint is the fastest, most secure way to unify your HR and ERP data.

👉 Want to explore what’s possible for your firm? Contact our team at Info@Blackboxconnector.com

 

Enterprise Resource Planning (ERP) systems play a crucial role in managing business processes in an integrated manner. When functioning optimally, they streamline operations, enhance decision-making, and improve productivity. However, as organizations evolve and their needs change, so too must their ERP systems. Here are five signs that indicate it may be time for an ERP tune-up.

1. Slow System Performance

A noticeable decrease in performance speed is one of the first indicators that your ERP system may need attention. When your ERP system becomes sluggish, it can lead to significant delays in transaction processing, hampering sales and customer service responses. Users may encounter longer load times for reports and dashboards, resulting in frustration and decreased productivity.

Slow performance is a clear sign your ERP needs a tune-up. For Deltek Vantagepoint clients, consider checking if routine database maintenance is being overlooked—re-indexing and updating statistics can prevent queries from scanning large tables. Additionally, purging or archiving oversized audit-trail tables and ensuring proper SQL Server configuration (including memory allocation, throttling, query plans, I/O, and lock monitoring) are essential steps. Setting report servers and transactional databases to the Simple Recovery model can also help alleviate log-file write issues. Moving to the cloud can address many on-premise bottlenecks, as modern cloud ERPs often automate indexing and statistics updates, scale resources on demand, and manage recovery, allowing your system to remain fast without extensive manual tuning.

2. Integrations Fail Quietly

Another critical sign that your ERP may require a tune-up is the quiet failure of integrations. Although systems may connect seamlessly, jobs run, and dashboards look green, warning signs often reveal underlying issues when:

• Data requires double-checking.
• Numbers are reconciled in spreadsheets.
• There’s an uneasy feeling about accuracy.

When automation seems to work but lacks trust, the problems often stem from earlier decisions that weren’t clearly defined, such as data ownership during disagreements, responses to broken timing assumptions, and the lack of practical error handling. Over time, companies develop compensatory mechanisms, which can lead to the emergence of spreadsheets and the normalization of manual checks.

Most integration failures are rooted not in technical issues, but in decision-making failures that manifest later as data inconsistencies. To improve integration outcomes, organizations should focus on proactively designing solutions for ambiguity, failure, and change. This approach fosters trust in the systems from the outset. If your ERP doesn't provide a unified view of operations, it can result in misinformation and hinder effective decision-making. Deltek Vantagepoint offers one source of truth throughout the project lifecycle for finance, project managers, marketing, and sales. Meanwhile, Full Sail Partners’ Blackbox Connector solutions are pre-built but configurable to adapt to your firm’s unique data needs.

3. User Adoption Challenges

If your employees are reluctant to use the ERP system or struggle with its features, it may indicate that the software requires an update or a comprehensive tune-up. User adoption is vital for any ERP system's success. When users find the system difficult to navigate, they may revert to outdated practices or manual processes, undermining the advantages of an integrated approach.

Gathering user satisfaction through surveys and feedback can provide invaluable insights. Enhancing training and support resources is essential to ensure a more user-friendly experience. After all, continuous training is imperative. Full Sail Partners addresses this by offering monthly events, including mini demonstrations, client stories, webinars, and livestreams, to keep clients informed about the latest features and trends.

4. Inaccurate Reporting

Inaccurate or inconsistent reporting signals that your ERP system may be experiencing underlying issues that need attention. A dependable ERP should generate reports reflecting real-time data to enable informed decision-making. Frequent discrepancies can lead to poor strategic choices and wasted resources.

Most reporting inaccuracies stem from data entry errors or gaps in data. Implementing workflows can alert employees to the need for additional data as a project progresses, ensuring critical information is added in a timely manner. Firms that assign individuals to oversee data entry are more likely to maintain accurate reporting. Regular audits of your data and reporting processes can help identify and rectify these issues, equipped with the aim of providing decision-makers with the most accurate insights possible.

In the future, we can envision AI assisting with this manual process, ultimately enhancing the quality and reliability of reports, which is crucial for maintaining the integrity of your organization’s decision-making processes.

5. Increased Manual Processes

An increased reliance on manual processes or spreadsheets is a significant sign that your ERP might be falling short. This reliance often arises not from carelessness but from a system that fails to align with reality. When integrations can’t handle exceptions, timing mismatches, or “almost right” data, employees create spreadsheets not to undermine the system but to protect it.

These spreadsheets act as a buffer between the ideal world the system presents and the actual workflow. The real danger arises when these manual tools quietly become the source of truth. If a spreadsheet is trusted more than the ERP itself, it indicates deeper design flaws rather than just a tooling problem.

Continuous reliance on manual interventions signals that the ERP isn’t meeting the team's needs effectively, leading to errors, inefficiencies, and unnecessary strain on your workforce. Furthermore, if employees lose faith in the ERP's capabilities, the implications for productivity and morale can be significant.

Instead of asking, “How do we get rid of spreadsheets?” organizations should focus on understanding the essential work these tools perform that the system doesn’t currently support. By identifying these gaps and limitations within your ERP, you can enhance workflow and improve overall operational efficiency.

Empower Your Organization

Recognizing these signs early empowers organizations to take swift action in addressing limitations in their ERP systems. If any of these indicators resonate within your organization, consider consulting with a professional for a Navigational Analysis.

Full Sail Partners offers consulting services tailored to identify and address ERP challenges. Our expert team can assist you in optimizing your ERP system, ensuring it effectively meets your organization’s evolving needs. Don’t let inefficiencies linger, reach out to Full Sail Partners today to discuss your ERP requirements and how we can help!

 

In today's rapidly advancing project management landscape, effective decision-making hinges on the availability of critical insights and data. Deltek, a leader in project-based solutions, has recognized this necessity and is excited to introduce enhanced dashboard functionalities within its Vantagepoint platform, particularly in version 2025.3. These innovative features aim to empower users with deeper insights into their operations and optimize performance through the integration of the annual Deltek Clarity Report.

For the first time, key metrics from the Deltek Clarity Architecture & Engineering Industry Study are now accessible directly within Vantagepoint dashboards. This groundbreaking enhancement allows users to benchmark their key performance indicators (KPIs) against industry standards, ensuring that their operations remain aligned with best practices. By incorporating Clarity benchmarks into daily workflows, organizations can identify opportunities for optimization and growth, driving improved decision-making and strategic outcomes.

The Importance of Dashboards in Project Management

Dashboards are more than just visual aids; they are integral to a project manager's toolkit. By consolidating key metrics and performance indicators into a single, comprehensible view, dashboards transform complex data into actionable insights. The latest enhancements in Deltek Vantagepoint enable users to access tailored insights that are essential for effective project management.

User-Defined Hubs: Customization at Its Finest

One of the standout features in this latest update is the introduction of User-Defined Hub Dashpart Bases. This functionality allows users to craft customized dashparts tailored to their specific needs. Here's a closer look:

1. Enable the Right Modules:
   First, users must enable the Accounting and CRM Plus modules to access user-defined dashparts.
2. Creating Dashparts:
   Users can select a user-defined hub in the Dashpart Base field within the Add New Dashpart dialog box, allowing for flexible configurations as tables, charts, or KPIs.
3. Editing and Configuring:
   The Dashpart Designer provides full access to essential functions, enabling effortless customization according to distinct requirements.
4. Role-Based Access Rights:
   To enhance data security, users can configure role-based access rights on the Access Rights tab, determining who can view or interact with these customized dashboard components.

New Predefined Dashparts

Deltek is also enhancing user experience with several new predefined dashparts that further enrich dashboard functionality. When the relevant modules are enabled, users gain immediate access to critical financial metrics, such as:

• Accounts Payable Detail by Vendor: Displays invoices for all active vendors, simplifying expense tracking.
• AP Outstanding: Provides a snapshot of the total outstanding balance for vendor invoices.
• AP Overdue Invoices: Quickly identifies overdue invoices, aiding workflow management.
• Payables Due Next 30 Days: Highlights outstanding invoices due within the next month, assisting teams in prioritizing payments.
• Vendor Invoice Aging: Visualizes unpaid invoices by days outstanding to enhance cash flow management.

redefined dashparts streamline data management by eliminating manual entry while offering clear, critical insights into accounts payable information.

Expanded Project Dashpart Base

Significant upgrades to the Project Dashpart Base now include new columns that facilitate sorting and grouping dashparts. These enhancements deliver vital metrics for tracking projects throughout their lifecycle, which can significantly aid future forecasting and analysis:

• Year Opened
• Year Won/Lost
• Year Won
• Year Lost
• Quarter Opened
• Quarter Won/Lost
• Quarter Won
• Quarter Lost
• Month Opened
• Month Won/Lost
• Month Won
• Month Lost

Predefined Dashboards: Instant Access to Insights

This update also features new predefined dashboards designed to streamline access to essential accounts payable and key metrics sourced from the Deltek Clarity Study:

• AP Detail Dashboard: This dashboard consolidates all accounts payable data, featuring various predefined dashparts such as AP Outstanding and Vendor Invoice Aging.
• Deltek Clarity Dashboard: Users can view key metrics from the latest Deltek Clarity Study, fostering critical industry comparisons. Depending on enabled modules, the dashboard displays performance metrics such as average collection periods and utilization rates.

Key Performance Indicators: Measuring Success

In addition to the predefined dashparts, new Deltek Clarity predefined KPI dashparts now provide users with insights from the latest Deltek Clarity Study. These critical metrics include:

• Clarity Average Collection Period
• Clarity Capture Rate
• Clarity Net Labor Multiplier
• Clarity Operating Profit on Net Revenue
• Clarity Overhead Rate
• Clarity Total Payroll Multiplier
• Clarity Utilization Rate
• Clarity Win Rate

With these KPIs, firms can benchmark their performance against industry standards, allowing for strategic adjustments as necessary. This latest update, based on 2024 fiscal year data, streamlines the process of integrating industry benchmarks into dashboards. The dashpart's format is also future-proof, utilizing the Deltek Clarity Year date range option to ensure real-time updates with minimal effort.

Conclusion

The new dashboard functionalities in Deltek Vantagepoint represent a significant leap forward in enhancing visibility and operational efficiency for project managers. By combining customizable user-defined hubs, predefined dashparts, and vital metrics from the Deltek Clarity Study, Deltek equips organizations with the necessary tools to excel in a competitive business landscape.

As technology advances, adapting and leveraging these new dashboard features is essential for project management teams. By embracing these insights, firms can foster improved decision-making, drive better performance, and achieve their operational goals more effectively. Whether you're focusing on financial metrics, managing vendor relationships, or assessing project performance, the enriched data provided through these dashboards will undoubtedly lead to enhanced success in today's project-based environment.

 

As we kick off 2026, it's the ideal time to reflect on enhancements in operational efficiency for project-based firms through Deltek Vantagepoint. Ful Sail Partners has identified the most viewed blogs over the past year to highlight trends and insights that our clients found most valuable. This recap aims to provide you with strategies to optimize your processes and overcome common challenges, ultimately setting the tone for a productive year ahead.

1. Solve Common Problems with Deltek Vantagepoint AP Voucher Lookup

In her insightful blog, Senior Consultant Rhiannon Schaumburg highlights the essential function of the Accounts Payable (AP) voucher in tracking supplier invoices. Many accounting professionals frequently encounter challenges, such as duplicate entries and incorrect amounts, leading to multiple vouchers for a single invoice. To mitigate these issues, Deltek Vantagepoint’s Voucher Lookup feature allows users to edit existing vouchers, thus correcting errors without the need to recreate them. This feature simplifies vendor reviews and streamlines payment processing, making accounts payable far more efficient.

For a deeper dive into this topic, check out Rhiannon’s blog: Solve Common Problems with Deltek Vantagepoint AP Voucher Lookup.

2. Understanding Project Budgets in Deltek Vantagepoint

Principal Consultant Matt McCauley offers a detailed overview of updates to the Deltek Vantagepoint Project Budgeting tool in his blog. The tool has been moved to the Project Hub as a standalone menu item, with a new look that maintains core functionalities. Matt emphasizes the importance of a more streamlined drop-down menu for cost and billing options, along with customizable Grid Settings for personalization.

The Project Budget itself is crucial, serving as the manager's estimate for total spending that encompasses labor, expenses, and consultants, which underscores the importance of regular budget updates. The enhanced capabilities of the Project Planning and Resource Management module are also discussed, facilitating improved financial tracking and strategic staffing insights.

For full insights, read Matt’s blog: Understanding Project Budgets in Deltek Vantagepoint.

3. The Ultimate Checklist for a Smooth Vision to Vantagepoint Upgrade

In her informative blog, Relationship Manager Cate Phillips stresses the significance of proper preparation for firms making the transition from Deltek Vision to Vantagepoint. The blog provides a comprehensive checklist aimed at ensuring a seamless upgrade. Key steps include exploring resources available on Full Sail Partners’ website, scheduling consultations, obtaining personalized readiness reports, and reviewing necessary system requirements.

Cate emphasizes critical actions such as data cleansing, backing up the current system, testing in a sandbox environment, and training teams on the new system. Leveraging expert support during the live upgrade and adhering to best practices afterward are also recommended for maximizing operational efficiency.

Check out Cate’s insights: The Ultimate Checklist for a Smooth Vision to Vantagepoint Upgrade.

4. Underused Accounting Features of Deltek Vantagepoint

Senior Consultant Jenny Labranche elaborates on several underutilized applications within Deltek Vantagepoint in her blog. Key features such as Labor Cross Charge, Consultant Accruals, and Overhead Allocation can significantly fortify project health assessments and enhance overall firm performance.

Jenny explains how Consultant Accruals account for the discrepancies between what firms bill clients and what subconsultants invoice. Meanwhile, Overhead Allocation helps assign indirect costs to revenue-generating projects, allowing for more accurate profitability measurement. Understanding these features is critical for maximizing investment in Vantagepoint.

Explore Jenny's perspective here: Underused Accounting Features of Deltek Vantagepoint.

5. Deltek Vantagepoint’s Versatile Billing System: Streamlined Invoicing Solutions

In her engaging blog, Senior Consultant Cynthia Fuoco emphasizes the importance of efficient project billing for project-based firms. She outlines the adaptable billing system within Deltek Vantagepoint, which facilitates multiple billing formats without necessitating numerous invoice templates. This flexibility includes formats such as Fixed Fee, Percentage of Completion, and Hourly billing consolidated into a single invoice.

Cynthia discusses the potential pitfalls of this flexibility, such as lengthy and complex invoices, and presents a streamlined invoice format developed by Full Sail Partners that combines various billing types into a single block. Ultimately, this approach enhances efficiency and readability while maintaining necessary billing details.

Read more about this innovative approach in Cynthia’s blog: Deltek Vantagepoint’s Versatile Billing System: Streamlined Invoicing Solutions.

6. How These Microsoft Office Integrations Make Deltek Vantagepoint Even More Powerful

In her insightful blog, Senior CRM Consultant Stephanie Socha explores how integrations between Deltek Vantagepoint and Microsoft Office—especially Outlook and Teams—can enhance project management. She introduces the Vantagepoint Connect Add-in for Outlook, which streamlines tasks such as adding contacts, logging emails as activities, and scheduling meetings directly from the inbox.

Furthermore, Stephanie discusses Teams integration, which facilitates real-time communication and collaboration by enabling users to initiate chats directly from the records they’re working on in Vantagepoint. These integrations not only save time and reduce email clutter but also ensure data integrity by documenting all project interactions within Vantagepoint.

Discover these powerful integrations in Stephanie’s blog: How These Microsoft Office Integrations Make Deltek Vantagepoint Even More Powerful.

7. 5 Ways Deltek Vantagepoint Simplifies Billing, Time, Expense, and Transaction Entries

Principal Consultant Lisa Ahearn investigates various process efficiencies offered by Deltek Vantagepoint in her blog. She highlights features such as a user-friendly time entry system that allows flexibility through multiple submission methods. The enhanced expense entry process utilizes Intelligent Character Recognition (ICR) for quicker submissions, and automated Accounts Payable invoice approvals help alleviate paper shuffling.

Lisa also discusses how the Accounts Receivable process can accelerate billing and cash flow by generating draft invoices and streamlining communication with clients. She encourages the utilization of tools like ICR and Vantagepoint Connect to automate data entry and enhance efficiency across workflows.

For further insights, check out Lisa’s blog: 5 Ways Deltek Vantagepoint Simplifies Billing, Time, Expense, and Transaction Entries.

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

In her blog, Principal Consultant Lisa Ahearn also discusses how Deltek Vantagepoint can significantly enhance efficiency for project-based firms by highlighting 15 essential features designed to streamline workflows and automate repetitive tasks. She emphasizes tools such as the Outlook Add-in, bulk updates for multiple records, auto-population of timesheets, and the AI assistant Dela, which makes project data management easier.

Lisa also addresses the significance of dashboards for real-time insights, urging users to dive into these features to reclaim valuable time in their daily operations. She even invites readers to attend her on-demand webinar to witness these functionalities and learn tips for maximizing Vantagepoint’s utility.

For a comprehensive review, read Lisa’s blog: The Ultimate Vantagepoint Efficiency Toolkit: 15 Features You’re Probably Not Using—But Should Be.

Leveraging Insights

As we move forward into 2026, leveraging the insights shared in these blogs can be instrumental in fine-tuning your firm's operational efficiency and addressing common pain points. By exploring the capabilities of Deltek Vantagepoint, your firm can not only optimize performance but also set the foundation for sustained growth.

Here’s to a productive New Year filled with new efficiencies! 🎉

For project-based firms, financial clarity isn’t just a “nice-to-have” — it’s the foundation for confident decision-making, clean audits, and smooth cash management. And at the heart of that clarity sits one foundational accounting practice: bank reconciliation.

It’s a basic procedure every accounting team knows they should do consistently… yet many firms still rely on spreadsheets, manual matching, or outdated processes that make reconciliation feel tedious, time-consuming, and prone to error.

But here’s the truth:

When your bank accounts aren’t reconciled regularly (and accurately), your financial picture could be missing vital elements. As we accountants know, every cash entry also affects another balance sheet or income statement account. Therefore, an error in cash causes an error somewhere else.

Deltek Vantagepoint’s Bank Reconciliation feature changes that. It brings automation, consistency, and visibility to a process that is essential — but doesn’t need to be painful.

Why Bank Reconciliation Is Essential for Your Firm

Bank reconciliation is the practice of comparing your internal cash records to the transactions reported by your bank, making sure the two align. Done timely and consistently, it helps firms:

✔ Prevent errors and discrepancies
Misposted or unposted entries, duplicate records, and unauthorized transactions surface quickly when accounts are reconciled regularly.

✔ Maintain accurate general ledger balances
Your cash position drives everything — payroll, vendor payments, project spending, and forecasting. Reconciliations ensure the GL reflects reality.

✔ Improve cash flow visibility
Leaders make better decisions when they can rely on accurate, up-to-date financial data.

✔ Prepare for clean audits
Reconciled accounts reduce questions, adjustments, and the time an auditor needs to work through your books.

✔ Strengthen internal controls
Consistent reconciliation helps firms identify unusual or unexpected activity early.

In short: Bank reconciliation is a small habit that prevents big problems.

Where Many Firms Get Stuck

Even though reconciliation is foundational, many project-based firms still struggle with:

• Manually downloading bank statements
• Keying transaction details into spreadsheets
• Matching line items one by one
• Sifting through long lists of posted entries
• Repeating the same tedious steps each month

The process becomes slow, reactive, and frustrating — which leads to inconsistent results or long lags between reconciliations. And that lag can snowball into larger financial risks. Preparing reconciliations monthly allows accounting to make any necessary adjustments in the proper accounting period.

Deltek Vantagepoint solves this with purpose-built automation.

How Deltek Vantagepoint Streamlines the Bank Reconciliation Process

Vantagepoint’s Bank Reconciliation tool allows firms to import bank transactions directly into a statement, eliminating the need to manually compare transactions on the bank statement to those posted in Vantagepoint making it easier to compare.

With Vantagepoint, your team can:

Two Options to Easily Import Transactions
Connect your bank directly to Vantagepoint to pull transaction details into the reconciliation screen daily. Alternatively, transactions downloaded from your bank can be physically imported into the statement on your own timetable. Either way, no more spreadsheets and no more ticking and tying.

Automatically Match Records
Vantagepoint intelligently pairs imported bank activity with posted GL transactions, significantly cutting down on the time it takes to review and confirm matches.

See Discrepancies Immediately
Unmatched items stand out clearly, helping your team identify errors, omissions, or timing differences quickly.

Reconcile With or Without Importing
Even firms that prefer a more traditional approach can benefit from Vantagepoint’s structured process and reconciliation interface.

Close Each Statement With Confidence
Once reviewed and matched, statements can be closed — keeping the books clean, accurate, and audit-ready.

Deltek built this feature to reduce manual work, minimize errors, and give accounting teams back valuable time every month.

Coming Soon: Automating Bank Reconciliation in Deltek Vantagepoint Mini Demo

If your firm hasn’t fully adopted Vantagepoint’s reconciliation tools — or you're still doing most of the work manually — our upcoming mini-demo is a must-attend.

In just a few minutes, you’ll see:

✨ How to import bank transactions directly into Vantagepoint

✨ How automated matching works behind the scenes

✨ How firms use this feature to speed up month-end

✨ How reconciliation syncs with your GL for complete financial clarity

This is one of the fastest wins your accounting team can implement — and we’ll show you exactly how it works.

👉 Save your seat for the Bank Reconciliation Mini-Demo

Sign up now and be the first to see the process in action.

As we embark on a new year, it’s the perfect time to optimize processes and enhance productivity. With January's theme of "New Year, New Efficiency," we’ve realized that not everyone stays updated on our content. To help you catch up on last year's new features, Full Sail Partners analyzed our website to identify the most visited landing pages on our website. These pages highlight the tools and insights most sought after by our clients. Here’s a recap of the top 10 landing pages that exemplify our dedication to enhancing efficiency and streamlining workflows for project-based firms.

1. Smarter Project Docs in Minutes with Vantagepoint’s New Document Automation

Creating polished, client-ready documents has never been easier. With Deltek Vantagepoint’s Document Automation, users can eliminate tedious copy-pasting between multiple applications. In a mini-demo led by Senior CRM Consultant Wesley Witsken, viewers learned how to:

• Build compelling case studies in Word.
• Generate boilerplate agreements and proposals.
• Access team matrices to track contributions by Team members.
• Produce on-brand project documents in mere minutes.

This feature significantly reduces manual effort while maintaining high-quality standards in documentation.

Revisit this mini-demo here. 

2. Mastering Vantagepoint Connect Add-In for Outlook CRM Success

Led by Senior CRM Consultant Stephany Socha, this demo highlights how the Vantagepoint Outlook Connect Add-In enhances CRM functionality directly within Outlook. Users discovered how to:

• Gain visibility of firms, projects, and activities in their inbox.
• Manage contacts with ease to eliminate duplicate entries.
• Log activities and set reminders effortlessly.
• Synchronize calendars between Outlook and Vantagepoint.

This integration promises to streamline workflow and foster better communication within teams.

Watch it again here. 

3. From Pursuit to Award Without the Handoff Hassle

Winning new work is just the start. Presented by Principal Consultant Matt McCauley, in this demo, attendees were shown how Deltek Vantagepoint simplifies the transition from pursuit to award with project planning tools. Key features include:

• Seamless conversion from generic roles to named resources.
• Automatic assignment pushes to employee timesheets.
• Alert and dashpart activation to eliminate handoff challenges.

This functionality ensures that teams remain informed and aligned from day one. You can find it here. 

4. From Pursuit to Project: A Custom Vantagepoint Solution for Master Agreements

Managing Master Service Agreements (MSAs) efficiently is crucial. Principal Consultant Amanda Roussel led a walkthrough of a custom Vantagepoint hub designed to simplify MSA management, featuring:

• Tracking of MSAs, bonds, and associated projects.
• Linking pursuits to parent agreements.
• Real-time metrics on revenue and contract status.

This solution streamlines complex contracts, enhancing transparency for operations and project management teams.

See it in action here. 

5. What’s New in Deltek Vantagepoint 2025.3

Terri Agnew, Principal Consultant, unveiled the latest updates in Deltek Vantagepoint 2025.3, focusing on usability and efficiency improvements. Highlights include:

• Enhanced contract tracking features.
• New dashboard insights with user-defined hubs.
• Simplified billing management processes.

These upgrades empower users with greater control and insight, enhancing overall efficiency.

Learn more here. 

6. Upgrades, Imports, & Mergers – Navigating Data Migrations with Confidence

Data migration can make or break an ERP implementation. Join Jennifer Stevland as she covers the four types of migrations, sharing key insights on:

• Best practices for smooth data transitions.
• The importance of hiring expertise to avoid pitfalls.

This session serves as a valuable resource for firms planning upgrades or optimizing data management.

Watch it here. 

7. How HR Green Unified Marketing with HubSpot and Deltek Vantagepoint

Discovering ways to unify marketing and CRM systems is vital for seamless operations. This webinar featured a mini-demo on the new Blackbox Connector for HubSpot presented by Senior CRM Consultant, Wesley Witsken within Deltek Vantagepoint. Then Partner, Sarah Gonnella interviewed Gail Maldonado, CRM Database Manager at HR Green to highlight the game-changing impact the Deltek Vantagepoint HubSpot Connector had on HR Green’s marketing and CRM processes. Key benefits include:

• Targeting contact lists in Vantagepoint to sync with HubSpot.
• Tracking email campaign metrics in real-time.
• Enhancing visibility into marketing activities for project teams.

This integration enables a closed-loop marketing system that enhances collaboration.

8. Seamlessly Sync Employee Data Between Deltek Vantagepoint and ADP Workforce Now

The ADP Workforce Now Connector simplifies employee data management by eliminating duplication and errors. Joel Slater, Client Solutions Manager, showcased this powerful connector, emphasizing:

• Automated data sync between systems.
• Simplified onboarding processes for new hires.
• Enhanced reliability and accuracy for employee information.

This tool significantly reduces manual data entry efforts.

Learn more about this integration here.

9. Deltek Vantagepoint’s Timesheet Assistance

Managing timesheets can be cumbersome, but the Timesheet Assist feature in Deltek Vantagepoint 7.0 offers timely suggestions to help users stay on track. Presented by Consultant Amanda McClain and Senior Consultant Jenny Labranche, this mini-demonstration focuses on how Vantagepoint empowers firms to make data-driven decisions effortlessly. With real-time insights and robust analytics, organizations can pivot quickly and respond to challenges effectively.

This demo demonstrated how Timesheet Assist:

• Provides reminders based on past projects.
• Allows quick additions of suggestions to timesheets.
• Helps ensure accurate timekeeping across business processes.

Watch the 5-minute demo here.

10. How Deltek Dela Is Revolutionizing the Entire Project Lifecycle

Deltek Dela™ is an AI-powered assistant within Vantagepoint that transforms how project-based firms operate. Jake Lucas, AI Developer, presented how Dela:

• Provides smart summaries for quick insights.
• Answers questions instantly with "Ask Dela."
• Utilizes prediction tools to identify potential issues early.

This tool aids various teams, enhancing efficiency and project outcomes.

Watch again to start using it today.

Conclusion

As we kick off 2026, these top landing pages not only highlight what clients are interested in but serve as a reminder of the importance of efficiency in project management. Deltek Vantagepoint continues to evolve, offering innovative solutions that empower firms to work smarter, not harder. By integrating these tools and insights, organizations can position themselves for success in the year ahead.

So, you are moving to the Cloud!  Your company has made the move, and you have been assigned as the SaaS Administrator.  You may find yourself wondering, “What does this mean to me?  What do I need to do first? Where do I start?”  At first the task may seem overwhelming as you receive welcome letters, guides and instructions on “How to get started.”  We at Full Sail Partners want you to know that you are not alone. We have put together answers to some of the most frequently asked questions we get when a client moves their database to a cloud solution.

What do I need to do first?

As the SaaS Administrator, you will receive a welcome letter that contains links to your test environment as well as a lot of other information.  The most important task to perform at this time is to click the live link (sample above) to the Deltek SaaS Administrator Guide.  It will be your MVR (most valuable resource) during your transition to the cloud.

 

What is the next step after I familiarize myself with the SaaS Administrators guide?

The second most important task as the SaaS Administrator is to set up your Deltek Customer Care Account.  This is where most communication takes place between you and Deltek. It is where you perform all SaaS Administrator functions, open support tickets, and keep up to date on the latest happenings at Deltek. If you are an existing Deltek client and will be migrating data from an existing Vision database or a prior Deltek product, this portal will be the first stop in the process of transferring your files to the cloud. 

Can’t I just have Full Sail Partners set up my account?

Because of the importance placed on security, only the Saas Administrator can submit service requests on behalf of your firm.  These requests can only be submitted via your account on the Deltek Customer Care portal.  The SaaS administrator will work closely with Full Sail Partners on the implementation process.  However, only the SaaS Administrator can make service requests. These requests include database uploads, administrator password resets, request backups, database refreshes, or request a sandbox; they will also receive all system maintenance communications.  

How do I keep up with announcements regarding scheduled maintenance or service-related issues?

These communication emails will be sent from: Deltek Support Services <deltekss@deltek.com> Please work with your internal IT team to ensure this is a trusted email address and they aren’t filtered out by your firm’s spam filter. </deltekss@deltek.com>

As the primary person responsible, what if I am not available? Can a second Administrator be added?

Absolutely! Deltek encourages all clients in the Cloud to have at least one additional SaaS administrator assigned to their account.  You, as the SaaS administrator, can assign the rights to an additional SaaS administrator via the Deltek Customer Care Portal.  Once you are logged into Customer Care simply click on the Administer section, click on Manage Company Contacts, if the person has never had a customer care account, add them here by clicking ‘Add Contact’, if the person already has an account simply scroll down and click on their name and these select the correct radial buttons:

You may even assign Full Sail Partners as your second Administrator.  This will give us the ability to upload databases and custom files directly for you.  Your Full Sail Partners account manager can provide assistance if you decide to assign our firm as an additional SaaS administrator.

How do I add graphics to my firm's invoices?

Absolutely, just follow these quick steps:

You can upload any standard picture file format, such as PNG, JPG, BMP, or GIF. Uploading a large image file could slow down the upload process or cause a time-out error.

1. To upload an image:
2. In the Navigation pane, select Settings > Billing > Invoice Template Editor.
3. On the Actions bar of the Invoice Template Editor form, click Other Actions > Manage Images.
4. On the Available Images dialog box, click Upload Image.
5. On the Select Image to Upload dialog box, browse to the image file and click Open.
6. Click OK.

My firm has experienced a serious event that has created the need for our database to be restored to a specific point in time. Can this be done?

If you require a restore from a specific point in time, you may send the request through Deltek Customer Care indicating the past time frame you need for the restore.  You must also include the time that you would like for the restore to take place as your system will be unavailable while the restore is performed.  See below for Deltek’s current Backup and Retention Policy:

Is there any additional information I should review?

Being the SaaS Administrator is a very important assignment.  Keep in mind, you are the keystone for communication between your firm and Deltek.  Being informed by familiarizing yourself with the SaaS Administrator Guide is essential to your success as the SaaS Administrator for your firm. You can access the guide by typing: Vantagepoint Cloud Administrator’s Help System into the search box on Deltek’s Customer Care website.

Ready to take the next step?  Empower your employees through training!

Deltek now offers tons of training and learning opportunities at no cost to its clients by clicking the following link: https://learning.deltek.com/ From here you can personalize the learning hub and even create learning paths for your employees to follow.

Still have questions and not sure where to turn, don’t hesitate to reach out to your Full Sail Partners Account Manager, we are happy to assist you in this journey.

 

Denver did not disappoint. Between the mountain views, the packed keynotes, the nonstop conversations, and the surprise announcements (hello, Elevate 2027 👀)…this year’s ProjectCon was easily one of the most energizing yet.

Our Crew came home buzzing with insights, inspiration, and a whole lot of renewed excitement for where Deltek Vantagepoint is heading. Here’s what stood out most.

🚀 ProjectCon Becomes Elevate — and Moves to 2027

Shared by Sarah Gonnella

The biggest announcement of the week: Deltek ProjectCon is officially rebranding to Deltek Elevate and will next be held March 8–10, 2027 in Nashville, TN.

Cue the confetti. 🎉

For years, users have requested two things:
✔️ A name that sounds more modern and inspiring
✔️ A date that isn’t during the craziest time of year
Deltek listened.

“I love the name Elevate. And I love that the new date gives clients an entire year to focus on moving from Vision to Vantagepoint,” Sarah shared. “This change genuinely reflects Deltek paying attention to what firms need.”

We couldn’t agree more.

🤖 AI Isn’t the Future—It’s Right Now

Insights from Lindsay Diven, Scott Gailhouse & Wesley Witsken

AI took center stage this year, and each of our Crew members walked away with something different.

Human-Centric Marketing in an AI World

Lindsay captured one of the keynote’s biggest takeaways:

“2026 will be the year of AI agents, but marketing will actually become more human-centric. More authenticity. More in-person events. More small-group connection.”

This aligns perfectly with what we see across AEC firms: technology is accelerating, but relationships still drive results.

Overcoming AI Intimidation

Scott arrived hesitant about AI…but left empowered.

“Before the conference, AI was intimidating. But after hearing it in almost every session, I feel a lot more comfortable—and our clients will too.”

From a fear factor to a confidence boost. That’s the magic of ProjectCon.

New AI Innovations Inside Vantagepoint

Wesley, our CRM and proposal automation expert, was fired up about what’s coming:

“I’m excited about the AI advancements in Go/No-Go, potential proposal generation directly in Vantagepoint, and new updates to document automation—especially for creating resumes in the Employee Hub.”

Proposal people everywhere just exhaled. 😅

📊 Data at Your Service: A Big Win for Large Firms

Shared by Sparsha Muppidi

One of the most talked-about tech previews was Data at Your Service, Deltek’s new offering that connects Vantagepoint to a Snowflake data warehouse and then to any third-party tools.

Sparsha summed it up perfectly:

“It’s really exciting—especially for firms with 250+ employees. This gives clients new options to analyze data and make better business decisions.”

More data freedom = more business intelligence = more confident leadership.

Yes, please.

⛷️ Lessons in Resilience from Lindsey Vonn

Shared by Sarah Gonnella

Olympic legend Lindsey Vonn brought the inspiration this year. When asked how she manages risk on the slopes, she said:

Focus on what you can control. Prepare for what you can’t. Learn from every run. And release the rest.

It’s a message every project-based firm needs tattooed somewhere visible.

Projects are unpredictable. Clients shift. Staffing changes. Scope evolves. But preparation + mindset = resilience.

Lindsey could have been talking about project management.

🤝 The Best Part of ProjectCon? Easy: The People.

Shared by Kim Stamps

Amid all the announcements and innovations, Kim reminded us of the heart of this conference:

“My favorite part is seeing the clients I talk to all year. I love meeting them, hugging them if they’re huggers, shaking their hand, and just connecting face to face.”

If you stopped by our booth, chatted with us in the hallways, or joined us at the Mile High Mixer — thank you. Getting to connect in person is what keeps us coming back year after year.

📈 Wrapping Up: What This Means for 2026 & Beyond

This year’s ProjectCon was a turning point.

Here’s what we’re taking into the new year:

✨ AI will accelerate—but human connection will matter more than ever
✨ Data access and visibility are getting better for firms of all sizes
✨ Vantagepoint is becoming smarter, more automated, and more flexible
✨ The industry is shifting, and Deltek is shifting with it
✨ And in 2027, we’ll all be reuniting at Elevate with a full year of transformation behind us

Our Crew will be sharing their favorite sessions, tools, stats, and strategies in upcoming posts from now until the end of the year—so stay tuned.

Denver, you were incredible.

ProjectCon, you outdid yourself.

Elevate, we’re coming for you. 🏔️✨

 

In our “Get Ready for 2026!” series, we explored various aspects of Vantagepoint and how firms can optimize their processes related to their pipeline, contracts, resource planning, and dashboards. One effective approach is conducting Mini Navigation Analyses, which provide insights into specific areas of a firm’s operations, helping clarify one piece of the larger puzzle. However, when it becomes essential to evaluate multiple facets of a firm’s systems and processes, a two-day Navigational Analysis is the recommended path.

As discussed in our webinar on November 19th, upon completing the initial phases of this analysis, namely the fact-finding mission and needs assessment—firms receive a tailored efficiencies report. This report serves not just as a document but as a crucial action plan intended to help firms maximize their investment in Vantagepoint.

Let’s say your firm decides to complete the Navigational Analysis – then what? The real value lies in what you do next!

Why is Taking Action Important?

Taking action after completing a Navigational Analysis is crucial for several reasons:

1. Realization of Potential: The main objective of a Navigational Analysis is to identify opportunities for improvement within a firm’s systems and processes. Without taking action, firms may fail to capitalize on the insights and recommendations provided in the analysis, leaving potential efficiencies and enhancements untapped.
2. Implementation of Recommendations: The report generated from the analysis includes detailed recommendations across various areas, such as data cleanup, project lifecycle improvements, and reporting enhancements. Implementing these recommendations not only streamlines operations but also fosters a more efficient use of resources.
3. Achieving Goals: When firms initiate a Navigational Analysis, they typically aim to achieve specific goals—such as improved efficiency, better process understanding, and maximization of system capabilities. Action is necessary to ensure these goals are met; without them, the purpose of conducting the analysis may be undermined, and the firm may revert to inefficient practices.
4. Accountability and Engagement: Taking action fosters a culture of accountability within the organization. Engaging key stakeholders in the implementation process encourages teamwork and enhances communication, leading to a more cohesive effort towards achieving common objectives.
5. Continuous Improvement: The recommendations from the Navigational Analysis serve as a foundation for continuous improvement. By actively addressing the suggested changes, firms can establish a feedback loop that promotes ongoing optimization of processes and systems.
6. Enhanced Decision-Making: Implementing findings from the analysis enables firms to make informed decisions based on data and insights rather than intuition alone. This leads to better long-term planning and resource allocation.
7. Avoiding Complacency: Firms that do not act may fall into a pattern of complacency, relying on outdated practices rather than adapting to the latest information and technology. Taking steps based on the analysis helps a firm remain competitive and responsive to changing market conditions.

In summary, acting after a Navigational Analysis is essential for maximizing the benefits of the analysis, achieving defined goals, and fostering a culture of continuous improvement and accountability within the firm.

Managing the Report

To effectively utilize the recommendations, firms should follow a structured approach:

1. Deep Review: Key stakeholders should thoroughly review the report, which typically averages around 80 recommendations and spans over 20 pages.
2. Prioritization: Identify which findings require immediate attention versus those that can be addressed later.
3. Task Division: Discuss which recommendations the firm can tackle independently, and which may need external assistance.
4. Timing: Set a timeline for implementation, ensuring that tasks are completed in a cohesive and organized manner. 

Successful Client Case Studies

Several of our most successful clients have effectively acted on their Navigational Analysis reports. Below are just a few examples of this.

• One firm established departmental goals with specific, measurable initiatives incorporated into staff development plans for the upcoming year. These initiatives included implementing approval processes and transitioning data tracking from external spreadsheets to standardization within Vantagepoint.
• Another client formed a “Deltek Vantagepoint Optimization Team,” meeting regularly to divide tasks among departments, fostering accountability by reviewing progress in each session. This collaborative effort also enhanced inter-departmental understanding and support.
• A third client divided their report into four primary categories: CRM & Project Lifecycle, Transactional Accounting (AP, AR, Billing), Reporting/Dashboards, and Corporate Accounting. They established a defined scope in collaboration with our team, focusing on tier-one goals for the first-year post-analysis. An overall project manager was appointed to ensure team cohesion and alignment with the firm’s objectives.

The common thread among these examples lies in the importance of having a defined plan, setting realistic expectations, fostering accountability, and emphasizing teamwork. These firms have achieved notable success, seeing significant improvements in their systems and processes.

Call to Action! That is the point – right?

What is your firm’s next move? Does it need a mini-Nav focused on a specific area like CRM or Billing? If your team has experienced turnover or insufficient training, this could be an opportune moment for a full Navigational Analysis to assess overall system effectiveness.

Are you prepared to embark on the fact-finding mission in response to the common sentiments of “we don’t know what we don’t know,” or “this seems to take too long, but it’s the way we’ve always done things”?

Although year-end is quickly approaching, the time is now to plan your goals for 2026. Reach out to Full Sail Partners so we can discuss the best options to assist your firm in enhancing its operational efficiency. “The Road Ahead” starts with today’s action!

 

As your firm gears up for 2026, now’s the time to make sure your data isn’t just collected — it’s connected.

This blog is part of Navigate November: Get Ready for 2026!, our five-part series designed to help project-based firms perform their own mini Navigational Analysis and ensure their Deltek Vantagepoint system is ready for the year ahead.

In this installment, Senior Consultant Theresa Bowe explores how Deltek Vantagepoint Dashboards give firm leaders the complete visibility they need to make confident, informed decisions. When pipeline, contract, and planning data come together in one place, you don’t just get numbers — you get clarity, accountability, and a clear path forward.

In the professional services industry, leaders cannot afford to make decisions based on outdated reports, siloed spreadsheets, or disconnected systems. Growth, profitability, and operational success depend on complete visibility across the entire project and business lifecycle—from identifying opportunities to winning contracts to planning work and delivering results.

Deltek Vantagepoint Dashboards provide that full picture, transforming raw data into actionable intelligence. When pipeline, contract performance, resource planning, and financial metrics are all visible in one place, firm leaders gain clarity, accountability, and confidence in every decision they make.

Breaking Down Silos with Connected Dashboards

Traditionally, business development, project management, and resource planning teams operate using separate tools or data sources. As a result, executives often struggle to answer critical questions such as:

• Do we have enough pipeline to sustain our revenue goals?
• Are our ongoing projects performing to budget and margin expectations?
• Do we have the right resources available to deliver upcoming work?

Vantagepoint Dashboards break these silos by consolidating data into intuitive visualizations that reflect real-time firm performance. Dashboards provide a single source of truth that enables leaders to proactively identify risks, spot opportunities, and assign accountability across departments.

Learn how to build role-based views with calculated fields and conditional formatting in our Dashboards & Calculated Fields Mini-Demo.

Connecting Pipeline Data to Future Growth

A firm’s pipeline is more than a list of opportunities—it is the lifeblood of future revenue. Deltek dashboards allow leaders to see how opportunities are progressing, how close they are to conversion, and what their revenue impact will be if won. Key widgets such as Opportunity Stage Funnels, Forecasted Revenue by Month, and Win Rate Trackers enable leaders to immediately gauge whether the firm’s pipeline supports upcoming workload demands. These dashboards help business development teams stay focused on high-value pursuits, prioritize key clients, and measure performance over time.

For example, if the dashboard indicates that opportunities are heavily concentrated in early stages with few nearing contract award, it signals a potential future revenue gap. Leaders can act early, working with teams to accelerate pursuits or identify new markets.

Gaining Real-Time Control Over Contracts and Project Financials

Once an opportunity becomes a contract, dashboards shift focus to project delivery and profitability. Deltek Vantagepoint offers real-time visibility into contract utilization, fee burn, earned value, and margin performance—empowering Deltek Vantagepoint Dashboards: Turn Pipeline, Contracts, and Planning Data into Strategic Action  to take action before issues escalate. Widgets such as Budget vs. Actuals, Remaining Fee Alerts, and Margin Trend Charts allow firms to track contract health from day one.

Instead of reacting to problems after financial reports are issued, project managers can see warning signs in real time. If labor is trending above plan, or if actual costs are outpacing earned revenue, dashboards flag those metrics immediately. This creates accountability and ensures the firm remains on track to deliver profitable work.

Aligning Planning and Resource Management with Business Priorities

Planning is where the future becomes operational reality. Firms need to know if they have the right people, with the right skills, available at the right time to deliver current and future work. Deltek Vantagepoint dashboards integrate resource planning data with pipeline and contract information to show staffing demand versus capacity. Leaders can see where workload will exceed resources, where individuals may be underutilized, and how project timelines will impact staffing needs.

For example, a Resource Utilization Gauge may reveal that a specific department is projected to exceed capacity in the next quarter due to several upcoming project starts. With this insight, leadership can make proactive staffing decisions—whether reallocating work, hiring, or engaging subcontractors—before utilization issues impact project delivery or employee morale.

Driving Accountability Across Every Level of the Firm

Deltek Vantagepoint Dashboards are role-based, ensuring each stakeholder sees the metrics that matter most to their responsibilities:

• Executives review firmwide performance indicators such as revenue forecasts, profit margins, utilization rates, and backlog health.
• Project Managers track budgets, schedules, contract performance, and profitability on a project-by-project basis.
• Business Development Teams monitor pursuits, client engagement activities, win rates, and expected revenue contributions.
• Resource Managers view future staffing demands, availability, and allocation trends across the organization.

By aligning each role to measurable outcomes, dashboards foster a culture of accountability. Everyone knows what success looks like—and how their performance contributes to the firm’s overall goals.

From Data to Decisions: A Strategic Advantage

What sets Deltek Vantagepoint apart is not just the ability to display data, but the power to turn data into decisions. With connected dashboards, leaders are no longer guessing or reacting. They are anticipating, planning, and executing with precision. Pipeline insights inform staffing plans. Contract performance informs margin protection strategies. Resource data informs business development focus.

This level of visibility not only supports better decision-making—it gives firms a competitive edge. Those that can see the complete picture can act faster, stay ahead of risks, and capitalize on opportunities long before their competitors.

The Bottom Line

Deltek Vantagepoint Dashboards empower firm leaders with integrated visibility across pipeline, contracts, and planning functions. By providing real-time performance insights and aligning accountability across departments, these dashboards enable firms to operate with clarity and control. In an industry where margins are tight and competition is fierce, connected intelligence is not optional—it is essential for sustainable growth and profitability.

Your Next Step in Getting Ready for 2026

As part of our Get Ready for 2026! series, we’re helping firms like yours connect the dots between data and decision-making. Deltek Vantagepoint Dashboards bring pipeline, contracts, and planning together into a single source of truth — giving leaders the insight to act, not react.

If your firm is ready to turn disconnected reports into a clear roadmap for growth, our team can help you get there. Click the image below to get started.

As architecture and engineering (A&E) firms look ahead to 2026, one theme stands out above all others: planning isn’t just about winning projects — it’s about delivering them successfully.

In an industry where deadlines are tight, margins are narrow, and talent is in high demand, the difference between a firm that thrives and one that struggles often comes down to one thing — how effectively it uses its people.

According to the latest Deltek Clarity Report, optimism remains high across the industry, with 84% of A&E firms expecting profits to increase or hold steady next year. But behind that optimism lies a clear challenge: 63% of firms cite talent shortages as their top growth barrier. Combine that with increasingly complex projects and demanding clients, and it’s easy to see why precision planning will define success in 2026.

The firms poised for growth are the ones that go beyond traditional scheduling and forecasting. They’re embracing a more data-driven approach to resource planning — one that ensures the right people are working on the right projects at the right time. And they’re leveraging tools and insights, like Navigational Analysis and Deltek Vantagepoint, to make that level of precision possible.

Why 2026 Demands a Smarter Approach to Resource Planning

The A&E landscape is evolving quickly. Backlogs remain strong — up 9% year-over-year, per the Clarity Report — signaling a steady stream of project opportunities. Yet, with this growth comes new pressure to deliver faster, smarter, and with fewer people.

At the same time, only 41% of firms say they have clear visibility into their future workload and staffing capacity. Nearly one-third still rely on spreadsheets to manage resource planning, creating blind spots that lead to reactive decisions instead of proactive strategies. In this environment, relying on instinct or legacy practices is no longer enough. Firms need a clear, forward-looking view of their workforce — not just to staff current projects, but to ensure they have the talent to deliver future work. The stakes are high: underutilized teams drag down profitability (with the average industry utilization rate sitting at just 58.4%), while overextended staff drive burnout and turnover. In fact, 48% of firms identify workload balancing as their biggest employee retention challenge.

From Reactive to Strategic: Evaluating Your Planning Practices

Before firms can improve their resource planning, they first need to assess where they stand today. Too often, planning is treated as a reactive exercise — a scramble to assign people after a project is won. But strategic planning starts much earlier, aligning business development, project management, and human resources around a shared view of demand and capacity.

Here are key questions every firm should ask as they evaluate their approach:

• Do we have visibility into future workload and staffing needs? Accurate forecasting allows firms to anticipate gaps months in advance — not weeks.
• Are we aligning project pipelines with resource availability? Business development teams should understand when and where capacity exists before pursuing new work.
• How well are we balancing workloads across teams and disciplines? A strategic plan considers not just who is available, but who is best suited for each project phase.
• Are we proactively planning for growth and turnover? Recruitment and training strategies should be informed by the same data driving project staffing.

The Clarity Report reinforces that firms who excel in these areas see tangible results — top-performing firms are 2.5x more likely to use connected planning systems, achieving higher utilization and profitability.

How Navigational Analysis Uncovers Hidden Gaps

This is where Navigational Analysis becomes a powerful ally. By taking a holistic look at how a firm plans and utilizes its people, it uncovers misalignments that might otherwise go unnoticed:

• Staffing inefficiencies: Identifying overstaffed and understaffed roles before they impact profitability.
• Project resourcing conflicts: Spotting overlapping assignments or scheduling bottlenecks that delay delivery.
• Forecasting blind spots: Highlighting where project demand is likely to exceed available talent.
• Process weaknesses: Revealing where planning workflows break down — often at the handoff points between business development, project management, and operations.

When firms use these insights to refine staffing models and project timelines, they gain measurable improvements. According to Deltek Clarity, firms that track forecast accuracy and adjust plans quarterly report 11% higher utilization rates than those that don’t.

The result? A more agile, efficient workforce — one that’s ready to meet 2026’s challenges head-on.

Turning Insight into Action with Deltek Vantagepoint

Insights are only valuable if you can act on them — and that’s where Deltek Vantagepoint comes in. The platform brings resource planning, project forecasting, and talent management into one connected system, giving A&E leaders the visibility they need to make smarter decisions.

With Deltek Vantagepoint, firms can:

• Create data-driven staffing plans that align people with projects based on availability, skills, and profitability.
• Use real-time utilization data to quickly course-correct when workloads shift.
• Improve cross-department collaboration, ensuring business development, project management, and HR work from a shared plan.
• Forecast future resource needs with confidence — enabling better recruitment and training strategies.

This level of integration transforms planning from a reactive process into a strategic advantage — one that drives profitability, improves project outcomes, and strengthens a firm’s ability to deliver exceptional client experiences.

 

Plan for More Than Just Projects — Plan for Success

Winning work is important. But without a plan to deploy your people effectively, winning isn’t enough. In 2026, the most successful A&E firms will be those that treat planning as a strategic discipline — one that’s embedded in every stage of their business, from pursuit to project closeout.

By evaluating current practices, leveraging insights from Navigational Analysis, and investing in tools like Deltek Vantagepoint, firms can ensure they’re not just ready for the projects ahead — they’re ready to deliver them with precision, efficiency, and excellence.

Learn how Deltek Vantagepoint can support your planning.

As we sail toward 2026, now’s the perfect time to take a hard look at your firm’s financial engine. Is your Deltek Vantagepoint setup helping you steer confidently toward growth—or are you still paddling upstream with spreadsheets and manual workarounds?

If you’re serious about getting ready for 2026, it’s time to make sure your contracts, billing, and revenue management processes are all working together inside one source of truth—Vantagepoint.

Ditch the Spreadsheets, Find Your Source of Truth

Think about all the places your firm might be tracking financial data. How many Excel files are floating around outside the system? Are invoices being created manually and re-entered into Vantagepoint later? Is retainage tracked in a separate document—or worse, not tracked at all?

Every disconnected process creates a gap in your data integrity. And when you’re making financial decisions based on incomplete or inconsistent data, that’s not confidence—that’s chaos.

Vantagepoint has the tools to bring all of it together. But are you using them to their full potential?

Get Smart About Billing

Vantagepoint’s billing module isn’t just robust—it’s built to help your team bill smarter, faster, and more accurately. Ask yourself:

• Are timesheets and cost rates entered consistently across the team?
• Are your projects structured with a proper work breakdown (WBS) that matches how the work actually flows?
• Are your invoices being generated and posted through Vantagepoint—then sent straight to clients?
• Do you use batch billing for drafts and approval workflows to prevent errors?

And when it comes to deeper insights—are you tracking reimbursable expenses, allocating billed revenue correctly, and taking advantage of retainers and retainage functions within the system?

When these pieces work together, your billing process stops being a chore and starts being a source of clarity.

Master Your Contracts and Budgets

If billing is the heartbeat, contract management is the backbone. When your firm tracks contracts and budgets directly in Vantagepoint, everything else becomes easier—forecasting, reporting, even project planning.

Here’s what that looks like in practice:

• Capturing all contract compensation, including direct and indirect categories.
• Tracking status changes and amendments using Contract Management.
• Entering project costs in Budgeting to compare expected vs. actual performance.
• Using Estimated Fees or Revenue Forecasting to plan future cash flow.

Once your contracts and billing are fully aligned in Vantagepoint, the ripple effects are powerful—more accurate forecasts, stronger dashboards, and better confidence in every financial report.

Build 2026 on a Stronger Financial Foundation

Getting your contracts and billing processes right isn’t just an accounting exercise—it’s a growth strategy. With the right setup in Vantagepoint, you’ll spend less time reconciling data and more time planning your firm’s next big move.

If you’re not sure where your system stands—or if some of these questions hit a little too close to home—our team can help.

👉 Reach out to our Vantagepoint experts to make sure your firm is ready to show the money in 2026 and beyond. Click below to get started today.

This article kicks off our five-part “Get Ready for 2026!” series—each week we’ll explore a key area of your business that helps set the stage for a successful year ahead. First up: Pipeline and Revenue Forecasting.

As the year winds down, many firms are knee-deep in planning for 2026—forecasting revenue, setting sales goals, and building business development strategies. But before you finalize next year’s plan, take a step back and ask yourself:

Do you have full visibility into your firm’s pipeline—or are you relying on guesswork?

A healthy pipeline is more than a list of upcoming opportunities. It’s your firm’s early warning system, strategic compass, and most reliable indicator of future success. Without it, even the most carefully crafted plans can unravel when reality doesn’t align with expectations.

Why Pipeline Visibility Matters

Pipeline visibility empowers leaders with clarity to make confident, data-driven decisions. It reveals where opportunities originate, which markets are gaining momentum, and how today’s efforts will drive tomorrow’s revenue.

Too often, firms operate with only partial visibility—tracking wins and backlog while overlooking opportunities still in motion. This narrow view turns forecasting into guesswork, triggering last-minute scrambles and stretching teams beyond capacity.

By consistently tracking opportunities through every stage of the pursuit process, your team can spot patterns that reveal:

• Which clients or sectors are most profitable
• Where proposals tend to stall or get lost
• How marketing and business development efforts impact the bottom line

These insights shift your firm from reactive to proactive—empowering smarter go/no-go decisions and enabling you to allocate resources where they’ll drive the greatest impact.

The Real Cost of Pursuing Work

Every proposal carries a cost—time, effort, and focus. Without understanding that cost, it’s nearly impossible to evaluate whether the return is worth the investment.

Tracking the cost of winning work brings those hidden expenses to light. For example, if your proposal team is stretched thin or technical staff are pulled away from billable projects for low-probability pursuits, your profitability suffers long before the contract is ever signed.

By understanding these metrics, firms can prioritize high-value opportunities, protect billable hours, and ensure teams are focused where it matters most. It’s not about chasing every project—it’s about chasing the right ones.

Turning Data into Direction

Once your pipeline data is consistent and reliable, it becomes one of the most powerful tools in your business strategy. Within Deltek Vantagepoint, firms can visualize pipeline stages, track win rates, and forecast revenue with precision—no spreadsheets required.

Imagine being able to answer questions like:

• What is our projected revenue for the next two quarters?
• Which markets are performing above expectations?
• Do we have enough resources to deliver upcoming work?

With clear visibility into what’s ahead, your team can adjust course early—before potential issues become costly roadblocks.

From Insight to Action

Pipeline visibility isn’t just about metrics; it’s about momentum. When marketing, operations, and finance teams share the same data, collaboration improves and strategic decisions become faster and more effective.

As you plan for 2026, take a moment to evaluate your pipeline. Is it accurate? Is it up to date? Most importantly, is it helping your leadership team make smarter business decisions?

A clear pipeline gives you the confidence to plan with purpose—and the foresight to keep your firm moving in the right direction.

Need Help Building a Reliable Pipeline in Deltek Vantagepoint?

Your pipeline is only as good as the data behind it. If you’re struggling to track opportunities, forecast revenue, or make confident decisions from your Deltek Vantagepoint CRM, our experts can help.

The Full Sail Partners CRM consulting team specializes in setting up, customizing, and optimizing Vantagepoint to transform pipeline data into actionable insights that drive growth.

Click the image below to get started.

 

If you’ve ever spent hours reformatting project sheets, fee proposals, or team summaries—only to realize you were using outdated data—you’re going to love this.

Deltek Vantagepoint’s new Document Automation feature is here to save you from that pain (and probably a few late nights, too).

The Magic of Document Automation ✨

You already know Vantagepoint can generate reports, dashboards, and exports—but Document Automation takes it a step further. It lets you create polished, client-ready documents directly from your browser using live data from Vantagepoint.

Think of it as your shortcut to professional-looking deliverables in Word, Excel, or PowerPoint—without ever leaving the system.

The best part? The templates pull your firm’s actual data (including custom fields and grids), so your documents stay perfectly in sync with what’s already in Vantagepoint. No more duplicate files or outdated info hiding in random network folders.

Right now, Document Automation lives in the Projects Hub, but Deltek has plans to expand it to other hubs soon. And trust me—you’ll want to be ready for that.

Real-World Use Cases You’ll See in Action

In my upcoming mini-demo, I’ll walk through three powerful (and practical) ways to put this tool to work for your firm:

1. Project Case Studies

Tired of maintaining static PDFs or Word files for every project? With Document Automation, you can instantly generate up-to-date case studies using live project data. Each page pulls data directly from your Vantagepoint records, pre-formatted with your firm’s branding, and ready to drop into a proposal or marketing package.

2. Fee Proposals

Project managers, this one’s for you.

Instead of copy-pasting from outdated templates, you can use Document Automation—plus a little workflow magic—to build fee proposals that pull directly from Vantagepoint fields and even the Boilerplates Hub. Scopes, exclusions, and terms all populate automatically. The result? A polished proposal that’s accurate, consistent, and includes your firm’s letterhead—all with one click.

3. Team Matrices

Ever need to show who’s worked on what? With Document Automation and Excel, you can create a clean, pivot-table-style Team Matrix showing which team members worked on selected projects. It’s perfect for internal reviews or proposal resumes—and it looks great, too.

Why This Matters

Document Automation does more than make things look nice (though it absolutely does that). It helps your firm:

• 🧭 Maintain Vantagepoint as a single source of truth
• 🕒 Save time spent hunting down and reformatting project info
• 📄 Eliminate outdated or duplicate document versions
• 💡 Create consistency across departments—marketing, project management, and accounting alike

Want to See It in Action?

Join me for a 15-minute mini-demo where I’ll walk through exactly how these templates are built and used inside Vantagepoint. You’ll see how to generate:

• Project case studies
• Fee proposals
• Team matrices

—all without ever leaving your browser.

👉 Register here to save your spot!

If your firm is ready to modernize how you produce proposals, reports, and project documents, our CRM experts can help you set up your own templates and workflows to get the most out of this powerful feature.

 

The way we work has changed and looks very different than it did even just a decade ago. Teams are no longer tied to one office or one location, and many employees are collaborating from home, on project sites, and even across the world. While this shift has opened exciting opportunities such as new levels of productivity and talent reach, it also creates unique challenges around data access, security, and system performance leading management to ask, “How can firms keep everyone connected, secure, and equipped to grow?”

That’s where cloud hosting solutions come in. By moving your firm’s systems and data to the cloud, you can give your teams the secure access they need, while ensuring your business is ready to scale as it grows.

Secure Access from Anywhere

One of the most critical requirements for today’s workforce is the ability to access information and applications from any location. In today’s business environment, flexibility is key. Cloud hosting allows employees to log in securely whether they’re in the office, on the road, or at a client site. Instead of being limited to a single computer or network, your team can access the tools and information they need whenever and wherever they’re working.

For executives, this also means more reliable visibility into project performance and financials. Leaders can access dashboards, reports, and KPIs in real time—without waiting for updates from siloed systems. That level of access supports faster decision-making, better client responsiveness, and stronger competitive positioning.

Protecting What Matters Most

Security is not optional—it’s essential. Cybersecurity threats are a concern for every business, and for good reason. Cloud hosting providers offer layers of protection that go far beyond what most firms can maintain on their own, including firewalls, intrusion detection systems, and continuous monitoring. By leveraging a cloud hosting solution, firms can confidently protect client data and proprietary information, meeting both internal security needs and regulatory requirements. This means peace of mind for executives and confidence for your clients.

For IT managers, cloud hosting also provides access to enterprise-grade security tools without the burden of managing them in-house. Routine patches, threat detection, and compliance audits are handled by experts, reducing risk while freeing up valuable internal resources.

Effortless Scalability

Growth brings opportunity—and technical demands. Adding new staff, projects, or locations can put strain on in-house systems. As your firm takes on new projects or adds more staff, your technology needs to grow too. With cloud hosting, scaling is simple. You can quickly add capacity or users without having to purchase new servers or go through complicated system upgrades. It’s a solution designed to grow with your business, not hold it back.

This agility is especially valuable for project-based firms that experience seasonal or project-driven fluctuations in demand. The ability to scale up or down ensures resources are used efficiently, helping to maximize profitability while supporting business expansion.

Simplifying IT Management

Managing IT infrastructure in-house can be expensive and time-consuming. Cloud hosting shifts that responsibility to the hosting provider. With cloud hosting, firms no longer need to budget for costly servers, hardware upgrades, or extensive onsite IT staff. The hosting provider is the one that will handle updates, maintenance, and troubleshooting, so your team can focus on serving clients and growing the business.

For executives, the predictable monthly cost structure provides budgeting clarity, while IT leaders benefit from being able to redirect their focus from “keeping the lights on” to more strategic initiatives like digital transformation and data analytics.

Making the Move with Confidence

For firms embracing remote teams and distributed project sites, cloud hosting is more than just a technology upgrade—it’s a strategic investment. By delivering secure remote access, protecting what matters most, and offering effortless scalability, hosting solutions empower the agile workforce to thrive in a fast-paced, evolving business environment.

Whether you’re an executive looking for business continuity and growth or an IT manager seeking operational efficiency and reduced risk, cloud hosting positions your firm to meet today’s demands—and tomorrow’s opportunities.

Ready to explore how Deltek Cloud hosting can support your firm’s future?

Take the first step today by filling out our Cloud Conversion Interest Form. Our team will help you evaluate your options and build a secure, scalable path forward.

 

At Full Sail Partners, we like to say our Blackbox Connector never sleeps. Just when you think it can’t get any better, we roll out new ways to make Deltek Vantagepoint play nice with the other systems you use every day. Because let’s be real, nobody has time for duplicate entry, manual imports, or spreadsheets running wild.

This fall, we’re dropping some exciting updates including new connectors and enhancements that bring your HR, marketing, and reporting tools into perfect sync with Vantagepoint. More connection, less clicking. Let’s dive in.

Human Capital Management (HCM) and HRIS Connectors

Biggest game-changer? Employee data finally has a single home. Our HCM and HRIS connectors are designed to make sure HR, payroll, accounting, and project teams are all working from the same, accurate records.

Here’s what’s live (and what’s coming soon):

• ADP Workforce Now – Our OG connector that set the stage for the rest.
• Paylocity – Perfect for firms running payroll and benefits through Paylocity.
• BambooHR – Keep employee records clean and consistent between BambooHR and Vantagepoint.

The beauty? These connectors are pre-built but still configurable, so they adapt to your firm’s unique data needs. No more “which system has the right info?” headaches.

📢 Want to learn more? Join our upcoming webinar: How to Successfully Integrate Your HCM and HRIS System with Deltek. We’ll show you best practices, common lessons learned, and how these connectors save serious time.

Email Marketing Connectors

Your marketing team called. They want less data wrangling and more actual marketing. That’s where our new email marketing connectors step in.

• HubSpot Connector – Build lists in Vantagepoint, sync them over to HubSpot, then pull engagement data right back in for follow-up.
• Mailchimp Connector – Same idea, different platform. Connect contacts, campaigns, and performance seamlessly.

With these connectors, your firm can finally see opens, clicks, bounces, and unsubscribes inside Vantagepoint. Translation? Better campaign measurement and a direct tie between marketing efforts and business development results.

Heads up: these integrations work best with clean contact data. A little prep—like eliminating duplicates and organizing your contact hub—goes a long way toward smooth sailing.

📢 Want proof? Watch our webinar: How HR Green Unified Marketing with HubSpot + Deltek Vantagepoint. You’ll hear a client story plus see the connector demo in action.

Extending Vantagepoint Reporting with Informer

We didn’t stop at HR and marketing. With Informer, our Blackbox Connector brings your Vantagepoint data into a business intelligence playground.

We’ve built a library of dashboards for:

• Business development
• Finance and accounting
• Project and team management

Need something custom? No problem. Informer reporting can be tailored to show exactly what leaders need—so you can spot trends, track performance, and make decisions with confidence.

Staying Connected, Staying Competitive

At the end of the day, project-based firms need to work smarter, not harder. By connecting Vantagepoint with the tools you already use, Blackbox Connector cuts out the noise so you can focus on what matters most—serving your clients.

From HR to marketing to BI, our latest updates are built with one mission: keep you connected, efficient, and ahead of the competition. And we’re just getting started.

💡 Next Steps:

• Register for How to Successfully Integrate Your HCM and HRIS System with Deltek
• Watch the recorded session: How HR Green Unified Marketing with HubSpot + Deltek Vantagepoint
• Reach out to us at Info@Blackboxconnector.com to learn more

October is here, which means it’s officially Droptoberfest—our month-long celebration of all the new “drops” from Deltek Vantagepoint and our Blackbox Connector lineup. And let me tell you, the latest release, Vantagepoint 2025.3, has plenty of exciting new features, worth raising a stein for. From smoother timesheets to smarter dashboards, this release is packed with features that will make your daily work just a little easier (and maybe even more fun).

Past Opt-In Features Now Standard

Before diving into the shiny new stuff, here’s a quick win: all previous opt-in features from previous Vantagepoint versions are now standard in Vantagepoint 2025.3. That means no extra setup, toggling, or hunting through settings—they’re already turned on and ready for your team. Sometimes the best improvements are the ones that just quietly make life easier.

Making Navigation Work for You

One of the most noticeable changes your firm may utilize is customizing the navigation menu. You can now rearrange your main and submenus, which means your system can finally reflect how you actually work instead of forcing you into a predefined structure. On top of that, you can even create your own custom menu items. Want a top-level menu that links directly to your HR portal, intranet, or even your favorite Full Sail Partners blog page? Now you can. It’s a small update with a big impact—your team will spend less time clicking around and more time getting work done.

A Better Timesheet Experience

We all know timesheets aren’t exactly the most-loved feature of any system, but Vantagepoint 2025.3 has made some improvements that take away a few of the daily headaches. Timesheets can now automatically open in the current period, so you’re always in the right place without extra clicks. Note – this is a user preference, so share with your staff to turn it on! If your firm tracks overtime or meal breaks, those fields now appear automatically, eliminating the extra click to show those fields.

And here’s where it gets interesting: timesheets can now trigger workflows when saved. That means you could automatically notify a manager, update a system, or kick off a review process as soon as someone hits “save.” It’s another step toward less chasing and more automation—something we can all cheer for.

More Control Over Fields and Contracts

For firms that thrive on customization, there’s even more good news. Screen Designer in now allows a “document field to be added to user defined grids and the Contract Management standard grid, which can then be tied to workflows. This opens the door for richer data collection and better automation in your processes. Additionally, on the contract side, any user-defined field can now be added to contract management, making it easier to capture the unique information your projects require.

Billing also got some attention in this release. In the Billing Terms list view, you can now select multiple projects and update columns directly from the list view. If you’ve ever had to make the same change across dozens of projects, you know how much of a time-saver this really is.

Email, Reporting, and Search Upgrades

2025.3 also brings some behind-the-scenes improvements that give you greater visibility and save you from repetitive tasks. An email log is now available under Settings, allowing you to track up to 90 days of emails sent from the system. No more wondering if that invoice notification or project update ever actually went out. Reporting also got smarter with the ability to save search and download options, so you don’t have to rebuild filters each time. And cross-hub searching is now available in the Project Hub, letting you pull in more fields and grids with ease.

Dashboards Get a Full Six-Pack of Enhancements

If your firm lives and breathes by dashboards, this release is practically a party. You can now sort and group dashparts by project open and win/loss dates, giving you sharper insights into your pipeline and performance. User-defined hubs are now available as a dashpart base, extending your dashboard capabilities even further.

There’s also a new Dashpart Health Check tool that lets you see how well your dashboards are performing—a great way to identify what’s working and what’s slowing things down. Predefined dashparts from Deltek Clarity and Accounts Payable bring industry-standard comparisons and financial visibility right to your dashboards. And finally, the system now remembers your filters by user, so you don’t have to reset them every time you log in. Taken together, these dashboard updates make your data not only more accessible but also more meaningful.

Smaller but Mighty Enhancements

Beyond the headline features, 2025.3 has plenty of thoughtful touches. You’ll now see the application name whenever you open a new browser tab, making it easier to juggle multiple sessions. Selective importing and exporting of dashparts reduces clutter. Journal entries have expanded support for user-defined fields and browser importing. And payroll users will be happy to see updated utilities for W-2 corrections and pay interface compatibility. Document Automation has also been enhanced, letting you insert text and images directly from templates or project hubs at runtime.

Why It Matters

At its core, Vantagepoint 2025.3 is about smoothing out the rough edges—fewer clicks, less repetition, more flexibility, and better visibility. These aren’t flashy changes for the sake of it. They’re practical improvements designed to save your team time and reduce frustration, which adds up to real value over the course of projects and across the firm.

Keep the Droptoberfest Fun Going 🎃🍻

We’ve only skimmed the surface here. To really see these new features in action watch my webinar where I’ll walk you through the highlights and answer your questions. You’ll leave with practical ways to take advantage of everything 2025.3 has to offer.

👉 Click here to watch

And if your firm is ready to go even deeper—whether that’s customizing workflows, designing dashboards, or exploring automation—our team at Full Sail Partners is here to help. Droptoberfest is the perfect time to drop old habits and raise a glass to smoother, smarter operations with Deltek Vantagepoint.

Happy Droptoberfest, friends!

Deltek ProjectCon 2025 is right around the corner. As the big event we all look forward to each year, Deltek’s conference offers three days of fun, networking, and of course, learning. Thousands of Deltek users come together for the opportunity to participate in hundreds of educational sessions covering a large range of topics. Are you ready to maximize your use of Deltek Vantagepoint?

This year, Deltek ProjectCon will be held in Denver at the Gaylord Rockies Resort & Convention Center from November 10-12, 2025. As a Silver Sponsor, Full Sail Partners will have a kiosk booth where attendees can stop by to meet up with our crew and talk about the exciting things happening in the world of Vantagepoint.

Elevate Your CRM Strategy with our Expert

Wesley Witsken, Senior CRM Consultant with Full Sail Partners will be showcasing the possibilities of Vantagepoint CRM at his session [VPSPON-01] Elevate Your CRM Strategy: Dashboards, Connectors & AI Innovations in Vantagepoint.

If you are curious about how far you can take Vantagepoint CRM, you will enjoy this learning experience. Wesley will be exploring advanced dashboards and demonstrating how to manage IDIQ and Master Agreements with a custom hub and automate marketing using the HubSpot Connector. Moreover, you will see how AI is changing the game with our InDesign-to-Vantagepoint assistant for faster implementations. Full Sail Partners strives to create innovative solutions for our clients and is thrilled to have Wesley present this year.

Get Pumped for Even More Learning from Your Peers

Interested in more educational opportunities at Deltek ProjectCon 2025? Two of Full Sail Partners’ clients will also be presenting. Cameron Hoffman, Deltek Vantagepoint Administrator, with LSA Associates and Kelly Duquette, Director of ERP Systems, with DCCM will share their expert insight with attendees. There is so much to learn about the capabilities of Deltek Vantagepoint and how your firm can benefit.

Cameron Hoffman, with LSA Associates, will be offering [VP-58] Extend Vantagepoint's Functionality: Unlock the Power of the Vantagepoint API. This hands-on session is designed for developers and technical stakeholders. Here you will learn to unlock the full potential of the Vantagepoint API. Cameron will be exploring the API’s core capabilities, best practices, and real-world use cases. He will show you how to extend Vantagepoint’s functionality, streamline data exchange, and build smarter, more connected solutions that support your organization’s workflows.

Kelly Duquette, with DCCM, will be addressing Multi-Company challenges in her session, [VP-43] Dashboards That Deliver: Transform Your Multi-Company Firm with Vantagepoint Dashboards. If you are tired of repeated report requests from project managers, supervisors, or corporate teams, here you can learn how one multi-company firm used Vantagepoint dashboards to give users instant access to project and employee data with no report running or pushing required. In this session, Kelly will cover the firm’s initial deployment challenges, why they pivoted their approach, and how their dashboard strategy evolved to meet diverse user needs.

And, if you are looking for even more interesting learning experiences at Deltek ProjectCon 2025, plan to attend these additional sessions. Gail Maldonado, CRM Database Manager, with HR Green, Inc. and Stacey Ho, Lead Operations Data Manager with Delve Underground are both experts in their fields. Full Sail Partners has had the pleasure of working with these fabulous Deltek firms and these sessions would be worth your time.

In her session, [VP-12] Drive Action: How to Create Meaningful Dashboards to Support Better Decision-Making, Gail Maldonado, with HR Green, will show attendees how to create dashboards that drive action. She will explain how Vantagepoint dashboards clarify business development (BD) by highlighting key metrics like pursuit workload, win/loss rates, and proposal deadlines. As a Vantagepoint customer, she will show you real examples of how dashboards support decisions and empower BD, marketing, and leadership teams. Moreover, Gail will also demonstrate practical tools, filtering, conditional formatting, calculated fields, and trending, to help you build dashboards that deliver measurable impact.

Stacey Ho, with Delve Underground, is presenting [VP-16] High Five! Five Days to Marketing Success with Vantagepoint. It is difficult to carve out time to manage data when you are juggling priorities, but if you are still using marked-up spreadsheets or manual forms, this session is a must. Stacey will give you five practical tips, one for each day of the workweek, to help Vantagepoint work harder for your marketing team. From campaigns to workflows to feedback, you will learn how to track progress, set reminders, update in real time, and measure results to share with your team.

Keep the Energy Moving at Deltek ProjectCon 2025

With a packed agenda, Deltek ProjectCon 2025 is designed to help clients maximize their use of their Deltek solutions. Users of Vantagepoint will glean their share of knowledge from the multitude of learning sessions by experts and networking with peers. There will be plenty of opportunities to hear case stories of how leading firms have won and delivered successful projects while boosting revenue and productivity.

Alongside all the learning and networking, there is still room for fun too. Don’t forget to stop by the Full Sail Partners’ kiosk booth. We will be past the Pro Services area back by the Modern Lounge in kiosk 23A. Our crew looks forward to speaking with you about Deltek Vantagepoint and you never know what we have up our sleeves. Also, Deltek will be closing out ProjectCon 2025 in true Colorado style, with a night at the National Western Complex. There will be a western-themed welcome and a taste of local cuisine, followed by an exclusive rodeo.

So, ready to pack your bags? We are! See you at ProjectCon 2025 in Denver!

When it comes to managing projects, the details matter—and that’s exactly where Deltek Vantagepoint Planning shines. With the right setup, you can configure, streamline, and forecast with confidence. If your firm has Resource Planning licensing, you’ll unlock even more advanced tools to make sure your team has control over project data, your way. Whether you’re already knee-deep in Vantagepoint or just starting to explore, here’s a breakdown of what’s possible.

Smarter Configuration Options

Fine-tune Job-to-Date Calculations
By default, Vantagepoint calculates Job-to-Date through today. But if your team isn’t logging time daily, this can create some surprises. The quick fix? Adjust the basis to yesterday or even last week’s end for a truer snapshot.

Plan Expenses Like Labor
Consultants and expenses don’t always fit neatly into the labor box. Now, you can plan them on a calendar period basis—giving you the same level of detail and making the Project Planning Performance report far more useful.

Don’t Forget Units
Projects aren’t just hours and expenses. If you’re billing in units, plan for them too. Vantagepoint lets you allocate units by period, automatically rolling up costs and billing values so nothing slips through the cracks.

Utility Features That Save Time

Faster Load Times
Got monster plans with years of data? No problem. Recent updates to Deltek’ s engine significantly improve the load time of large and complex plans. Now, large plans load quickly when accessed. Plans containing multiple years of resources and hours of data such as Vacation or Multi-Discipline projects are now accessible.

Absence Auto-Entry
Approved absences can now flow directly into plans—no more manual entry or missed updates. That means better accuracy and less administrative busywork.

In-Plan Power Tools

Schedule Management That Works:

• Schedule Dependencies: The most common change to plans is date changes. Where the Schedule Dependencies feature is in use, a simple date change can cascade down to all successor rows. Advanced users can leverage unconventional relationships between plan levels or Lead and Lag days to keep the schedule aligned. Hours allocated to resources will change automatically with the movement of dates.
• Flexible Durations: Tell Vantagepoint how many days, weeks, or months a task should take, and it converts that into working days and sets the end date for you.

Critical Path Visibility

See which tasks absolutely can’t slip without impacting the entire project.

The critical path is the sequence of tasks or phases that cannot be delayed without affecting the completion date of the entire project. If any of those items slip, that would cause a risk to the project schedule.

Toggle on the Critical Path, and Vantagepoint highlights the risky ones in red.

Distribute Hours Efficiently

When schedules lengthen and scope changes, it makes sense to reset the project plan for a more realistic view of the forecast vs actuals. Use these features to adjust hours in bulk.

Redistribute Hours Like a Pro

• Change Planned Hours: When scope changes, reset the plan, baseline it, and start fresh.
• Replace or Spread Variance: Clear “trapped” hours from the past and reallocate them forward. Consider using this feature to replace unexhausted hours or push them into specified date ranges.
• Hours Fill: Many firms articulate resource hours as a percentage of an employee’s time. Control how the hours are planned by pinpointing the amount of time a resource should spend in a specific date range rather than spreading evenly over the entire date range.

Decision-Ready Dashparts

My Upcoming Assignments

Empower team members with visibility into their contributions and how they support project success. Communicate in detail by providing access to this dashpart to employees.

Upcoming Employee Availability

Project requirements and staff availability change frequently and rapidly. Finding an available resource has been made even easier with this dashpart. Identify the appropriate team members with availability to respond rapidly to changes in resource needs.

Forecasting Made Easier

Revenue Forecast Tool

Resource allocations are a major part of the story, but for Fee or Milestone based projects, the burn at reporting rates does not always equate to Revenue earned. Use the Revenue Forecast application to chart the monthly revenue expectations. For additional value, use the report in conjunction with Pipeline reporting to show the total picture.

Spread Planned Billing in Forecasts

The burn rates on Time & Material projects generally relate to Revenue earned. Use this optional feature to update the forecast with the most recent planning values and then adjust as needed.

Resource View That Works for You

Filter Smarter

Remove noise from your resource reviews. With ETC filters, you can hide projects and employees that aren’t truly active. Project filters let you zero in by attributes without messing with employee-level details.

Customize the View

Decide whether you want to see hours, percentages, or both—whatever makes it easiest to digest and act on the data.

Utilization & Scheduled View Options

Control the amount of detail needed to efficiently digest information in the Resource View. The Scheduled and Utilization views allow the user to select whether the calculations are presented in Hours, Percentages, or both.

Wrapping It Up

Vantagepoint Planning isn’t just about keeping schedules and hours neat—it’s about putting your firm in control of every moving part. From forecasting revenue to highlighting critical tasks, these tools help you anticipate risks, re-align resources, and deliver projects with fewer surprises.

Pro tip: don’t feel like you have to turn everything on at once. Start with one tweak—maybe adjust Job-to-Date, enable absence integration, or try out a new dashpart. Then build from there. Each small step sharpens visibility, streamlines workflows, and creates more confidence in your plan.

Ready to take control of the details? Dive in and see how Vantagepoint Planning can transform the way your firm plans, predicts, and delivers success.

 

Is your firm still using spreadsheets to plan your projects? The good news is that you’re not alone. The bad news is that using spreadsheets as an enterprise planning tool is very likely costing you time and money. Spreadsheets, while they are familiar to people and easy to customize, lack the many benefits of an integrated planning system. As I meet with Architecture and Engineering firms, we hear common complaints and challenges about their spreadsheet planning “solutions.”

Do any of these problems sound familiar? If so, this may be the year to retire your spreadsheet in favor of an enterprise resource planning system.

Here are 5 Reasons Why Spreadsheets are Challenging Your Entire Enterprise

1) Multiple Versions of the “Truth” Haunt Staffing Meetings

We find that firms that use spreadsheets to plan staffing assignments tend to end up with multiple versions of the truth. This tends to create havoc during staffing meetings as each manager has their own version of the truth, creating meeting havoc, and leading to errant meetings that lack focus. Say no to meeting havoc and refocus your staffing meetings on adjusting plans and assignments.    

2) Inability to Show Real-time and Accurate Actuals

Spreadsheets are great to start planning a project, but once the project starts evolving, updating the spreadsheet becomes a tedious process that PMs quickly give up on. As the project progresses, spreadsheets struggle to show actual hours and costs spent to date. Even worse, a firm will devote manual hours requiring employees to track this information by hand – rather than investing in an integrated planning system that streamlines this process.

3) Disconnected Month End Processes

During the month end process, spreadsheets create chaos for accounting. The root cause of all this chaos stems from the duplicate and manual labor spawned from disconnected spreadsheets. Firms that use an integrated planning system eliminate the burden of spreadsheets to allow accounting to focus on financial performance, freeing up PMs to focus on project success.  

4) Project Managers and Management at Odds

Project Managers often find themselves at odds with management when it comes to staffing decisions – PMs need new resources; management thinks there is too much overhead. Firms without a way to plan staffing assignments are left with only their best ‘guesstimates’ when it comes time to validate new hires. Successful firms justify new hires by utilizing a single project management system to look at current staffing capacity compared to future assignments.

5) Adjustment Failure

Firms utilizing spreadsheets to identify project profitability goals at the beginning of the project often fail to adjust throughout the project lifecycle. Those that do try to adjust their spreadsheets work with outdated information. This lag in data creates the inability to make real-time decisions about staffing and scheduling that can impact the success of a project. By investing in a project management system connected to financials provides firms the ability to view up-to-date-billing, resource and revenue forecasts.

There is a Better Way with an Integrated Planning System

Imagine if you were able to standardize your planning process across the entire firm. Standardization allows your firm to strengthen communication amongst project managers, accounting and management, providing insight for the firm as a whole. Ready to ditch the spreadsheet? Check out the ways your firm can handle project planning and staffing with Deltek Vantagepoint!

We hear it all the time:

“We just don’t have the time right now.”
“I know we need to upgrade, but I can’t handle learning all the new stuff.”
“They say we should update our processes as part of the upgrade—it's just too overwhelming.”
“The consulting costs sound like more than we can budget for this year.”

Here’s the good news: You don’t have to wait. You don’t have to overhaul everything. And you definitely don’t need to put your upgrade off any longer.

Say hello to our Accelerated Vision to Vantagepoint Upgrade—a focused, 4-week upgrade path built specifically for firms like yours.

Why This Works (Especially When You Think It Won’t)

If your firm is already on Vision 7.6, doesn’t use CRM, and has a relatively simple setup—this is the fastest, least disruptive way to get to Vantagepoint.

Here's how we make it manageable:

• You get a preview environment
• We configure your system to work like your current Vision setup
• You receive targeted training on just what you need to complete your regular processing including project setup, timesheets, and billing
• We don’t ask for your whole team—just a couple of key players
• You get post-live support to help you ease into new features on your timeline
• No big-budget consulting proposal—just a focused, guided experience

How the 4-Week Process Works

This isn’t a traditional long-haul upgrade. It’s an express lane designed for firms who want to get up and running—then explore new features later.

• Before You Begin:
  We hold an Orientation Meeting to assess your readiness, schedule your program, and help you to ensure you have a preview.
• Weeks 1–4:
  Our consultant team sets up your Vantagepoint environment, provides training, and walks you through essential testing.
  • Week 1: We configure your database—security roles, screen designs, timesheet approvals, reports, and more.
  • Week 2: You get hands-on training and begin testing the system.
  • Week 3: We fine-tune roles and reports, set up dashboards, and prep for go-live.
  • Week 4: Go live! We walk through your final checklist and provide Q&A support.
• Go Live:
  Your team transitions with confidence, armed with checklists, meeting support, and everything you need to hit the ground running.
• After Go-Live:
  We don’t disappear. You’ll have scheduled Q&A sessions and a chance to outline what new features you’d like to explore over the next year. We document it and work with your account manager to make it happen.

Why This Approach Is a Game-Changer

The Accelerated Upgrade saves time, reduces cost, and avoids the scope creep that often comes with traditional upgrades. It’s perfect for firms who want to:

• Migrate fast without compromising quality
• Minimize disruption to day-to-day operations
• Focus on learning the essentials now and advanced features later

If you want more later or right away, we've got you covered. 

Don’t Overthink It—Just Get Started

Here’s what this upgrade approach doesn’t require:

• Rewriting every process in your firm
• Training every single employee at once
• A six-month budget for consultants
• Waiting until you have “everything perfect"

Let’s face it—if you’re waiting for the perfect time, it’ll never come. But this Accelerated Path is purpose-built to get you upgraded with minimal lift, and maximum clarity.

The Vantagepoint Preparation Questionnaire – Your First Step

Before you commit to any upgrade path, start with a quick self-assessment.

What is it?

• A tool to evaluate your current Vision setup and readiness
• Pinpoints key areas like cleanup, system configuration, and training needs
• Helps us determine if you’re a fit for the Accelerated track—or another path

Why complete it?

• Identifies potential roadblocks early
• Streamlines your planning process
• Helps us tailor our recommendations to your firm

What happens next?

• Our team reviews your responses
• You get expert guidance on a scheduled consultation
• You walk away with a clear, customized roadmap

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

What are the options for my firm to apply labor costs to regular, revenue-producing projects? In Vantagepoint, there are two ways to charge labor cost to your projects. Some firms prefer to load an hourly rate for both hourly and salaried employees. And some firms prefer to load a salary rate for salaried employees and an hourly rate for hourly employees and use the Adjust Salary Job Cost utility (ASJC) in Vantagepoint.

The Adjust Salary Job Cost utility is Vantagepoint's way of taking the employee’s salary rate and calculating a cost rate based on the hours worked (instead of standard hours in a period). The ASJC utility is run after timesheets are posted and adjusts the posting so that the costs posted agrees to what is being paid to the employee.

What does this mean?

First, let’s discuss firms that load an hourly rate for salaried employees. Assume that the firm Mike Jones works for has bi-weekly timesheet and pay periods. Below is an example of postings where ASJC is not enabled:

Example: Mike Jones is a salaried employee and is paid $3,000.00 bi-weekly, and he has an hourly cost rate in the Employee Info center of $37.50/hour ($3,000.00/80 hours). When timesheets are posted, Vantagepoint multiplies the actual number of hours worked by the hourly rate from the employee info center record. Vantagepoint will post a debit to the direct and/or indirect labor account and credit the Job Cost Variance (JCV) account. Mike’s hours are applied at a cost rate of $37.50 for every hour he works regardless of how many hours he works.

When payroll is posted, we would see a debit to the JCV account for Mike’s bi-weekly salary - $3,000.00. If Mike had worked 85 hours in an 80-hour timesheet period, the JCV account would be -$187.50 because the credit posted to JCV was $3,187.50 at the time of timesheet posting and the debit posted for payroll is $3,000.00. If Mike had only worked 75 hours during the timesheet period, the JCV account would be a positive $187.00.

Now let’s talk about those firms that load a salary amount in the Employee Hub. We will use the same bi-weekly timesheet and pay period frequencies as in the first example.

When a salaried employee works more or less than 80 hours, Vantagepoint handles the cost exactly the same way it does as if an hourly rate were loaded in the Employee Info Center at the time of time sheet posting. To calculate the cost rate, Vantagepoint uses the salary rate in the employee info center, divided by the frequency (in this case 80 hours) and multiplies the result by the number of hours recorded on the timesheet.

This is where Adjust Salary Job Cost comes into play. Once run, AJSC takes the salary rate and divides it by actual number of hours worked and recalculates the number of hours worked.

Example: Mary Smith has a bi-weekly salary of $3,000.00 and she has 85 hours on her timesheet. When timesheets are posted, Vantagepoint takes her salary rate and divides it by 80 (bi-weekly frequency) and multiplies the result by the actual number of hours on her timesheet. You would see a debit to direct/indirect labor account and a credit to the JCV account for $3,187.50. Just like the firm using an hourly rate in the employee info center.

Now when ASJC is run, Vantagepoint takes the salary rate, divides it by the actual number of hours worked ($3,000.00/85 = $35.29411) and applies the result to the actual number of hours worked ($35.29411 * 85 = $3,000.00). Vantagepoint makes an adjustment to the original timesheet posting to credit the direct/indirect labor account and to debit the JCV account in the amount of $187.50. Since Mary is paid $3,000.00 per pay period, the JCV account would not show a balance when payroll is posted.

How cost rates are loaded in Vantagepoint affects the way labor costs are reported on the projects and the General Ledger. Here are some of the differences:

• Load Hourly Rate in the Employee Hub:
  • Time posts to projects at hours worked at standard hourly rate.
  • No additional steps by accounting.
  • Costs posted to direct projects are not consistent with actual payroll paid when employees work more/less than standard hours. Over/Under balances are carried in the JCV project.
  • Project managers have stable costs to track project performance.
  • General Ledger carries a balance in the JCV account that is reflective of the amount paid to employees over/under the actual hours worked.
• Load Salary Rate in the Employee Hub and use ASJC:
  • Time posts to projects at hours worked at variable hourly rates for Salaried employees (hourly rate changes on hours worked in any given period).
  • Accounting must run the ASJC utility after time sheet postings for salary job costing to occur.
  • Costs posted to direct projects are consistent with actual payroll paid when employees work more/less than standard hours. No balances are carried on the JCV project.
  • Project managers must manage variable costs over which they have no control.
  • The JCV general ledger account does not carry a balance when the ASJC utility is used.

As you can see, both choices have pros and cons, but having a clear understanding of how the ASJC utility works in Vantagepoint will help you make the right choice for your firm.

 

Final Thoughts: What's Best for Your Firm?

There’s no one-size-fits-all when it comes to labor cost strategies in Deltek Vantagepoint. Whether you stick with standard hourly rates or leverage the Adjust Salary Job Cost utility, the right path depends on your firm’s structure, goals, and how you want costs reflected in your projects and your books.

If you’re scratching your head or wondering which option makes the most sense for your team, you’re not alone—and we’ve got your back. Let’s take a deep dive together.

👉 Reach out to schedule a Navigational Analysis with our experts. We’ll help you uncover the most effective setup for your firm and make sure your Vantagepoint system is working for you—not the other way around.

Client connectivity is a vital part of business. Firms may not be in business without connecting with their clients and contacts regularly. Whether its executives meeting on strategic efforts, project managers working closely with clients and potential clients, or business developers drumming up strategic partnerships, having relevant information at your fingertips encourages timely communication.

Firms may track client and contact information in a formal CRM software, in spreadsheets, or across many platforms. When there’s no single source of truth, employees at any level can be disconnected and not trust the data that they try to use.

Create a space where CRM data is critical to the business. It actually is critical, but it’s not always perceived that way. It’s never too early to clean up data and start using technology to keep it tidy. So when should data be reviewed?

Spoiler alert: The answer is NOT an annual data review when a firm is preparing a holiday card list.

Assess Your CRM Data and Create a Game Plan

If you or your team are on the journey to clean and reliable data, you first need to identify the integrity of the current data. This will take pulling data from multiple sources, if applicable, and viewing as one dataset. This may include reviewing client and contact lists, running searches and for both datasets, and researching and identifying duplicates or conflicting data.

Depending on the amount of work ahead, the cleanup efforts can be done by one or two people. However, for greater efforts, this is best done with a team. The team doesn’t have to consist of marketing only. Once there’s a game plan, admins or interns can be a part of the solution, too! The list can be divided by sections of the alphabet, or by group at the firm. Giving the team a timeline can help ensure it is completed timely.

Scrub the Data

This cleanup effort can be a moving target. One example is clients moving addresses, or contacts moving companies. LinkedIn and client websites can be great resources when researching the details. You want clean data, but don’t let perfection slow you down. You’re aiming for better data – not perfect data.

Tricks such as V-lookup, bulk update, and sorting by client name are just a few ways to increase efficiency. Making updates in real time shave time off the process as well.

Keep It Clean

Now that there’s been a great effort to get the data into a trust-worthy state, let’s keep it tidy… year-round. There are many ways to streamline the effort of data integrity, especially for Deltek users.

• Monthly dashboard: If you’re a Deltek Vantagepoint user, a monthly dashboard can be created to show you all Firm records created or modified in the last 30 days. A recurring activity can be set as a reminder to review those new and modified records. We often recommend limiting who can create new Firm records to a limited group of people including accounting and marketing departments.
• Scheduled Reports: Frequency is up to you, but consistency is key. Weekly, monthly or quarterly reports can be created, saved, and scheduled to hit select inboxes regularly for another review. The report can also show any data gaps that may need attention. Our clients have been successful in scheduling reports that show new contacts created last week, month, etc. along with key pieces of information included in that report. Key info includes first name, last name, company name, email address, contact owner, and contact record creator. This way a quality check can be done routinely. Also, by adding who created the contact record, if there is missing information, your CRM administrator can reach out to that person to do continual training.
• Contact History Tracking: While we are talking about automation, let’s take it even further. Contacts can move between companies regularly and that can be hard to keep up with. As we know about employment changes, we want to keep the data true. However, the history should be maintained to understand the relationship with a contact. A solution such as a contact history grid can easily help us see when a contact changed companies and who made that change in the database. Reach out to Full Sail Partners with help creating a custom solution for Vantagepoint.
• Market Sync: The Firm hub can capture a company’s market, which can be helpful when segmenting. It’s often helpful to see market on the contact side as well. A quick workflow can help you accomplish this capture seamlessly, pushing the market selection on the Firm record to the contact record as well. This segmentation makes it easier for creating target and mailing lists.

Help Them Help You

Give the staff with the knowledge the power to update. No need to gate keep the data or bottleneck the process. Data integrity can be a team effort moving forward, with some oversight of course.

• Share the Workload: While one group of people may drive the data management, the data is a shared company resource. Train users on your one source of truth and give them to the tools to maintain the integrity of the data. For the Deltek Vantagepoint users, there are some key elements that make data entry and modification easier:
• Vantagepoint CRM mobile app
• Outlook Connect integration
• Make It Easy: Giving guidance on naming conventions, such as legal entity name for the firm record, or full name for contacts along with nicknames and credentials, can decrease the guesswork. Website URLs can be helpful as well. Having a field for an easy click to a LinkedIn profile can be an easy add.

Make Data Trustworthy—Then Make It Work for You

Your firm’s CRM data shouldn’t be something you hope is accurate or something you only touch when it’s time to send out holiday cards. It should be a trusted, go-to resource that empowers everyone—from project managers to executives—to make confident decisions and build stronger client relationships.

Building that trust starts with a cleanup plan, continues with ongoing processes, and thrives when your entire team is equipped to contribute. With tools like dashboards, scheduled reports, and automation in Deltek Vantagepoint, keeping your data clean isn’t just possible—it’s scalable. The goal? A CRM system that’s not just a place to store contact info, but a powerful business asset. And when your team trusts the data, they’ll use it. When they use it, the firm wins. Need help getting there? We’re here for that. Let’s turn your CRM into a system your whole firm can believe in. 💪

 

 

Deltek Vantagepoint continues to deliver in process efficiencies. As the most-used ERP by project-based firms, Vantagepoint is in touch with the struggles faced by its users and offers solutions to those pain points. Here are some ways that Vantagepoint can be leveraged to streamline your firm’s processes.

1. Time Entry Made Easier with Flexibility and Automation

Time entry, while critical to project cost tracking, is many employees’ least favorite task. Vantagepoint time entry provides a user-friendly experience with options to complete timesheets through the main application in the timesheet and/or calendar view, as well as a mobile app that is optimized for use on mobile devices. The calendar view timesheet can be made even more helpful by enabling the Connect functionality (more details later!).

A user can start, work on, and finish their timesheet entry using all 3 options that work together. Timesheet assist is a tool that can help employees remember to submit their timesheet by providing a reminder and suggested projects.

Vantagepoint also offers robust options for an approval process that can range from one approval for the entire timesheet to an approval for each line item. While line-item approval may sound daunting, it can serve to speed up the billing process! Since the time has already been reviewed before draft invoices are even created, Project Managers should be able to simply skim the time charges on their drafts and approve invoices more quickly.

2. Snap, Submit, and Get Paid Faster with Smarter Expense Entry

Employees on the go know they need to submit their expense reports in a timely manner to get paid and bill the clients. Expense reports can be done in the main application, but this is one place where the mobile app really shines. Turn on the Intelligent Character Recognition (ICR) feature (located in the main application) for your users.

This will allow them to take a picture of their receipt to start the line-item entry for them! The system will do its best to read the receipt and fill in data. Less keying for the employees = quicker turn around on expense reporting, and the added bonus is that the receipt is already attached! Follow that up with a thorough approval process and paying your employees and billing your clients, including attaching backup receipts, will be much more efficient.

3. Eliminate Paper Chasing with Streamlined AP Invoice Approvals

Managing Accounts Payable invoices can also be automated using Vantagepoint. Using the AP Invoice Approvals feature can help eliminate paper shuffling and lost email approvals. And with the ICR functionality enabled, the system will start the data entry for you.

An approval workflow will assist with routing the invoices to the appropriate parties for approval. The list of AP invoice approvals in process available in Vantagepoint makes follow-ups simple. Approved invoices flow to the client billing process and can also be included with the client invoice with one click in Billing Terms. Complete the AP process with electronic payments, an auto-created file for your bank, and emailed remittances using email templates. AP hassles are a thing of the past!

4. Accelerate Billing and Cash Flow with AR Invoice Tools

Cash is still king. Regular client billing keeps cash flowing! The AR Invoice Approval process enables the generation of draft invoices inside of Vantagepoint, with the option to use the markups feature. With the markups option enabled, Project Managers can not only review client invoices, but also make notes and indicate changes directly on the draft that is within Vantagepoint.

Billers can access a list of invoices that have been generated, including the approval status, which combats lost emails and missed invoices. Completed invoices can be emailed to clients, and using email templates to do so will streamline the process even more.

5. Automate Contact + Opportunity Entries with ICR, Connect, and Deltek DelaTM

Work smarter, not harder when it comes to adding contact information to Vantagepoint. Enable ICR for the mobile CRM app. This feature will allow users to snap a photo of a business card with their mobile device and put the power of automation into creating a new contact record. Review and adjust the information as needed and move on to tasks that add more value to your day.

Enable Vantagepoint Connect and leverage it to help automate client, contact, opportunity, and activity record creation. Employees spend a lot of time in the company’s email application like Outlook and Gmail. Using Connect can help get that information out of the email silo and into the ERP that can provide visibility to the data across users. Get the data in front of the correct staff in a timely manner and reduce the number of missed opportunities!

Use Deltek Dela! While Dela is the AI power behind approval workflows and ICR, it can also assist Hub navigation, finding data, and the creation of Activity records. More information on Dela is available in this blog and in this mini-demo.

Let’s Keep the Efficiency Wins Coming

Thanks for sticking with me through this roundup of my favorite ways Vantagepoint can simplify your day-to-day. If you’re ready to take it a step further, I’ve got something just for you—my on-demand webinar, “15 Must-Know Features to Supercharge Your Deltek Vantagepoint Efficiency.”

In it, I dive into even more time-saving tips and show you some of the latest features in Vantagepoint 7 and beyond. From smarter navigation to accounting shortcuts to automating those repetitive tasks—we’ll cover it all.

👉 Click below to watch the webinar when it works for you, and let’s keep making your Vantagepoint experience as efficient as possible!

As the third quarter unfolds, accounting teams should shift into preparation mode for year-end. Q3 offers a strategic window to review financial performance, clean up data, and fix lingering issues—before the rush of the fourth quarter.

By taking time now to perform a thorough accounting review, firms can improve forecasting accuracy, avoid costly surprises, and set the stage for a stress-free year-end close. Below is a checklist of Q3 accounting functions every firm should prioritize.

1. Reconcile Balance Sheet Accounts

Before year-end, your books need to be airtight. Use Q3 to verify and reconcile all major balance sheet accounts:

• Bank accounts: Ensure monthly reconciliations are current and properly documented.
• Accounts receivable and payable: Tie subledger reports to the general ledger.
  • Do this by running the General Ledger (GL) Reconciliation report, located in Utilities in Deltek Vantagepoint.
• Unbilled revenue and work in progress (WIP): Confirm that earned revenue is recognized accurately.
• Prepaids and accruals: Review for proper allocation and timing.

Don’t wait for year-end to uncover discrepancies—identify and resolve them now while there’s still time to investigate.

2. Review Project Data and Statuses

Project-level accounting has a direct impact on financial reporting and profitability. Q3 is the time to:

• Validate project statuses and close out completed projects. This includes marking them as active, dormant, or inactive in Deltek Vantagepoint.
• Review on-going projects with project staff to ensure budgets and timing is accurate.
• Ensure all job-to-date labor and expense is recorded.

A well-maintained project database reduces billing delays, improves reporting accuracy, and supports better decision-making heading into Q4.

3. Clean Up Vendor and Client Records

Outdated or duplicate vendor/client data can create payment delays, compliance issues, and audit red flags. During Q3 is a great time to:

• Merge duplicate vendors and clients in your accounting system.
• Ensure there is a W-9 on file for all vendors and verify the proper tax classification is selected.
• Review payment terms and outstanding balances

Getting your vendor and client data in order now will simplify 1099 prep and reduce friction during the January crunch.

4. Audit Timesheets and Labor Cost Allocations

Labor is often a professional services firm’s largest cost, and any misallocations or gaps can lead to revenue leakage or compliance risk. Tasks to begin in Q3 include the following.

• Confirm all timesheets are submitted and approved.
• Audit for correct project/task assignments.
• Check for missing or duplicate time entries.
• Ensure labor costs align with billable and overhead expectations.

Regular audits also help with resource planning and team utilization analysis as you forecast Q4 and beyond.

5. Analyze Budget vs. Actuals and Forecast Year-End Performance

Q3 provides a crucial opportunity to assess how your actual performance aligns with your budget—and to adjust expectations accordingly. Recommended tasks are:

• Run YTD financial reports and compare to the annual budget.
• Identify underperforming or overperforming areas. /li>
• Update year-end forecasts based on real data.
• Communicate adjustments to leadership and project managers.

This not only helps course-correct for Q4 but also strengthens next year’s budgeting process.

6. Examine Unbilled Services and Revenue Recognition

Leaving revenue on the table is a common risk, especially for project-based firms. To avoid before year-end do the following:

• Review all open projects for unbilled time and expenses.
• Check for projects where work is complete, but billing hasn’t occurred.
• Ensure revenue recognition aligns with accounting policies and GAAP.

Addressing billing gaps now improves cash flow and ensures revenue is appropriately captured in the current year.

7. Evaluate Internal Controls and Approval Workflows

As your firm evolves, your internal controls should too. This includes:

• Reviewing user roles and system permissions.
• Testing approval workflows for purchases, timesheets, and billing.
• Confirming separation of duties and audit trails are in place.
• Tightening controls around sensitive financial areas.

Proactive control reviews can prevent fraud, errors, and compliance issues before they become audit findings.

8. Begin Preliminary Year-End Planning

While it may feel early, beginning year-end planning in Q3 can prevent bottlenecks later. Consider:

• Scheduling year-end close tasks and assigning responsibilities.
• Communicating deadlines for final billing, AP entries, and expense reports.
• Reviewing your audit prep checklist.
• Updating documentation for policies and procedures.

Firms that start planning in Q3 consistently report smoother closes and fewer surprises in January.

Q3 is Your Prep Season

Think of Q3 as your accounting “halftime.” It’s the perfect time to assess performance, fix gaps, and get your financial house in order—so when Q4 hits, you’re ready to sprint to the finish.

A disciplined mid-year review sets the foundation for a clean close, reliable reporting, and confident decision-making. The work you do now pays dividends in accuracy, efficiency, and peace of mind later.

Need an extra set of eyes—or hands?

If your Q3 checklist feels more like a mountain than a molehill, you're not alone. Our finance consultants are here to help you get ahead of year-end chaos with expert guidance, personalized training, and support tailored to your firm’s needs.

Whether it’s reconciling the tricky stuff, setting up reports in Deltek Vantagepoint, or diving deep into Navigational Analysis—we’ve got you covered.

📩 Reach out today to connect with one of our finance pros and start your smoothest year-end close yet!

As someone who uses project management and ERP tools on a regular basis, I’ve come to appreciate software that not only delivers on functionality but also makes day-to-day tasks easier and more intuitive. Deltek Vantagepoint has been that kind of platform for me. It’s full of thoughtful features designed to streamline workflow, reduce manual effort, and keep teams aligned. Here are a few of the things I particularly enjoy about using Deltek Vantagepoint:

1. Easy Navigation That Saves Time

Let’s face it—nobody wants to spend extra time clicking around a complicated interface. One of the first things I noticed and appreciated about Deltek Vantagepoint was its clean and intuitive navigation. Whether I’m jumping between projects, running reports, or updating timesheets, everything feels organized and accessible. The dashboard is customizable, the menus are logically structured, and the search functionality is responsive and smart. That means less time digging for information and more time focusing on work that matters.

2. Autofill Phases in Billing Terms: Small Feature, Big Impact

Billing can be one of the more tedious parts of managing projects—especially when every phase has to be manually entered or double-checked. That’s why I love that Vantagepoint includes an Autofill Phases feature in its billing terms. It’s a subtle but powerful tool that automatically populates project phases based on predefined structures. This reduces human error, saves time, and ensures consistency in billing setup across the organization.

3. PTO Approvals Sync with Timesheets and Plans

Keeping timesheets and project plans in sync with approved time off can be a real pain—especially in larger teams. What I appreciate about Vantagepoint is that it automatically adds approved PTO to both timesheets and resource plans. It’s one of those automation features that you don’t realize you need until you have it, and once you do, you can’t imagine going back. It helps prevent scheduling conflicts and gives a more accurate picture of team availability in real-time.

4. More Robust and Flexible Screen Designer

The upgraded Screen Designer in Vantagepoint is another feature that deserves recognition. It allows for greater flexibility in customizing forms and layouts to meet the specific needs of your organization. Whether it’s adjusting fields for data entry, refining the layout for better usability, or creating custom views for different roles, the robust screen designer makes it easier to tailor the system to how your teams actually work.

Final Thoughts

Deltek Vantagepoint isn’t just about tracking time or managing budgets—it’s about making daily tasks smoother, more automated, and less error-prone. From smart billing automation to seamless PTO integration and user-friendly navigation, these features might seem small on their own, but together they add up to a much better user experience.

If you’re using Deltek Vantagepoint, I’d love to hear what your favorite features are. And if you’re thinking about switching platforms, these might be a few good reasons to consider giving it a try.

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:

Feature	Vantagepoint Dashboards	Informer Dashboards
Data Freshness	Real-time, in-VP	Refreshed via Connector
Simplicity	✅ Easy to use	❌ Steeper learning curve
Customization	❌ Limited	✅ Highly customizable
Multiple Hubs/Tables	❌ Not supported yet	✅ Fully supported
Visual Options	Basic charts, KPI’s, Tables, Drilldowns	Advanced charts, pivots, and more
Setup	Fast and out-of-the-box	Faster with 5 pre-built dashboards from Blackbox Connector

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.