Full Sail Partners Blog (2)

The Secret Sauce to Retrieve Deltek Vantagepoint Information - Searches

Posted by Amanda Roussel on January 11, 2024

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In today's fast-paced business environment, finding internal information quickly is crucial. Surveys reveal that professionals often spend a significant chunk of their time just searching for necessary data and files. Deltek Vantagepoint, with each update, continues to streamline this process, making it even more efficient for users to retrieve project data and contacts. The enhanced search functionality acts as a virtual "easy" button, empowering users in professional services firms to locate precise information swiftly, leading to more insightful dashboards and reports. Let's dive into how these improvements elevate the user experience in Vantagepoint. 

The Basics 

The Search field in Vantagepoint now offers an intuitive interface with an updated Saved Searches menu. This menu not only provides quick access to frequently used searches but also includes newly added filters and sorting options. 

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Custom and Shared Searches: A New Dimension

In addition to the standard searches like “Active,” “All,” and “My Company,” the updated Vantagepoint introduces more nuanced custom and shared search capabilities. Users can now create highly tailored searches that align with their specific project needs. Shared searches, curated by Vantagepoint administrators or power users, are now more refined, displaying results tailored to each user’s role and permissions.

Navigating Saved Searches with Enhanced Preview Options

The process of navigating through saved searches has been simplified. Clicking on a search now brings up an enhanced preview box, showcasing a more detailed snapshot of the results. This allows for quicker scanning and locating of specific records.

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Enhanced Record and List Views

Upon selecting multiple results, the updated interface presents a more organized record-by-record view. Users can toggle through records effortlessly and switch to the ‘List View’ for a comprehensive, sortable, and filterable table of records.

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At the top of the screen, it shows the total number of records. Each one has its own page, and users can toggle through each record using the arrows next to the record numbers. Users can also see the records in List View by clicking the List icon.

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List View shows all the selected records in a sortable, filterable format. They can also be edited or modified from the List View table.

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Streamlining Searches with the "Active Only" Toggle Feature

In Vantagepoint 6.5 released in fall 2023, a new feature streamlines the search process: the "Active Only" toggle. This convenient filter is present in the "Find [record]" field, enabling users to swiftly narrow down their search to only active records with a simple flip of the switch.

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The "Active Only" toggle remembers your preference even after you log out, ensuring a consistent and efficient search experience in subsequent sessions. This enhancement has been integrated into a variety of forms across the system, from Billing to Resource Management, ensuring that users can maintain productivity with ease.

Creating Custom Searches

Custom searches have become more user-friendly. The interface guides users through a straightforward process of defining search criteria with improved field lookups and operator options. This update ensures that users can pinpoint the exact data they need with minimal effort.

Basic Custom Search

In the Contacts Hub, click the New Search button, and the new search window will appear over the current screen.

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By default, it is auto-populated with “Active” in the Contact Status field. Beneath Contact Status, there are three columns. These columns are used to define the criteria for the search:

  • Field Lookup: Look up fields available within the Hub (in this case, Contacts).
  • Operator: The operator options tell Vantagepoint how to look for information. For example, if the Field Type is “Firm Name,” the operator options include options like “Contains” or “Is Empty.” Date-based fields include terms like “Is Today.”
  • Value: This is the “what” that the search engine is looking for, such as “ABC Company” or “March 1, 2021.”

Vantagepoint automatically generates results below the search bar. The ability to quickly preview search results allows users to tweak the search criteria until they find exactly what they need without having to open a new search each time.

From here, users can click “Apply All” to be taken to the record-by-record view of their search results.

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Advanced Custom Searches: A Deeper Dive

The Projects Hub now offers more complex search functionalities. Users can perform layered searches, combining multiple criteria to drill down to very specific project data. The interface intuitively guides users through setting up these advanced searches, making it accessible even for complex queries.

By default, the Project Status in the top row is set to Active. To view dormant or inactive projects, users can click the “X” next to the status and make another selection.

To perform a more advanced search, such as all the projects assigned to a certain project manager within a certain industry, users can combine search criteria.

  • In the second row, enter “Project Type” as the Field, “equals” as the Operator, and “Educational/Educational Facilities” as the Value.
  • Add a new row. Enter “Project Manager” as the Field and “equals” as the Operator. Enter the project managers’ name(s) as the Value.

Note that, based on this field type, the available options for Value will appear in the dropdown box. Results that don’t match the query will appear as well but are shown as grayed out.

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Advanced Search Settings: Tailored to Your Needs

The Advanced Settings in the search box have been enhanced to provide even greater flexibility. Users can now specify their search criteria at various levels – from the overall project to phase or task level, accommodating a broader range of search needs for different users.

In this case, if the project managers had been assigned to specific tasks or phases of projects, that would show up here, in addition to project-level assignments.

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Leveraging Power Search for Optimal Results

These enhanced search capabilities are just the tip of the iceberg. Deltek Vantagepoint's latest version offers a wealth of features designed to optimize data retrieval for project-based and professional services firms. To fully grasp these advancements, we encourage you to explore our mini demo, which covers both the basics of searching and some more advanced searching features.


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Running an Effective Meeting: 4 Key Strategies for Productive Collaboration

Posted by Sarah Gonnella on January 04, 2024

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In today's fast-paced professional services firms’ environments, meetings play a crucial role in fostering collaboration, aligning teams, and achieving organizational goals. However, ineffective meetings can be a drain on productivity and morale. To ensure that meetings are valuable and efficient, it is essential to follow certain best practices. In this blog post, we will explore four key aspects of running an effective meeting: setting clear objectives and goals, planning the meeting and agenda, employing a skilled facilitator, and having a diligent note-taker.

1. Objective and Goals of the Meeting:

The success of any meeting hinges on having a clear objective and well-defined goals. Before scheduling a meeting, it is crucial to determine how it aligns with the broader growth efforts and yearly goals of both the team and the organization. By doing so, the meeting becomes a strategic tool for progress. Participants can better understand the purpose of the gathering and how their contributions fit into the larger picture.

For example, the goal of a marketing, business development, or sales-oriented meeting is to ensure you are accomplishing the goals set out in your yearly business plan. Within the Architectural, Engineering, and Construction (AEC) industry, that includes ensuring you know what is going on with your project pursuits. Key objectives in bi-weekly meetings would include knowing recently won/lost pursuits, new pursuits and managing follow-up on upcoming proposals, along with understanding resource forecast projections. An example core objective in a quarterly meeting would be evaluating where you are against your goals.  

2. Meeting and Agenda:

To run a productive meeting, careful planning is essential. The meeting should involve the relevant team members and decision-makers who can contribute to the agenda items. The agenda itself should be thoughtfully structured, with a focus on deadlines and the outlined steps needed to meet them. By sharing the agenda in advance, participants have time to review and prepare, ensuring a more engaged and productive discussion. Balancing chit-chat time and getting down to business is important, as it fosters team cohesion while still maintaining a professional atmosphere. Coming out of the meeting, attendees should know their action items and tasks to accomplish.

3. A Good Facilitator:

A skilled facilitator plays a vital role in guiding the meeting towards its objectives while ensuring active participation and collaboration. The facilitator should encourage open discussion, allowing all voices to be heard. Additionally, the facilitator should review outstanding items from previous meetings to track progress, providing context for the current discussion.

Staying focused and time-conscious is crucial, as it helps keep the meeting on track and ensures that all agenda items are addressed. If new topics arise that are not on the agenda, the facilitator can suggest moving them to a "parking lot" list, to be covered either if there is enough time or in the next meeting. A good facilitator is like a good train conductor who sees the path ahead and knows when to slow down and when to speed up to accomplish the items that are most impactful to keep the department or company running smoothly.

4. Note-Taker:

An often-underestimated role in meetings is that of the note-taker. The note-taker should diligently document meeting minutes, capturing important discussions, decisions, and action items. By doing so, a reliable record of the meeting is created which ensures that information is not lost. Clear documentation of action items, next steps, and responsible parties is crucial for accountability and follow-up.

Furthermore, sharing the meeting minutes afterward is essential to keep all participants informed and ensure that everyone is on the same page. With the advent of AI, note-taking might become a thing of the past. I know our team has been exploring software that will assist with analyzing the content, offering summaries, outlining tasks with due dates, and even providing insights based on the discussion.

Follow Key Strategies to Ensure Productive Meetings

Running an effective meeting requires careful planning, active facilitation, and diligent note-taking. By setting clear objectives and aligning the meeting with broader goals, you create a purpose-driven environment. Thoughtful planning, involving the right people, and sharing the agenda in advance help participants prepare and contribute effectively. A skilled facilitator encourages collaboration, keeps the meeting on track, and addresses outstanding items. Lastly, a diligent note-taker documents important insights and ensures that action items are clearly defined. By following these strategies, you can transform meetings into productive spaces that drive progress and foster teamwork at your professional services firm.

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Top 5 Deltek Vantagepoint Mini-Demos of 2023

Posted by Evan Creech-Pritchett on December 28, 2023

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As Full Sail Partners launches another exciting new year, we thought it would be a great time to reflect back on the Top 5 Deltek Vantagepoint Mini-Demos of 2023! Chosen for their popularity, they showcase cutting-edge features that have resonated with users across diverse roles in professional services firms. Each leverages the expertise of our various presenters to create a profound impact on your use of Deltek Vantagepoint. Whether project managers, finance experts, or sales and marketing leaders, these mini-demos were designed to elevate your proficiency with Deltek Vantagepoint. So, without further ado, here are the top 5 mini-demos of 2023! 

#5: Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards 

Kicking us off at number 5 we have "Powering Project Success with Deltek Vantagepoint – Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards." In this demo, Theresa DePew, Senior Finance Consultant, showcases the transformative potential of Vantagepoint dashboards. She provides insights into navigating critical financial metrics such as revenue, expenses, and profitability. Theresa's expertise ensures that you not only gain a comprehensive understanding of these dashboards but also acquire the skills to make informed decisions and take proactive measures in managing your finances and projects adeptly. 

Some of Theresa’s favorite dashparts, including Profit & Loss (P&L), Accounts Receivable (AR), Cash Receipts, Billing Review, and Draft Invoice Approval, are featured prominently in this mini demo. These dashparts serve as integral tools, offering quick snapshots of income statements, simplifying collection tracking, and streamlining billing processes. Use this Deltek Vantagepoint mini demo to learn how to enhance your skills and leverage the ultimate tool for success in project management. 

#4: Different Ways to View & Manage Resources in Deltek Vantagepoint 

Learn the capabilities of Deltek Vantagepoint's Resource View with our fourth most popular mini-demo, "Powering Project Success with Deltek Vantagepoint – Different Ways to View & Manage Resources in Deltek Vantagepoint." Here, Principal Consultant, Terri Agnew, demonstrates how to make Resource View an essential asset in your resource management toolkit. 

She guides you through the three distinct capacity views offered by this powerful tool. Explore Planned Hours for a simplified understanding of your team's scheduled workload, utilize Scheduled % to identify resource allocation through a heat map, and delve into Utilization % to effectively track resource utilization against targets. This mini demo offers the insights needed to optimize your team's scheduling and utilization with Deltek Vantagepoint. 

#3: Utilize Schedule Dependencies for Resource Planning 

Coming in at our third most popular mini-demo is "Powering Project Success with Deltek Vantagepoint – Utilize Schedule Dependencies for Resource Planning." This time, Terri shows you how pivotal schedule dependencies can be for resource planning. This mini demo takes you through the creation of four distinct types of dependencies and illustrates three different methods for applying dependency relationships between phases, tasks, and labor codes. 

Terri also explains how schedule dependencies empower you to build meaningful relationships within your project, providing a holistic view of the overall schedule. This mini demo not only demonstrates the practical application of these features but also emphasizes their significance in easily updating schedules as dates change allowing you to elevate your project management capabilities. 

#2: Maximizing Efficiency and Accuracy in Invoice Creation with Vantagepoint's Mark-Up on Draft Invoices Feature 

For our second most popular spot, we have the mini-demo "Powering Project Success with Deltek Vantagepoint – Maximizing Efficiency and Accuracy in Invoice Creation with Vantagepoint's Mark-Up on Draft Invoices Feature." Here, Theresa DePew, Senior Finance Consultant, demonstrates the prowess of Deltek Vantagepoint's mark-up on draft invoices feature, showcasing how it can streamline your invoice review process, minimize errors, and enhance overall efficiency. The mark-up feature enables quick additions or removals of items, fee adjustments, and the inclusion of notes or comments for additional context.  

In this mini-demo, Theresa guides you through the creation of a draft invoice, demonstrating how to mark-up items, adjust fees, and incorporate vital notes, ensuring your clients receive comprehensive and accurate information. Also spotlighted are time-saving techniques such as reusing common billing items and tracking invoice status and history. See how Deltek Vantagepoint's mark-up on draft invoices feature can elevate your billing process and contribute to more effective client relationship management.  

#1: Project Management Oversight in Deltek Vantagepoint Dashboards 

Last, but certainly not least, we have "Powering Project Success with Deltek Vantagepoint – Project Management Oversight in Deltek Vantagepoint Dashboards” at our number 1 spot! In this mini demo, our expert, Rana Blair, Principal Consultant, demonstrates how these dashboards can revolutionize your workflows and provide invaluable insights. Whether you're a project manager, finance or project accounting professional, or a sales and marketing guru, this mini demo is tailored to focus on specific areas of business, driving your success to new heights. 

The number one rated mini demo offers visibility into crucial metrics such as budget, schedule, and resource allocation, allowing you to identify potential issues and take proactive steps to keep your projects on track. Rana also points out her favorite dashboards and dashparts, including My Team’s Project Performance Dashboard, My Project Performance Dashboard, and My Project Percent Complete Entry from Dashboards. Get crucial insights into budgets, schedules, and resources to elevate your project management game. 

Powering Your Project Success in 2024 

Now that you’ve been able to review the Top 5 Deltek Vantagepoint Mini-Demos of 2023, it is an ideal time to choose what topics best fit your professional services firm. Whether you're needing to sort out your finances, manage resources, create invoices, or keep tabs on projects, these top five mini-demos can help ensure you get better at fully utilizing your Deltek Vantagepoint system in the new year. They are available to watch on demand, and as always, Full Sail Partners would love to assist you in further exploring these Deltek Vantagepoint features.  

To find these mini demos as well as the others that are part of our Powering Project Success with Deltek Vantagepoint click the image below. 

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Tips From Our Full Sail Partners’ Experts on Wrapping Up Year-End for Professional Services Firms

Posted by Evan Creech-Pritchett on December 21, 2023

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The end of the year is just around the corner, and with so much left to do, we'd like to offer you insights from our team to ensure the transition into the new year is as seamless as possible. Each person brings a unique viewpoint, and together, we've compiled a practical guide for professional services firms. It's more than just a checklist—it's a roadmap to help you tackle the challenges and opportunities that come with wrapping up one fiscal year and starting another. So, let's jump into these tips from our experts and get ready for a smooth transition into the new year. 

Streamlining Your Project Pipeline in Deltek Vantagepoint CRM

As we approach the end of the year, we first must emphasize the importance of reviewing and refining the project pipeline in Deltek Vantagepoint CRM. This strategic move goes beyond database maintenance; it ensures a more accurate forecast of potential revenue for the upcoming year.  

Our Marketing Manager, Lindsay Diven, suggests focusing on these tasks: 

Assess Project Stages and Estimated Fees

Evaluate the current pursuit stages of each project and categorize them based on proposal status, shortlisting, or other decision stages. This step helps understand resource engagement and identify potential revenue stagnation points. Additionally, review estimated fees for relevance based on market trends and project scopes. 

Update Probabilities and Close Dates

Review and adjust probabilities and close dates to reflect the current likelihood of project success. Pay special attention to potential projects with outdated close dates. This ensures a realistic view of the pipeline's health and potential revenue. 

Take Decisive Action on Stale Pursuits

Avoid the common pitfall of holding onto pursuits unlikely to materialize. Take decisive action on pursuits with outdated close dates. Revive projects with potential, or close out those with no activity, allowing for a more focused pipeline. 

To prepare for 2024, cleaning up the project pipeline is an essential step for professional services firms in preparing for the new year. Ensure the CRM reflects the most current and accurate data, enabling a strategic approach and better resource allocation for 2024. 

Navigating Year-End Software Updates for Seamless Financial Operations

Regarding software, staying ahead of the curve will ensure the smooth continuation of your financial processes and position your professional services firm to adapt swiftly to any changes in tax regulations or reporting requirements. 

The Crucial Role of Software Version Management

Heath Harris, our IT Services Support Manager, underscores the critical role of software version management as we approach the year-end. Specifically, he emphasizes the significance of ensuring that your professional services firm is operating on the latest two versions of Vantagepoint. This strategic move is not merely a technical necessity; rather, it holds the key to unlocking seamless year-end tax and 1099 updates within the Deltek Vantagepoint system. 

The importance of this directive becomes even more apparent when considering the complexity of year-end financial processes. Staying current with software versions not only guarantees access to the latest features and enhancements but also safeguards your financial systems against potential vulnerabilities. In a landscape where regulatory changes can occur swiftly, being on the cutting edge ensures your financial team is well-equipped to handle any updates or modifications required for compliance.

Navigating Deltek Vision's Year-End Update

Heath also provides a heads-up about Vision's anticipated year-end update slated for mid-December. This message is particularly pertinent for those professional services firms relying on Vision for payroll processing and managing 1099s. Timely awareness of Vision's update schedule allows your team to plan and execute necessary updates and upgrades with precision.  

Financial Preparedness for the New Fiscal Year

In navigating the complexities of financial management, one of our Senior Consultants, Lisa Ahearn, imparts two beneficial tips that can significantly impact your professional services firm’s fiscal preparedness for the upcoming year. 

Initializing 1099 Reporting

Lisa's first critical tip centers on the initiation of 1099 reporting. After completing the Accounts Payable (AP) payment runs for the current fiscal year, and upon opening the new fiscal year, Lisa advises firms to proactively initialize their 1099 reporting. This strategic move is not merely an administrative task but a pivotal step in ensuring that your organization is well-positioned for accurate and timely reporting as you transition into the new fiscal year. By initiating this process before any payments are made in 2024, you pave the way for a seamless and compliant handling of 1099 reporting obligations.

Initializing the New Benefit Accrual Year

Lisa's second tip underscores the importance of initiating the new benefit accrual year. After finalizing all benefit accruals and adjustments for the current fiscal year, and upon the commencement of the new fiscal year, Lisa recommends taking proactive steps to initialize the benefit year. This strategic move is a proactive measure that ensures your firm is ready to handle benefit accruals in the upcoming year efficiently. By initializing the benefit year before any accruals are done in 2024, you set the stage for accurate tracking and management of employee benefits, contributing to a smooth and compliant benefits administration process. 

Elevating Year-End Efficiency with Vantagepoint 6.5 Features

Designed to enhance year-end processes and elevate overall operational efficiency, Joel Slater, our Client Solutions Manager, offers two game-changing features in Deltek Vantagepoint 6.5. These are invaluable tools that professional services firms should take advantage of during year-end transitions. 

Unlocking Efficiency in Invoice Approvals

Joel highlights the power of Intelligent Character Recognition (ICR) in Vantagepoint 6.5, emphasizing its ability to perform Automated AP Magic. This cutting-edge feature streamlines the traditionally time-consuming task of invoice approvals. By leveraging ICR, professional services firms can automate the extraction of relevant data from invoices, saving substantial time and ensuring accuracy in the approval process. Joel's insight positions this feature as a cornerstone for organizations seeking to streamline financial workflows, a crucial aspect in ensuring a smooth year-end transition. 

Visualizing Crucial Metrics with Precision

Joel also invites users to step into a KPI wonderland with the introduction of the Key Performance Indicator (KPI) Dashpart in Vantagepoint 6.5. This feature transforms data evaluation into a dynamic visual experience. Users can now highlight crucial metrics with conditional formatting, offering a comprehensive and visually engaging representation of key performance indicators. This not only enhances the clarity and insight derived from data but also empowers decision-makers with a more intuitive understanding of their professional services firm’s performance. As businesses navigate year-end reviews and planning, this becomes another invaluable tool for strategic decision-making and performance analysis. 

Cultivating Positive Leadership for Year-End and Beyond

Finally, in the realm of leadership and team dynamics, Sarah Gonnella, our VP of Marketing and Sales, shares some interesting insights on the importance of fostering a positive workplace culture, especially pertinent during the holiday season and into the year-end. Her guidance extends beyond conventional business strategies, emphasizing the pivotal role of positive leadership in shaping a thriving and motivated team.  

Advocating for compassion, active listening, constructive feedback, empowerment, and encouragement of self-care, she aims to create a supportive environment that acknowledges the human aspect of work. Sarah's holistic leadership philosophy serves as a compass, guiding teams not only through the holiday season but also into the new year, fostering resilience, innovation, and collective success. 

Position Yourself for a Prosperous New Year

As we wrap up 2023 and get ready for whatever 2024 throws our way, our team at Full Sail Partners wants to share some helpful insights. We aim to make it easier for our clients and other professional services folks to handle year-end stuff smoothly and start the new fiscal year on a good note. Whether it's simplifying how you work, keeping up with software updates, or promoting positive leadership, we hope these tips come in handy as you finish up your year and kick off a new one. Looking for extra tips to ensure a successful year-end? Explore our webinar, "Sleigh Your Year-End with Full Sail Partners," and get even more valuable insights from our team! 

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Deltek Vantagepoint CRM Workflow Examples to Streamline Data Management

Posted by Lindsay Diven on December 14, 2023

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For marketing professionals and business developers in project-based firms, managing client relationships effectively is critical. Deltek Vantagepoint workflows provide powerful tools to automate and enhance your CRM processes, ensuring your team stays ahead in your competitive markets.

Below are five different CRM workflow examples that you can create in Vantagepoint to help speed up and automate your data management processes. Read to the end to get a bonus tip and some additional information about workflow actions and maintenance.

1. Automate Role Assignments for Efficiency

Consider the setup of a new potential project within your CRM system. The usual process may involve manually assigning a client manager or principal based on client relationships and organizational hierarchies—a task prone to human error and time-consuming cross-referencing. However, with Deltek Vantagepoint workflows, these assignments can be automated.

CRM Workflow Example: When you enter a new potential project into the system, the workflow can automatically assign the client manager and principal based on predefined rules related to the client and their organization. This not only reduces the potential for errors but also streamlines the process, freeing up your team to focus on strategy and client engagement.

2. Proactive Alerts for Immediate Action

Alerts are a critical component of staying proactive and responsive. In Deltek Vantagepoint, workflows can be set to trigger alerts—both emails and notifications—based on specific conditions within the CRM.

CRM Workflow Example: When a project’s stage is changed to “Won” or “Awarded,” an automated email can be sent to the project team, finance, and operations, prompting them to continue the project setup process. This seamless communication ensures that everyone is on the same page and ready to move forward without delay.

3. Uphold Data Quality with ‘Data Police’ Workflows

Data integrity is a non-negotiable aspect of CRM systems. Workflows in Deltek Vantagepoint can act as your 'data police', ensuring that data quality is maintained without the need to make every field mandatory.

CRM Workflow Example: If a new contact is added without crucial information such as their title or email, a workflow can display an error message, prompting the user to complete these fields before saving. This enforces data integrity rules while maintaining user-friendliness. Similarly, if a field critical for project execution is missing—such as a contact’s role or key project detail —a warning can prompt the responsible party to complete this information before proceeding.

4. Automated Reminders for Timely Follow-ups

Workflows can also be employed to keep your team on track with their responsibilities, from updating records to renewing licenses.

CRM Workflow Example: If a proposal’s due date passes without a change in its stage, a workflow can automatically send a reminder to the responsible team member. Similarly, reminders for license renewals or contract expirations can be set, ensuring compliance and uninterrupted service.

5. Dynamic Field Requirements Across Pursuit Stages

Tailoring the amount of information required at different stages of a project pursuit can greatly enhance CRM efficiency, a strategy highlighted by Stacey Ho from Otak. In Deltek Vantagepoint, workflows can be set up to adjust field requirements as a project moves from an early pursuit stage to a contracted project.

CRM Workflow Example: At the “proposal submitted” stage, the workflow might prompt users for comprehensive data including estimated fee, project manager name, etc., while at the “lead” stage, it focuses on basic project information like client name and project name. This ensures relevant and timely data collection without overwhelming the user.

Implementing Stacey Ho’s approach in your Deltek Vantagepoint workflows means your data collection is as dynamic as your pursuits, ensuring you have the right information at the right time to make informed decisions.

Bonus Tip! Proactively Audit Your CRM Data with Scheduled Reports

Regular data audits are crucial for maintaining the accuracy and relevancy of your CRM system. While not technically a workflow, you can leverage the power of monthly scheduled reports to keep your data in check. Instead of overwhelming annual audits such as when you’re preparing your firm’s holiday cards, monthly reports break down the data review process into manageable segments. This allows for more frequent and focused evaluations of your CRM data, ensuring its ongoing accuracy and usefulness.

And a bonus to routine data auditing is that you can see who is creating the records and use these monthly reports as an opportunity to do continuous CRM training!

Example: Set up a monthly report in Deltek Vantagepoint to track new and modified firm and/or contact records. This report can highlight changes in contact details, the addition of new firms, or updates to existing records. You can also create these reports to show you who created the record. By regularly reviewing this report, your team can quickly identify and rectify discrepancies, update obsolete information, and confirm the integrity of new data entries.

These reports enable your team to proactively address data discrepancies and maintain a high standard of data quality. Regular monitoring ensures that your CRM database is not just up to date, but also a reliable foundation for your marketing and business development activities. Diverse Workflow Types to Enhance Your CRM Approach with Deltek Vantagepoint In the realm of CRM management using Deltek Vantagepoint, it's vital to recognize the different types of workflows available to optimize your processes.

User-Initiated vs. Scheduled Workflows

User-Initiated Workflows: These are activated by direct interaction—when a team member makes a change to a record and meets certain criteria, the workflow jumps into action. This hands-on approach ensures that workflows are triggered by deliberate updates, making sure that every client interaction is captured and acted upon.

CRM Workflow Example: A director of marketing updates the status of a marketing campaign. Upon saving, a user-initiated workflow can trigger a sequence of follow-up tasks for the team to execute, ensuring that no opportunity for client engagement slips through the cracks.

Scheduled Workflows: This workflow type functions autonomously, running at predetermined times regardless of user activity. It’s the silent engine in the background, keeping the CRM machine well-oiled and functional without the need for constant user intervention.

CRM Workflow Example: Imagine a scheduled workflow that evaluates project stages every Friday at 5 PM. If a project in an “In Pursuit” stage step has been idle for a certain period (more than 60 days, for example), the workflow can prompt a notification to the assigned business developer to take action.

Workflow Actions: The Muscle Behind Automation

Workflow actions are the actual mechanisms by which automation is applied within your CRM. While these may vary across different systems, Deltek Vantagepoint offers a robust selection of actions:

  • Errors or Warnings: These are crucial for maintaining data accuracy. If a field is incomplete or incorrect, the system can flag this with an error or warning—either as a simple notification or by preventing the user from proceeding until the issue is rectified.
  • Email Alerts: Tailored emails can be dispatched to specific individuals or groups based on their role or involvement with a record, such as notifying a Project Manager when a project is awarded.
  • Alert Notifications: Similar to email alerts, you can send a notification to a selected person or group when the conditions that you specify for the workflow are met, ensuring visibility and prompt attention.
  • Field Updates: Changes in one part of the record can trigger updates in another, keeping the data congruent and up-to-date without manual entry.
  • Activity Creation: A core function in Deltek systems, this action can, for instance, automatically schedule a debriefing meeting when a project is marked as lost.

Advanced users may also employ more complex actions such as executing stored procedures or SQL scripts, providing a level of customization and control suited to unique business requirements.

Incorporating these varied workflows into your CRM strategy with Deltek Vantagepoint not only increases efficiency but also provides a structured, error-minimized approach to client relationship management. Understanding and utilizing the full spectrum of workflow actions available in Deltek Vantagepoint is key to harnessing the full potential of your CRM system, turning routine data management into strategic asset management.

Regular CRM Workflow Maintenance

Maintaining the efficiency and accuracy of your workflows is as crucial as setting them up. Julie Huval from Beck Technology shares a proactive approach to ensure that your Deltek Vantagepoint workflows continue to function optimally.

Biannual Workflow Checkups: To keep workflows running smoothly, it’s important to conduct regular maintenance. Beck Technology implements a biannual cleaning routine, which involves revisiting and updating their workflows to ensure they align with current business processes and data requirements.

Example: Julie maintains a running list on their Kanban card of items to be reviewed and cleaned every six months. This list serves as a living document, constantly updated with new items identified by the team. When the scheduled cleaning quarter arrives, a new Kanban card is created from this master list to guide the cleaning process, ensuring nothing is overlooked.

Adopting a similar maintenance strategy for your Deltek Vantagepoint workflows, as practiced by Julie Huval and her team at Beck Technology, can significantly enhance the longevity and effectiveness of your CRM system. Regular maintenance not only keeps your workflows aligned with your current business needs but also paves the way for continuous improvement and efficiency in your data management practices.

Leverage Deltek Vantagepoint CRM Workflows for Competitive Advantage

By embedding Deltek Vantagepoint workflows into your CRM strategy, you can enhance the productivity of your marketing and business development teams. The automation of mundane tasks, timely alerts, strict data governance, and the setup of automated reminders can transform the pace and precision of your client management operations, ultimately contributing to a streamlined, efficient, and more profitable business practice.

As we've explored the various ways Deltek Vantagepoint can revolutionize your CRM strategy, remember that these insights are just the beginning. To truly harness the full potential of these dynamic workflows, firsthand experience and guidance are invaluable. We invite you to watch our webinar, where we'll dive deeper into the practicalities of setting up and optimizing various CRM workflows in Deltek Vantagepoint. Click the image below to access the webinar.

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What is the Difference Between Project Backlog and Project Forecasting?

Posted by Scott Seal on December 07, 2023

12-06-23 Backlog and Forecasting_BannerIf you're neck-deep in the world of professional services consulting, you know that staying on top of your financial game isn't just about counting beans; it's about smart planning and even smarter execution. That's where getting cozy with project backlog and project forecasting comes into play. They're like the dynamic duo of the project management world, and if you're in charge of the purse strings or the big decisions at your professional services firm, you'll want to give these two the attention they deserve.

So first off, let’s break each of them down:

  • Project Backlog: This is your bread and butter—it's all the work you've already won but haven't done yet. Think of it as your safety net; it's work that you can bank on in the short term. And it's a gold star for your marketing or business development team, too, because it means they've been doing something right. But here's the kicker: it's not just about having a backlog; it's what you do with it. Manage it well, and you're looking at a smooth road to profit town. Mismanage it, and well, it's a bumpy ride.
  • Project Forecasting: Forecasting, on the other hand, is your crystal ball. It's a bit more elusive, a cocktail of educated guesses and wishful thinking. The business development and marketing folks have their ear on the ground, listening for the rumble of potential projects. They're not sure bets like your backlog, but with a savvy mix of hope and pragmatism, they plot out what could be coming down the pipeline.

Now, when you put backlog and forecasting together, you get a killer combo that gives you the full picture: cash flow in the immediate future and what your workload might look like down the line.

Leveraging Project Backlog and Project Forecasting for Optimal Performance

Mastering your backlog and forecasting is crucial for various roles within your professional services firm:

  • For Project Managers: Clear visibility into the project backlog means you can allocate resources effectively, prevent scheduling conflicts, and maintain optimal workflow. Deltek Vantagepoint, for instance, can provide the granular insight you need to ensure that projects are adequately staffed and that timelines are met, minimizing the risk of underutilization or bottlenecks.
  • For Business Developers: Your backlog is your success story in numbers—it's proof of performance that you can showcase to potential clients. Knowing what's in the pipeline helps you strategize new business pitches and align offerings with market demand. When it comes to forecasting, having a robust prediction tool allows you to prioritize pursuits based on the likelihood of project acquisition and future revenue potential. Deltek Vantagepoint's pipeline management tools ensure you're targeting the right opportunities at the right time.
  • For Marketing Teams: Backlog data informs you when to double down on lead generation efforts or refine targeting strategies. It's a barometer for market engagement, guiding you on when to accelerate awareness campaigns or capitalize on high demand. With Vantagepoint Marketing Campaigns, you can gauge campaign impacts on your forecast and backlog, enabling data-driven marketing decisions.
  • For Financial Controllers: Backlog and forecast reports are not just numbers; they're predictors of your firm's financial health. They validate if revenue projections are on track and highlight discrepancies that need attention. The accurate and detailed reports from Deltek Vantagepoint can assist in adjusting financial strategies, whether it’s scaling operations or tightening budget controls.

By integrating tools like Deltek Vantagepoint to manage backlog and forecast, every role from project management to business development can benefit from increased visibility, better decision-making capabilities, and a stronger strategy for sustainable growth.

How to Implement a Backlog and Forecast Strategy

It is not complicated. The project backlog and project forecasting process needs only to provide a standard tool for company-wide project planning and review. Use the following three steps to initiate a project backlog and project forecasting process.

Step 1: Begin with a Detailed ‘Bottom-up’ Forecast

Project managers, your weekly routine should include a thorough review of your project backlog. Prioritize the projects with more than a 60% likelihood of commencement. Allocate your team members, estimate the required hours, and plan out the next eight weeks. It’s a practical exercise in resource allocation and workload management.

The benefits?

  • You'll balance team capacity against project demands, considering downtime for vacations or training.
  • You’ll monitor project progress and ensure you're on track with milestones.
  • You’ll forecast potential revenue by aligning upcoming work hours with billing rates.

Step 2: Consolidate Insights at a Management Level

Once project managers provide their data, it's time for leadership to analyze it. This aggregation step allows for spotting trends, potential resource sharing, future revenue projections, and early detection of budgetary issues or hiring needs.

Step 3: Validate Your Forecast

Compare your projected outcomes with the actual data. This step verifies the accuracy of your forecasting and provides a basis for adjustment and improvement.

With Deltek Vantagepoint, you can streamline these processes, enabling your leadership, project management, finance, business development, and/or marketing teams to detect trends, identify efficiency opportunities, and enhance decision-making with data-driven dashboards.

This approach is about more than just numbers; it's about using data to tell the story of your professional services firm’s trajectory, making informed decisions, and navigating your firm's path forward with confidence. Let’s get started on making backlog and forecasting integral parts of your strategic toolkit.

Ready to Navigate Your Firm's Future with Clarity?

Chart a course for success with Full Sail Partners. Our expertise in working with professional services firms and Deltek Vantagepoint positions your firm to master both project backlog and forecasting, transforming data into actionable insights. Connect with us to see how we can help you optimize your operations and elevate your project management strategy.

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Financial Management Trends from the 44th Deltek Clarity A&E Study

Posted by Evan Creech-Pritchett on November 30, 2023

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Welcome to the final installment of our comprehensive series recap of the 44th Annual Deltek Clarity Architecture and Engineering (A&E) Study. Today, we embark on an in-depth exploration of the financial management trends found in the newest Deltek Clarity A&E Industry Report which focused on 2022 fiscal data. This report offers a rich tapestry of insights, shedding light on the critical financial dynamics that are currently influencing the industry.   

Join us as we dissect the key findings and trends, providing you with a better understanding of the financial landscape in the architecture and engineer

 

A Year of Remarkable Financial Success

In 2022, A&E firms achieved remarkable financial success, building on the bullish goals they set for themselves in 2021. One of the standout trends in the industry was the ability of firms to leverage direct labor costs and subconsultants effectively to drive increased revenues in 2022, leading to substantial improvements in operating profit (EBIT). Notably, revenue growth outpaced growth in headcount and wages, and firms achieved gains across various financial metrics.

This indicates the ability of A&E firms to make strategic investments during favorable economic conditions. On average, firms’ financial performance outshone expectations. To sustain this momentum, firms must continue to focus on key financial management trends and top financial initiatives.

Addressing Top Financial Challenges

As we look into the financial landscape of 2023, it's important to note that the most prominent challenges faced by A&E firms remain consistent with those of previous years.

  • Finding and Retaining Qualified Staff: This is the most prominent financial challenge identified by firms in 2022 and it remains the top concern, with 65% of A&E firms identifying it as one of their top three challenges.
  • Increasing Profitability: 45% of respondents indicated that increasing profitability was one of their top challenges. To handle this, A&E firms continue to refine their strategies and use technology and process improvements to reduce project delivery costs, particularly for time-intensive and manual tasks.
  • Managing Growth: Tied with increasing profitability, growth management is a concern for 45% of companies in the A&E sector. Firms must address the challenge of managing growth effectively by balancing robust pipelines of new projects with existing resources to ensure profitable project delivery despite rising costs.

Financial Improvement Initiatives

Once again, this year’s financial improvement initiatives are very similar to the previous year. Below are some of the critical initiatives that A&E firms have highlighted as requiring attention throughout the current year and into the next:

  • Business Process Improvements: The most significant initiative of the year, as indicated by over half of the firms surveyed (55%), is prioritizing business process improvements in their financial strategies.
  • Training Project Managers on Financials: Ensuring that project managers have a strong understanding of financial management principles is essential for optimizing project delivery. This initiative was the leader in last year's results, but it has dropped to a close second this year with 52% of A&E firms citing a need for improvement.
  • Increase Talent Spending: Investing in hiring and retaining top talent is critical to achieving sustainable growth. By attracting and retaining the industry's brightest minds, A&E firms not only ensure their competitive edge but also foster a culture of innovation and excellence that permeates every project they undertake.
  • Better Managing Growth: A&E firms recognize the need to drive efficiency and effectiveness in pipeline management, talent development, project execution, and cash flow management. Streamlining these critical aspects of their operations allows them to not only meet client demands but also adapt swiftly to industry changes, ensuring long-term viability in an ever-evolving market.
  • Business Process Improvements: By identifying and implementing process improvements, sucA&E firms can reduce time-consuming manual tasks, minimize errors, and enhance productivity, ultimately freeing up resources to focus on strategic initiatives that drive growth and innovation.

The Path Forward for Financial Management

This section of the 44th Deltek Clarity A&E Industry study delved deep into the financial management trends within the A&E industry, offering a comprehensive view of the financial dynamics shaping this sector. This year we witnessed remarkable financial success, with firms strategically leveraging their resources to achieve impressive revenue growth, outpacing the expansion of their workforce and wage costs. As they continue to navigate the ever-changing economic landscape, these A&E firms must remain vigilant in their approach to financial management.

To gain a more comprehensive understanding of this year's financial trends and their implications for the architecture and engineering sector, we encourage you to explore the complete 44th Annual Deltek Clarity A&E Report. It provides an in-depth analysis and a wealth of insights, serving as an invaluable resource for professionals and organizations in this ever-evolving industry.

 

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Deltek Vision and Vantagepoint Year-End Preparedness - Are You Ready?

Posted by Scott Gailhouse on November 16, 2023

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As we approach the end of 2023, there is no time like the present to prepare for the year-end close which marks the final accounting process to wrap up the fiscal year. Advanced planning and organization can significantly ease this process for your accounting team, assuring a seamless transition into the new year. In this blog, let’s go over some of the most important items to help ensure a smooth transition to the new fiscal year in Deltek Vantagepoint and Vision.  


Document and Organize Your Procedures

Start by meticulously documenting your year-end procedures, encompassing not only tasks performed in Deltek Vantagepoint and Vision but all accounting functions. This comprehensive reference guide will not only assist your team this year but also in the years to come. Additionally, when creating your accounting calendar, ensure that it covers a wide spectrum of financial activities, not just limited to year-end tasks. This holistic approach is key to ensuring that all aspects of your financial management are well organized. It is also essential to share the accounting calendar with the entire staff so that they understand expectations. This is particularly necessary, especially surrounding timesheet and expense report deadlines.

Common Year-End Tasks

Year-end tasks are crucial for maintaining financial integrity. Here are some common practices among professional services firms:

  • Reconcile All Cash Accounts: This crucial task ensures that your financial records accurately match your bank statements. It's a good practice to not only verify transactions but also check for any unusual or unexpected entries that might need adjustments.
  • Credit Card Reconciliations: In the digital age, credit card transactions are commonplace. Ensure that you capture all credit card transactions, making expense reporting a priority. An accurate representation of these expenses is vital for your financial health.
  • File Reconciliation Report: Regular monitoring is the key to catching discrepancies between your general ledger and subledger reports. A monthly check helps in identifying issues early, making year-end reconciliation smoother.
  • Final Invoicing: Efficiently processing all client invoices ensures that you're not leaving any revenue on the table. It's the last opportunity to capture income for the fiscal year.
  • Review Outstanding Accounts Receivables: Diligently following up with clients who have outstanding accounts receivable beyond 30 days can improve your cash flow. Sending past-due statements and making personal contact can expedite collection efforts.
  • Review Unbilled Detail: Properly addressing time and expense transactions that cannot be invoiced helps in accurately reflecting your financial position. Writing off these unbillable expenses is an important step to keep your records accurate.
  • Fixed Assets: Beyond the regular tasks, don't overlook the assessment of fixed assets. Verify their ownership and depreciation, making necessary adjustments. This action ensures that your balance sheet reflects the current state of your assets.
  • Employee Expenses and Accounts Payable: Ensuring that all accounts payable vouchers are recorded accurately is vital. Making contributions to retirement plans and paying vendors and employee expense reports promptly is also a best practice for year-end.
  • Notes Payable: Maintaining alignment between your balance sheet and lender statements is essential. This step can prevent errors or discrepancies in your financial statements.
  • 1099 Forms: Ordering 1099 forms is just the beginning. Make certain that you have collected W-9 forms from vendors or contractors who met the $600 threshold during the year. Timely mailing of 1099 forms is important for compliance with tax regulations.
  • W-2s: If you handle payroll, don't forget to order and mail W-2 forms by the January 31st deadline. Timely distribution of these forms ensures that employees can file their taxes without delays.
  • Budget for Next Year: Setting up your general ledger budget for the upcoming year is a crucial financial planning step. It helps in aligning your financial goals with your operational strategy.

Deltek Customer Care Access

Each year Deltek puts together a year-end guide and checklist. Authorized users would log into Customer Care. Under the section "Learn", click on the option called Year-End Resources. You will then select your product, Vision or Vantagepoint and press "Go". There are Year-End Documentation and Year-End Videos. These complimentary, informative year-end videos are available on-demand viewing 24/7. The training sessions will guide you on how to perform year-end closing for general ledger, accounts payable and payroll, troubleshoot any issues that may arise during the year-end close process, and answer frequently asked questions. 

Be Prepared to Close Out the Year

Ensuring a smooth transition to the new fiscal year in Deltek Vantagepoint and Vision is an important part of the process. When opening the first period of your fiscal year, you're simultaneously launching the new fiscal year.

Several initialization utilities are required based on your professional services firm’s accounting calendar including Open New Period, Open New Benefit Year, 1099 Initialization, and Open a New W-2 Quarter/year. It's important to follow through with these utilities meticulously. If your firm’s database is configured for Multicompany, these utilities would have to be performed in each active company.

Be on the lookout for Deltek's Year-End update at the end of December, which contains tax updates for payroll users. Additionally, refer to Deltek's Vision and Vantagepoint Year-End guide for more detailed information on the year-end closing process. Planning and organization are key to ensuring a smooth year-end close and preparing for a successful start to the new fiscal year. With these additional tasks and tips, you'll be well-prepared for a seamless year-end transition and can confidently set your sights on the financial year ahead.

 

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Deltek Vantagepoint How To: Accessing the Time & Expense and CRM Mobile Apps

Posted by Evan Creech-Pritchett on November 09, 2023

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In today's rapidly evolving business landscape, the demand for seamless remote access to critical data is paramount for professional services firms. You may already have encountered the Deltek Touch Time and CRM mobile applications and have a strong desire to empower your employees while they’re on the go, allowing them to leverage the capabilities of these apps to access your Deltek Vantagepoint data remotely. Whether you envision your staff accessing data from the comfort of their homes and abroad, or you foresee the immense value it can bring to project managers working in the field, we understand that venturing into Deltek Touch Time and CRM mobile applications to access from the web can seem like a daunting prospect. So, in this blog, let us address your concerns and delve into the benefits and safety measures involved for your professional services firm and try to allay your fears.  


Safety and Security

First and foremost, we realize that security is of the utmost importance to your professional services firm. However, when properly deployed with Secure HTTP and a robust password policy, accessing your Deltek Vantagepoint data from anywhere becomes as secure as accessing your online banking information. Your professional services firm’s data integrity remains intact, and you can trust that your business information is protected.

Cost-Effectiveness

Furthermore, for professional services firms, we know that the financial aspect of offering another feature is always a big concern. Yet, with Deltek Touch Time, the cost implications are minimal. The primary expense lies in the initial setup, generally taking no more than an hour or two. The foundation for this access is already embedded in your existing Deltek Vantagepoint installation. So, you can rest assured that the transition to remote access is cost-effective and well worth the investment.

Ease of Configuration

Moreover, configuring Deltek Touch Time for web access is a straightforward process, especially for a single server installation. It can be executed with minimal downtime or even scheduled for after-hours operation with careful planning. In cases where multi-tier installations are involved, there may be a bit of added complexity, but these nuances are well-understood and can be expertly addressed. The Full Sail Partners’ team has a wealth of experience assisting numerous professional services firms in navigating this transition, and we encourage you to reach out to us for any necessary support.

How Can You Access These Features?

Finally, you may be wondering, how do you open Deltek Vantagepoint to the internet to allow your professional services firm’s employees access to new features like Deltek Touch? It’s easy, just follow these steps:

  • Modify your Firewall: Adjust your firewall rules to permit port 443, which facilitates secure HTTP traffic, to be forwarded to your Vantagepoint server. We advise that you test the setup at this point by visiting your Vantagepoint login page, ensuring that everything is still functioning correctly.
  • Checking Domain Accessibility: Verify that the Fully Qualified Domain Name (FQDN) is accessible both internally and externally. Minor adjustments to your Domain Name System (DNS) settings may be necessary to achieve this.

By following these steps, you will seamlessly enable access to Deltek Vantagepoint from both onsite and offsite locations. Once this is confirmed, you can promptly inform all users to utilize the Touch links for their Deltek Vantagepoint requirements. How convenient is that?

Access to Data from Anywhere is Within Your Grasp

The transformation to accessing Deltek Vantagepoint data from anywhere, at any time, is well within your professional services firm’s grasp. You can enjoy the peace of mind that comes with knowing your data is securely protected while remaining readily accessible to all your employees whenever it is needed. We encourage you to share your thoughts regarding having seamless remote access to your essential data with us, and if you require any assistance or guidance, do not hesitate to contact our knowledgeable team at Full Sail Partners.

 

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What's New in Deltek Vantagepoint 6.5

Posted by Evan Creech-Pritchett on November 02, 2023

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Deltek Vantagepoint announces an exciting new update, offering a wealth of tools and features to continue to increase collaboration and productivity for project-based firms. Vantagepoint 6.5 includes a substantial release filled with enhancements across multiple modules that benefits different user groups. In this article, I’ll be covering the top 5 features that I think will have the biggest impact in the daily usage. Without further ado, let’s jump right in! 


1. Accounts Payable (AP) Invoice Approvals Enhancements

This update brings significant time-saving enhancements to AP Invoice Approvals, including improvements to Intelligent Character Recognition (ICR), the introduction of a new field, and more. 

  • Intelligent Character Recognition (ICR): One of the standout features of this update is the integration of ICR for AP Invoice Approvals. With ICR, Vantagepoint can read details from uploaded AP Invoice files and automatically populate several key fields in the AP Invoice Approval form. These fields include Vendor, Address, Invoice, Invoice Date, Invoice Amount, and even Currency if you work with multiple currencies.  
  • Streamlined AP Invoice File Uploads: When you upload an AP Invoice file, the system provides a preview pane on the right side of the AP Invoice Approvals form, displaying the uploaded document. While this update may seem small, it’s incredibly helpful when managing multiple files within the same AP Invoice.  
  • Invoice Amount Field: ICR automatically populates the Invoice Amount field on the AP Invoice Approvals form with the total amount from the uploaded file. This field is now always editable, ensuring that the value matches the total amount in the Project Information grid. If there's a discrepancy, the system will display a warning message upon submission. 
  • Adjustable Right Pane: In the Transaction Center, when viewing the AP Invoice Approvals form in Detail View, you can now display a PDF of the AP invoice in a preview pane on the right side. This convenient feature allows you to simultaneously review the invoice while making edits to the invoice and project information. 

2. Smoother Vantagepoint Connections with API Enhancements 

Deltek Vantagepoint 6.5 introduces an array of powerful API enhancements to streamline your workflow. With new AP Invoice Approval API Endpoints, Third-Party Integrations API Endpoints, and the PUT Post Timesheet Entry API Endpoint, integrating with Vantagepoint has never been smoother. 

  • AP Invoice Approval API Endpoints: For those integrating with Vantagepoint, new API endpoints for AP invoice approvals are now available. These endpoints adhere to existing validations, restrictions, and security requirements at the application level, ensuring seamless integration. 
  • Third-Party Integrations API Endpoints: Another API-related enhancement is the introduction of Third-Party Integrations API endpoints. Just like the AP Invoice Approval endpoints, these follow established validation, restriction, and security protocols. 
  • PUT Post Timesheet Entry API Endpoint: To simplify timesheet management, the new PUT Post Timesheet Entry API endpoint allows you to post timesheets for individual employees or multiple employees at once. This API endpoint respects existing validations, restrictions, and security measures. 

3. Long-Awaited Dashparts Types  

The latest additions to Vantagepoint Dashparts offer customized metric presentations, extended role-based security, and improved functionality, streamlining operations for efficient data access and evaluation. 

  • Key Performance Indicator (KPI) Dashpart Type: With this new dashpart type, you can highlight crucial metrics for better data evaluation. Other customization features include changing the background and text colors, turning on/off sorting, selecting the date ranges, adding calculations, adding filters, and more. Even more, you can use the conditional formatting that will dynamically change the tile color when comparing KPI values to static values. 
  • Firm Dashpart Base: This new dashpart base displays firm-related information from the Firms hub, including vendors, clients, competitors, or government agencies. This enables quick access to relevant firm data directly from your dashboard. 
  • Role-Based Security for More Dashpart Bases: Role-based security settings, previously available for Employee dashparts, are now extended to several other dashpart bases, including AR Detail, Project, Project Detail, and Firm. This enhances data security and access control within your organization. 
  • Timesheet Floor Check System Dashpart: This new dashpart empowers you to perform employee timesheet floor checks directly from your dashboard. This feature replicates all actions available in the Floor Check dialog box in the Timesheets module, such as sending reminders, opening or printing timesheets, and checking timesheets from different periods. 
  • Dashpart Calculations: You can now create dashpart calculations based on selected columns in the current dashpart. These calculations respect filters and date ranges applied to the columns, allowing for more precise data analysis. Dashpart calculations are different from calculated fields, which are formulated from all available fields of a dashpart base. 
  • New Columns for the Project Detail Dashpart Base: Additional columns have been added to the Project Detail dashpart base to enhance cash flow visibility for clients using Paid when Paid (PWP) payment terms. These columns provide insights into invoice status, discounts taken, payment dates, and more. 
  • Update to the AR Comment Column: Users can now add or edit AR comments directly from drill-to dashparts with the AR Detail dashpart base, simplifying AR management. 

4. Improved Labor Resource Assignments and Unit Planning 

Deltek Vantagepoint 6.5 brings notable enhancements to the Planning module, aimed at improving the management of labor resources and unit planning within your projects. 

  • Fill Labor Resource Assignments with Planned Hours: On the Labor tab of the Plan form, a new feature called "Fill Hours Per Day" empowers you to assign planned hours to workdays for labor resources based on specific criteria. You can choose to allocate hours based on a set number of hours per workday or a percentage of the employee's hours per day. This streamlines the process of planning labor resources and ensures more accurate assignments. 
  • Unit Planning Enhancements: Unit Planning has also received improvements, allowing you to view planned, actual, and baseline unit data more effectively. This includes the ability to display sub-rows for unit quantities, cost, billing amounts, and allocation in each calendar period of your project plan. Additionally, you can now specify unit planning data export settings based on the desired timescale, whether by day, week, or month. 
  • Plan Expenses and Consultants in Calendar Periods: For companies using the Resource Planning module and planning expenses and consultants, Vantagepoint 6.5 introduces the ability to plan expense and consultant amounts in calendar periods within the Plan module. This feature enhances the granularity of your planning capabilities. System administrators can configure these options in Settings, and individuals can modify them for specific plans if they have the appropriate access rights. 
  • Show the Critical Path on the Gantt Chart: When it comes to project scheduling, understanding the critical path is crucial for project managers. In Deltek Vantagepoint 6.5, you can now visualize the critical path of your project directly on the Gantt chart within the Schedule tab of the Plan form. The critical path represents the sequence of tasks or phases that cannot be delayed without affecting the project's completion date. By toggling on the "Show Critical Path" option above the schedule grid, tasks or phases on the critical path are highlighted in red, making it easier to identify and manage them.

5. New Workflow Functionality

The workflow functionality in Deltek Vantagepoint has been enhanced with two significant features: 

  • After Completion Workflow Type: Vantagepoint 6.5 introduces the "After Completion" workflow type for Application workflows. This workflow type allows you to define additional actions that should occur on a transaction after it has been successfully posted to the database. This feature enhances automation and customization capabilities within your workflows, enabling post-processing actions tailored to your organization's needs. 
  • Support for Alternate Approvers: In the Approval workflows, a new set of options has been introduced to support alternate approvers. These options include "Do Not Allow Employees to Approve More than Once," which prevents an assigned approver from approving a record more than once, and "Do Not Allow Employees to Approve Records They Have Created," which prevents approvers from approving records they themselves created. These options enhance workflow management, impartiality, and control in the approval process. 

Enhancements Abound with Deltek Vantagepoint 6.5

Deltek Vantagepoint 6.5 introduces a wide range of enhancements and features designed to streamline operations, enhance security, and improve functionality across various modules. These updates empower organizations to make more informed decisions, increase efficiency, and maintain data accuracy in their day-to-day operations. With these improvements, Vantagepoint continues to evolve as a powerful and versatile solution for project-based businesses. To see these improvements and more, make sure to watch our “What’s New in Vantagepoint 6.5 Webinar” by clicking the image below.

 

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