Full Sail Partners Blog (2)

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! 🚀