Full Sail Partners Blog | A&E Firms (2)

Are you making the most of your time and resources? Well, let me tell you about something that can really give you a boost—Deltek Vantagepoint Dashboards! Dashboards are like the superheroes of your system, but unfortunately, they often go unnoticed and underutilized. They're made up of dashparts, or widgets, which act as your gateway into the magnificent world of your Deltek system. If you're using Deltek Vantagepoint, you're in for a treat because these dashparts are incredibly diverse, offering reports, metrics, links, alerts, tips, and so much more! 

Major Benefits of Deltek Dashboards

Now, let's dive into these major benefits of Vantagepoint Dashboards that will revolutionize the way you work. 

Instant Access to Information 

Imagine waking up in the morning, opening your system, and boom! You're greeted with a dashboard that presents you with all the essential information you need for the day. Daily reports, task reminders, and alerts that require your attention are all neatly displayed, tailored to your specific role. It's like having a personal assistant who ensures you stay on track and meet your goals and objectives. Who wouldn't want that? 

Say Goodbye to Repetitive Navigation 

We've all been there—endlessly clicking through the navigation panel to find the data we need. It's a time-consuming and monotonous task that can drain your productivity. But fear not! Vantagepoint Dashboards are here to rescue you from this clicking madness. By utilizing dashboard components, you can create shortcuts to reports, URLs, records, and more, reducing your clicks to just one or two. That extra time saved allows you to focus on the things that truly matter in your work. It's like having your own teleportation device, whisking you away to the exact information you need with a single click! 

View Role-Specific Data 

We all have unique roles within our firms, and Vantagepoint Dashboards understand that. You can customize your dashboards to focus on the specific data that are relevant to your role. But wait, there's more! Deltek also offers predefined dashboard configurations that can be pushed out to you based on your role. So, if you're a project manager, you can have project budgeting, billing information, and accounts receivable invoicing right at your fingertips. With role-specific data, Deltek Vantagepoint Dashboards equip you with the tools necessary to excel in your job. It's like having a personalized command center that caters to your every need. 

Enhanced Data Visualization 

Deltek Vantagepoint Dashboards are designed to present complex data in a visually appealing and easy-to-understand format. By utilizing charts, graphs, and other visual elements, these dashboards transform raw data into meaningful insights. You can quickly grasp trends, spot anomalies, and make informed decisions without getting lost in a sea of numbers. 

Real-Time Updates 

Stay on top of your game with real-time updates provided by Vantagepoint Dashboards. No more waiting for manual reports or struggling with outdated information. Dashboards pull data directly from your database, ensuring that you have the most up-to-date information at your fingertips. This real-time access enables you to respond swiftly to changes, address issues promptly, and make agile business decisions. 

Collaboration and Transparency 

Vantagepoint Dashboards promote collaboration and transparency within your organization. You can share dashboards with team members, enabling everyone to access the same data and metrics. This fosters better communication, alignment, and teamwork across departments. Whether it's sharing project progress, financial metrics, or sales performance, dashboards facilitate a unified understanding of your firm's goals and progress. 

Customizable and Flexible 

Vantagepoint Dashboards offer a high degree of customization and flexibility. You can tailor your dashboards to suit your specific needs, preferences, and roles within the organization. Choose the metrics that matter most to you, arrange them in a way that makes sense, and create a personalized view of your data. This flexibility ensures that you have a dashboard that perfectly aligns with your workflow and helps you focus on what's important. 

Improved Efficiency and Productivity 

By centralizing relevant information and providing quick access to key metrics, Vantagepoint Dashboards significantly improve efficiency and productivity. Instead of spending time searching for data or generating reports manually, you can focus on analyzing insights, identifying areas for improvement, and taking proactive actions. Dashboards streamline your workflow, eliminate unnecessary steps, and allow you to work smarter, not harder. 

Now that you've witnessed the awesomeness of Deltek Dashboards, it's time to harness their power and boost your productivity to new heights. Regardless of your role, these dashboards offer benefits that can supercharge your workday. From instant data access to time-saving navigation and role-based setups, there's something for everyone. So, don't wait any longer—unleash the full potential of dashboards at your firm! 

Experience the Power of Deltek Vantagepoint Dashboards: Watch the Recap of Dashboard-Palooza's Electrifying Acts! 

Did you miss out on the electrifying events of the year? Don’t worry! We've got you covered. Dashboard-Palooza was a roaring success, providing attendees with valuable insights and actionable takeaways. It showcased the true power of Deltek Vantagepoint Dashboards, empowering collaboration, and efficiency for A&E firms. Whether you're a project manager, a finance or project accounting wizard, or a sales and marketing maestro, these dashboards are designed to help you thrive in your respective domains. Watch all of the Dashboard-Palooza acts by clicking the image below. 

We are excited to introduce you to a game-changing tool that will transform the way project managers review their project financials. Say hello to Informer's Resource Planning Dashboard - a cutting-edge business intelligence tool tailored specifically for project managers, offering instant visibility into your project's performance and empowering you to make well-informed decisions for ultimate success. 

You might be wondering, "What exactly is this Resource Planning Dashboard, and how can it benefit my projects?" Well, let’s dive in and see how. 

Estimate at Completion (EAC) and Revenue Projections

Imagine a project manager, let's call her Lisa, who has been assigned to lead a critical project for her company. Lisa is aware that managing project finances is crucial, but due to various reasons, she neglects to use the EAC and Revenue Projections feature in Informer's Resource Planning Dashboard. 

As the project progresses, Lisa faces challenges in accurately tracking and controlling costs. She relies on outdated spreadsheets and manual calculations, leading to errors and inconsistencies in her financial estimates. Without a clear view of the project's estimated completion costs, Lisa struggles to make well-informed decisions regarding budget allocation and resource management. 

However, with Informer's Resource Planning Dashboard, Lisa gets a comprehensive view of her project's estimated completion costs (EAC). This vital information allows her to accurately assess her project's financial health, giving her and your firm confidence in your financial decision-making.  

Informer's Resource Planning Dashboard presents a comprehensive view of your project's estimated completion costs (EAC). This vital information allows you to accurately assess your initiative's financial health, giving you confidence in your financial decision-making. Additionally, the dashboard offers detailed revenue projections, enabling you to forecast your project's income and engage in strategic financial planning. When you have the numbers at your fingertips, financial management becomes a breeze! 

Accounts Receivable (AR) Monitoring 

Now let’s meet John, a project manager leading a crucial infrastructure design project for an engineering firm. Despite being aware of the importance of cash flow management, John fails to use Informer's Resource Planning Dashboard for AR Monitoring. As the project progresses, John faces challenges in keeping track of outstanding payments from clients and subconsultants. 

Without real-time updates on accounts receivable, John is unaware of delayed payments and overdue invoices. This lack of visibility leads to cash flow issues, affecting the project's ability to fund ongoing activities and purchase essential resources. The project falls behind schedule due to the delayed availability of funds, leading to frustrated team members and increased project costs. 

Furthermore, John's inability to proactively optimize the financial situation results in missed opportunities to negotiate payment terms with clients and subconsultants. As a consequence, the project's profitability is compromised, and the firm faces increased financial risks. The cash flow problems escalate, and the project struggles to meet its financial obligations, eventually putting the entire project at risk of failure. 

In this unfortunate scenario, John's failure to leverage Informer's Resource Planning Dashboard for AR Monitoring significantly impacts the project's success. Proper utilization of this feature could have provided him with real-time insights into accounts receivable, enabling proactive cash flow management and ensuring a healthy bottom line for the project. 

Effective cash flow management is the lifeblood of any successful project. With Informer's Resource Planning Dashboard, you receive real-time updates on accounts receivable, making it easy to track outstanding payments effortlessly. By staying on top of your cash flow, you can proactively optimize your financial situation and ensure a healthy bottom line for your projects. This feature alone can help you navigate through financial challenges like a pro! 

Resource Optimization 

Imagine Sarah, a project manager leading a critical project for her company. Despite being aware of the importance of resource optimization, Sarah fails to utilize the Resource Planning Dashboard effectively. As the project progresses, Sarah struggles to identify top-performing team members and allocate resources strategically. 

Due to the lack of actionable insights into her project team, Sarah faces challenges in maximizing productivity. She might unknowingly assign tasks to underperforming or overwhelmed team members, leading to delays and compromised project quality. As a result, the project timeline extends beyond the initial projections, causing frustration among clients and eroding their confidence in the project's success. 

Moreover, without the necessary information to optimize resources, Sarah's project team experiences burnout and low morale. The lack of recognition for high-performing individuals, coupled with the inefficient allocation of resources, creates a sense of disengagement within the team. 

The consequences of poor resource optimization are severe. The project incurs additional costs due to inefficiencies and missed deadlines. Clients become dissatisfied with the project's progress and may consider terminating the contract, impacting the company's reputation and future business opportunities. 

In this unfortunate scenario, Sarah's failure to leverage the Resource Planning Dashboard for Resource Optimization significantly impacts the project's success. Proper utilization of this feature could have empowered Sarah to identify top performers, allocate resources efficiently, and unlock her team's full potential. The project would have progressed smoothly, meeting deadlines, and delighting stakeholders with successful outcomes. 

The Resource Planning Dashboard provides actionable insights into your project team members, helping you identify top-performing resources. Armed with this knowledge, you can strategically allocate resources, maximize productivity, and enhance overall project execution. It's like having a secret weapon to unlock your team's full potential! 

Empower Your Project Managers with Informer’s Resource Planning Dashboard 

Informer's Resource Planning Dashboard is designed to simplify project management and empower you with the tools you need for unparalleled success. From financial insights to resource optimization, this dashboard covers all the bases, ensuring that your projects are on the path to greatness.  

Are you excited to take your project management game to new heights? Let's embrace the power of Informer's Resource Planning Dashboard and watch the short demonstration by clicking below. Happy planning! 

This summer, we hosted Dashboard-Palooza, a virtual mini-demo series that highlighted the enhanced dashboard functionality of Deltek Vantagepoint. These demonstrations showcased how these powerful dashboards can revolutionize collaboration and efficiency for A&E firms. Our experts took center stage and provided actionable insights to project managers, finance and project accounting teams, as well as sales and marketing professionals, helping them drive their success. Let's recap the highlights from each mini demo. 

Project Management Oversight in Deltek Vantagepoint Dashboards 

Traditionally, project performance is measured monthly after time and billing has been processed. This leaves a gap in time where many issues could have been detected and addressed. What’s more, is that users must read every line in a report to understand what is important. 

In our opening act, Rana Blair, our rockstar expert, demonstrated how Deltek Vantagepoint's Project Management Oversight Dashboards can empower project managers to gain valuable insights and streamline their workflows. These dashboards offer visibility into key metrics such as budget, schedule, and resource allocation, enabling proactive steps to keep projects on track. Rana showcased her favorite dashboards and dashparts as summarized below. 

My Team's Project Overview Dashboard 

Project team leaders, principals, and directors can gain quick insight into their team’s performance even when they are busy with other competing priorities like business development, management meetings, issues to respond to, and several projects to monitor performance for. This dashboard makes it easy to see project performance for their team. It’s designed to identify when something is out of tune. 

My Project Performance Dashboard 

An individual project manager needs a bit more detail. Reports can provide a lot of facts and figures but may be difficult to interpret what it all means. A dashboard like the My Project Performance Dashboard provides basic visual information about the state of the projects, lets the project manager quickly see where projects might be going sideways and offers the ability to jump to the issue to dig in further. 

Keeping the users in your Deltek Vantagepoint system with the data increases the likelihood that they will see and address issues in a timely manner. 

My Project Percent Complete Entry from Dashboards 

The interactivity of Dashparts is increasing with every release of Deltek Vantagepoint. Most dashparts can be built with drill down capability and the ability to jump from the dashpart to the specific record for a closer look.  

The Project Percent Complete Dashboard is no different. This includes a simple project list on the right-hand side. Users can click on the contact’s name, for example, to bring up the contact information to quickly send an email or make a phone call. This dashboard also includes one of the most popular interactive dashparts, Percent Complete Entry. Users can update the weighted percent complete for their projects. It’s never been easier to update percent completes! 

Click here to watch the opening act of the Dashboard-Palooza to quickly oversee and manage your project performance. 

Finance & Project Accounting Oversight in Deltek Vantagepoint Dashboards 

Theresa DePew took the stage for the second act of Dashboard-Palooza, where she showcased the Finance & Project Accounting Oversight Dashboards of Deltek Vantagepoint. With these dashboards, finance, and project accounting professionals can stay on top of critical metrics like revenue, expenses, and profitability. Theresa's mini-demo empowered attendees to make informed decisions and manage finances and projects like pros. Just a few of the dashboards are summarized below. Watch the entire second act by clicking here. 

Finance Dashboard 

This dashboard provides a snapshot of the firm financials. We’ve built this dashboard to include Profit & Loss Accounts Last 3 Months, AR Unpaid Detail, and Receipts -This Month dashparts. 

Billing Review Dashboard 

This billing review dashboard provides an at-a-glance view of your firm’s unbilled and accounts receivable. You’ll notice that this is a project-based dashboard that allows you to add a filter at the top of the dashboard which filters the data for the entire dashboard not just a dashpart. This filter uses the same project records saved searches that you would find in the Projects hub. 

Draft Invoice Approvals and Unbilled for Project Managers’ Dashboard 

A&E firms need to bill clients in a timely manner to have a steady cash flow to run their firms. That’s why keeping track of invoice approvals and those projects that have yet to be billed is so critical. This dashboard makes it easy for project managers, principals, and accounting teams to quickly see and manage the invoice process. Best of all, this is an out-of-the-box dashboard that comes built for you with Deltek Vantagepoint. 

Project Financials Dashboard 

This dashboard was created by one of the Full Sail Partners’ consultants. The “Billed Amount by Target Sectors” shows you how much has been billed by Project Type (or market sector). This dashboard also contains “YTD Billings and Revenue” and “Project + Linked Promo Cost” dashparts. 

If you would like to see these dashboards in more detail, check out Theresa’s mini-demo here. 

Marketing & Sales Oversight in Deltek Vantagepoint Dashboards 

In the final act of Dashboard-Palooza, Amanda Roussel took us on a journey through the Marketing & Sales Oversight Dashboards of Deltek Vantagepoint. Attendees discovered how these dashboards can help teams identify opportunities, optimize strategies, and drive revenue growth. Amanda's featured dashboards and dashparts included: 

Firms’ Sales & Marketing Dashboard 

This informative dashboard offers valuable insights and customization options for showcasing marketing stats and individual performance metrics. It includes a Pursuit Count chart displaying pursuits at different stages, with estimated and weighted fees. The dashboard also features a Proposals Submitted This Year section, a Year-to-Date Projects Awarded overview, a comprehensive Sales Pipeline view, and a Client Activity Status report. With visual representations, filtering options, and color-coded indicators, this dashboard empowers A&E firms to optimize marketing strategies, track progress, and nurture client relationships effectively. 

My Active & Upcoming Proposals Dashboard 

This next Dashboard in Deltek Vantagepoint focuses on personal involvement within pursuits. The "My Pursuits by Stage" chart provides a filtered view, displaying stages from lead to contract management, along with estimated and weighted fees. The "My Active Pursuits" table, specific to the Business Development Lead, offers insights into upcoming proposal due dates and enables sorting and filtering. The "My Activities" dashpart allows for efficient task management, with toggles for timeframes, completion markers, and notes. The "My Sales Awarded YTD" tracks estimated fees for awarded projects. Lastly, the "My Pursuits + Linked Promo Cost" dashpart showcases promotional project details, including linked promotional costs, hours, and a visual indicator for high percentage charges. 

Firm Hit Rate Performance Dashboard 

The Firm Hit Rate Performance Dashboard in Deltek Vantagepoint provides an overview of the firm's success rate. The "Firmwide Hit Rate YTD" chart calculates hit rates based on estimated fees, presenting the percentage of awarded versus lost projects. The "Hit Rate by Project Type YTD" breaks down hit rates by project categories, displaying wins versus losses and estimated fee amounts. Additionally, the dashboard offers insights into the reasons for winning and losing projects in the last quarter, represented by pie charts based on project count. The "Pursuits Won & Lost Last Quarter" section on the right-hand side provides a summary of the firm's performance in terms of pursuits won and lost. 

By leveraging Deltek Vantagepoint's Marketing & Sales Oversight Dashboards, A&E firms can unlock the power of data-driven decision-making, ultimately achieving remarkable sales and marketing results. To see all of these in more detail, check the final act of this series. 

Experience the Power of Deltek Vantagepoint Dashboards: Watch the Recap of Dashboard-Palooza's Electrifying Acts! 

Dashboard-Palooza was a tremendous success, providing attendees with valuable insights and actionable takeaways. Deltek Vantagepoint Dashboards empower collaboration and efficiency for A&E firms, enabling project managers, finance and project accounting teams, and sales and marketing professionals to thrive in their respective domains. Click the image below to watch each act in the show. 

Deltek has recently unveiled the 44th Annual Clarity A&E report, providing an exclusive glimpse into the 2023 outlook of the Architecture and Engineering (A&E) Industry. Overall, while growth may cool down from 2022's excitement, the construction and engineering sectors remain optimistic. Challenges like rising costs, staffing shortages, and inflationary pressures are driving firms to focus on staff retention, development, and diversity initiatives. 

Furthermore, with limited resources, strategic project selection is key. Though investment in supporting technologies has dipped, firms are revving up plans for tech implementation. Despite costs, A&E firms still shine with solid net revenue growth and improved operating profit. Here, in this blog, we will do a quick review of the overall trends seen from the 44th Annual Deltek Clarity Study.

Technology Trends

Firms are prioritizing strategic technology plans, cybersecurity, and business process improvement to achieve digital maturity and address challenges such as rising costs and talent management. While there is a desire to make strategic technological improvements, the report indicates a disconnect between goals and implementation, with firms relying on manual data entry instead of leveraging technology solutions effectively.

Data and cybersecurity remain the top IT operations challenges for firms, with cyberattacks posing a significant threat. Rising technology costs and the need to prioritize applicable trends also hinder technology adoption. However, firms are aiming to transform their use of technology, leveraging it as a competitive advantage and fundamentally changing how their businesses are run and the services offered to clients. Overcoming these challenges and maintaining a harmonious relationship between technology, project execution, and company strategy will be crucial for firms to emerge as the most competitive in the industry.

Business Development Trends

Firms face increased competition and fewer awarded proposals, necessitating strategic planning and resource utilization for conservative revenue growth. To address this, firms should focus on qualifying clients aligned with their strengths, diversify into favorable markets, and nurture existing client relationships with skilled BD talent and technology.

The A&E industry remains strong, but rising costs and staffing challenges require diligent pursuit of strategic opportunities for sustainable growth. Firms can enhance their focus by implementing formal go/no go processes, leveraging CRM solutions, and adopting hybrid BD models combining a dedicated staff with seller/doer approaches. Emphasizing opportunity evaluation and internal collaboration can benefit smaller firms. Adapting to market changes, investing in technology and talent, and prioritizing client relationships is crucial for firms to thrive in the evolving business landscape.

Project Management Trends

The 44th Annual Deltek Clarity report reveals that project managers (PMs) face challenges in gaining visibility into project management KPIs and lacking the necessary tools to manage them effectively. While there is a positive trend with more projects staying on track for schedule and budget, staffing shortages continue to hinder project performance. To tackle these issues, firms should invest in internal project manager training, better project management tools, and training for the next generation of project managers.

Staffing challenges remain the top obstacle for A&E firms, impacting project delivery and potentially causing burnout among existing staff. To address this, firms are focusing on internal training and upskilling current employees. However, comprehensive training and professional development are crucial to equip PMs with the required skills. Additionally, improving project information management, quality control, and collaboration can enhance project performance and mitigate risks. Emphasizing both financial and non-financial KPIs, along with leveraging project technology and financial tracking tools, can lead to improved project outcomes and profitability.

Human Capital Management Trends

A&E firms are focusing on developing and cross-training existing staff to meet project demands amid challenges in staffing and rising hiring costs. They prioritize succession planning, performance management, and talent nurturing to improve retention. To address talent acquisition challenges, firms are re-evaluating position requirements, considering trainable candidates with complementary skills, and offering competitive compensation. Engaging diverse candidates, providing upskilling opportunities, and championing operational tools are crucial for attracting and retaining talent.

In the competitive talent landscape, firms must strategically attract and retain employees by adapting to evolving workforce preferences, such as remote work options and positive company culture. They shift engagement strategies, offer visible career development plans, and track key performance indicators related to employee management and retention. By implementing these approaches, firms aim to improve their talent acquisition processes and support project profitability.

Financial Management Trends

Firms achieved significant financial success in 2022, surpassing their bullish goals and delivering improvements in operating profit. They effectively leveraged direct labor costs and subconsultants to drive revenue growth, outpacing growth in headcount and wages. Strategic investments were made during favorable economic conditions, resulting in strong revenue growth and improved financial metrics.

However, firms are facing several financial challenges that need to be addressed to sustain their performance. Finding and retaining qualified staff remains the top concern, although firms have been successful in leveraging their workforce and achieving high net revenues per employee. Increasing profitability and managing growth are also key areas of focus. Firms are refining their strategies, utilizing technology and process improvements to reduce project delivery costs and balance out rising labor costs.

To maintain their financial performance, firms need to prioritize the overall health and satisfaction of their workforce. Retaining and developing impactful talent through cross-training and internal promotions are crucial. Additionally, driving timely project completion, effective billing, and collection processes are vital for capturing revenue and maintaining cash flow. Investments in business process improvements and financial management training for PMs are key areas of focus to sustain growth and manage financial returns.

Continue to Gain Valuable Insight into the A&E Industry

The 44th Annual Deltek Clarity report continues to provide valuable insight into the Architecture and Engineering industry. In this most recent study, firms are advised to prioritize technology adoption, strategic business development, effective project management, and talent management to be successful. Embracing technology trends, addressing staffing challenges, and focusing on financial management are key areas of focus for sustainable growth and profitability.

By leveraging the recommendations from the Deltek Clarity report, firms can navigate market changes, enhance their operations, and stay competitive. For more information, the entire Clarity report can be downloaded for a comprehensive view. However, don’t forget to keep an eye out for our future blogs where we will be quickly reviewing each trend of the report in more detail.

Congratulations! Your firm just spent months evaluating different CRM systems, selecting one, and then countless hours configuring the system and entering the initial information into the system. You can now sit back and let this wonderful new CRM system do all the work for you, right?!?! Wrong! 

You’ve probably heard the saying “garbage in, garbage out” at least a dozen times throughout your CRM process. Well, the real problem is to get ANY information into the system – garbage or not! After working for nearly two decades begging people to enter their information into the CRM, I’ve discovered a few tips to help *encourage* my project managers, principals, and other seller-doers to get their information into the system – good or bad information.  

In this article, I’ll share 12 expert tips to get your project managers enthusiastic and motivated to leverage the power of CRM. Let's dive in! 

Tip #1 Provide Training

Knowledge is power! To ensure project managers feel confident using the CRM system, offer training sessions. Offer training sessions early and often. Offer training in different formats – written, lecture, and hands-on. Offer the training in big groups and one-on-one. Offer training in scheduled sessions and on-demand as needed. Offer bite-sized training teaching them only what they need to know for certain tasks like entering a contact or updating an opportunity.

I hope you’re beginning to realize that training isn’t just a check-the-box type task. You can’t just host one lunch-and-learn and expect everyone to remember everything and then do it. Instead offer regular on-going training in different formats. Create and provide cheat sheets, checklists, and short video tutorials.

When someone asks you to enter information, use that as a teaching moment to share your screen and go through it with them. In my experience, people are hesitant to add information to the CRM because they don’t know how and/or they are afraid of messing something up.

Teach them how to navigate the system, input data effectively, and explore its powerful features. By equipping them with the necessary skills, you empower them to excel in their role.

Tip #2 Emphasize Benefits

Paint a clear picture of how entering CRM information benefits both the project and individual project managers. Showcase how it improves project visibility, streamlines collaboration, and enhances data-driven decision-making. When project managers understand how CRM contributes to their success, they'll be motivated to embrace it.

I highly encourage all my CRM implementation teams to enter as much information as possible into the system before it’s rolled out to the users. This includes information about key clients, contacts, and activities. Then in the training, you can show a key client record with all the history and conversations. Displaying these complete client records during the training shows what’s possible but with real-life, real-time information that will be more meaningful to the audience.

Tip #3 Simplify User Interface

Nobody wants to get lost in a maze of complex screens and confusing menus. Ensure that the CRM system has a user-friendly interface. Keep it simple, visually appealing, and intuitive to navigate. By reducing the learning curve, project managers will feel more at ease while entering CRM information.

Tip #4 Set Clear Expectations

Clarity is key! Clearly communicate the expectations around CRM usage and data entry. Make it an integral part of project management responsibilities and ensure all project managers understand the importance of timely and accurate data input. When expectations are crystal clear, project managers can align their efforts accordingly.

I recommend keeping the data entry tasks simple at first. For example, just ask them to enter a new contact for each new business card they get. Another example would be for you to create all new opportunity records, but you just want them to go into existing records to update the stage and/or add notes – only updating one or two fields in existing records. Start small until they get comfortable with the system.

Tip #5 Align with Existing Processes

Integrate CRM data entry seamlessly into existing project management processes. When the CRM system complements its current tools and workflow, project managers will perceive it as a valuable addition rather than a burdensome task. By making it a natural part of their routine, you'll see increased adoption.

If your firm is already using the accounting functions of Deltek Vantagepoint, then your project managers should already be comfortable working within the system to set up and manage project financials as well as complete their timesheets. Introducing additional fields and processes to track client relationships and pursuits shouldn’t be too heavy of a lift.

Tip #6 Offer Mobile Accessibility

In today's fast-paced world, mobility is crucial. Provide project managers with mobile access to the CRM system through a dedicated app or mobile-friendly website. This allows them to update information on the go, making data entry more convenient and efficient. Mobile accessibility brings flexibility to their fingertips.

Deltek Vantagepoint has a Mobile CRM app. Don’t forget to show your project managers this capability. I’ve found that the interface for the Mobile CRM app is often easier to understand and enter data for beginning CRM users.

Tip #7 Integrate with Outlook for Gmail

Chances are your project managers spend a significant amount of time inside their Outlook or Gmail inbox, managing emails, scheduling meetings, and coordinating with team members. So, why not bring the CRM system to their inbox? By integrating the CRM with Outlook or Gmail, you can streamline their workflow and make CRM data entry a seamless part of their email management process.

With the Vantagepoint Outlook Integration, for example, CRM users are able to do the following directly from Outlook:

• Track and log emails as Activities
• View, add or update Firm, Contact, or Project records
• Send scheduling links to Contacts
• Record scheduled meetings as Activities

To see the Outlook Integration in action, check out this mini-demo showing how it looks in your Outlook inbox and this mini-demo to see how you can sync your calendar.

Tip #8 Gamify the Process

Who doesn't love a good game? Introduce a touch of gamification to make CRM data entry engaging and fun. Create leaderboards, recognition, or rewards for project managers who consistently maintain accurate and up-to-date data. Gamification injects a sense of friendly competition and encourages active participation.

Tip #9 Regularly Communicate Value

Communication is vital to maintain enthusiasm. Regularly share success stories, metrics, and insights derived from the CRM system. Demonstrate how CRM data contributes to project success and celebrate wins. When project managers see the impact of their data, they'll be motivated to continue entering information diligently.

Tip #10 Seek Feedback and Iterate

Project managers' opinions matter! Actively seek feedback on the CRM system and data entry process. Listen to their suggestions and concerns and iterate accordingly. By involving project managers in the improvement process, you create a sense of ownership and make them feel valued.

Tip #11 Provide Ongoing Support

Support is the backbone of success. Identify one team member as a CRM super user in each office or department. This superuser is then available to answer any questions, help troubleshoot issues that occur, collect feedback from users, and/or identify other areas for improvement and automation of the system.

By providing the necessary support, you ensure project managers feel empowered and encouraged throughout their CRM journey.

Tip #12 Lead by Example

Actions speak louder than words. As a leader, actively use the CRM system yourself. Lead by example and showcase the benefits of CRM to your team. A great way to do this is to ditch the spreadsheets and display the CRM system on the screen in business development/marketing meetings. Actually, bring up the list of the records on the screen and update them in real time during the meeting. This shows the project managers just how easy it is to use your CRM system.

When project managers see their leaders engaging with the system, it reinforces its importance and encourages adoption at all levels.

Unleash the Power of Your CRM

By following these 12 expert tips, your project managers will not only see the value of entering CRM information but also enjoy the process. Remember, CRM is not just about data entry; it's about leveraging insights to drive project success. Together, let's harness the potential of CRM and take our projects to new heights.

Deltek Vantagepoint CRM is a powerful solution designed specifically for project-based businesses. With its user-friendly interface, seamless integration with Outlook and Gmail, and robust features, it empowers project managers to streamline their workflows, enhance collaboration, and make data-driven decisions. By leveraging Deltek Vantagepoint CRM, you can elevate your project management success like never before.

To learn more about how Deltek Vantagepoint CRM can revolutionize your project management processes, visit our resources page. Discover firsthand how this innovative solution can transform the way your project managers enter CRM information, unleash actionable insights, and drive project success.

Together, let's harness the full potential of Deltek Vantagepoint CRM and propel your projects to new heights. Don't wait - take the next step toward unlocking the power of CRM today!

By 2028, according to the U.S. Bureau of Labor Statistics, 42 million people will fall under the category of people working that are 55 or older. So, this equates to almost one-fourth of the workforce in the U.S. While an aging workforce is becoming more prevalent in firms including those in the architecture and engineering (A&E) industry, this doesn't mean seasoned employees have to immediately say goodbye to the industry they love!  

With phased retirement, A&E firms or any professional services firm can help these senior employees transition into retirement while still retaining their valuable skills and experience. Not only are there many benefits for both employees and employers when implementing a phased retirement program, but leadership can also customize the plan that meets the needs of individual A&E firms. Going forward, let’s discuss this concept of phased retirement in some more detail and see how it will be advantageous for your A&E firm.   

What is a Phased Retirement?  

As defined by Stephen Miller’s article for SHRM Online, “Phased retirement is an employer-based program that allows employees close to retirement age to reduce their working hours and transition into retirement. These programs may include a partial drawdown of funds from defined contribution or defined benefit retirement plans and continuing employer-sponsored health coverage.” 

The idea of phased retirement is not new. In fact, a worldwide survey of 1,736 HR Executives, by Mercer LLC, indicated that around 38% of these executives said they offer phased retirement which is more than double the 17.2% before the pandemic. Clearly, these executives see the slew of benefits for considering a phased retirement plan that will be advantageous for both employees and employers. 

Phased Retirement Benefits for Employees 

The following are just some of the benefits of a phased retirement for employees: 

• Lowered Responsibility: Experienced or knowledgeable professionals tired of dealing with their current level of responsibility are looking for less-stressful roles or roles that are project-based, and those where their schedules can be more flexible. 

• Guidance from Employer: As they see the unknowns of retirement fast approaching, these senior employees can look to their employers for a source of assistance on how to proceed forward in their ultimate career plans. 
• Addresses Longevity in Life: People are living longer, so there are both financial and personal reasons employees close to retirement age may want to and/or need to phase into retirement, which includes continuing to save as much as possible before their career comes to an end. The days of guaranteed pension plans have been replaced by 401k plans and other sources of retirement savings. 

• Offers Partial Retirement Earlier: Given the opportunity to reduce hours while still getting a salary and benefits allows employees to save money and invest carefully now so they can enjoy a retirement while still young enough to appreciate it.  
• Can Test Drive Retirement: A phased approach to retirement lets senior employees ease into a new chapter in life. They get a chance to try things out before totally committing or “test drive” how retirement will work for them. For example, with a reduced workload, they will have the chance to explore other interests outside of work. 

• Helps Adjust to New Life: Employees close to retirement age must consider making life changes that may be a bit stressful. Phased retirement provides a chance to see what these changes look like going forward without being overwhelming. Like, if married, starting with reduced hours is a handy way to help a couple ease into a new living arrangement. Or for those that are used to working all the time, they can see what it is like to have more time without work. 
• Get an Encore Career: With changing responsibilities or the type of work that senior employees can take on whether upskilling or reskilling, phased retirement can offer these employees an “encore” career. This mindset allows for the eventual transition to retirement to be a positive one and has employees “go out with a bang.” 

Phased Retirement Benefits for Employers  

Employers also benefit by offering their employees phased retirement options. Below are just a few of those benefits: 

• Knowledge and Skill Transfer: Seasoned employees generally have strong skill sets and knowledge that comes from experience, or the work ethic that can be transitioned to another position through reskilling or upskilling. Firm leadership needs to keep these valuable employees by granting pre-retirees the opportunity to continue earning income while feeling significant to the firm. During the phased retirement, skills and knowledge can be transferred to the next generation and the employees feel valued by their employer who works with them to provide a comfortable transition. 

• Opportunity for Younger Generation: Again, skill sets and knowledge come from experience and are not learned immediately out of school. With phased retirement, transitioning senior workers gives younger workers opportunities to move up, making skills coaching by experienced workers vital. These younger workers will have the chance to get exposure to what the experts know before they transition out. 
• Mentorships: Pre-retirees can offer their skills and knowledge and help with succession planning, mentoring, and training of the younger workforce. With phased retirement, there is time for this significant evolution to occur with no sense of major urgency. In fact, morale can also be improved when senior workers are given the chance to mentor their younger coworkers and see the value they still bring to the future of the firm. 

• Ease of Transition: With phased retirement plans in motion, this facilitates a more seamless transition for these workers. With guidelines in place, and a mutual understanding of what is to come, there is no abrupt ending to their careers.  
• Offers Employee Flexibility: Phased retirement gives pre-retirees the flexibility to retire on their own terms, which shows them that they are valuable and that the firm cares about them. When structured, firm leaders can help senior employees make a comfortable transition to retirement while not losing the trust of long-term employees.  

Examples of Requirements for Eligibility for Phased Retirement Program 

A&E firms looking to introduce a phased retirement program may want to start with determining eligibility requirements. Below are a few examples of such requirements: 

• Minimum 5 years of Service 
• Minimum Age 55 
• Minimum Hours Reduction 10% 
• Maximum Hours Reduction 50% 
• Minimum 6 months, Maximum 3 years 

• Minimum 20 hours/week 
• Agree to retire at the end of the specified timeframe 
• Arrangement must be mutually agreed upon 

Additional Items to Consider When Creating a Phased Retirement Plan 

Other considerations when exploring if a phased retirement plan option is right for your A&E are: 

• Participation in the program must meet the needs of the department and the firm as a whole. 
• It is not a guarantee of employment. 
• Employees must be in good standing. 
• Employees must adhere to company attendance policies. 

• Employees have the option to accelerate their retirement date.  
• As an employer you do not necessarily have to agree to a request if you have a good business reason for your refusal, but you must deal with the request in a reasonable manner and accommodate employees' needs wherever possible. 
• Attention needs to be paid to the details of the transition. 
• It should be presented as any benefit, so eligibility is like any other firm benefit. 
• Program needs to be communicated throughout the firm and speak to “all demographics.” 

Get Started with your Phased Retirement Plan 

With a phased retirement plan in place, A&E firms or any professional services firm can navigate the transition of valuable, seasoned employees with ease, maintain careers and skill sets, all the while helping the next generation be prepared for the future to ensure continuing success. Each plan will be specific to an A&E firm’s needs, focusing on what makes sense for that firm and determining which roles it would apply to. If this is something you would like to explore further, feel free to reach out to our HR Consulting Experts. Click the image below to get started. 

Is my firm ready to make the transition from Deltek Vision to Vantagepoint? The answer to this trending question remains the same – it depends on your firm’s needs since there are several factors that should be taken into consideration when determining your upgrade timeline. Deltek has recently shared that Vision will be supported beyond January 2023. This means firms can upgrade in a timeframe that aligns with their calendars and needs. Let’s take a look at some of the factors that are affecting decisions around a target upgrade date.

Team Capacity

We all have various times of the year that are busier than others. Upgrading to Deltek Vantagepoint isn’t necessarily hard. However, readying your firm for the upgrade does take time, important conversations need to take place, and impactful decisions have to be made.

The upgrade is ultimately a project that stakeholders must spend time on and converse about process improvements. Consider the timeframe of year-end processes. End-of-year processes can consume finance teams for weeks, or even months. Therefore, choosing a time when the finance team has some schedule flexibility is very important. For some firms, this may affect the timing in the first quarter as well.

Additionally, marketing and project management teams rely heavily on the system as they use CRM and Resource Planning. As processes are tweaked and reestablished, also think about end-user training. How will you train power users and end-users? Would that be in your preview environment or after going live in Vantagepoint? The answers to these questions vary from firm to firm. However, one trend noticed is that many firms are committing resources and time to education and training as they go through the upgrade process. This is all in an effort to equip their teams with the latest technology as they manage and deliver projects.

System Complexity

Deltek Vision and Vantagepoint have impactful features out of the box. There are often times when firms need to add fields, workflows, and custom hubs. Depending on the amount of customization, that can affect the length of their transition timeline. This may include workflows, custom fields, and robust processes.

In addition, some firms integrate their Deltek system with third-party systems to streamline processes and data entry. Examples include payroll services, email marketing platforms, external expense and invoicing services, firm intranets, and more. Firms should seek confirmation from their third-party solutions that they, too, are ready for the upgrade. These integrations can impact the timing of a firm’s upgrade and testing should be incorporated into the timeline.  

The complexity in which a firm uses Deltek can also affect a firm’s upgrade date. The time a team spends in the preview environment should be measured. Whether it’s in screen designer, security, rebuilding reports, or creating useful dashboards, that work won’t automatically carry forward to a data refresh or going live. Instead, those settings would rewind to the default. There is a tool called transition copy scripts that can copy and apply those configurations and settings forward.

Firm Culture

Many firms are leveraging the upgrade as a time to evaluate and modify processes. Although some view these changes as improvements, others may become intimidated. For some features, the changes can actually be incorporated into Deltek Vision and put into action now. Other improvements, including new module implementations, maybe more efficiently put into practice after going live in Vantagepoint.

Getting teams on board and all on the same page may take some conversations around change management. Furthermore, be sure to include some of the “department cheerleaders” throughout the firm as you determine who will be leading the upgrade efforts. A variety of roles and experiences is effective as it brings up new conversations, squashes “change” concerns, and breaks down silos that may exist.

Firms are also taking this opportunity to increase the potential of their Deltek solution and train their staff for more hands-on usage. In the past, Deltek may have been more heavily used for accounting functions. However, we are finding that some firms are now consolidating some outside resources and using features in Vantagepoint that have become more approachable and inviting.

Plan for Successful Vantagepoint Upgrade

Planning for the upgrade is of great importance, and it may be easier than you may think. There are many resources available to start familiarizing firms and teams with Deltek Vantagepoint. Deltek offers the Deltek Learning Zone (DLZ) and the Client Assistance Program (CAP) to help teams prepare for the upgrade.

At Full Sail Partners, we are taking a personalized approach with firms that are looking for some assistance with the upgrade. From planning efforts to training after going live in Vantagepoint (and everything in between), we are guiding firms through a successful upgrade. We also feel that education is key, so helping firms better understand and utilize Deltek Vantagepoint will stick with our clients far beyond the upgrade.