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. 

One of the topics that keeps arising from the Deltek user base is utilizing business intelligence (BI) tools. Firms are seeking out BI tools for different reasons, but all are looking to provide further analysis and visibility to employees within the firm. Some of the key products firms are investigating include Power BI to Tableau to Informer. So, what is the best BI tool for Deltek Vantagepoint users? Let’s dive in and discuss why firms are searching out BI tools and discuss what we have found to be the best solution. 

Clients Want More

The Deltek Vantagepoint product is robust and provides many out-of-the-box visuals and dashboards, but there are some further capabilities that require users to turn to a BI tool. Some of the most common features include: 

• Report upon any table or field not just pre-selected datasets 

• Create visuals combining different hubs or tables (For example, Project and GL Reports) 

• Enhance drilldown capabilities from a visual

• Combine outside data from payroll, marketing solutions, etc. 

• Track against goals, KPIs, and industry benchmarks 

Why Entrinsik Informer Stands Out Amongst Other Business Intelligence Solutions 

1. Out-of-the-Box Standards – No more starting from scratch and spending months and even years building out something that could be available to you day one. Our team has built what we call the gold standard, a starting point for project-based firms. On the first meeting, our team will show you how your data looks in our out-of-the-box datasets, visuals and dashboards. We will then work with your team to tweak datasets to your definitions and work with you to validate the data. Our gold standard includes visuals from the executive down to the employee and every role in between. 

2. Reduce Burden on IT – Deploying a BI tool can be cumbersome for technology teams. Our streamlined approach to deploy a BI solution saves time and resources. Most tools require in-depth database programming skillsets, such as SQL. One of the key benefits of Entrinsik Informer is its intuitive and user-friendly capabilities, including dataset and visual design. Informer also scales to meet the needs of organizations as they grow and evolve, so companies do not have to sweat about the future.  

3. Integrated Security with Deltek Vantagepoint  – Informer utilizes the same security protocols utilized with your Deltek product streamlining the login process. A key advantage is user security data can be assigned in Deltek. As an example, when users are disabled within your Deltek product, they are also disabled within Informer. 
   

4. Drilldown Capabilities is Built-in  – Informer offers built-in drilldowns to transactional data on visuals. The drilldowns are automatically configured on visuals. In other BI tools, it is just another thing you have to design, but not in Informer. 
   

5. Cloud Compatible  – Deltek users in the cloud need not worry. Another benefit of Entrinsik Informer is that it is Deltek cloud compatible by using FLEX direct database access.  

6. Combine Outside Data  – Users can combine multiple outside data sources. For example, firms can bring in payroll data or other third-party solution data for further analysis.

7. Send Reports and Alerts Based on Conditions  – Informer allows users to tap into their data and email certain filtered views to internal or external recipients. Emails and alerts can be scheduled on any conditional criteria. For example, as Project Managers utilize 80% of their budget, an email can be sent with a link to their dashboard and a breakdown of time on their project.

8. Schedule Data Updates On-Demand – Users can schedule data to be refreshed on-demand or at specific time intervals. Datasets can also be scheduled at separate intervals. Some BI tools lack this flexibility, and all data is refreshed at one time. For example, opportunities may be updated every two hours, projects updated nightly, and income statements updated monthly after postings.

9. Mobile Accessibility – Dashboards can be viewed on-the-go on any mobile device. One of the key differentiators between Entrinsik Informer and other BI tools is its drilldown capability. Informer content is automatically configured for mobile viewing without any additional development.

10. Easily Create Firm Documents – Informer is designed to be user-friendly and easy to use, even for those without technical expertise. With Informer templates, firms can automate manual form and template creation with ease. Examples include firm invoices, fee proposals, custom reports, and more. Templates are highly customizable and won’t break when Deltek Vision or Vantagepoint is updated, allowing the template to be used well into the future.

See Informer in Action

Entrinsik Informer provides a combination of ease of use, customization, integration, speed, affordability, and scalability that sets it apart from other business intelligence tools on the market. If you are ready to see more, we recommend checking out this previously presented demonstration webinar to see highlights of the capabilities of the product. Power BI, Tableau, and Informer each offer unique features, but our clients believe Deltek users will find Informer to be the best business intelligence tool option. Click the image below to watch our webinar providing a more in-depth analysis of the capabilities of each of these products and learn what the future holds for BI tools. 

The Deltek Clarity report is the longest running, most comprehensive study in the architecture and engineering (A&E) industry for North America. The report digs into benchmarks, market outlook, and industry trends to help A&E firms identify where they are and how they compare to other firms in the industry. The 43rd Annual Report provides both surprising and not so surprising findings, as well as positive firm indicators for financial strength and project management excellence.  

Deltek Clarity has participation from more than 540 companies and delivers more than 100 benchmarks and industry insights across the business. The study focuses specifically on architecture and engineering firms and other firms who support the design firms. The 43rd Annual Deltek Clarity Study collected responses from A&E firms of all sizes in North America based on 2021 fiscal data. Here is an overall look at what was reported this year, but for more detail, the 43rd Clarity Study can be reviewed in its entirety. 

Consistent Challenges Across Departments 

This was one of the report findings that was not surprising. The two biggest challenges across company departments were related to staffing and time. Business development is challenged to find the time to nurture client relationships while technology departments have a lack of time to invest in learning. Moreover, project management, human resources, and finance departments all cited staff shortages, finding, and retaining qualified staff as their top challenge.  

In fact, 78% of the financial leaders identified that finding and retaining qualified staff is the number one financial challenge. This has been very different than what previous Clarity reports have shown in the past few years. In addition to staffing challenges, other consistent themes included business process automation and managing strong backlog and pipeline. All of these have an underlying theme of technology and how best to leverage technology to address some of the challenges companies are facing. 

Purposeful Investment in Technology 

This begins by measuring the digital transformation and maturity levels now and in the next five years, and how this aligns with the goals of the business. Then aligning business goals and IT goals to have that culture of efficiency and culture of innovation. According to the report, most firms identify themselves in that early or exploratory phase of maturity but nearly 70% of firms expect to be mature or advanced within the next five years. This is less optimistic than the previous year’s study. Some factors attributing to this may be that the pace of technology is moving so fast that the ultimate end goal seems to be constantly changing and/or not attainable.  

The top three challenges related to technology were lack of time to invest in learning, cost of technology, and prioritizing which trends are most applicable. Companies are struggling to understand not only what the new technologies are, but how to apply them in projects and business improvements. Top emerging technology cited by the firms were geolocation, augmented reality, and Internet of Things.  

These are often externally focused and can be leveraged in managing and executing projects. Not far behind in the cited top technology was big data and data science. Both can help firms to provide greater visibility and insight into what’s happening inside the firm.  

What this all leads to is purposeful investment into technology. Firms are looking to invest in the right technology to meet firm goals, not necessarily the newest technology. Deltek calls this purposeful investment. It’s critical, with the challenges of lack of time and resources, to look at the firm’s current systems with the technology in place and make sure it’s using them to their maximum capacity.  

Strong Market Forecast 

As noted earlier, the report indicates a really strong market forecast for the North American A&E industry. However, there are limited resources to both pursue and perform work. With these issues in mind, firms are going to have to be more strategic about how best to capitalize.  

Fortunately, the report does show a net revenue growth forecast of 17.6%. This is the highest that growth has been in the last ten years, and this is very optimistic over last year at an increase of 13.4 percentage points. Small firms were drivers for a lot of this positive push. In last year’s report, small firms had a negative forecast but now are rebounding back to a 14.6% net revenue growth forecast.  

The overall percentage of firm revenue from the top three clients has decreased slightly from the previous year to 35%. This could show good or harmful trends. Firms may be strategically and purposefully diversifying their client base or competition may be winning work away from the top clients. This is a great time to lead these types of discussions internally to see how the firm compares. 

Thus, while the forecast remains optimistic, it doesn’t come without challenges. About half of the firms said they are struggling to find the time to nurture client relationships. Combined with increased competition, firm leaders are trying to keep existing client relationships healthy and strong while looking for new prospects and revenue sources.  

Project Delivery Keeps Improving 

Projects are the core of what architecture and engineering firms do. The 43rd Annual Deltek Clarity Study indicates that, overall, A&E firms are becoming more confident in their project performance. 67.8% of projects are on or under budget, more companies (59%) are doing internal performance evaluations based on projects not waiting for an annual review, and 15% of firms are sharing their best practices through either a center of excellence or a project management office. Firms are focusing on project management as a discipline.  

While more projects are staying on track or ahead when it comes to budget (67.8% of projects), they aren’t performing as well from a scheduling perspective. Just over half (58.5%) of projects are on or ahead of schedule according to the report. This number decreased by 6 percentage points from the previous year. These are areas that both firm leaders and project managers should evaluate to strategize, understand, and determine what is happening. Does the firm need additional training for project managers or is the schedule being driven by the clients but at the cost of the firm’s profitability? 

One challenge could be access to timely data around projects. When asked about visibility around schedule variance, half the firms report low or very low visibility for project managers and principals. It’s challenging for project managers to proactively manage and keep the project schedule on track if there is a lack of visibility. This is a good opportunity to ask the firm’s project managers how visible their project schedule variance is and how better to improve that visibility.  

Similar to other firm departments, top project management challenges include staff shortages, competing priorities, inexperienced project managers, and accurate project cost and timeline forecasting. When it comes to project management, how is the firm handling project schedules, are the schedule changes internally or client driven, how quickly can the firm train new project managers, how can technology improve the project delivery gaps, and do the project managers need more visibility and access to project data? Discussing these internally will help to continue to improve the firm’s project performance. 

A&E Talent Staying, but Not Enough 

While the talent shortage is not new news, the Deltek Clarity Study digs in a little deeper to see what’s exactly happening in the North American A&E Industry. One surprise finding was the employee turnover rate. This was expected to be high, but it’s 13.6% which is low compared to the 18-19% that is shown in the Deltek Clarity Global report. Additionally, the findings show that talent isn’t necessarily leaving the industry but rather moving to other A&E firms. This might be good for the industry, but maybe not for the firms struggling to refill the positions. 

Medium-sized firms experience the highest turnover at 14.7%. Large firms are just below at 14.4% with small firms even lower at 11.9%. This lower turnover might be because smaller firms could have better employee engagement or be able to give different opportunities to grow.  

Nonetheless, with the high turnover, firms are experiencing the biggest challenge with filling open positions. The majority of firms are seeing more open positions than they had last year (65% of firms) while a third (30%) have about the same number of open positions. For nearly half of the firms, it’s taking 60 to 90 days to fill a position.  

With this talent challenge, it might be a good time for the firm to look at external factors such as candidates available in the market. Firms could also look internally to make sure their processes are as efficient as possible. This would include leveraging technology to streamline the recruiting process.  

The top talent acquisition challenges noted in the study were the availability of good candidates in the marketplace, ability to offer competitive compensation to candidates, and matching qualified candidates to open positions. This is even trickling over to the finance department. Finance leaders are feeling the increase in labor costs, higher salary demands for candidates, and additional costs to keep employees engaged. These higher labor costs could affect the future profitability of projects.  

In last year’s Deltek Clarity Study, succession planning and performance management were the top human resources’ challenges. This year, the challenges and priorities have changed. Now the top challenges for managing human resources are retaining employees, employee engagement/experience, and workforce capacity and planning.  

Relatively Stable Financial Statements 

The financial management section of the Deltek Clarity report is the longest running section of the report, with many findings showing a 10-year trend line. Firm financial leaders should review this section and analyze the trends and changes. For this year’s report, the financials are relatively stable but there are a few noticeable declines to note.  

Operating profit on net revenue declined after a decade of growth to 12.8% from 19.0% from the previous year. Deltek Clarity sets a threshold of 15% operating profit on net revenue for its high performing firms. In this year’s study, high performing firms had 23.9% operating profit on net revenue and large firms were near that threshold at 14.6%.  

Net labor multiplier is another key financial metric of the Deltek Clarity Study. This year’s multiplier increased just slightly to 2.99. The high performer firms had an average of 3.41 net labor multiplier. Something also to note is the top quartile net labor multiplier of 3.36. 

Overall, the utilization rate has decreased but is hovering close to 60% at 58.5%. This is not a surprising finding because of the increased labor costs, number of open positions, and maybe the increase in business development or other non-billable activities. Small firms saw the biggest decrease from 63.9% last year to 60.9% this year.  

Firms are seeing a strong backlog of nearly nine months. Large firms saw the biggest increase last year from 8.3 months to 9.94 months, and the top quartile is nearly 12 months of backlog. So, this is positive news for firms, if they are making sure that they can actually deliver on the work with the right resources.  

44% of the reported top financial challenges listed finding and retaining qualified staff as the top challenge. This was a big jump from the prior year’s report. Other challenges for financial leaders were managing firm growth and increasing profitability. These top challenges are interdependent. Finding qualified staff and having to compensate for that top talent will affect the firm’s ability to increase profitability and grow the firm.  

Diving Deeper 

This has just been a glimpse of some of the findings in the 43rd Annual Deltek Clarity Study. Firms should download the report (click the image below) and dig into it to understand what’s happening in their business, how they are leveraging technology, and where there are opportunities for additional training and awareness. This will allow these firms to better educate their teams, make sure they understand what their process is, and how they contribute to the overall success of the firm. 

Before the pandemic, I used to volunteer to judge high school debate and often found myself sitting in a public-school library on a Saturday morning staring at those cheesy posters where the words say “Attitude is Everything” …those have not changed by the way. Except 25 years later, those words still ring true. I do not know about you, but if I am rolling into a Zoom business development (BD) call with a bad attitude, it is doomed to fail. Since attitude is important when it comes to developing relationships with clients, how can the new and improved Customer Relationship Management (CRM) power of Deltek Vantagepoint make it easier to keep those business development calls on track? 

Attitude and Deltek Vantagepoint CRM? 

I started writing this on a debate kick, and it therefore must continue… As any good debater will tell you, something should not be fully considered until it has been argued from both the pro and con sides. So, how can business development calls be made easy with Deltek Vantagepoint CRM? Let us compare how it would go from both attitude perspectives. 

Bad Attitude Scenario 

5am – snooze 

5:30am – snooze again, since I went to bed later than normal last night, that is the mental self-justification I will go through this morning. 

6am – wake up, grab phone, check calendar. Okay, good, first meeting is not until 8am, I can sleep more, reset alarm. 

7:15am – grab phone, what? Why? I should have gotten up earlier so I could work out and do my morning stuff. I am grumpy about it.  

7:45am – showered and dressed, sitting down, I must scramble to review a prospect’s info in Vantagepoint. I glance at some fields. I notice that I am about to be talking to the Facilities Director at an airport. My engineering firm has done the type of project they are looking to do but only in Europe. My job is to impress the Facilities Director and get him to introduce us to the architect and then hopefully she will want to bring us in on this massive project.  

8am – meeting starts, I am not as ready as I should be. It goes okay, but it is not a slam dunk. He agrees to let me call him back, but I know in my gut he is not going to be calling the architect immediately to sing our praises. 

8:30am – I guess I should get the notes in the system. I am super discouraged and annoyed at this point, but I try to rally myself to get my activity recorded with enough detail so that I can perhaps salvage this a bit when I do my follow-up. 

Here is the rub folks. The Deltek Vantagepoint CRM is there to help me, and it is a great tool in my toolbox. I did not use it here to my full advantage. 

Good Attitude Scenario 

5am – snooze 

5:30am – I am up! I am not necessarily happy about it, but it happened. I get started on my morning stuff. 

7am – sitting down in my office now, I will not bore you with the details of my morning ritual, but I fed my mind, body and soul before I walked in the door. I am happy I have an entire hour to prepare for my call.  

Here is what I do to prepare using Deltek Vantagepoint CRM: 

Since the project will a subcontractor opportunity to the architect that is always the prime at this airport, she is the contact record I want to peruse. I know I have only got 30 minutes to get this Facilities Director to agree to introduce me to her. From my networking, I know that if he says give this firm a shot, she will consider it. I immediately then go to look at the projects associated with these two contacts. 

I also know that she has been a little unhappy with the engineering firm they used from a well-placed cold call by my Business Development Representative (BDR) last year. How do I know this, you ask? I have an excellent memory, and it simply always unfolds perfectly when needed. NOPE. My team and I always track everything inside Deltek Vantagepoint.  

I read my Activity notes from three years ago when I had drinks with someone that reports to the Facilities Director at a conference. She was the one that clued me in to how key the Facilities Director was in terms of getting the architect’s attention. Then I reviewed the notes our BDR had in there from the cold call. Those notes were in an Activity from the call placed and on the Competition tab of my project.  

Next, I double checked his and her LinkedIn pages and saw no new connections between us that I did not already know about in advance. My project is at a Lead stage and being the awesome Relationship Manager that I am, I enjoy seeing my projects get into our system, and I lovingly monitor the data associated with them. 

I also have a custom field in my Deltek Vantagepoint CRM that gives me something to brag about here. I can query my CRM to find past airport references, and I have 2 or 3 case stories (bragging rights) ready to tell if I get the opportunity in the call. 

8am – The meeting starts, and I am ready to kill it. During the call, the Facilities Director mentions another two of his colleagues that I was not aware of, and their roles could be important should we get this project to the awarded stage. I jot down their info so that our Marketing Associate can fill in the gaps with some research and get them entered in the system.  

8:30am – The call is over. It was the slam dunk I deserved. He was impressed with the stories I was able to tell, and since I was aware of the pain that the current engineering firm is creating with the Architect, this allowed me to effectively differentiate our firm. He said that he would be emailing her right away before he forgot, to ask her to get coffee and discuss what we can bring to the table. We scheduled our next steps. I was able to use the Outlook Connect to immediately get the appointment calendared and tracked in the CRM in one fell swoop. 

Which Attitude Won the Debate?    

Obviously, this debate was destined to go for the Pro - we all knew that, right? The bad attitude not only set me up to perform poorly, but it also affected my ability to leverage my Deltek Vantagepoint CRM correctly. So, here I have proven a good attitude + a great CRM = successful business development efforts. Ready to maintain a positive attitude in your business development efforts by fully embracing Deltek Vantagepoint CRM?  

Stay tuned for future blogs on this topic that cover other parts of the sales cycle and project lifecycle prior to the awarded stage. 

The primary goal for the AEC digital marketing program is to get a firm found online. This can be done through creating content highlighting the firm’s expertise and subject matter experts. However, it’s not enough to just publish this content on the firm’s website or blog. To have the right potential clients find that content, the content needs to appear in searches. This is where search engine optimization (SEO) comes in.  

According to HubSpot, the definition of SEO is techniques which assist a firm’s website rank higher in search engine results pages (SERPs). This makes a firm’s website more visible via search engines like Yahoo!, Google, or Bing for those who are seeking solutions that a firm’s brand, service or product could offer. 

This article is part of the Driving Growth with Digital Marketing series and will provide an introduction to SEO techniques AEC firms can utilize when building their digital marketing program.

How SEO Works

Search engines crawl the internet to scoop up tidbits of phrases and key words to index them. Then when a user types in a phrase, question, or key word into the search engine, it provides results to the user based on those indexes. Search engines are searching for the websites, webpages, blogs, etc. that the firm is publishing.  

Search engines also look at the firm’s website structure and design, visitor behavior, and mobile optimization. So, it’s not just about the content that is being published, but the framework in which it’s published too.  

The Elements that Can Increase Organic Traffic    

Organic traffic is what most AEC firms are aiming for and includes the unpaid visitors (or traffic) that comes to the firm’s website through the search engines. The firm isn’t paying for any of that website traffic.  

There are elements of the website, structure, webpages, and even the firm’s social media channels that help or hurt getting organic traffic. Some of the elements that have the most impact are described below. 

Consistent Content Creation 

The website needs to be updated on a regular basis. Publishing genuine content that interests the targeted personas greatly improves SEO. The more often producing and updating content, the “fresher” it appears to search engines. Make the content easy to read or skim by using small paragraphs, descriptive headings, lists and bullet points. Also, link to internal and other external pages throughout the content.   

SEO Friendly Webpage Structure    

Each webpage has a built-in structure that is universal no matter what program the firm is using for its website software. Each page usually has a hierarchy of headings that tells the search engines the importance of the content. For example, the heading tag called H1 is the main header tag. This is typically reserved for the title of the page. Then there are heading tags H2, H3, etc. Just like in a printed document, these should be used to help guide the reader (and search engines) through the webpage content.  

When creating new content, don’t cram it full of all the keywords. Make sure the keywords, topics, and phrases are spread throughout the piece and flow naturally into the content. Be sure to use keywords in the title tags (H1, H2, etc.). Also, make sure that the content is easy to read and/or skim by using many small paragraphs, descriptive headings, lists, and bullet points, for example. 

Image Optimization 

Another SEO component is how fast the webpage loads, and images are the biggest culprits when it comes to slowing down webpage load times. Since AEC firms tend to have very visual websites, it’s easy for the websites to be slowed down dramatically due to the number of images. Make sure that every image on the website is compressed and is the right image format for the screen (as opposed to print-level quality).  

Meta Descriptions 

A meta description is the text that appears in the search results underneath the page title. See the screenshot below for the example that appears with the search of “Deltek Vantagepoint Upgrade.” Meta descriptions can be added to the backend of the firm’s website builder and should be written to include keywords and phrases. The meta description should also be relevant to the content that is on the page, so keyword stuffing will actually hurt the results. Also, the meta description length should be between 150-300 characters. 

URL Structure 

Did you know that URL stands for Uniform Resource Locator? Just like the webpage structure and meta descriptions, search engines display the URL on the search results. Consider following these SEO best practices when creating URLs: 

• Use clear, descriptive words in the URL as opposed to random numbers and letters. For example, www.fullsailpartners.com/fspblog would be better than www.fullsailpartners.com/453=?45659. 

• Try to use shorter URLs whenever possible. There is some research that shows that shorter URLs perform better because URLs that are too-long will be cut off in search results. However, it’s just as important to be descriptive in the URL so don’t cut the URL length just to cut it. 
• Use keywords in the URL. If the page is targeting a specific term or phrase, make sure to include it in the URL. But don’t go overboard or appear too spammy. The search engines know it and will penalize the content. For example, a spammy URL might be www.fullsailpartners.com/vantagepoint-partner/upgrade-to-vantagepoint/vantagepoint-upgrade-services. A good way to test this is to look at the URL through the eyes of a searcher and ask if it looks natural or like a robot wrote it.  
• Use hyphenations instead of spaces. Every search engine interprets special characters or spaces the same. Use hyphens to separate the words in the URL.  
• Use geographic location names, if applicable. If the content is about a specific location or a project in a specific location, use that location name in the URL. This can include city names, neighborhoods, or other regional descriptors.  

Off-Page SEO  

Some of the secret sauce to improving SEO happens off the firm’s website. Search engines like Google rank how popular a firm’s website is. If the firm’s content is popular, it sends a signal to search engines that it’s the best content, making it more of an authority in that topic area, thus a higher ranking. So, what makes a firm’s website popular? Let’s introduce a few strategies. 

Authority Building Through Backlinks  

One way to build authority in the search engines is how popular they rank a firm’s website. One factor they use is called ‘backlinking.’ Backlinks are links from other domains that points to a firm’s website or particular webpage. Each backlink is considered to be a “vote” of confidence for the content that’s being linked. Other websites should also be linking back to the specific firm’s website. Even better is if the backlinks are from higher authority domains such that end in .edu or .org. 

Think about the various ways in which the firm’s website can be backlinked. Some might include: 

• Sponsoring industry conferences and events. Ask the host entity to place the firm’s logo on its website and link back to the firm’s website. 

• Write articles for industry websites. Then, make sure the article has a link back to the firm’s website. 
• List the firm in online industry directories. For example, Design-Build Institute of America (DBIA) has a rather established one. 

Google My Business 

This is probably the easiest task to improve SEO is to make sure the Google My Business is set up for every office location for your firm. Make sure that the firm’s name, address(es), and phone number(s) are correct on the firm’s website and that they are also the same at what’s displayed on the Google My Business page. It sounds so simple but can be quite complex especially the more offices the firm has and how often the offices move locations.  

Getting Started with SEO 

There is no exact science or formula to rank first, or even on the first page, in a search result. Basically, if the content provides value to the people searching for it, it will rank better. Here are some best practices to keep in mind as content is developed for the firm’s digital marketing program: 

• Research for the key words, phrases, or questions that the firm’s personas would be searching.  
• Conduct those same searches on Google, Yahoo!, and Bing to see what pages and content is already ranking high.  
• Review those pages and content to identify what qualities, format, content type, etc. that those pages possess.  
• Make sure to create content that is better than those! 

• And, if some of the firm’s content ranks high with those searches, evaluate those pages and content to see what’s working. Repurpose that specific content in new ways and create new content like that. 

Driving Growth with Digital Marketing 

SEO is just part of the overall digital marketing plan for AEC firms. Other components include identifying the persona, setting goals, and developing a content strategy. To learn more about each of these components, check out the entire Driving Growth with Digital Marketing series by clicking the link below. 

A favorite song is structured to be both instantly recognizable and memorable. It’s written with a predefined structure that is thought out to capture the listeners attention and invoke an emotion. There are several standard ways in which a song is written and some basic rules song writers “should follow” when it comes to writing the song.  

The same can be said to developing business intelligence visuals for project-based firms. A business analyst, like a songwriter, must decide on the different visuals that will come together to create a melody to allow firm leaders to make decisive, but critical decisions. The visuals must grab the attention quickly and be easily understood to the audience. 

This article breaks down how to the Blackbox Connector for Informer amplifies the firm’s Deltek Vantagepoint data to make memorable melody. 

Understanding the Business Intelligence Visual Structure

The basic parts of a song include the intro, verse, pre-chorus/lift, bridge, break, and outro. Let’s compare that to creating a business intelligence dashboard using Informer.  

The intro is self-explanatory – it’s the intro the song or the very first visual on the dashboard. And, it’s one of the most important parts. Typically, it’s the very top left corner visual. This is where the most important statistic or data should be displayed.  

The verse gives the listener (or the viewer in our case) the idea of what the song is about. It typically sets the tone or topic of the entire dashboard.  

The pre-chorus/lift can build anticipation. In a song this includes increasing the volume or rhythm or pulling back and creating silence. When building the business intelligence visual stack, it can be the visuals that keep viewers scrolling through or keep them on the page.  

The chorus is often the most memorable melody of the song. It usually repeats itself throughout the entire song. And, just like in a song, it can repeat the same visuals but maybe for different regions or offices. For example, the dashboard may have several charts that show utilization rates by office with different separate visuals scattered throughout for each region of offices. Think about that one main theme of the dashboard – utilization rate, hit rate, profit, sales target – whatever the theme for that dashboard and make sure it’s repeated in a way that makes sense to make it memorable. 

A break is usually an instrumental part of the song that allows for some breathing room. When creating business intelligence visuals, make sure there is ample white space or breathing room between each individual chart or graph. This gives the audience that break before consuming the next information. 

A good song has an outro – the end of the song. The outro closes out the song just like the business intelligence dashboard needs to close out.

Putting the Structure Together   

Understanding the basic structure of a song (or business intelligence dashboard) is just the first step. Next is to understand how each part works together to create different melodies. Below are some common song structures in modern music and how you can think about these when designing dashboards using Informer.  

Verse-Chorus-Verse-Chorus  

This is probably the most common song structure in today’s music, especially in pop music. And, it’s a great way to begin with designing the BI dashboards.  

Examples of some songs using this structure include: 

• “Smoke on the Water” by Deep Purple 
• “All You Need is Love” by the Beatles 
• “Foxy Lady” by Jimi Hendrix 

Informer visuals using this structure can include visuals showing the following: 

• Total potential revenue in the pipeline 
• Opportunity count by office 
• Total revenue won YTD 
• Opportunity dollar about by stage 

An example Informer visual using this structure is shown below. 

Verse-Chorus-Verse-Chorus-Bridge-Chorus   

Songs that use this structure often get stuck in your head and therefore become popular. The bridge helps add a surprise or variance breaking up the repetitiveness of the song. Using this structure when designing the business intelligence dashboards can add a new angle or different theme while supporting the main goal or theme.  

Examples of songs using this structure include: 

• “Happy” by Pharrell 
• “Every Breath You Take” by the Police 
• “Fix You” by Coldplay

Taking the example from above, the bridge added could be: 

• Total potential revenue in the pipeline 
• Opportunity count by office 
• Total revenue won YTD 
• Top 10 largest clients by YTD revenue 
• Opportunity dollar about by stage

By adding the top 10 largest clients, the viewer can get a sense of what clients the firm should be focused on, which stays with the theme of the overall visual – business development. But that specific chart is revenue earned not expected revenue or sales won. It’s a different angle of information but still very helpful to the business development team. 

An example Informer visual using this structure is shown below. 

Create Visuals Easily with Informer Discover Tool 

Informer is a business intelligence tool that uses the Blackbox Connector to connect to Deltek Vision or Vantagepoint and create a standard set of datasets. Using the Blackbox Connector with Informer allows the team to start building visuals right away instead of spending a lot of time building datasets and programming visuals.  

Once the data is connected, go to a dataset and select the Discover Tool. Then choose a field, in this example Project Summary is selected. The Discover Tool instantly recommends visuals based on the data selected. The tool recommends visuals based on the fields and columns selected and changes the recommendations as you select more or less options. 

Each recommended visual can then be adjusted or further designed based on the needs. It can then be saved to be used later to create dashboards (called Reports in Informer).   

Tips for Choosing the Right Visual Structure 

Knowing the structure and different visual types while using the Informer Discover tool to make the visuals easily, how do you decide what visuals to display for firm leaders? The dashboard should not just be pretty, but also functional. It’s helping firm leaders make critical decisions, after all. Below are a few tips to choose the right visual structure. 

• Understand the audience – Knowing who will be using this dashboard to make decisions will help determine the key metrics to display. What information does the audience need to be successful? Keep in mind that the visuals are just an overview and the audience can drill down into the data, if desired. 
• Stick to one main theme – It doesn’t make sense to throw in a chorus of playing ball in a country song about losing ‘the girl.’ So don’t mix in too many different types of data that don’t support the main theme. It’s okay to create multiple dashboards and tools like Deltek Vantagepoint and Informer allow users to quickly access different dashboards, if needed. 

• Incorporate different visual types – Sticking to one main theme, doesn’t mean using the same visual. Create a visual story by choosing different types of charts, graphs, and tables. Just be careful to select the visual that matches the data type. The Informer Discover Tool does this easily by recommending the visual types for the data selected. 
• Use color wisely – Every color can tell a story. Don’t use too many colors to distract viewers. Instead use color to show differences or areas to the viewer should focus. Using red for negative, green for positive, and grays to show values is a great way to use color wisely.  
• Keep it simple – Because the Informer Discover Tool makes it easy to create different types of visuals for any type of Vantagepoint data, it might be tempting to add it all to a dashboard. It’s very important to keep in mind the end-user or audience that is using the visuals to make decisions. Keep the most important visuals in the top left corner. If the viewers are overwhelmed by the sheer amount of visual stimulation or there’s too many clicks to drill down to data, it won’t be valuable to them.  

Write the Firm's "Greatest Hit" with Blackbox Connector for Informer  

Knowing all the parts and possible structures of songs and business intelligence visuals is a first step to writing that greatest hit for the firm. Remember that the point of providing BI visuals to firm decision-makers is to make all the firm’s data understandable and therefore, becoming actionable based on the information presented.  

To see the Informer Discover Tool in action click the image below to access a mini-demo.

Seeing is believing, and with Entrinsik Informer, many different types of professional services firms already have the ability to quickly visualize and analyze data to make informed business decisions. Informer, a highly ranked business intelligence (BI) solution, allows users firmwide to create customized dashboards and easily drill down into the data pertaining to their specific department and role to find the answers to questions or get status reports on areas of concern.

So much insight can be gained already using Informer. However, with the latest release of Entrinsik Informer 5.4, employees at professional services firms now have new and improved features to improve data visualization.

Enhancements with Informer Template Creation

Templates are an exciting new feature in Informer 5.4. Templates are custom formatted outputs using HTML coding. This allows total pixel-perfect control over the end product. The template code is in HTML, but being an HTML expert is not required. Many users of the Informer business intelligence tool have little or no HTML experience when they first start. Some even creating a template in less than a day.

Using the data that resides in a firm’s Deltek Vision or Vantagepoint system, firm employees are able to customize the final output into almost any format. The first step is to get the data organized into datasets so that it is easily available for the template. Then it is simply creating the template in the format the user wants.

Within the template, logical formulas can be applied. For example, if the invoice on an accounts receivable (AR) statement is past due, it can be shown in yellow highlight, or if survey is checked in an opportunity, specific survey language can be inserted into the agreement that is being sent to the client.

Additionally, users will be able to create a CSS (Cascading Styles Sheet) for templates to standardize the firm’s output and have logos readily available. Even more, there is also a way to save those commonly used expressions, so it is not necessary to retype every time.

Some of the uses for the templated output are:

• Client Agreements
• Compensation Reports
• Financial Reports
• Project Status for Clients
• AR Statements
• Custom Invoices
• Governmental Reporting (DOT reports)

Once a templated output is set up, it is repeatable and can be shared firm-wide with the appropriate staff.

New Ways to Look at Data

Informer 5.4 also offers different ways to visualize data. Within the Informer 5.4 visuals tab, new visualization charts are available, heat maps and spider charts, which allow fresh perspectives to analyze important data.

A heat map is a graphical representation of data where values are guided by color accent with the deeper the shade, the higher the value. Heat maps are a great way to see concentrations in the data and are really useful if there is a lot of data to manage. In this example, at first glance, the color variations easily indicate the different values and can guide evaluation.

A spider chart, by comparison, is a helpful way of showing outliers. For example, a spider chart may show employees with the highest or lowest utilization. By viewing the chart, it is apparent that Mary Best is exceeding her utilization target, while Michelle Beien, Moshen Farsi, Leia Skywalker and Geoff Smith are not.

See More than Before with Informer 5.4

The Entrinsik Informer 5.4 release was developed to improve how users can take their BI further and visualize their data so that better and quicker decisions can be made. With this newest release, users of Informer across the firm will have even better options for visualizing their data. And, going into the future, as BI needs continue to evolve so will Entrinsik Informer to meet them.

In the professional services industry, reporting is key. The common complaint amongst professionals is they don’t have time to analyze the data, since they need to just get the job done. Time is always of the essence, but true efficiency incorporates being proactive and taking the time to evaluate the data and determine what to pay attention to or worry about. This is where exception reporting comes into play. 

Many times, though, professionals aren’t really aware of the robust capabilities of exception reporting and how it can save firm leaders and employees valuable time. Oddly, there seems to be some disconnect about the real benefits of exception reporting to their firm’s bottom line.

What is Exception Reporting?

Simply put, exception reporting can indicate a red flag to a business. Within the professional services industry, it is especially important to receive exception reporting related to projects and people. An exception report can be a report, alert and/or dashpart that notifies a user, department, or business about data that is outside of a defined expectation of what is typically acceptable. This notification indicates action should be taken. With an ERP or business intelligence system, exception reporting can be programmed to highlight parameters of values that appear outside of a defined criteria range. 

Why Use Exception Reporting?

With growing professional services firms, the more projects a firm wins, and the more employees hired, means managing more projects and employees. Anyone in the professional services industry knows that there is no such thing as a perfect project. Whether managing projects or employees, it’s important to know what needs closer attention and when to adjust a project or processes. With the ebb and flow of projects and availability of resources, those adjustments can come at any time. When done right, exception reporting can ensure a firm is addressing potential problems or weaknesses before they wreak havoc on the bottom line. 

What Are Examples of Exception Reporting for Professional Services Firms?

Exception reporting can be simple or more in-depth for professional services firms. Below are some examples of the most commonly used exception reports along with some that are less common, but highly effective within the professional services industry.

Identify Unsubmitted Timesheets with Ease

Having timesheets completed on time allows for timely billing and improved cash flow. Additionally, having the ability to list the staff who have worked less than expected hours for a selected time period lets managers know who to focus their efforts on and helps avoid mass emails to the entire company. Below is an example within Deltek Vantagepoint. Managers can identify which of their employees need to receive notifications or reminders and can quickly send one. Accounting and principals will also find it helpful to know which managers are underperforming. Additionally, business intelligence tools, like Entrinsik Informer, can provide insight in a visual way to alert those department managers who have the most employees slacking on their timesheet.

Draw Attention to Accounts Receivable (AR) at Risk

Accounts receivable “at risk” refers to the likelihood that a client or project is beyond the expected timeframe. For some firms, this may be 45 days and others may deem more than 60 days as being unacceptable. The longer the DSO (days sales outstanding) cycle, the more likely a business is offering credit to its clients. The longer the bill goes unpaid, the more likely a firm may not collect 100 percent of what is owed. Providing accounting, project managers and principals a list of “at risk” accounts allows a firm to focus just on those that are beyond the normal threshold. 

A project manager might be managing 50 projects. With an exception report, the PM can quickly see that they have 10 projects that need attention related to AR. For accounting and principals, an exception report may be one showing which project managers, principals or divisions have the most AR “at risk” to narrow down individuals or groups that need further attention.  

Resource Allocation Balancing

Another example of an exception report is one providing management information to demand the resources they need. With a resource allocation report for a project-based business, it outlines competing priorities required to execute on projects. It provides those overseeing projects the ability to determine who is over and underutilized allowing them to readjust those out of balance to maximize the effectiveness of the firm’s resources.

Spotting Projects in Trouble

A projects in trouble report is another exception report that identifies variances from the plan or project data. This type of report identifies the reason(s) a project may potentially be in trouble. The Blackbox Connector for Entrinsik Informer has an out-of-the-box BI reporting solution that can report on common reasons a project may be in trouble and includes:

• Over budget or approaching budget
• Low gross margin ratio percentage
• AR is at risk or getting old
• Percentage of time used is beyond expected days
• Actual hours exceed budget
• Low expected revenue
• Project past expected completion date
• No current activity

Project Feedback to Manage Expectations

Listening to feedback from clients about a project is essential to ensure project success. Projects require adjustments along the way and the best way to ensure a project is meeting client expectations is to provide a method for clients to provide quick feedback. The most effective method for professional services firms we have seen is the Client Feedback Tool by Client Savvy. This electronic feedback is quick, effective, and provides indicators when someone records a low score. As a result, an exception report alerts the team and leaders that follow-up is required, and potential mentoring of their employees is needed.

Reduce Employee Turnover with a Burnout Report

In professional services firms, a commonly used phrase is “our employees are our greatest asset.” This is true for so many reasons as they are often the primary contact with our clients. They also have the project knowledge as well as the technical skills required for project success. Having to replace an employee on a project costs time and money and can potentially result in a poor product or project delays. Ensuring that employees are maintaining a work life balance goes a long way to keeping productive staff. Providing executives and managers an exception report on identifying employees that may potentially be burnt out can help reduce turnover. In a burnout report, criteria might include employees that have:

• Not taken PTO in the past 6 months
• No PTO scheduled for the next 6 months
• Consistently working more than 8 hours a day

Being Proactive with Exception Reporting Adds to Bottom Line

Training project managers, principals and teams on project details to look for across the board is essential. Exception reporting is a great way to quickly identify variances between what is expected and what is happening to help identify potential issues sooner. Utilizing business intelligence like exception reports offers firms the chance to proactively make adjustments and reduce data analysis time. Exception reporting can be a positive thing to help achieve better processes or avoid costly issues and should be a part of professional services firms’ operational strategies.