Full Sail Partners Blog | Deltek Vantagepoint

October is here, which means it’s officially Droptoberfest—our month-long celebration of all the new “drops” from Deltek Vantagepoint and our Blackbox Connector lineup. And let me tell you, the latest release, Vantagepoint 2025.3, has plenty of exciting new features, worth raising a stein for. From smoother timesheets to smarter dashboards, this release is packed with features that will make your daily work just a little easier (and maybe even more fun).

Past Opt-In Features Now Standard

Before diving into the shiny new stuff, here’s a quick win: all previous opt-in features from previous Vantagepoint versions are now standard in Vantagepoint 2025.3. That means no extra setup, toggling, or hunting through settings—they’re already turned on and ready for your team. Sometimes the best improvements are the ones that just quietly make life easier.

Making Navigation Work for You

One of the most noticeable changes your firm may utilize is customizing the navigation menu. You can now rearrange your main and submenus, which means your system can finally reflect how you actually work instead of forcing you into a predefined structure. On top of that, you can even create your own custom menu items. Want a top-level menu that links directly to your HR portal, intranet, or even your favorite Full Sail Partners blog page? Now you can. It’s a small update with a big impact—your team will spend less time clicking around and more time getting work done.

A Better Timesheet Experience

We all know timesheets aren’t exactly the most-loved feature of any system, but Vantagepoint 2025.3 has made some improvements that take away a few of the daily headaches. Timesheets can now automatically open in the current period, so you’re always in the right place without extra clicks. Note – this is a user preference, so share with your staff to turn it on! If your firm tracks overtime or meal breaks, those fields now appear automatically, eliminating the extra click to show those fields.

And here’s where it gets interesting: timesheets can now trigger workflows when saved. That means you could automatically notify a manager, update a system, or kick off a review process as soon as someone hits “save.” It’s another step toward less chasing and more automation—something we can all cheer for.

More Control Over Fields and Contracts

For firms that thrive on customization, there’s even more good news. Screen Designer in now allows a “document field to be added to user defined grids and the Contract Management standard grid, which can then be tied to workflows. This opens the door for richer data collection and better automation in your processes. Additionally, on the contract side, any user-defined field can now be added to contract management, making it easier to capture the unique information your projects require.

Billing also got some attention in this release. In the Billing Terms list view, you can now select multiple projects and update columns directly from the list view. If you’ve ever had to make the same change across dozens of projects, you know how much of a time-saver this really is.

Email, Reporting, and Search Upgrades

2025.3 also brings some behind-the-scenes improvements that give you greater visibility and save you from repetitive tasks. An email log is now available under Settings, allowing you to track up to 90 days of emails sent from the system. No more wondering if that invoice notification or project update ever actually went out. Reporting also got smarter with the ability to save search and download options, so you don’t have to rebuild filters each time. And cross-hub searching is now available in the Project Hub, letting you pull in more fields and grids with ease.

Dashboards Get a Full Six-Pack of Enhancements

If your firm lives and breathes by dashboards, this release is practically a party. You can now sort and group dashparts by project open and win/loss dates, giving you sharper insights into your pipeline and performance. User-defined hubs are now available as a dashpart base, extending your dashboard capabilities even further.

There’s also a new Dashpart Health Check tool that lets you see how well your dashboards are performing—a great way to identify what’s working and what’s slowing things down. Predefined dashparts from Deltek Clarity and Accounts Payable bring industry-standard comparisons and financial visibility right to your dashboards. And finally, the system now remembers your filters by user, so you don’t have to reset them every time you log in. Taken together, these dashboard updates make your data not only more accessible but also more meaningful.

Smaller but Mighty Enhancements

Beyond the headline features, 2025.3 has plenty of thoughtful touches. You’ll now see the application name whenever you open a new browser tab, making it easier to juggle multiple sessions. Selective importing and exporting of dashparts reduces clutter. Journal entries have expanded support for user-defined fields and browser importing. And payroll users will be happy to see updated utilities for W-2 corrections and pay interface compatibility. Document Automation has also been enhanced, letting you insert text and images directly from templates or project hubs at runtime.

Why It Matters

At its core, Vantagepoint 2025.3 is about smoothing out the rough edges—fewer clicks, less repetition, more flexibility, and better visibility. These aren’t flashy changes for the sake of it. They’re practical improvements designed to save your team time and reduce frustration, which adds up to real value over the course of projects and across the firm.

Keep the Droptoberfest Fun Going 🎃🍻

We’ve only skimmed the surface here. To really see these new features in action watch my webinar where I’ll walk you through the highlights and answer your questions. You’ll leave with practical ways to take advantage of everything 2025.3 has to offer.

👉 Click here to watch

And if your firm is ready to go even deeper—whether that’s customizing workflows, designing dashboards, or exploring automation—our team at Full Sail Partners is here to help. Droptoberfest is the perfect time to drop old habits and raise a glass to smoother, smarter operations with Deltek Vantagepoint.

Happy Droptoberfest, friends!

Deltek ProjectCon 2025 is right around the corner. As the big event we all look forward to each year, Deltek’s conference offers three days of fun, networking, and of course, learning. Thousands of Deltek users come together for the opportunity to participate in hundreds of educational sessions covering a large range of topics. Are you ready to maximize your use of Deltek Vantagepoint?

This year, Deltek ProjectCon will be held in Denver at the Gaylord Rockies Resort & Convention Center from November 10-12, 2025. As a Silver Sponsor, Full Sail Partners will have a kiosk booth where attendees can stop by to meet up with our crew and talk about the exciting things happening in the world of Vantagepoint.

Elevate Your CRM Strategy with our Expert

Wesley Witsken, Senior CRM Consultant with Full Sail Partners will be showcasing the possibilities of Vantagepoint CRM at his session [VPSPON-01] Elevate Your CRM Strategy: Dashboards, Connectors & AI Innovations in Vantagepoint.

If you are curious about how far you can take Vantagepoint CRM, you will enjoy this learning experience. Wesley will be exploring advanced dashboards and demonstrating how to manage IDIQ and Master Agreements with a custom hub and automate marketing using the HubSpot Connector. Moreover, you will see how AI is changing the game with our InDesign-to-Vantagepoint assistant for faster implementations. Full Sail Partners strives to create innovative solutions for our clients and is thrilled to have Wesley present this year.

Get Pumped for Even More Learning from Your Peers

Interested in more educational opportunities at Deltek ProjectCon 2025? Two of Full Sail Partners’ clients will also be presenting. Cameron Hoffman, Deltek Vantagepoint Administrator, with LSA Associates and Kelly Duquette, Director of ERP Systems, with DCCM will share their expert insight with attendees. There is so much to learn about the capabilities of Deltek Vantagepoint and how your firm can benefit.

Cameron Hoffman, with LSA Associates, will be offering [VP-58] Extend Vantagepoint's Functionality: Unlock the Power of the Vantagepoint API. This hands-on session is designed for developers and technical stakeholders. Here you will learn to unlock the full potential of the Vantagepoint API. Cameron will be exploring the API’s core capabilities, best practices, and real-world use cases. He will show you how to extend Vantagepoint’s functionality, streamline data exchange, and build smarter, more connected solutions that support your organization’s workflows.

Kelly Duquette, with DCCM, will be addressing Multi-Company challenges in her session, [VP-43] Dashboards That Deliver: Transform Your Multi-Company Firm with Vantagepoint Dashboards. If you are tired of repeated report requests from project managers, supervisors, or corporate teams, here you can learn how one multi-company firm used Vantagepoint dashboards to give users instant access to project and employee data with no report running or pushing required. In this session, Kelly will cover the firm’s initial deployment challenges, why they pivoted their approach, and how their dashboard strategy evolved to meet diverse user needs.

And, if you are looking for even more interesting learning experiences at Deltek ProjectCon 2025, plan to attend these additional sessions. Gail Maldonado, CRM Database Manager, with HR Green, Inc. and Stacey Ho, Lead Operations Data Manager with Delve Underground are both experts in their fields. Full Sail Partners has had the pleasure of working with these fabulous Deltek firms and these sessions would be worth your time.

In her session, [VP-12] Drive Action: How to Create Meaningful Dashboards to Support Better Decision-Making, Gail Maldonado, with HR Green, will show attendees how to create dashboards that drive action. She will explain how Vantagepoint dashboards clarify business development (BD) by highlighting key metrics like pursuit workload, win/loss rates, and proposal deadlines. As a Vantagepoint customer, she will show you real examples of how dashboards support decisions and empower BD, marketing, and leadership teams. Moreover, Gail will also demonstrate practical tools, filtering, conditional formatting, calculated fields, and trending, to help you build dashboards that deliver measurable impact.

Stacey Ho, with Delve Underground, is presenting [VP-16] High Five! Five Days to Marketing Success with Vantagepoint. It is difficult to carve out time to manage data when you are juggling priorities, but if you are still using marked-up spreadsheets or manual forms, this session is a must. Stacey will give you five practical tips, one for each day of the workweek, to help Vantagepoint work harder for your marketing team. From campaigns to workflows to feedback, you will learn how to track progress, set reminders, update in real time, and measure results to share with your team.

Keep the Energy Moving at Deltek ProjectCon 2025

With a packed agenda, Deltek ProjectCon 2025 is designed to help clients maximize their use of their Deltek solutions. Users of Vantagepoint will glean their share of knowledge from the multitude of learning sessions by experts and networking with peers. There will be plenty of opportunities to hear case stories of how leading firms have won and delivered successful projects while boosting revenue and productivity.

Alongside all the learning and networking, there is still room for fun too. Don’t forget to stop by the Full Sail Partners’ kiosk booth. We will be past the Pro Services area back by the Modern Lounge in kiosk 23A. Our crew looks forward to speaking with you about Deltek Vantagepoint and you never know what we have up our sleeves. Also, Deltek will be closing out ProjectCon 2025 in true Colorado style, with a night at the National Western Complex. There will be a western-themed welcome and a taste of local cuisine, followed by an exclusive rodeo.

So, ready to pack your bags? We are! See you at ProjectCon 2025 in Denver!

When it comes to managing projects, the details matter—and that’s exactly where Deltek Vantagepoint Planning shines. With the right setup, you can configure, streamline, and forecast with confidence. If your firm has Resource Planning licensing, you’ll unlock even more advanced tools to make sure your team has control over project data, your way. Whether you’re already knee-deep in Vantagepoint or just starting to explore, here’s a breakdown of what’s possible.

Smarter Configuration Options

Fine-tune Job-to-Date Calculations
By default, Vantagepoint calculates Job-to-Date through today. But if your team isn’t logging time daily, this can create some surprises. The quick fix? Adjust the basis to yesterday or even last week’s end for a truer snapshot.

Plan Expenses Like Labor
Consultants and expenses don’t always fit neatly into the labor box. Now, you can plan them on a calendar period basis—giving you the same level of detail and making the Project Planning Performance report far more useful.

Don’t Forget Units
Projects aren’t just hours and expenses. If you’re billing in units, plan for them too. Vantagepoint lets you allocate units by period, automatically rolling up costs and billing values so nothing slips through the cracks.

Utility Features That Save Time

Faster Load Times
Got monster plans with years of data? No problem. Recent updates to Deltek’ s engine significantly improve the load time of large and complex plans. Now, large plans load quickly when accessed. Plans containing multiple years of resources and hours of data such as Vacation or Multi-Discipline projects are now accessible.

Absence Auto-Entry
Approved absences can now flow directly into plans—no more manual entry or missed updates. That means better accuracy and less administrative busywork.

In-Plan Power Tools

Schedule Management That Works:

• Schedule Dependencies: The most common change to plans is date changes. Where the Schedule Dependencies feature is in use, a simple date change can cascade down to all successor rows. Advanced users can leverage unconventional relationships between plan levels or Lead and Lag days to keep the schedule aligned. Hours allocated to resources will change automatically with the movement of dates.
• Flexible Durations: Tell Vantagepoint how many days, weeks, or months a task should take, and it converts that into working days and sets the end date for you.

Critical Path Visibility

See which tasks absolutely can’t slip without impacting the entire project.

The critical path is the sequence of tasks or phases that cannot be delayed without affecting the completion date of the entire project. If any of those items slip, that would cause a risk to the project schedule.

Toggle on the Critical Path, and Vantagepoint highlights the risky ones in red.

Distribute Hours Efficiently

When schedules lengthen and scope changes, it makes sense to reset the project plan for a more realistic view of the forecast vs actuals. Use these features to adjust hours in bulk.

Redistribute Hours Like a Pro

• Change Planned Hours: When scope changes, reset the plan, baseline it, and start fresh.
• Replace or Spread Variance: Clear “trapped” hours from the past and reallocate them forward. Consider using this feature to replace unexhausted hours or push them into specified date ranges.
• Hours Fill: Many firms articulate resource hours as a percentage of an employee’s time. Control how the hours are planned by pinpointing the amount of time a resource should spend in a specific date range rather than spreading evenly over the entire date range.

Decision-Ready Dashparts

My Upcoming Assignments

Empower team members with visibility into their contributions and how they support project success. Communicate in detail by providing access to this dashpart to employees.

Upcoming Employee Availability

Project requirements and staff availability change frequently and rapidly. Finding an available resource has been made even easier with this dashpart. Identify the appropriate team members with availability to respond rapidly to changes in resource needs.

Forecasting Made Easier

Revenue Forecast Tool

Resource allocations are a major part of the story, but for Fee or Milestone based projects, the burn at reporting rates does not always equate to Revenue earned. Use the Revenue Forecast application to chart the monthly revenue expectations. For additional value, use the report in conjunction with Pipeline reporting to show the total picture.

Spread Planned Billing in Forecasts

The burn rates on Time & Material projects generally relate to Revenue earned. Use this optional feature to update the forecast with the most recent planning values and then adjust as needed.

Resource View That Works for You

Filter Smarter

Remove noise from your resource reviews. With ETC filters, you can hide projects and employees that aren’t truly active. Project filters let you zero in by attributes without messing with employee-level details.

Customize the View

Decide whether you want to see hours, percentages, or both—whatever makes it easiest to digest and act on the data.

Utilization & Scheduled View Options

Control the amount of detail needed to efficiently digest information in the Resource View. The Scheduled and Utilization views allow the user to select whether the calculations are presented in Hours, Percentages, or both.

Wrapping It Up

Vantagepoint Planning isn’t just about keeping schedules and hours neat—it’s about putting your firm in control of every moving part. From forecasting revenue to highlighting critical tasks, these tools help you anticipate risks, re-align resources, and deliver projects with fewer surprises.

Pro tip: don’t feel like you have to turn everything on at once. Start with one tweak—maybe adjust Job-to-Date, enable absence integration, or try out a new dashpart. Then build from there. Each small step sharpens visibility, streamlines workflows, and creates more confidence in your plan.

Ready to take control of the details? Dive in and see how Vantagepoint Planning can transform the way your firm plans, predicts, and delivers success.

Is your firm still using spreadsheets to plan your projects? The good news is that you’re not alone. The bad news is that using spreadsheets as an enterprise planning tool is very likely costing you time and money. Spreadsheets, while they are familiar to people and easy to customize, lack the many benefits of an integrated planning system. As I meet with Architecture and Engineering firms, we hear common complaints and challenges about their spreadsheet planning “solutions.”

Do any of these problems sound familiar? If so, this may be the year to retire your spreadsheet in favor of an enterprise resource planning system.

Here are 5 Reasons Why Spreadsheets are Challenging Your Entire Enterprise

1) Multiple Versions of the “Truth” Haunt Staffing Meetings

We find that firms that use spreadsheets to plan staffing assignments tend to end up with multiple versions of the truth. This tends to create havoc during staffing meetings as each manager has their own version of the truth, creating meeting havoc, and leading to errant meetings that lack focus. Say no to meeting havoc and refocus your staffing meetings on adjusting plans and assignments.    

2) Inability to Show Real-time and Accurate Actuals

Spreadsheets are great to start planning a project, but once the project starts evolving, updating the spreadsheet becomes a tedious process that PMs quickly give up on. As the project progresses, spreadsheets struggle to show actual hours and costs spent to date. Even worse, a firm will devote manual hours requiring employees to track this information by hand – rather than investing in an integrated planning system that streamlines this process.

3) Disconnected Month End Processes

During the month end process, spreadsheets create chaos for accounting. The root cause of all this chaos stems from the duplicate and manual labor spawned from disconnected spreadsheets. Firms that use an integrated planning system eliminate the burden of spreadsheets to allow accounting to focus on financial performance, freeing up PMs to focus on project success.  

4) Project Managers and Management at Odds

Project Managers often find themselves at odds with management when it comes to staffing decisions – PMs need new resources; management thinks there is too much overhead. Firms without a way to plan staffing assignments are left with only their best ‘guesstimates’ when it comes time to validate new hires. Successful firms justify new hires by utilizing a single project management system to look at current staffing capacity compared to future assignments.

5) Adjustment Failure

Firms utilizing spreadsheets to identify project profitability goals at the beginning of the project often fail to adjust throughout the project lifecycle. Those that do try to adjust their spreadsheets work with outdated information. This lag in data creates the inability to make real-time decisions about staffing and scheduling that can impact the success of a project. By investing in a project management system connected to financials provides firms the ability to view up-to-date-billing, resource and revenue forecasts.

There is a Better Way with an Integrated Planning System

Imagine if you were able to standardize your planning process across the entire firm. Standardization allows your firm to strengthen communication amongst project managers, accounting and management, providing insight for the firm as a whole. Ready to ditch the spreadsheet? Check out the ways your firm can handle project planning and staffing with Deltek Vantagepoint!

We hear it all the time:

“We just don’t have the time right now.”
“I know we need to upgrade, but I can’t handle learning all the new stuff.”
“They say we should update our processes as part of the upgrade—it's just too overwhelming.”
“The consulting costs sound like more than we can budget for this year.”

Here’s the good news: You don’t have to wait. You don’t have to overhaul everything. And you definitely don’t need to put your upgrade off any longer.

Say hello to our Accelerated Vision to Vantagepoint Upgrade—a focused, 4-week upgrade path built specifically for firms like yours.

Why This Works (Especially When You Think It Won’t)

If your firm is already on Vision 7.6, doesn’t use CRM, and has a relatively simple setup—this is the fastest, least disruptive way to get to Vantagepoint.

Here's how we make it manageable:

• You get a preview environment
• We configure your system to work like your current Vision setup
• You receive targeted training on just what you need to complete your regular processing including project setup, timesheets, and billing
• We don’t ask for your whole team—just a couple of key players
• You get post-live support to help you ease into new features on your timeline
• No big-budget consulting proposal—just a focused, guided experience

How the 4-Week Process Works

This isn’t a traditional long-haul upgrade. It’s an express lane designed for firms who want to get up and running—then explore new features later.

• Before You Begin:
  We hold an Orientation Meeting to assess your readiness, schedule your program, and help you to ensure you have a preview.
• Weeks 1–4:
  Our consultant team sets up your Vantagepoint environment, provides training, and walks you through essential testing.
  • Week 1: We configure your database—security roles, screen designs, timesheet approvals, reports, and more.
  • Week 2: You get hands-on training and begin testing the system.
  • Week 3: We fine-tune roles and reports, set up dashboards, and prep for go-live.
  • Week 4: Go live! We walk through your final checklist and provide Q&A support.
• Go Live:
  Your team transitions with confidence, armed with checklists, meeting support, and everything you need to hit the ground running.
• After Go-Live:
  We don’t disappear. You’ll have scheduled Q&A sessions and a chance to outline what new features you’d like to explore over the next year. We document it and work with your account manager to make it happen.

Why This Approach Is a Game-Changer

The Accelerated Upgrade saves time, reduces cost, and avoids the scope creep that often comes with traditional upgrades. It’s perfect for firms who want to:

• Migrate fast without compromising quality
• Minimize disruption to day-to-day operations
• Focus on learning the essentials now and advanced features later

If you want more later or right away, we've got you covered. 

Don’t Overthink It—Just Get Started

Here’s what this upgrade approach doesn’t require:

• Rewriting every process in your firm
• Training every single employee at once
• A six-month budget for consultants
• Waiting until you have “everything perfect"

Let’s face it—if you’re waiting for the perfect time, it’ll never come. But this Accelerated Path is purpose-built to get you upgraded with minimal lift, and maximum clarity.

The Vantagepoint Preparation Questionnaire – Your First Step

Before you commit to any upgrade path, start with a quick self-assessment.

What is it?

• A tool to evaluate your current Vision setup and readiness
• Pinpoints key areas like cleanup, system configuration, and training needs
• Helps us determine if you’re a fit for the Accelerated track—or another path

Why complete it?

• Identifies potential roadblocks early
• Streamlines your planning process
• Helps us tailor our recommendations to your firm

What happens next?

• Our team reviews your responses
• You get expert guidance on a scheduled consultation
• You walk away with a clear, customized roadmap

👉 Complete your questionnaire today by clicking here or the image below.

Client connectivity is a vital part of business. Firms may not be in business without connecting with their clients and contacts regularly. Whether its executives meeting on strategic efforts, project managers working closely with clients and potential clients, or business developers drumming up strategic partnerships, having relevant information at your fingertips encourages timely communication.

Firms may track client and contact information in a formal CRM software, in spreadsheets, or across many platforms. When there’s no single source of truth, employees at any level can be disconnected and not trust the data that they try to use.

Create a space where CRM data is critical to the business. It actually is critical, but it’s not always perceived that way. It’s never too early to clean up data and start using technology to keep it tidy. So when should data be reviewed?

Spoiler alert: The answer is NOT an annual data review when a firm is preparing a holiday card list.

Assess Your CRM Data and Create a Game Plan

If you or your team are on the journey to clean and reliable data, you first need to identify the integrity of the current data. This will take pulling data from multiple sources, if applicable, and viewing as one dataset. This may include reviewing client and contact lists, running searches and for both datasets, and researching and identifying duplicates or conflicting data.

Depending on the amount of work ahead, the cleanup efforts can be done by one or two people. However, for greater efforts, this is best done with a team. The team doesn’t have to consist of marketing only. Once there’s a game plan, admins or interns can be a part of the solution, too! The list can be divided by sections of the alphabet, or by group at the firm. Giving the team a timeline can help ensure it is completed timely.

Scrub the Data

This cleanup effort can be a moving target. One example is clients moving addresses, or contacts moving companies. LinkedIn and client websites can be great resources when researching the details. You want clean data, but don’t let perfection slow you down. You’re aiming for better data – not perfect data.

Tricks such as V-lookup, bulk update, and sorting by client name are just a few ways to increase efficiency. Making updates in real time shave time off the process as well.

Keep It Clean

Now that there’s been a great effort to get the data into a trust-worthy state, let’s keep it tidy… year-round. There are many ways to streamline the effort of data integrity, especially for Deltek users.

• Monthly dashboard: If you’re a Deltek Vantagepoint user, a monthly dashboard can be created to show you all Firm records created or modified in the last 30 days. A recurring activity can be set as a reminder to review those new and modified records. We often recommend limiting who can create new Firm records to a limited group of people including accounting and marketing departments.
• Scheduled Reports: Frequency is up to you, but consistency is key. Weekly, monthly or quarterly reports can be created, saved, and scheduled to hit select inboxes regularly for another review. The report can also show any data gaps that may need attention. Our clients have been successful in scheduling reports that show new contacts created last week, month, etc. along with key pieces of information included in that report. Key info includes first name, last name, company name, email address, contact owner, and contact record creator. This way a quality check can be done routinely. Also, by adding who created the contact record, if there is missing information, your CRM administrator can reach out to that person to do continual training.
• Contact History Tracking: While we are talking about automation, let’s take it even further. Contacts can move between companies regularly and that can be hard to keep up with. As we know about employment changes, we want to keep the data true. However, the history should be maintained to understand the relationship with a contact. A solution such as a contact history grid can easily help us see when a contact changed companies and who made that change in the database. Reach out to Full Sail Partners with help creating a custom solution for Vantagepoint.
• Market Sync: The Firm hub can capture a company’s market, which can be helpful when segmenting. It’s often helpful to see market on the contact side as well. A quick workflow can help you accomplish this capture seamlessly, pushing the market selection on the Firm record to the contact record as well. This segmentation makes it easier for creating target and mailing lists.

Help Them Help You

Give the staff with the knowledge the power to update. No need to gate keep the data or bottleneck the process. Data integrity can be a team effort moving forward, with some oversight of course.

• Share the Workload: While one group of people may drive the data management, the data is a shared company resource. Train users on your one source of truth and give them to the tools to maintain the integrity of the data. For the Deltek Vantagepoint users, there are some key elements that make data entry and modification easier:
• Vantagepoint CRM mobile app
• Outlook Connect integration
• Make It Easy: Giving guidance on naming conventions, such as legal entity name for the firm record, or full name for contacts along with nicknames and credentials, can decrease the guesswork. Website URLs can be helpful as well. Having a field for an easy click to a LinkedIn profile can be an easy add.

Make Data Trustworthy—Then Make It Work for You

Your firm’s CRM data shouldn’t be something you hope is accurate or something you only touch when it’s time to send out holiday cards. It should be a trusted, go-to resource that empowers everyone—from project managers to executives—to make confident decisions and build stronger client relationships.

Building that trust starts with a cleanup plan, continues with ongoing processes, and thrives when your entire team is equipped to contribute. With tools like dashboards, scheduled reports, and automation in Deltek Vantagepoint, keeping your data clean isn’t just possible—it’s scalable. The goal? A CRM system that’s not just a place to store contact info, but a powerful business asset. And when your team trusts the data, they’ll use it. When they use it, the firm wins. Need help getting there? We’re here for that. Let’s turn your CRM into a system your whole firm can believe in. 💪

As the third quarter unfolds, accounting teams should shift into preparation mode for year-end. Q3 offers a strategic window to review financial performance, clean up data, and fix lingering issues—before the rush of the fourth quarter.

By taking time now to perform a thorough accounting review, firms can improve forecasting accuracy, avoid costly surprises, and set the stage for a stress-free year-end close. Below is a checklist of Q3 accounting functions every firm should prioritize.

1. Reconcile Balance Sheet Accounts

Before year-end, your books need to be airtight. Use Q3 to verify and reconcile all major balance sheet accounts:

• Bank accounts: Ensure monthly reconciliations are current and properly documented.
• Accounts receivable and payable: Tie subledger reports to the general ledger.
  • Do this by running the General Ledger (GL) Reconciliation report, located in Utilities in Deltek Vantagepoint.
• Unbilled revenue and work in progress (WIP): Confirm that earned revenue is recognized accurately.
• Prepaids and accruals: Review for proper allocation and timing.

Don’t wait for year-end to uncover discrepancies—identify and resolve them now while there’s still time to investigate.

2. Review Project Data and Statuses

Project-level accounting has a direct impact on financial reporting and profitability. Q3 is the time to:

• Validate project statuses and close out completed projects. This includes marking them as active, dormant, or inactive in Deltek Vantagepoint.
• Review on-going projects with project staff to ensure budgets and timing is accurate.
• Ensure all job-to-date labor and expense is recorded.

A well-maintained project database reduces billing delays, improves reporting accuracy, and supports better decision-making heading into Q4.

3. Clean Up Vendor and Client Records

Outdated or duplicate vendor/client data can create payment delays, compliance issues, and audit red flags. During Q3 is a great time to:

• Merge duplicate vendors and clients in your accounting system.
• Ensure there is a W-9 on file for all vendors and verify the proper tax classification is selected.
• Review payment terms and outstanding balances

Getting your vendor and client data in order now will simplify 1099 prep and reduce friction during the January crunch.

4. Audit Timesheets and Labor Cost Allocations

Labor is often a professional services firm’s largest cost, and any misallocations or gaps can lead to revenue leakage or compliance risk. Tasks to begin in Q3 include the following.

• Confirm all timesheets are submitted and approved.
• Audit for correct project/task assignments.
• Check for missing or duplicate time entries.
• Ensure labor costs align with billable and overhead expectations.

Regular audits also help with resource planning and team utilization analysis as you forecast Q4 and beyond.

5. Analyze Budget vs. Actuals and Forecast Year-End Performance

Q3 provides a crucial opportunity to assess how your actual performance aligns with your budget—and to adjust expectations accordingly. Recommended tasks are:

• Run YTD financial reports and compare to the annual budget.
• Identify underperforming or overperforming areas. /li>
• Update year-end forecasts based on real data.
• Communicate adjustments to leadership and project managers.

This not only helps course-correct for Q4 but also strengthens next year’s budgeting process.

6. Examine Unbilled Services and Revenue Recognition

Leaving revenue on the table is a common risk, especially for project-based firms. To avoid before year-end do the following:

• Review all open projects for unbilled time and expenses.
• Check for projects where work is complete, but billing hasn’t occurred.
• Ensure revenue recognition aligns with accounting policies and GAAP.

Addressing billing gaps now improves cash flow and ensures revenue is appropriately captured in the current year.

7. Evaluate Internal Controls and Approval Workflows

As your firm evolves, your internal controls should too. This includes:

• Reviewing user roles and system permissions.
• Testing approval workflows for purchases, timesheets, and billing.
• Confirming separation of duties and audit trails are in place.
• Tightening controls around sensitive financial areas.

Proactive control reviews can prevent fraud, errors, and compliance issues before they become audit findings.

8. Begin Preliminary Year-End Planning

While it may feel early, beginning year-end planning in Q3 can prevent bottlenecks later. Consider:

• Scheduling year-end close tasks and assigning responsibilities.
• Communicating deadlines for final billing, AP entries, and expense reports.
• Reviewing your audit prep checklist.
• Updating documentation for policies and procedures.

Firms that start planning in Q3 consistently report smoother closes and fewer surprises in January.

Q3 is Your Prep Season

Think of Q3 as your accounting “halftime.” It’s the perfect time to assess performance, fix gaps, and get your financial house in order—so when Q4 hits, you’re ready to sprint to the finish.

A disciplined mid-year review sets the foundation for a clean close, reliable reporting, and confident decision-making. The work you do now pays dividends in accuracy, efficiency, and peace of mind later.

Need an extra set of eyes—or hands?

If your Q3 checklist feels more like a mountain than a molehill, you're not alone. Our finance consultants are here to help you get ahead of year-end chaos with expert guidance, personalized training, and support tailored to your firm’s needs.

Whether it’s reconciling the tricky stuff, setting up reports in Deltek Vantagepoint, or diving deep into Navigational Analysis—we’ve got you covered.

📩 Reach out today to connect with one of our finance pros and start your smoothest year-end close yet!

As someone who uses project management and ERP tools on a regular basis, I’ve come to appreciate software that not only delivers on functionality but also makes day-to-day tasks easier and more intuitive. Deltek Vantagepoint has been that kind of platform for me. It’s full of thoughtful features designed to streamline workflow, reduce manual effort, and keep teams aligned. Here are a few of the things I particularly enjoy about using Deltek Vantagepoint:

1. Easy Navigation That Saves Time

Let’s face it—nobody wants to spend extra time clicking around a complicated interface. One of the first things I noticed and appreciated about Deltek Vantagepoint was its clean and intuitive navigation. Whether I’m jumping between projects, running reports, or updating timesheets, everything feels organized and accessible. The dashboard is customizable, the menus are logically structured, and the search functionality is responsive and smart. That means less time digging for information and more time focusing on work that matters.

2. Autofill Phases in Billing Terms: Small Feature, Big Impact

Billing can be one of the more tedious parts of managing projects—especially when every phase has to be manually entered or double-checked. That’s why I love that Vantagepoint includes an Autofill Phases feature in its billing terms. It’s a subtle but powerful tool that automatically populates project phases based on predefined structures. This reduces human error, saves time, and ensures consistency in billing setup across the organization.

3. PTO Approvals Sync with Timesheets and Plans

Keeping timesheets and project plans in sync with approved time off can be a real pain—especially in larger teams. What I appreciate about Vantagepoint is that it automatically adds approved PTO to both timesheets and resource plans. It’s one of those automation features that you don’t realize you need until you have it, and once you do, you can’t imagine going back. It helps prevent scheduling conflicts and gives a more accurate picture of team availability in real-time.

4. More Robust and Flexible Screen Designer

The upgraded Screen Designer in Vantagepoint is another feature that deserves recognition. It allows for greater flexibility in customizing forms and layouts to meet the specific needs of your organization. Whether it’s adjusting fields for data entry, refining the layout for better usability, or creating custom views for different roles, the robust screen designer makes it easier to tailor the system to how your teams actually work.

Final Thoughts

Deltek Vantagepoint isn’t just about tracking time or managing budgets—it’s about making daily tasks smoother, more automated, and less error-prone. From smart billing automation to seamless PTO integration and user-friendly navigation, these features might seem small on their own, but together they add up to a much better user experience.

If you’re using Deltek Vantagepoint, I’d love to hear what your favorite features are. And if you’re thinking about switching platforms, these might be a few good reasons to consider giving it a try.

Upgrading from Deltek Vision to Vantagepoint doesn’t have to be overwhelming—or take forever. Whether you want to go fast, take a strategic detour, or explore the full landscape of Vantagepoint, there’s an upgrade path designed just for you.

At Full Sail Partners, we offer three distinct service options to match your firm’s readiness, resources, and goals: Accelerated Advancement, Strategic Guidance, and Elevated Execution.

And yes—some firms can go live in just 4 weeks. 🙌

Accelerated Advancement: The Fast Track to Vantagepoint

If your firm is still on Deltek Vision, you’ve probably heard the message loud and clear—it's time to upgrade to Vantagepoint. But what if we told you that your firm might be the perfect fit for a faster, simpler, and more efficient upgrade process?

Introducing Accelerated Vision to Vantagepoint—a brand-new service from Full Sail Partners that gets your firm upgraded and operating in Vantagepoint in just 4 weeks. Yep, you read that right. Four. Weeks.

This service package is ideal for firms that want to maintain the same core features and functionality as their Vision system, without overhauling everything. With Accelerated Advancement, we handle the heavy lifting for you—configuring your system, training your team, and supporting your go-live.

Best for firms that:

• Are hosted by Full Sail Partners or Deltek SaaS
• Are using Vision 7.6
• Have fewer than 50 employees
• Do not have CRM (RP is okay if not active)
• Have a small upgrade team (2 people max)
• Can commit ~2 hours/week during the 4-week window

What’s included:

• Expert configuration to closely replicate your current Vision setup
• Targeted training on key functions like time, billing, and reports
• Checklists, testing, and live support
• Ongoing Q&A and post-live support to explore enhancements over time

Timeline:

4 weeks (not including prep/technical work)

Strategic Guidance: The Collaborative, Balanced Approach

Think of this as your moderate-paced, guided journey. With Strategic Guidance, you’ll explore new features and priorities while keeping your business running smoothly. We guide your team through training, testing, and configuration—at a pace that allows for thoughtfulness and growth.

Best for firms that:

• Have 40–150 employees
• Want to explore optimization opportunities
• Use CRM and/or Planning modules
• Need more detailed training and decision-making support
• Can commit to weekly or bi-weekly meetings and in-between tasks

What’s included:

• Consultant-led planning and testing
• CRM and Planning toolset setup
• Process improvements across departments
• Strategic introduction to dashboards, workflows, and reporting

Timeline:

12–20 weeks depending on firm size and goals as well as Full Sail Partners’ consultant availability calendar.

Elevated Execution: The Full Transformation

For firms ready to rethink how they operate from top to bottom, Elevated Execution is a deep-dive service offering. This path includes business process evaluation, systems redevelopment, and end-to-end support across finance, CRM, planning, and operations.

Best for firms that:

• Are highly customized or in the midst of change (mergers, acquisitions, etc.)
• Use multiple add-ons or multi-company/multi-currency features
• Have 150+ employees (or smaller, complex firms)
• Want to improve operations and adopt a fully modern project lifecycle

What’s included:

• Project lifecycle redevelopment
• Advanced configuration and custom workflows
• CRM and Resource Planning transformations
• Training programs, dashboard builds, go-live support, and post-upgrade triage

Timeline:

24–36 weeks depending on complexity.

How Do You Pick the Right Upgrade Approach?

It depends on:

• Your current setup (cloud or on-premise)
• Team size and structure
• Add-ons and level of customization
• Readiness and internal bandwidth

That’s where our Vantagepoint Readiness Report comes in. It’s our signature step to identify your starting point, reveal data cleanup needs, and map out your upgrade plan.

Start Here: The Vantagepoint Preparation Questionnaire

Before picking your upgrade speed, take 5–10 minutes to complete the Vantagepoint Preparation Questionnaire—it’s the easiest way to start your upgrade journey.

What is it?

• A self-assessment to evaluate your current Vision setup and upgrade readiness
• Identifies key areas like data cleanup, system configuration items, and process improvements
• Helps determine your firm’s best upgrade approach – Accelerated Advancement, Strategic Guidance, or Elevated Execution

Why Complete It?

• Pinpoints potential challenges before you start your upgrade
• Saves time by streamlining your planning process
• Helps us tailor recommendations for your firm’s specific needs

What Happens Next?

• Our team reviews your responses and provides guidance
• You can schedule a consultation for personalized upgrade approach recommendations
• You gain a clear roadmap for your Vantagepoint upgrade

Complete your questionnaire today by clicking here or the image below.

There’s a new coworker in town—and spoiler alert—they don’t take coffee breaks. 😏

Deltek Dela™ is Deltek’s AI-powered intelligent business companion. And no, that’s not just a fancier title for “digital assistant.” Dela is the full package—packed with smart summaries, predictive capabilities, automation tools, and a natural language interface. She’s not here to passively respond to commands. She’s here to enhance productivity, accuracy, and value across your entire project lifecycle.

Let’s take a look at how Dela is bringing purposeful innovation to project-based firms—and why she’s quickly becoming everyone’s favorite team member.

From Digital Assistant to Full-On Business Companion

Plenty of tools throw around AI buzzwords like “chatbot” or “virtual assistant.” But Deltek didn’t create Dela just to keep up with trends.

Dela is the sum of all AI capabilities inside Deltek Vantagepoint. She’s not just bolted on. She’s built in.

With Dela, you can:

• Draft content like client emails and project summaries with GenAI.
• Predict project success with data-driven insights.
• Automate repetitive tasks like invoice and expense entry.
• Ask natural-language questions like “What’s our win rate with [Client Name]?” and get answers instantly.

And that’s just the beginning.

Making the Entire Project Lifecycle Smarter

Dela isn’t AI for the sake of AI. Every tool, every feature, every suggestion is designed with a specific purpose: to make project-based businesses more productive, efficient, and profitable.

Here’s how she shows up across the entire project lifecycle:

🧲WIN: Fill Your Pipeline Smarter (and Faster)

Sales and marketing teams can use Ask Dela to:

• Quickly find best-fit opportunities,
• Summarize a client or opportunity to identify the best next step,
• Capture contacts instantly using the built-in business card reader,
• And easily create follow-ups, meetings, or proposal tasks—all from one prompt.

Forget hunting through tabs and records. Just type what you need and Dela does the rest.

📊MANAGE: Stay on Top of Project Health

With all the data sitting inside your ERP, it’s easy to get overwhelmed—or worse, miss critical insights.

Dela puts the most relevant data right at your fingertips:

• Need a project’s financial performance summary? Ask Dela.
• Want to assess resource skills or competencies for upcoming needs? Ask Dela.
• Looking to predict earned value, labor multipliers, or schedule variance? She’s already on it.

Think of her as your project whisperer, helping you manage with confidence instead of chaos.

🛠 DELIVER: Streamline Billing & Admin Workflows

Once the project is in motion, the last thing your team wants is to be buried in receipts and invoices.

Dela takes care of the annoying stuff:

• Scan receipts or AP invoices, and she auto-fills the data fields.
• Need to know the outstanding AR for a client? She’ll summarize it instantly.
• Want to follow up with a billing contact? She’ll even draft the email for you.

Yes, really.

📈 MEASURE: Turn Insights into Action

Project performance, firm-wide KPIs, DSO trends—Dela’s dashboards and smart summaries help you:

• Get paid faster,
• Spot risk before it becomes a problem,
• Make strategic decisions with data you trust.

She even gives you a 360° view of client health and project profitability without the need for complex reporting tools.

Real Ways Dela is Changing the Game

We could tell you Dela “enhances decision-making through AI,” but let’s be real—you want specifics.

Here’s how Dela is already shaking up how project-based firms operate:

1. Ask Dela: Your Natural Language Command Center

No need to memorize report filters or open five tabs—just type (or speak!) what you need. Try something like:

• “What’s our win rate for projects with [Client Name]?”
• “Summarize the financials for project R00181.00.”
• “Create a meeting with the proposal team for this Friday at 2pm.”
  Yes, she even creates and attaches activities to employees. 😎

2. Smart Summaries That Work Overtime

Ever wanted a quick snapshot of a project or client without clicking through 12 screens? With Dela:

• Get Project Smart Summaries to view plan status, earned value, DSO, AR, and more in a flash.
• Use Client Smart Summaries to scan pursuits, project history, and key contacts—all in one clean summary. Perfect for BD pros and executives.

3. Automating the Boring Stuff

Let’s be honest: no one gets into project management to manually enter AP invoice data or type out expense receipts.

• Dela’s ICR (Intelligent Character Recognition) scans invoices and receipts and fills out the fields for you.
• Capture business cards from events with a quick scan—and voilà, a new contact in CRM.

4. Predictions That Actually Matter

Dela isn’t just reactive. She’s out here forecasting like a pro—so you’re not blindsided by low margins, resource gaps, or underperforming projects.

Expect insights like:

• EAC profit & variance
• Labor multipliers
• Schedule or spend variances
• DSO and AR trends

Basically, she’s that teammate who sees problems before they happen (and gently nudges you to fix them).

But Is It Really That Smart?

Yep. Unlike some of the AI-lite tools from competitors that stop at basic automation or chat bots, Dela is built right into Vantagepoint. She pulls data from all corners of your system—CRM, projects, resourcing, financials—and turns it into actionable intelligence.

And the best part? She evolves with your data. Meaning the more you use her, the more helpful she becomes. Kinda like your favorite pair of running shoes—once you break her in, it’s game on.

Who’s This For?

If your team is still:

• Digging through reports to answer simple questions,
• Manually entering in expense and AP invoice data,
• Missing red flags on projects until it’s too late,
• Or just feeling like they can’t quite get ahead…

Then yes, Dela is for you.

From business developers to PMs to accounting teams, everyone gets a boost.

See Dela in Action

At Full Sail Partners, we’re helping firms just like yours harness the full power of Dela and Deltek Vantagepoint. Whether you’re already on Vantagepoint or exploring your options, we’ll show you exactly how Dela can make your workflows smarter—and your life easier.

👉 Want a sneak peek? Watch our mini-demo by clicking the image below and get a firsthand look at Dela’s magic in action.

TL;DR:

Deltek Dela isn’t just a chatbot. She’s your all-in-one, AI-powered business companion that helps your project-based firm work smarter across the entire lifecycle—from pipeline to payments.

And yes, she really is that smart.

Got questions? We’ve got answers. And probably a few dashboards to go with them.