Full Sail Partners Blog | ERP

For many years, project-based firms have utilized multiple technology platforms to track different pieces of crucial information. Perhaps human resources, finance, marketing, and project managers all have been using a separate platform at the same firm. How does information flow? Is it a manual process, are the systems integrated, or does everything stay siloed? There are numerous benefits to housing enterprise resource planning (ERP) and client relationship management (CRM) information in ONE accessible platform. Here in this blog, let’s check out 6 reasons for project-based firms to have an integrated CRM and ERP.

#1 Simplify, Streamline, and Save

We all want to streamline relevant business and project-based matters where we can, right? Having all CRM and ERP data in one platform, the information only needs to be entered once. ONE TIME. The data entry point can vary from browser to app, to Outlook, or to another platform, but it ultimately only gets typed in once. When integrating CRM and ERP, gone are the days of having to search through multitudes of emails to find out who last spoke to the pertinent client to get important details.

Additionally, having ERP and CRM systems together as one may be a cost savings as well. There's no additional hosting, no, or less, integrations to manage, and no additional platform to learn, maintain, and train on. This is a prime example of the concept that "less is more."

#2 Find the Latest Information with Less Noise

Just think of employee-client interactions and the information that is gathered as a firm resource. Business resources, especially for project-based firms, are meant to be shared efficiently, and that information should be available when others need it. Furthermore, new information is constantly coming in and a CRM tool provides your teams a platform to document and share this information, keeping everyone informed. With one clear space to keep this information organized, you can expect fewer logins, fewer emails, and less noise. Moreover, if CRM data is captured timely and correctly, it takes significantly less time to research the latest communications with clients. This activity tracking can help keep pursuits and projects on track.

#3 Increased Collaboration

Roles within a project-based firm sometimes have a defined description, and oftentimes the same information can be significant to different roles within the business. Whether it's key performance indicators (KPIs), pipeline reports, win rates, resume information, or contact lists, having ERP and CRM data in one place promotes collaboration between departments. This is especially true with human resources, finance, and marketing groups. This sharing of data located in one place allows understanding of other areas of the company, thereby creating a healthier collaborative environment firm-wide.

#4 Transparency Allows for Productivity

Executives, managers, leaders, and even staff, in project-based firms, want to know what work may be coming up. While they all may have their specific reasons for this knowledge, they shouldn't have to rely on someone else to distribute the information that they are looking for when they need it for their own purposes. Transparency can keep employees at all levels informed and therefore productive. And why not allow them to see this information on the platform in which they are already working? 

Whether it's timesheets or project records, most employees are in their firm's ERP daily and should be able to quickly access what information they desire in one place. Employees should have the ability to see the big picture as well as drill down to their specific information.

Take for example, that according to the 44th Annual Deltek Clarity A&E Industry Study, win rates were strong among A&E firms, but there was a decline in the number of proposals submitted. Having the visibility of win rates certainly allows for a stronger Go/No-go process, which allows project-based firms to be selective, and effective, in the work they pursue.

#5 Use Accountability to Create Consistency 

With transparency comes accountability. Principals, seller-doers, and business developers with project-based firms should be held accountable for keeping their colleagues informed. Winning work is imperative for project-based firms, and communications and pursuits are firm resources. For this to be successful, however, there needs to be support and enforcement from all levels of leadership. With an integrated CRM and ERP, information about upcoming pursuits or projects flows freely and everyone can be held accountable. Consistency is crucial to success.

#6 Leap Toward Digital Maturity

Another finding in the 44th Deltek Clarity Study is that more than 82% of A&E firms anticipate being “advanced” or "digitally mature” in the next five years. Strategic technological improvements are a big focus for both project management and financial management. Is your project-based firm part of this trend? Having CRM and ERP woven together is certainly a step toward digital maturity.

Now is the Time to Integrate Your CRM and ERP

These six compelling reasons clearly show the value of integrating your CRM and ERP into one system. You’d agree that every project-based firm would benefit from cost savings and increased collaboration firm-wide among other benefits. Is your firm ready to make the move? If so, one of our CRM consultants would be happy to discuss it with you!

Within Deltek Vantagepoint lies an extremely useful tool that, when enabled and configured, allows a professional services firm to manage multiple companies within a single Deltek Vantagepoint database. However, the benefits of multicompany functionality seem to elude many professional services firms that would gain the most from its capabilities. So, in this blog, let’s delve into this multicompany functionality and discuss why, when, and how firms should use this fantastic feature.

Why Use Deltek Vantagepoint Multicompany?

Basically, the need for a multicompany environment comes down to the ability to track entities with separate tax ID numbers in a single Deltek Vantagepoint database. Some of the scenarios that require multicompany management include:

• Banking relationships
• Investments and/or holding company requirements
• Tax reporting
• Professional licensing requirements
• Foreign country reporting requirements

Additionally, the need for intercompany billing can occur when two or more related companies make payments on behalf of the other companies. The most common reason for intercompany billing is the sharing of labor resources between companies that have separate payrolls and/or vendor payments for another related company.

When a professional services firm decides to utilize multicompany functionality, it is recommended that sub-ledgers be enabled to track the due to and due from, and clear intercompany balances. With multicompany enabled, users can use both the Accounts Payable and Accounts Receivable aging reports for intercompany balances.

First Determine the Internal Pricing Structure

Upon implementing multicompany functionality in Deltek Vantagepoint, professional services firms must first determine what internal pricing structure to adopt. The options are:

• Re-class only - moves the transaction to intercompany Accounts Receivable/Accounts Payable at cost
• Project Centric - leaves the transaction on the books of the project’s company with some amount of compensation also moving to keep the loaning organization whole
• Employee Centric - moves the transaction back to the employee’s company with some amount of revenue moving back as well
• High Accountability – which uses a work breakdown structure (WBS) to manage transactions and point directly to the company that owns the transaction

Keep in mind that there is considerable flexibility within the options above. Different methods can be configured for different transaction types. Also, by order of operation, the distinct options can be overwritten at the individual company level or by the project at the lowest WBS level.

Intercompany billing makes accounting’s job easier regarding multicompany transactions. When transactions are made to projects not in the home company (the company where the transaction is being posted), invoices and vouchers are created through a series of postings that are reflected in the general ledgers (GLs) of the respective companies. These invoices and vouchers also appear on the Accounts Receivable and Accounts Payable aging reports noted above. The Accounts Payable and Accounts Receivable balances can then be cleared by using the standard check processing and cash receipt routines.

More Benefits of Multicompany

Using Deltek Vantagepoint’s multicompany functionality provides another benefit to firms with consolidated reporting. Consolidated reporting allows a view of the performance of all the companies within the database. Consolidated groupings can represent all companies or a cross-section of companies depending on the needs of company leadership. The consolidation process incorporates standard eliminations of configured control accounts and client-defined accounts, such as capital investments in related companies. Consolidations are “memo” entries and are not posted to the GL.

A multicompany database permits each company to maintain a unique GL while still only creating one set of shared GL account numbers. Furthermore, professional services firms can restrict GL account numbers, and other master records can be shared and/or restricted as well. Vendors (managed in the Vantagepoint Firms Hub) can be shared across the enterprise. However, the accounting tab is company-specific for account number and 1099 purposes.

In addition to the benefits mentioned above, the multi-currency application works in tandem with multicompany to allow companies to have a unique functional currency – the currency the company does business in. This is an excellent feature for professional services firms that work internationally. Lastly, the consolidation process can include Generally Accepted Accounting Principles (GAAP) compliant currency translations and gains/losses entries.

Take Advantage of Deltek Vantagepoint Multicompany Functionality

Is the multicompany functionality in Deltek Vantagepoint the right fit for your professional services firm? Don't leave it to guesswork. Schedule a Navigational Analysis with Full Sail Partners today. We'll help you assess your firm's unique needs and guide you in determining if the multicompany feature is the best solution for you. Dive deeper, make informed decisions, and ensure your firm sails smoothly towards success. Contact us now and let's chart the best course for your business!

In the ever-evolving landscape of project management software, Deltek Vantagepoint has established itself as a trusted solution for organizations across industries. Now, with the much-anticipated release of version 6.0, Deltek is set to revolutionize the way professional services firms plan, execute, and track their projects. Building upon its solid foundation, Deltek Vantagepoint 6.0 focuses on three key themes: improved visibility, enhanced user experience, and better project planning.

With a comprehensive suite of features and enhancements, this latest iteration promises to empower professional services firms with unparalleled insights, streamlined workflows, and a more intuitive interface, ultimately paving the way for project success in the modern era. Here’s an overview of what’s new in Deltek Vantagepoint 6.0.

Contents

• Expanded APIs
• Enhanced User Control
• Improved Dashboards
• Draft Invoice Approvals Made Easier
• Employee Visibility Increased in Hubs
• New In-Product Guides
• Updated Interactive Billing
  • Streamlined Period Start/End Date Changes for Submitted Draft Invoices
  • Warning Message for Voiding Invoices with Applied Payments
  • Additional Columns in Invoice History
  • Invoice Template Editor in the Browser Application

Expanded APIs

Deltek has expanded the range of Application Programming Interfaces (APIs) available to users. These new API endpoints not only facilitate the exchange of information but also adhere to the existing validations and restrictions, ensuring data integrity and compliance with security requirements at the application level.

Enhanced User Control

Deltek Vantagepoint 6.0 introduces a game-changing feature that enhances user control and flexibility within Connect for Outlook and Connect for Gmail - the ability to customize contact, firm, and project records in the contextual pane. This new functionality allows users to tailor the information displayed in the pane according to their specific needs and preferences.

With this customization capability, users can handpick which fields, including user-defined fields, are included for each record type in the contextual pane. Whether it's contact information, firm details, or project specifics, individuals can choose the relevant data elements that they want to have readily available at their fingertips. This level of customization empowers users to optimize their workflows and focus on the specific information that matters most to them.

Improved Dashboards

Deltek Vantagepoint 6.0 introduces several new and improved features related to dashboards, providing enhanced customization and functionality. Here are some key highlights of the dashboard-related updates:

• New Columns and Role-Based Security for Employee Dashpart Base: In addition to user-defined fields, several new columns are now available for the employee dashpart base, including City, Country, Firm Name, Hire Date, and more.
• New Role-Based Security Settings: These settings can now be applied to dashpart bases and their columns, allowing administrators to control access to specific dashparts and columns based on user roles.
• Find Dashparts Efficiently: The new Quick Find field in the Dashpart Library enables users to search and find available dashparts more efficiently, based on dashpart titles.
• Memo Dashparts for Notes and Announcements: The new memo dashpart allows users to post notes, reminders, warnings, announcements, URL links, or images directly on a dashboard. Rich text formatting is supported for enhanced customization.
• Updated AR Comment Column for AR Detail Dashpart Base: AR comments are now displayed at the Invoice grouping level, eliminating the need to expand transaction lines. Users can add AR comments directly from the Invoice group level.
• Drill-To Indicator for Dashparts: Dashparts associated with another dashpart as a drill-to action now display a drill-to indicator icon in the Dashpart Library, enhancing the user experience and navigation.
• New Columns for Project Dashpart Base: The project dashpart base now includes additional columns such as Weighted Percent Complete, Total Compensation, Committed Purchase Order Expense Billing, and Committed Purchase Order Expense Cost.
• Enhanced Filter Selection by Organization: When creating or modifying dashparts with the Account or Account Detail dashpart bases, users can now apply filters by an organization more efficiently. The update allows the selection of parent-level organizations, making it possible to choose all sub-organizations simultaneously.
• New Predefined Dashparts: Several new predefined dashparts are available for use in dashboards, including Top 10 Clients - Receivables, Top 10 AR by Billing Client with Drill To, Weighted and Estimated Fee by Stage with Drill To, and Pursuits by Probability with Drill To.
• Updated Predefined Dashboards: Certain predefined dashboards have been updated to display the Employee Utilization This Year dashpart instead of the Utilization dashpart, providing more relevant and up-to-date information.
• Custom Multipliers for Calculated Fields: Users now have the ability to configure the multiplier field for percentage data types when working with calculated fields in the Dashpart Designer.

Draft Invoice Approvals Made Easier

With the appropriate role security access rights, users can access the Supporting Document dialog box and print all supporting documents to a single file with ease. To activate the feature, navigate to Settings » Security » Roles, click the accounting tab, and in the Billing Security: Interactive Billing and Invoice Approvals section select the Allow Changes to Support Documents checkbox.

Employee Visibility Increased in Hubs

When accessing a record in Vantagepoint, you can now have increased employee visibility:

• Orange Outline: If other employees are currently editing their record, their picture icon is highlighted with an orange circle, indicating their active editing status. The picture of the person actively editing the record is always displayed first.
• Blue Outline: For employees who are viewing the record, their picture icons are outlined in blue.
• Info Bubble: Clicking on an employee's picture icon opens an info bubble that provides additional details about the employee.
• Email: By clicking on an employee's email address directly from the form, you can conveniently send an email message to that employee. Vantagepoint seamlessly opens your email application for a smooth communication experience.
• Microsoft Teams Chat: If you have enabled the Microsoft Teams Chats from Deltek Vantagepoint option in Settings » General » Communications, you can initiate one-on-one chats with team members directly from Vantagepoint. Simply click on the Microsoft Teams Chat option to start a chat conversation.

New In-Product Guides

Deltek Vantagepoint 6.0 includes a myriad of new guides to help everyone from the newest user to the most seasoned Vantagepoint veteran. The in-product guides are as follows:

• What’s New in 6.0
• Search Dialog Restyling
• Search Navigation Improvements
• Resource Management Reporting
• Invoice History Columns
• IQ Integration
• Undock Project Structure

Updated Interactive Billing

Deltek Vantagepoint 6.0 introduces several valuable updates to the interactive billing module, enhancing the user experience and providing additional functionality for managing invoices effectively.

Streamlined Period Start/End Date Changes for Submitted Draft Invoices:

Previously, changing the period start or end dates of a submitted or approved draft invoice in the Invoice Presentation Dates section of the Billing Session Options dialog box required resubmitting the invoice for approval, even though these date changes did not impact the included transactions. In the latest update, you now have the flexibility to choose whether to resubmit the invoice after modifying the period start or end dates.

By updating the dates in the Billing Session Options dialog box without altering the transaction bill-through dates, you can save the changes without resubmitting the draft invoice. The new "Save" button allows you to update the period dates without the need for reapproval. However, if you modify both the period start/end dates and the transaction bill-through dates simultaneously, resubmission for approval is still necessary.

Warning Message for Voiding Invoices with Applied Payments:

When voiding an invoice from the Invoice History tab in the Interactive Billing form, a new error message now appears if there are any applied payments associated with that invoice. This prompt gives you an opportunity to review the applied payments before proceeding with the voiding action, ensuring accuracy and preventing unintended consequences.

Additional Columns in Invoice History:

The Invoice History tab of the Interactive Billing form now offers additional columns to provide a more comprehensive view of each invoice. The newly added columns include Amount Due, Amount Paid, Applied Retainer, Credit Memos, Invoice Total, and Retainage. These columns provide quick access to important invoice information such as amounts and payment status, enabling better invoice management and analysis.

Invoice Template Editor in the Browser Application:

With the latest update, the Invoice Template Editor is now available directly within the browser application. The Invoice Template Editor form empowers users to create and update invoice templates, which determine the format and content of invoices. This enhancement simplifies the customization process, allowing for easy modification and customization of invoice templates to meet specific business needs.

Looking for More?

If you’re looking to get your hands on even more Deltek Vantagepoint 6.0 updates, then we have got a lineup for you! We are excited to announce that our next webinar “What’s New in Deltek Vantagepoint 6.0” will be held live on Wednesday, June 7th, at 1 pm ET. This webinar will delve even deeper into Deltek Vantagepoint 6.0, providing you with comprehensive information to maximize your project management capabilities.

Additionally, stay tuned for our follow-up blog next week. Here we will review even more exciting features that will further enhance your project management experience with Deltek Vantagepoint 6.0. At Full Sail Partners, we are committed to keeping you informed and empowering you with the latest advancements in project management software.

This is the sort of adversarial match that goes on too often every day for professional services firms. Buyers are overwhelmed by the sheer number of features when they watch a software demo. What is often forgotten, though, is that elephant in the room – the function of the software and how the product solves your business problems.   

Differences Between Features and Functions

But first, what’s the difference between features and functions? Features are all the cool things software can do. While functions are all the cool things software can do…FOR YOU! 

A solid ERP should support your professional services firm’s business processes. You should not need to change your business processes; the technology should be there to strengthen your processes. 

Usual Process for Seeking New Technology

Let’s check out what often occurs as a professional services firm seeks out solutions to its business issues:  

1. Deciding the Need 

Here is usually how it goes.  A firm feels business pains – growing pains, direction, or market pains, etc. The leaders decide that new software will solve their problems and set about contacting vendors to see what their software will do. What is sometimes not communicated, though, is exactly what the problems are. Sometimes the leaders keep their needs/want to themselves preferring instead to see what the sales rep has to say, or sometimes they simply don’t know exactly what the problem is or how to solve it.   

2. Feature Overwhelm 

The eager sales rep arrives and starts working with the firm trying to understand the business issues, however, there remain the previously mentioned miscommunications regarding the business issues that need to be solved. So, the sales rep, having confidence in the quality of the product to solve a myriad of issues, launches a demo campaign perfectly designed and choreographed to show every remarkable thing the software does. It works - the firm is awestruck by all the impressive features, but will they solve the business problems? 

3. Selecting the Solution 

After looking at several vendors’ presentations and perhaps even some RFP responses, the firm gathers, compares notes, and ultimately chooses the most appealing and financially comfortable solution.  

I’m sure, as a savvy member of our business community, you spotted the increasing snowball of issues that all come down to one basic, yet seemingly elusive, concept – the lack of clear definition, well-defined communication, and effective partnering with the vendor on the business issue(s) itself.   

Solving the Business Issue...the Function 

Now, let’s replay that same first scenario with a significant tweak to the beginning. The professional services firm is realizing some sort of business pain: current market/direction pains or future growth and development pains, disparate and inefficient processes, and lack of relational data for business metrics. Key firm members still convene to try to clearly identify what the issues are.   

However – and here’s where it gets exciting – they reach out to a preferred vendor who, together  with the key firm members: 

• Clarify the business issues. 
• Develop a plan to solve them. 

And only then do they … 

• Acquire the right software solution. 

Notice how the features weren’t even mentioned yet? Sure, it’s important to have cool things that your software business solution does which make everyday work life easier or more interesting. And yes, it’s great to have hotkeys, a special GUI (graphical user interface) on pages, neat buttons, and clicks. But, in too many instances, those features are there mostly to sell but not to solve. They are frosting, gravy, or special sauce – yummy to see and eat, but without solid nutrients, are not satisfying the functional need.  

And what’s more, those “bling” features almost always end up costing far more than going with what may seem like an initially expensive business solution. The cliché, “you get what you pay for,” is very true in the software industry. Going with a less expensive solution can sometimes cost more in the long run, because if you haven’t solved your business issue, you end up with voluminous customization costs or just more disparate systems.   

Partnering with Firm and Vendor Garners Results 

At some point in the future after choosing based solely on price, bells, and whistles, you will likely need to cut your losses and just go with a vendor who will work with you to solve your business problems. It’s the partnering of a professional services firm and vendor which garners the real result. 

In the Forbes.com article, “To Increase Revenue Stop Selling” former contributor, Mike Myatt, states that organizations want to be treated like partners and not a software sales targets. Working with its vendor is the only way a successful solution will be realized resulting in a long-standing, productive business relationship. In the article, he says, “Engage me, communicate with me, add value to my business, solve my problems, create opportunity for me, educate me, inform me, but don’t try and sell me – it won’t work.” 

The article makes you think about it - do you establish trust by profiling and targeting prospects, or by attempting to understand the needs of a potential client? This is much more than a semantical argument – it’s a philosophical shift in thinking, and a practical shift in acting. Stop selling and start serving.  

To put this in terms for your professional services firm, stop buying and start receiving this service. I’ll go even further and suggest an early warning sign…if your vendor doesn’t keep the door open that its software may not be a fit until an in-depth discovery is done, and all stakeholders are aligned, be wary. A solid partnership will be cognizant of the fact that an install that isn’t actually solving problems is a lose-lose situation.  

Finding the Wonderful Consultants Who Care  

So where are these wonderful consultants who care and want to partner with your professional services firm to solve your business issues? They’re out there all right. Yes, they’re tougher to identify among all those throwing the title around on their business cards or in their lingo.  

Here are 5 tips to help you find the right business solution partner. You’re looking for consultants who: 

1. Talk more about you and less about themselves and their product features.
2. Question and then listen.
3. Work with you and don’t sell to you.
4. Take the time to build trust and mutual respect.
5. Provide solutions that function for your firm instead of features that “could” work.

Partner Up to Navigate Features vs. Functionality 

Interested in learning more about finding a business solutions partner to help your firm operate better? While you’re at it, get rid of those boxing gloves. You won’t need them now that you can win the match – because you know how to make the right choice between features vs. functionality in selecting your next business software solution. 

For over a decade now, Deltek has been offering its ERP applications in the cloud. In fact, at this point, a majority of Vision and Vantagepoint clients have opted to move their software to a cloud-based deployment, also known as Software-as-a-Service (SaaS). For good reason- it provides a variety of important benefits that most modern companies can’t live without: 

• Anytime, anywhere, secure access  
• Always on the latest versions of the software 
• Deltek managed data backups &
• best-of-breed data security 
• Backed by Amazon Web Services (AWS)
  
  

As an increasing number of firms move their operations to the cloud, it's important to understand the different levels of cloud service available. Deltek offers three cloud-level options: Standard Cloud, Flex Cloud, and Enterprise Cloud. All offerings provide the same data security protocols, deliver API access, SQL stored procedures, and the ability to set up a sandbox environment. However, each progressive tier features enhanced levels of control, flexibility, and access to your Deltek database. As you’ll see, regardless of your size and complexity, there's a cloud level that's tailored to your needs.

Standard Cloud

A majority of Deltek clients are in the standard cloud. It provides all of the perks mentioned in the checklist above. It’s a turn-key SaaS deployment option. As mentioned, all cloud tiers, including standard, provide API access, accommodation of SQL stored procedures, and a sandbox environment. There are also convenient options for data import and export using the ‘front-end’ of the system, via import utilities. This will make more sense as we get into the two elevated tiers below, which include increased flexibility for more robust data access and improved ability to support certain external product integrations.

Note that with standard cloud, you have the ability to add Custom SQL reports without actually needing to upgrade to Flex, via the ‘Custom report add-on’ option.

Flex Cloud

Deltek Flex Cloud introduces a handful of important benefits as compared to the standard cloud. A primary example is ODBC Read-Only access. Meaning, you can establish a secure, read-only, direct connection to your Deltek database. You may hear this being referred to as accessing the ‘back-end’ of your Deltek system. This capability can provide benefits such as enhanced flexibility to integrate with 3rd party tools if for any reason APIs aren’t the right solution for you. Flex Cloud also offers a preview environment before upgrades and increased options around associated upgrade timing.

Enterprise Cloud

The Deltek Enterprise cloud is the top-tier option for firms looking for extensive control and access to their SaaS database. Typically, this is for those clients seeking to preserve certain aspects of an on-premise-like experience, but who want to avoid the downsides of hosting the system in their own internal environments. Building upon what is available in Flex Cloud, Enterprise cloud allows for additional options, including ODBC Write Access (the ability to not only read/pull data but also to write back to the database via that ODBC direct connection). Furthermore, the ability to accommodate more custom development, including SQL Custom Triggers, Tables, Views, and Indexes. Enterprise Cloud also unlocks the ability to have Test & Development SaaS environments, which is not an option with the two previous tiers.

The grid below helps to provide a more visual summary:

Need help understanding any of the terms above?  

API Access: API stands for Application Programming Interface. Simply put, API is a way for different software programs to communicate with one another. Within the Deltek context, it means that external programs can connect to your Deltek API-enabled ERP system. This can include purposes like retrieving project data, updating financial information, or creating new records.  

SQL Stored Procedures: SQL script that can be stored and executed in your Deltek database. Stored procedures can be used to assemble and complete specific tasks, including greater flexibility to update information across multiple hubs/info centers.      

Custom SQL Reports: a report that is created using SQL queries. Custom reports are used to retrieve specific data from your Deltek database, including the ability to search across multiple hubs/info centers and assemble the data in a single formatted report.  

ODBC Access: ODBC (Open Database Connectivity) is a way for different software programs (such as Excel, Access, or Business Intelligence tools) to communicate with your Deltek database using a standardized interface. You can establish a secure connection to your database in either a read-only format (allowing a program to only consume/retrieve data) or also the ability to provide write access (allowing the program to make changes to Deltek- such as adding new records, updating existing, or deleting records). 

Assistance with Choosing the Right Cloud Level 

In summary, choosing the right cloud level for your firm depends on your specific needs and goals. While the standard cloud does work for many, others may require the increased control and flexibility offered by the Flex Cloud. For those who need even more access to their data among other requirements as described above, the Enterprise Cloud may be the best choice.  

 If your organization is considering a move to the Deltek cloud, Full Sail Partners is here to guide and help you understand these options further. A good starting point is to fill out this brief questionnaire which allows us to assess your cloud compatibility among other important initial topics to consider. If you are already in the Deltek Cloud but want to consider upgrading your cloud level, that is of course an option too.  

How do you know when it is time for your professional services firm to move to enterprise project management tools or ERP? There are many factors to consider in your decision. Although you may be familiar with the name Deltek, you might not be aware of its latest solution, Vantagepoint. You might be surprised by all of its new capabilities. Not to mention that Deltek Vantagepoint’s cloud pricing ensures your firm stays up to date with the latest enhancements and reduces the burden on your IT team. We've outlined 11 important items to think about when looking at new project accounting, resource management, and client relationship management (CRM) software tools for your business.   

1) Not Your Mama’s Accounting Software

The first thing you will notice about Deltek Vantagepoint is that it’s very approachable with a modern look and feel. AE firms have come to know Deltek for its robust capabilities, but now users of Vantagepoint are talking more about its intuitive and user-friendly capabilities. This new solution is breaking down silos and getting teams to work more collaboratively because of its new project lifecycle design.  

2) Simplified Access Anywhere, Anytime

Let’s face it, not everyone works from his or her desk these days. Being able to access information anywhere and anytime is no longer a luxury, rather, it is an expectation. Deltek Vantagepoint provides users the ability to enter their time and expense data right from their phone or tablet rather than having to get on a computer and access the system directly. Users with CRM can also view and log Contacts, Activities, and Pursuit information. Deltek Vantagepoint also now includes an integration with Outlook that provides two-way synchronization of your contacts and calendar items within your Outlook email application.  

3) Reduce Manual Entry  

One of the best new features of Deltek Vantagepoint is its Intelligence Character Recognition (ICR) capabilities which simplify and improves the accuracy of expense reporting by reading text from receipts and populating the information into your expense report. This capability is also used to allow users to capture business cards or to create a new contact. The “Hey Deltek” feature allows users to speak directly to Vantagepoint and acts similarly to “Siri,” “Alexa” or “Google.” Users can use the feature to quickly find a record or to quickly add a new contact, pursuit, activity, or reminder.   

4) Streamlined Processes  

When Deltek approached the design of Vantagepoint, it had two decades of providing the gold standard of project-based solutions under its belt. Additionally, feedback and suggestions were received over those years on areas that users wanted to see improved. Some of these key areas included:  

• Merging Clients/Vendors, Leads/Contacts, and Opportunities/Plans/Projects to reduce redundancy 

• Ability to manage project performance in one centralized area  
• Easily assign and reassign resources and redistribute plan hours 
• Plan for the unpredictable changes - Deltek Vantagepoint allows project managers to control the details of their projects, whether they want to look back at JTD or look forward with ETC 
• Improved billing tools notify invoice approvers electronically that a draft is ready for review, and approvers can use the draft invoice approval feature to mark up and enter comments using the new PDF editor function 
• Approvals happen electronically with no more paper approval or emails to keep track of any longer 

• Email templates are available when sending electronic payment remittances in the Vendor Payments, Employee Payments, and Payroll Payments applications saving accounting users' time. 
• Automated bank feed improves efficiency with bank reconciliation 

5) Decision Ready Information 

Deltek continues to provide more improvements to filters, dashparts, and dashboards for ease of use for the end user. To get the most out of your software, firms need the ability to easily create, manage, and monitor projects, since projects are at the core of any project-based company. Deltek Vantagepoint delivers just that. Through a streamlined project creation process, using visuals and dashboards, project managers are able to focus on project performance through a centralized project hub. Those using Resource Planning have further capabilities through a highly developed and scalable resource management tool.  

6) Easily Create Automated Routines with Workflows 

Even though Deltek Vantagepoint is purpose-built with professional services firms in mind, firms may still need the ability to further automate processes and functions. With built-in workflows, your firm can automate front-end processes like sending emails, and alerts, updating fields, and running processes or reports automatically. In addition, stored procedures can be customized to automate non-standard processes on the back end.  

7) Integrated Systems 

Many firms have data silos with disparate systems. This separation between team members can increase inefficiencies and keep the firm from reporting on one truth for the company. Many of Deltek’s competitor ERPs are separate systems that have to share data back and forth through integration. Deltek Vantagepoint provides accounting, planning, resource management, and CRM all in one system. Firms can work as a team and build upon each other's data to gain a holistic view of the company and processes.  
 
However, there are times when firms will need to connect separate systems. For example, to their HR or marketing solutions. That is when Deltek Vantagepoint’s open APIs can be utilized. Vantagepoint has a RESTful API service, which is perhaps the most popular approach to building APIs. The RESTful service for Deltek Vantagepoint empowers programmers to build custom applications that interact with Vantagepoint. Integrations help ensure firms get the most out of their investment by sharing data between critical systems. Sometimes firms have in-house programmers that can leverage Deltek Unionpoint, while others prefer a seasoned development team, like the Blackbox Connector team, to build out their solutions.  

8) Work Breakdown Structure 

Enterprise project management accounting software becomes a “must-have” for firms that want to track detailed information around deliverables. How do you know if it is suitable for your firm? Your firm may need the ability to:  

• Break down a project into manageable work elements by separating out the deliverables for the project 

• Identify the start and end time of each deliverable 
• Define the overall budget for the deliverables as well as the entire project 
• Attach key persons to the project for reporting 
• Set up work breakdown structures to show the effort required to achieve an objective 

By having the right software for your firm, you gain the ability to track detailed cost estimating and provide guidance for future development and controls. The ability to break a project into manageable work elements, and track the elements, allows firms to better estimate future projects while maintaining the projects that exist today.  

9) Accrual and Cash Capabilities 

Many firms want the ability to run cash books alongside accrual books to get the most accurate view of where the business stands with income and debts. Income and expense tracking is integral to project accounting software. While a cash basis may give you a better idea of where the firm stands with actual cash, the accrual method can show the ebb and flow of the overall business income and debts for the most accurate view of the overall organization and long-term profitability.  

10) Audit Trail 

Many firms require modifications that fit their project-based firm. In QuickBooks and other software, Excel workarounds with manual manipulation are required outside of the software. This can impact the firm’s audit trail. Vantagepoint has the capability of running reports for changes made in key records as well as the ability to see the financial audit trail, which is important for the firm to be compliant with GAAP, IFRS/FASB, or any other requirements.  

11) Security 

Security is one of the most important features of a program because it either allows or restricts employees from seeing sensitive information such as costs or other employees' sensitive information. Your firm will need to be able to provide access to the system for many roles in the company to work holistically with the organization’s needs. Without this ability, there is no visibility, and management of the system and processes becomes very difficult. It is important for all players to have access to the information they require to manage their duties and keep the business running smoothly.   

Gold Standard of Project-based ERP Systems for Professional Services Firms 

If you haven’t seen Deltek Vantagepoint, it is time to talk to a partner like Full Sail Partners to see why Deltek Vantagepoint is the flagship ERP solution when it comes to professional services firms. Whether you’re a 10-person or a 2,000-person firm, Deltek Vantagepoint is designed to help manage the entire project lifecycle better than any of its competitors. This intuitive, powerful solution puts your people and projects at the center of your business so you can be more efficient, productive, and profitable. Be sure to check out our latest mini-demonstration by clicking the image below or reach out to us today. 

As a “Power User” or Deltek Vantagepoint System Administrator, you will often get requests from users for information from the system. Project Managers may need revenue totals, labor spent compared to budgets, or planned versus actual data. Executives may want to understand key performance indicators (KPIs) such as utilization, and revenue compared to budget or cash balances.  

Each user has a variety of needs, and as a Power User, it is your job to interpret their requests and provide the users with the best report in the ideal format to assist them in making business decisions. This article will walk you through the 6 steps you should take to create an accurate report and reduce the need for multiple report iterations. Use these steps next time a user asks for a report! 

1. Understand the Question(s) the Report is Supposed to Answer  

When someone thinks they need some sort of data, often they just ask for the data itself like “Can you get me a project detail report for XYZ Project?” However, you don’t know what they want to use it for, or what question they are trying to answer by using the report, the report they are asking for may be the wrong solution for their actual need. They will then come back and ask for another report until they get the data, so they really need to answer their question(s) or solve their problem.   

If you get a generic request for a report, first stop and ask what they are looking to use it for. Ask questions like: 

• What is the issue you are trying to solve with the report?  
• What data point(s) are you looking for – actuals, budgets, contract/compensation, revenue, profit, etc.?  
• Do you need transactional details vs. just summary totals? What timeframe are you looking for (current month, YTD, JTD)?  
• Which projects/records do they need?  
• What output do you want it in?  

• Is this data you need on a regular basis, and if so, at what interval? Based on this question, maybe they need a scheduled report or even a Dashpart instead.  

All these questions will help you give the user the data they are looking for, and hopefully eliminate revisions needed if you hadn’t asked the questions upfront. 

2. Decide on Deltek Vantagepoint Standard Report Base to Utilize 

Based on the questions asked, you will then need to decide what Vantagepoint Standard Report to utilize as the base of the report. Here is an example of how to go through some of the questions: 

Question: Tell me a little about what you are trying to use this report for. What question or issue is it to help you answer? Answer: I have a project that isn’t performing as well as I thought it should; the profit margin is low. I’m trying to figure out what phase of the project is going “south.” 

Question: OK, what specific data points are you looking for? Answer: Project Actuals compared to Compensation and Budget by phase. If you don’t know if their budget is from the plan or project budget worksheet, you would need to verify this data point. 

Question: Do you need transactional detail or summary totals? Answer: Summary totals will work. OK, I’m now leaning toward the Project Earnings or Project Progress report, not a Project Detail report.   

Question: What timeframe(s) do you need the data for? Answer: JTD will work.    

Question: Since you said you need to compare to your budget; do you want to see the overall budget amount or ETC and EAC? Answer: Good question; I’d like to see JTD, ETC, and EAC.   

As you can see, you start building the report as the questions get clarified. In fact, their initial request for a Project Detail report may have been entirely inaccurate for what they truly need this report for. 

3. Select the Records Needed 

In the example I have been using, the user was asking about one project. However, often you need to verify which records you need. After you have clarified that, I recommend selecting your records first. This recommendation is for two reasons: (1) record selection is at the top of the screen, so why not fill it in first? and (2) when I am done selecting my options, I want to run the report right away. If I don’t select the records first, I may accidentally run the report for ALL records…YIKES, No thanks!   

4. Review the Options Needed 

With Deltek Vantagepoint, the reporting options menu is now consolidated to two tabs – Columns & Groups and Options. On occasion, you may want a chart or to change the layout but for the most part, these first two tabs are all you need. Since the options are condensed, the best practice is to start at the top and hit all of them. This way you won’t miss something like selecting final totals, the correct budget option, or if you needed to uncheck the “activity” option. 

5. Preview for Accuracy 

ALWAYS! Prior to giving a user a report, even if it is a report that you have used many times, always preview the report first. Missing one little box, like not unchecking the activity box, will result in a blank report. Preview the report. Make sure it answers the question in the first step. Are all the data points needed represented? Are the records correct? 

6. Confirm the Output 

The most popular type of output for a report is a PDF or physical printout. However, there are many other options available. Deltek Vantagepoint can export reports to Excel, Word, and even PowerPoint. Additionally, now that Vantagepoint has dynamic dashparts, many firms are finding that when a user is asking for a report, they may find it useful to create a dashpart to have on-demand access to this information quickly and easily.   

Once you are satisfied with the report, contact the user with output options and confirm the best output. Sometimes after you present the draft report to the user, you may find that this is a report that should be scheduled out on a regular basis or shared with a group of individuals’ favorite report list. Or maybe a dashpart would be useful to access the information on a regular “on demand” basis? 

You may also want to ask questions like “Is this information something you would like on your projects weekly, monthly, on-demand?" or “Is this information something you feel other managers also could use on a regular basis?”  

Accurate Reporting With Deltek Vantagepoint Allows for More Efficient Decision-Making 

In conclusion, accurate reporting is essential for making informed business decisions in Deltek Vantagepoint. As a Power User or System Administrator, it is crucial to understand the user's needs and interpret their requests to provide them with the best report in the ideal format. By following the six steps outlined in this article, you can create accurate reports that answer the user's questions, reduce the need for multiple report iterations, and eliminate the possibility of errors. Always preview the report before sharing it with the user and confirm the output options that suit their needs. Accurate reporting in Deltek Vantagepoint is vital to help your organization make informed decisions and improve overall business efficiency. 

As a project management software, Deltek Vantagepoint offers many capabilities for managing projects and teams. One of the most important aspects of managing a project is ensuring that the team is able to work together seamlessly. This is where Deltek Vantagepoint's integration with ADP Workforce Now comes in. 

ADP Workforce Now is a human resources management system that offers a variety of features for managing employee data. By integrating Deltek Vantagepoint with ADP Workforce Now, organizations can take advantage of both systems' capabilities to manage projects and people more effectively. 

From the moment of first hire, you can keep your employee data in sync with the ADP Workforce Now Connector for Deltek Vantagepoint. This allows for a single source of truth with the need for only a one-time data entry occurrence. 

The integration between Deltek Vantagepoint and ADP Workforce Now allows organizations to: 

• View employee data from both systems in one place 
• Update employee information in both systems from one central location 
• Create and manage employee profiles from either system 

One Source of Truth for Core Employee Information 

With this integration, there is one single source of truth for the origin or updates of core employee information. By having one point of entry, duplication of entry and possibility of errors is reduced.   

Because ADP has a self-service portal, employees can update information as they need to in their record, and the Blackbox Connector will pick up the changes on the next scheduled synchronization, which is set based on your business needs.   

If an update to a single employee record is needed sooner than the scheduled synchronization, then that record can be synchronized on demand via a Workflow button within the Employees Hub in Deltek Vantagepoint. 

You Decide What Information Is Mapped Between Systems 

With the initial setup process, you will assist with a mapping exercise that will determine which fields in ADP are mapped to their respective fields within Deltek Vantagepoint. If there is a field within ADP that has a respective field within Vantagepoint then the Blackbox Connector can pick it up. Example standard mappings include: 

• Workers in ADP are inserted or updated within the Employees Hub in Deltek Vantagepoint. 

• Degrees in ADP can be mapped to the Degrees/Education grid within Vantagepoint. 
• Skills in ADP can be mapped to the Skills grid in Vantagepoint. 
• Licenses in ADP map to the Licenses grid in Vantagepoint. 
• Emergency contacts are mapped to the Emergency contacts grid in Vantagepoint.   
• PTO balances can be taken from ADP and mapped into Vantagepoint.  

• Cash Disbursement GL entries can also be retrieved from ADP and put into Vantagepoint. This process can also automate the upload of payroll data to ADP. 

Easily Adapts as Your Business Adapts 

As your business evolves, no code changes are needed. If you add custom fields or change relationships between ADP columns and Deltek Vantagepoint columns, dynamic mapping is available within the Blackbox Connector. This drag and drop process includes advanced mapping capabilities if they are needed. 

No More Flat Files with This API-Driven Connector 

The Blackbox Connector connects ADP and Deltek Vantagepoint via API. This means that all Employee synchronizations are done electronically, which eliminates the need for flat files and overnight processes. To restrict the impact on your system, only records that are newly created or changed within ADP are brought across during synchronization. Your synchronization can be scheduled multiple times per day. 

The Benefits Are Clear 

The benefits of the Blackbox Connector between ADP Workforce Now and Deltek Vantagepoint are clear: 

• By having a single source of truth, duplication of entry and errors are reduced.   
• With the interval based scheduled or on demand synchronizations, you stay up to date with your staff information. 
• This enterprise grade technology is being offered at reasonable prices and comes with the full support of the Full Sail Partners’ team of Deltek experts. 

• The Blackbox Connector is also future-proof which alleviates any fear of upgrades or changes. All of that is handled for you.   

The integration between these two systems makes it easy for organizations to manage their projects and teams more effectively. By being able to view and update employee information in one central location, organizations can save time and resources. 

To see the Deltek Vantagepoint Blackbox Connector for ADP Workforce Now in action click the image below. 

From project managers to accountants to business developers, almost every role at project-based firms will benefit from the new features in Deltek Vantagepoint 5.0. The new features go beyond usability enhancements like drill-down capabilities for dashboards to entirely new ways to manage timesheets. Let’s take a look at some of these new features of Deltek Vantagepoint 5.0.

Search Navigation Improvements

The search navigation bar for top-level searches has been redesigned. Users can now find any record without needing to select a search criterion such as “active.” This is different than in Vantagepoint 4.5 when a user wanted to find a record. Deltek has revamped the new search navigation to be closer to how the Quick Search function was in Vision.

A new filtering option was added as shown below to the right of the search field. Users can filter by the saved searches. A user can select a saved search, and a preview of the project records meeting those criteria is displayed. From this view, a user can either select multiple projects, or all projects can be selected by clicking “Done.”

To learn more about the redesign of the search improvements, watch this mini-demo.

Saved Grid Views

Another general enhancement is the ability to save grid views. If records are displayed in a list view, as shown below, the order and type of columns displayed can be saved. Then users can toggle between different views based on their preferences.

The types of views that can be saved are:

• Columns selected in the grid
• Order of the columns selected
• Column width
• Pinned columns

Saved grid views are currently available in:

• Hub records in list view
• Edit Project Structure grid
• Transaction Center lists
• Transaction Entry grids such as AP vouchers
• Interactive billing grids

Saving grid views has been added to the “Save Rights” section with Reports, Search & Options in User Security. These security settings allow for users to save grid views for themselves, their role, or globally.

See how grid views are saved in an upcoming mini demo in September. Check this page to sign up when it’s available.

My Preferences Option

The next general enhancement is in the My Preferences area. There is a new feature that was added at the bottom right of the My Preference box (shown below).

Users can now decide how they want the General Ledger accounts to be sorted – by account name or account number. This is going to be helpful for those people who enter GL accounts, such as the accounts payable professionals. It’s helpful when that user is in the transaction area because they now can search lists sorted by account name or account number.

Sorting of Timesheet Line Items

This enhancement has been highly requested and it’s finally in Deltek Vantagepoint 5.0. It was a feature in Vision, but not only did Deltek bring it back, but it greatly improved the functionality. Now employees will be able to sort their timesheet line entries by project name, client name, and project number or have no sort at all. No sorting will leave the timesheet lines in the order in which they are entered on the timesheet.

When there are multiple lines for the same project, they will be sorted by Phase, Tasks, and then Labor Code (as applicable).

In addition, when the employee adds a new timesheet line item, the timesheet will automatically sort based on the sort option chosen.

Timesheet and Floor Check – User Options

Another efficiency enhancement with timesheets is the ability to sort or see employees by first, last name, employee name or period ending. This is especially helpful for those approvers who have many employees to approve. This is available in both the timesheets and floor check.

Expanded Use of Accounting Email Templates

Vantagepoint 5.0 has expanded the use of the email templates, specifically for interactive billing, draft invoice approvals, and in the invoice history area. Users can create invoice templates and save them to use again.

Sharing saved templates is controlled by Role Security under the “Save Rights” section. Users can preformat any of the email items including the To, CC, subject line, and body message. Fields can also be inserted into the subject line and body of the email to make it more personalized.

Billing Clients Can Change Over the Project Lifecycle

Vantagepoint 5.0 now allows for the billing client to change over the project lifecycle and maintain its invoicing history. Now, when a billing client is changed on the accounting tab in the Projects Hub, it’s updated on the Team and Invoices tabs.

In addition, the history of the billing client at the time of any previous invoice remains the same. This means if a previous invoice needs to be reprinted, the initial original billing client will stay intact. Any detail reports, dashboard statements, etc. are also going to now retain the history of whatever the billing client was.

Other Accounting Updates

The other accounting updates in Deltek Vantagepoint 5.0 include:

• The automatic bank feed is available for on-premise clients. This allows the firm to import transactions from a bank directly to reconciliation. Cloud clients had this ability beginning in Vantagepoint 4.5.
• Automatic creation of cash receipts from bank reconciliation imported receipts that are not already entered. However, posting is not yet supported directly from bank reconciliation.
• The integration between Vantagepoint and Corpay (previously Nvoicepay). This simplifies and automates payments to the vendors. The integration processes payments in Vantagepoint and sends the file to Corpay to issue the payment. It does require initial onboarding with Corpay, a 3^rd party application.

AR Detail Base Dashpart Update

This is another great enhancement to Deltek Vantagepoint 5.0. While previous versions of Vantagepoint had the AR Detail Base dashpart, this latest version has added the AR Comments column. Not only does this column show the latest comments, but it gives the ability to add new comments directly from the dashboard.

Other Dashboard Enhancements

Other enhancements to Vantagepoint dashboards are listed below.

• New feature to schedule daily dashpart updates. This reduces the need to have “always rebuild” checked on the dashpart.
• The calculated fields on dashparts now support date ranges!

Start Using These New Features in Deltek Vantagepoint 5.0

The new features in Deltek Vantagepoint 5.0 touched nearly all of the areas of the system. From usability enhancements for dashboards to entirely new ways to manage timesheets, many improvements have been made. Start using these new features today! Additionally, be on the lookout for the next blog regarding more 5.0 enhancements pertaining to resource planning and CRM.

Click the button below to see how Deltek Vantagepoint can support your project-based firm.