Full Sail Partners Blog

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.

What are the options for my firm to apply labor costs to regular, revenue-producing projects? In Vantagepoint, there are two ways to charge labor cost to your projects. Some firms prefer to load an hourly rate for both hourly and salaried employees. And some firms prefer to load a salary rate for salaried employees and an hourly rate for hourly employees and use the Adjust Salary Job Cost utility (ASJC) in Vantagepoint.

The Adjust Salary Job Cost utility is Vantagepoint's way of taking the employee’s salary rate and calculating a cost rate based on the hours worked (instead of standard hours in a period). The ASJC utility is run after timesheets are posted and adjusts the posting so that the costs posted agrees to what is being paid to the employee.

What does this mean?

First, let’s discuss firms that load an hourly rate for salaried employees. Assume that the firm Mike Jones works for has bi-weekly timesheet and pay periods. Below is an example of postings where ASJC is not enabled:

Example: Mike Jones is a salaried employee and is paid $3,000.00 bi-weekly, and he has an hourly cost rate in the Employee Info center of $37.50/hour ($3,000.00/80 hours). When timesheets are posted, Vantagepoint multiplies the actual number of hours worked by the hourly rate from the employee info center record. Vantagepoint will post a debit to the direct and/or indirect labor account and credit the Job Cost Variance (JCV) account. Mike’s hours are applied at a cost rate of $37.50 for every hour he works regardless of how many hours he works.

When payroll is posted, we would see a debit to the JCV account for Mike’s bi-weekly salary - $3,000.00. If Mike had worked 85 hours in an 80-hour timesheet period, the JCV account would be -$187.50 because the credit posted to JCV was $3,187.50 at the time of timesheet posting and the debit posted for payroll is $3,000.00. If Mike had only worked 75 hours during the timesheet period, the JCV account would be a positive $187.00.

Now let’s talk about those firms that load a salary amount in the Employee Hub. We will use the same bi-weekly timesheet and pay period frequencies as in the first example.

When a salaried employee works more or less than 80 hours, Vantagepoint handles the cost exactly the same way it does as if an hourly rate were loaded in the Employee Info Center at the time of time sheet posting. To calculate the cost rate, Vantagepoint uses the salary rate in the employee info center, divided by the frequency (in this case 80 hours) and multiplies the result by the number of hours recorded on the timesheet.

This is where Adjust Salary Job Cost comes into play. Once run, AJSC takes the salary rate and divides it by actual number of hours worked and recalculates the number of hours worked.

Example: Mary Smith has a bi-weekly salary of $3,000.00 and she has 85 hours on her timesheet. When timesheets are posted, Vantagepoint takes her salary rate and divides it by 80 (bi-weekly frequency) and multiplies the result by the actual number of hours on her timesheet. You would see a debit to direct/indirect labor account and a credit to the JCV account for $3,187.50. Just like the firm using an hourly rate in the employee info center.

Now when ASJC is run, Vantagepoint takes the salary rate, divides it by the actual number of hours worked ($3,000.00/85 = $35.29411) and applies the result to the actual number of hours worked ($35.29411 * 85 = $3,000.00). Vantagepoint makes an adjustment to the original timesheet posting to credit the direct/indirect labor account and to debit the JCV account in the amount of $187.50. Since Mary is paid $3,000.00 per pay period, the JCV account would not show a balance when payroll is posted.

How cost rates are loaded in Vantagepoint affects the way labor costs are reported on the projects and the General Ledger. Here are some of the differences:

• Load Hourly Rate in the Employee Hub:
  • Time posts to projects at hours worked at standard hourly rate.
  • No additional steps by accounting.
  • Costs posted to direct projects are not consistent with actual payroll paid when employees work more/less than standard hours. Over/Under balances are carried in the JCV project.
  • Project managers have stable costs to track project performance.
  • General Ledger carries a balance in the JCV account that is reflective of the amount paid to employees over/under the actual hours worked.
• Load Salary Rate in the Employee Hub and use ASJC:
  • Time posts to projects at hours worked at variable hourly rates for Salaried employees (hourly rate changes on hours worked in any given period).
  • Accounting must run the ASJC utility after time sheet postings for salary job costing to occur.
  • Costs posted to direct projects are consistent with actual payroll paid when employees work more/less than standard hours. No balances are carried on the JCV project.
  • Project managers must manage variable costs over which they have no control.
  • The JCV general ledger account does not carry a balance when the ASJC utility is used.

As you can see, both choices have pros and cons, but having a clear understanding of how the ASJC utility works in Vantagepoint will help you make the right choice for your firm.

Final Thoughts: What's Best for Your Firm?

There’s no one-size-fits-all when it comes to labor cost strategies in Deltek Vantagepoint. Whether you stick with standard hourly rates or leverage the Adjust Salary Job Cost utility, the right path depends on your firm’s structure, goals, and how you want costs reflected in your projects and your books.

If you’re scratching your head or wondering which option makes the most sense for your team, you’re not alone—and we’ve got your back. Let’s take a deep dive together.

👉 Reach out to schedule a Navigational Analysis with our experts. We’ll help you uncover the most effective setup for your firm and make sure your Vantagepoint system is working for you—not the other way around.

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. 💪

Deltek Vantagepoint continues to deliver in process efficiencies. As the most-used ERP by project-based firms, Vantagepoint is in touch with the struggles faced by its users and offers solutions to those pain points. Here are some ways that Vantagepoint can be leveraged to streamline your firm’s processes.

1. Time Entry Made Easier with Flexibility and Automation

Time entry, while critical to project cost tracking, is many employees’ least favorite task. Vantagepoint time entry provides a user-friendly experience with options to complete timesheets through the main application in the timesheet and/or calendar view, as well as a mobile app that is optimized for use on mobile devices. The calendar view timesheet can be made even more helpful by enabling the Connect functionality (more details later!).

A user can start, work on, and finish their timesheet entry using all 3 options that work together. Timesheet assist is a tool that can help employees remember to submit their timesheet by providing a reminder and suggested projects.

Vantagepoint also offers robust options for an approval process that can range from one approval for the entire timesheet to an approval for each line item. While line-item approval may sound daunting, it can serve to speed up the billing process! Since the time has already been reviewed before draft invoices are even created, Project Managers should be able to simply skim the time charges on their drafts and approve invoices more quickly.

2. Snap, Submit, and Get Paid Faster with Smarter Expense Entry

Employees on the go know they need to submit their expense reports in a timely manner to get paid and bill the clients. Expense reports can be done in the main application, but this is one place where the mobile app really shines. Turn on the Intelligent Character Recognition (ICR) feature (located in the main application) for your users.

This will allow them to take a picture of their receipt to start the line-item entry for them! The system will do its best to read the receipt and fill in data. Less keying for the employees = quicker turn around on expense reporting, and the added bonus is that the receipt is already attached! Follow that up with a thorough approval process and paying your employees and billing your clients, including attaching backup receipts, will be much more efficient.

3. Eliminate Paper Chasing with Streamlined AP Invoice Approvals

Managing Accounts Payable invoices can also be automated using Vantagepoint. Using the AP Invoice Approvals feature can help eliminate paper shuffling and lost email approvals. And with the ICR functionality enabled, the system will start the data entry for you.

An approval workflow will assist with routing the invoices to the appropriate parties for approval. The list of AP invoice approvals in process available in Vantagepoint makes follow-ups simple. Approved invoices flow to the client billing process and can also be included with the client invoice with one click in Billing Terms. Complete the AP process with electronic payments, an auto-created file for your bank, and emailed remittances using email templates. AP hassles are a thing of the past!

4. Accelerate Billing and Cash Flow with AR Invoice Tools

Cash is still king. Regular client billing keeps cash flowing! The AR Invoice Approval process enables the generation of draft invoices inside of Vantagepoint, with the option to use the markups feature. With the markups option enabled, Project Managers can not only review client invoices, but also make notes and indicate changes directly on the draft that is within Vantagepoint.

Billers can access a list of invoices that have been generated, including the approval status, which combats lost emails and missed invoices. Completed invoices can be emailed to clients, and using email templates to do so will streamline the process even more.

5. Automate Contact + Opportunity Entries with ICR, Connect, and Deltek DelaTM

Work smarter, not harder when it comes to adding contact information to Vantagepoint. Enable ICR for the mobile CRM app. This feature will allow users to snap a photo of a business card with their mobile device and put the power of automation into creating a new contact record. Review and adjust the information as needed and move on to tasks that add more value to your day.

Enable Vantagepoint Connect and leverage it to help automate client, contact, opportunity, and activity record creation. Employees spend a lot of time in the company’s email application like Outlook and Gmail. Using Connect can help get that information out of the email silo and into the ERP that can provide visibility to the data across users. Get the data in front of the correct staff in a timely manner and reduce the number of missed opportunities!

Use Deltek Dela! While Dela is the AI power behind approval workflows and ICR, it can also assist Hub navigation, finding data, and the creation of Activity records. More information on Dela is available in this blog and in this mini-demo.

Let’s Keep the Efficiency Wins Coming

Thanks for sticking with me through this roundup of my favorite ways Vantagepoint can simplify your day-to-day. If you’re ready to take it a step further, I’ve got something just for you—my on-demand webinar, “15 Must-Know Features to Supercharge Your Deltek Vantagepoint Efficiency.”

In it, I dive into even more time-saving tips and show you some of the latest features in Vantagepoint 7 and beyond. From smarter navigation to accounting shortcuts to automating those repetitive tasks—we’ll cover it all.

👉 Click below to watch the webinar when it works for you, and let’s keep making your Vantagepoint experience as efficient as possible!

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.