View
0
Download
0
Category
Preview:
Citation preview
Deltek Insight 2016
Contract Management –
Successful Implementation
and Best Practices
Maria Schneider
Vision System Manager
Leo A Daly• 850 employees – 2 brands, one company
• Celebrating 100 year anniversary this year
• 34 offices
• Use CRM, Custom Proposals, Accounting, Billing, Project Planning, Resource Utilization, Time & Expense, Touch Time & Expense
• Deltek customer since 1999 (Advantage then into Vision)
• Member of Vision PUG/LFUG
• In-house customization of our system to meet our culture
• Currently on Vision 7.6
©2016 Deltek, Inc. All Rights Reserved 2
Maria Schneider – who is she?
• 21 years with Leo A Daly
• Worked in Accounting for 16 years
• Vision System Manager for past 5 years
• Corporate Training for all things Vision
©2016 Deltek, Inc. All Rights Reserved 3
©2016 Deltek, Inc. All Rights Reserved 4
Contract Management Project Purpose:
Streamline the Leo A Daly Company’s current process
The ability to track new business – current period
Complete insight to all pending contract information
Ability to track IDIQ/Master Service Agreement contracts
©2016 Deltek, Inc. All Rights Reserved 5
Benefits of using this feature:
Manage contracts between owner and client
– It is not meant to track contracts with sub-consultants
Clarity in Contract Negotiation process
Accuracy of Contract Management
Ability to track New Business Contracted (NBC) by month or specific period of time
©2016 Deltek, Inc. All Rights Reserved 6
Contract Management – Planning the Implementation
Stakeholders - Start talking to them now
Create a detailed implementation plan/presentation
– most stakeholders need a visual
Utilize Finance Employees for your testers
– helps with employee buy-in to the change
Create a formal training plan
©2016 Deltek, Inc. All Rights Reserved 7
Prior to Implementation:
Updates to User Defined Revenue calculation
Security Roles changes
– Project Level security needed
Updated Custom Reports to include:
– Current month New Business Contracted
• taken from Contract Management
– Year to date New Business Contracted
Customized areas of Vision
– Challenged us in regards to capturing the data from Contract Management correctly
©2016 Deltek, Inc. All Rights Reserved 8
Leo A Daly Contract Management Process: Implemented at the beginning of our Fiscal Year to have a clean cut over to the new process
Existing Compensation information was copied over to the Contract Management tab from Budget
and Revenue tab and noted as “History” in the period column
• (Refer to configuration setup to accomplish this)
New compensation amounts are entered into the Contract Management grid
– Assigned down to task* levels when applicable
• *Leo A Daly uses WBS1 and WBS2 structure in our projects - WBS2 is our TASK level
Contract numbers equal our project numbers
– A dash # is added for each new line to indicate a new compensation amount or change
Customized the Contract Status and Contract Type drop down lists to meet our culture
– allows us to track a compensation addition or change inside of Contract Management
• Status: Pending, Notice to proceed, Awarded & Signed, IDIQ-Awarded
• Type: Original, Additional Services, Modification, Task/Delivery Order, IDIQ
©2016 Deltek, Inc. All Rights Reserved 9
Customized
Contract Status
and
Contract Type
drop downs
Configuration of Contract Management
©2016 Deltek, Inc. All Rights Reserved 10
Configuration>System Settings>General tab
Synchronize Fees From Contract to ProjectChecking the Synchronize Fees From Contract to Project box allows
us to automatically populate the Budget and Revenue tab when the
“Include in Fees” box is checked inside of the Contract Management
grid in the Project Info Center, helping maintain accurate numbers.
The compensation fields on the Budget/Revenue tab are now
read-only.
Contract Management:
• Leo A Daly’s Process
• Security setting – Managing the issues
©2016 Deltek, Inc. All Rights Reserved 11
©2016 Deltek, Inc. All Rights Reserved 12
Process: Project Manager
Read-Only access to Contract Management information within a customized view
– Contract Management tab is hidden
• (security issues forced us to create a work around – see our solution in a few slides)
Project Managers complete a “Kick-Off” form* to have compensation added/changed to projects
– Sends to Finance for data entry
• * Our 2017 Roadmap item – We creating an automated process to complete this task
• We do not allow Project Managers to enter compensation information
Finance inputs the data into Contract Management to ensure internal controls
©2016 Deltek, Inc. All Rights Reserved 13
Project Manager View of Contract Management Information:
©2016 Deltek, Inc. All Rights Reserved 14
Process: Finance Department
Corporate Finance owns the Contract Management tab at Leo A Daly
– All other security roles have the tab hidden from view
Created internal controls to:
– Manage the compensation data
– Audit Contract Management entries
– Exception reporting to manage proper period entry into grid
– Control entry deadlines for month-end closeout
Compensation data is entered by finance personnel into the Contract Management grids
Create global reports to distribute the compensation information to users without access to the tab
©2016 Deltek, Inc. All Rights Reserved 15
Finance View of Contract Management:
©2016 Deltek, Inc. All Rights Reserved 16
ID/IQ Contracts/Master Service Agreements
Explored the ability to utilize Contract Management to help us track IDIQ contracts
– Internal issues tracking the balance left in our IDIQ contracts
– A new project is created for each contract we win from the IDIQ contract
– How would we to do it?
• Create a top project for the IDIQ contract – use a negative compensation amount
• Assign a revenue method ‘N’ – no revenue generated
• Each new project that we win is a positive entry into the grid to reduce the amount remaining in our contract
• Reporting allows us to monitor IDIQ contract balances
– Deltek is creating a way to manage IDIQ Contracts and Master Service Agreements, so we did not implement this process
©2016 Deltek, Inc. All Rights Reserved 17
ID/IQ Project Example
©2016 Deltek, Inc. All Rights Reserved 18
Security Settings & Managing the issues with it:
Finance wanted read-only access for Operations, Project Managers, Team Leaders
Screen Design would not allow us to lock these security roles from editing the data on the Contract
Management tab.
Leo A Daly created a customized secondary view
Hid the Contract Management tab to those roles affected
©2016 Deltek, Inc. All Rights Reserved 19
Security Issues: Due to the design of the tab, you are unable to set security for the Contract management popup.
©2016 Deltek, Inc. All Rights Reserved 20
Leo A Daly’s Security Work-Around
Security settings appear to allow you to control the security within the contract management grid using
screen designer but it still allowed access to make edits
We experienced issues with the popup window when you hit insert in Contract Management
– The popup window doesn’t allow security changes
What we did:
– Created a grid on the Budget & Revenue tab to mimic the information in the Contract Management
grid for Project Managers view
– Did not duplicate the fees in the grid since the Budget & Revenue tab already display that information
– A nightly workflow populates the grid with any new information
©2016 Deltek, Inc. All Rights Reserved 21
Leo A Daly’s Alternate View ofContract Management
Tracking Changes in Contract Management
©2016 Deltek, Inc. All Rights Reserved 22
©2016 Deltek, Inc. All Rights Reserved 23
Using the Activity Grid with Contract Management:
Needed the ability to track changes to Contract Management
– Auditing
– Problem solving
Utilized the Activity Grid within the Project Info Center
– Ability to track all changes to the Contract Management information
– Date and Time stamp of each change
• Who made the change
• What was changed
Information in the grid assists in resolving any discrepancies, conflicts or training needed
©2016 Deltek, Inc. All Rights Reserved 24
Activity Grid – Tracking Changes
©2016 Deltek, Inc. All Rights Reserved 25
Activity Workflow configuration:
Training the Users
©2016 Deltek, Inc. All Rights Reserved 26
©2016 Deltek, Inc. All Rights Reserved 27
Uniform Training:
All Finance personnel attended organized training webinars
– Trained how to enter data into the grids
• New fields caused confusion at first
– Promoted Data uniformity
– Clarified ownership of the data
– Timeliness of data input
– End of Month processes
Enhancements to Contract Management(Pretty please )
©2016 Deltek, Inc. All Rights Reserved 28
©2016 Deltek, Inc. All Rights Reserved 29
Enhancements requests:
Ability to lock down the Period field to only have the current period as the selection choice
– Allows better data control for Current information only
– No prior month data being entered
Ability to default Period Field to the current period instead of “history”
Ability to block the Insert/Edit/Copy/Delete choices in the Contract Management Tab
– To restrict “view only” users from accessing the popup window
• then we can eliminate our “work-around” view
Better Workflow ability – Period logic
– (period not equal to current month)
Deltek’s Roadmap for Contract Management
Service Estimates and Fee Estimates are being redesigned
• A focus to Improve the Fee Estimates within the Opportunity Info Center
Creating a process that will populate the Contract Management grid from the
Opportunity Fee Estimate when you create a project from an opportunity
• Compensation will be pushed to lower levels of the project in the task grid
The ability to create Master Service Agreements
©2016 Deltek, Inc. All Rights Reserved 30
Feedback
©2016 Deltek, Inc. All Rights Reserved 31
©2016 Deltek, Inc. All Rights Reserved 32
Ed Zanaty @ Deltek wants to know:
What functionality do you think is needed in Contract Management that you didn’t see here today?
What is missing that is keeping you from implementing Contract Management at your firm?
Are you going to implement Contract Management at your firm this year?
– If not, why?
• *Contract Management is part of the Core package
Send Ed an email at edzanaty@deltek.com with your comments and/or enhancement requests.
Please submit a survey for this session via the
mobile app.
34
Learn More
Get plugged in
• Join a user group (regional, virtual)
• Interact in Kona – Client Advisory Council
(CAC) and more! (VisionPSM@Deltek.com)
• Join the MVP program
Visit the Vision kiosks in the Expo Hall
Follow the Vision Blog @ http://bit.ly/Vision_Blog
Attend a live VPM, CRM, Resource Planning,
demo or sign up for an upcoming webinar at
Deltek.com
©2016 Deltek, Inc. All Rights Reserved 35
Contact Information
Maria Schneider
MASchneider@leoadaly.com
Office: 402.390.4312
Recommended