VI-13: Vision The Source of All Truth...2016/11/02 · Vision is considered “The Source of All Truth” at DLR Group. Vision data is pushed to many other business platforms. By

VI-13: Vision – The Source of All Truth

Chris Haferbier

©2016 Deltek, Inc. All Rights Reserved 2

Vision – The Source of All Truth

DLR GroupArchitecture Engineering Planning Interiors

– 1,000+ employees

– 27 offices around the globe

– 100% Employee Owned

– 50 years of integrated design

– 80% repeat clients

Elevate the Human Experience through Design

[email protected]

Chris Haferbier Financial Systems Director

Principal


Agenda

Make Vision Your One-Stop Shop for Information

– Insurance

– Office Leases/Commitments

– Corporate Information

– Claims Information/Tracking

Share your Vision data with other softwares to create consistent data and

streamlined processes

– Nightly Data Pulls

– Auto Data Updates / APIs

– Add-On Softwares

Vision – The One Stop Shop for InformationInformation was kept on spreadsheets with authors spanning the group. By using user-defined fields, grids, and info centers, much of that information has now been moved into Vision to ensure everyone has access to the latest and greatest information.


CTE

Clusters

P.O Logs

Leases

Info Center

Project

Awards

Professional

Affiliations

Legal

Info Center

Order

Insurance

Claims

Info Center

Energy

Data

New Fees

Tracking

Civic

Affiliations

Foreign

LanguagesEmployee top

10 Projects

Revenue

Projections

Contract

Tracking


Insurance Certificates Ordering Process

User Defined Tab in Project Info Center and Workflows – Insurance Tracking

Used for both Regular projects and Marketing Proposals

Fields completed by DLR Group Staff

Notice goes to legal department – COI is ordered

When COI is received, legal attaches to files tab and alert goes back to ordering party

Emailed to Client if email address has been provided

Tab tracks renewal insurance information –

– Substantial completion received date

– Tail insurance needed and # of years

– Insurance for this project is included on another project number / dash number


Insurance Tracking Tab Example


Consultant Insurance Certificates Tracking

User defined grid in Vendor Info Center

Used to track consultant insurance certificates per project

Email via workflow notify Financial Administrator of impending expiration

COI is added to Files Tab


Office Lease/Commitment Info Center

User Defined Info Center

Contains office lease information per office

– Status

– Type

– Type of equipment

– Vendor

– Numbers

– $$

– Terms

Associated documents attached on Files tab

Auto-Alerts are sent prior to end date

Info center access limited by security


Office Lease & Commitments Info Center Example


Corporate Info Center

User Defined Info Center – Organized by State and Foreign Countries

Shows Legal Name and historical information for each legal entity

Shows Firm Authorizations / Business Licenses – State / County / City

Corporate Officers and contract signers

Employees Registrations

Agency Contact Information

All Supporting Documentation is attached on Files tab

Info center access and field access limited by security


Corporate Info Center Example


Claims Info Center

User Defined Info Center

Contains Project information related to claims

Accounting of all legal fees and time expended

Contact / Employee information

Associated documents attached on Files tab

Use of activities to document historical dates, due dates, and tasks

Info center access limited by security


Claims Info Center Example

Vision – Share Your DataVision is considered “The Source of All Truth” at DLR Group. Vision

data is pushed to many other business platforms. By keeping our data

in one place, we can be assured it is consistent across all platforms.


Vision

OpenAsset

DLR

Group.com

Sefaira

(Energy)

Printing

Software

Newforma

Document

Management

Email

Signatures

Business

Cards

Synthesis

Payables

Approval and

Tracking

Electronic

Invoicing

AEC360

(CRM)

Revenue

Projection Grid


Nightly Data Exports

SLQ Server Jobs setup to

export data from Vision

database nightly.

– Data is inserted directly into

other databases

– Data is saved to network

location and pulled into

various printing softwares

– Data is saved to an ftp site

where it is pulled into

Business Card Vendor’s

database


File 360 –Document Management

Data is written directly to the

document management database

tables each night.

– Employee

– Vendor

– Projects

When indexing images, user enters

Employee #, Vendor #, or Project #

and additional information auto fills

into the indexing screen.

Document

Management

Database


SefairaEnergy and Daylight Performance Software User defined

tab added to Vision Project info Center to hold A2030 Challenge Information

Nightly data export to network location. File is then uploaded into Sefaira.


Business Card Ordering Process Data sent nightly to FTP site and loaded into

Vendor’s Software database

Click link on DLR Group Square1 (Intranet)

Enter Employee number in Vendor’s website screen

Review and order your business cards


Printing Software

Nightly Export to several file locations across the group

Data uploaded to various printing softwares

Export includes project name and number, active phase, and printing code (R or NR) per project

Coding determined by Expense grid in project file

Workflow added to Vision when active phase changes to alert possible changes in printing coding


Auto Updates of Data / APIs

Direct interface with Vision

Pulls data out to populate software

Updates data in software when Vision data changes

– Email Signatures

– Square 1 (Intranet – Synthesis by Knowledge Architecture)

– Gallery (OpenAsset)

– DLR Group.com (Internet website)


Email Signatures Email signatures are

assembled using Vision Employee data and added database tables

– Ownership Level

– Title

– Suffix

– Phone numbers

– Office

– URL

Email signature Preview in Vision

Signature is pushed upon change to each individual’s outlook to ensure standardization


Square1 (Intranet - Synthesis by KA)

Employee

– Picture

– Years with Firm

– Title

– Office

– Phone numbers

– Office

– Registrations

– Education

– Affiliations

– Languages

– Professional Bio

Projects

– Description

– Client

– Team

– Sector

– Scope

– Project Delivery

– Square Foot

– Construction Cost

– Location

– Awards

– Certifications

Opportunities

Clients

Contacts

Vision Data Flows into Square1

Auto-Updates when Vision data changes


OpenAsset

Direct interface with Vision

Pulls data out to populate software

– Sector

– Scope

– Building Type

– Location

– LEED Level

– Narrative

– Construction Cost

– Square Foot

Updates data in software when Vision data changes


DLR Group.com (Internet Site)

Project Data pulls from Vision and populates website

– Same data that pulls to intranet

– Additional special formatted fields added to User Defined Tab – Website

Employee Data pulls from Vision and populates website

– Standard data the pulls to intranet

– Additional special formatted fields added to User Defined Tab – Website

– Top 10 projects auto fills using stored procedure that will add when employee has coded 100 hours to project


Add-On Software

Software that interfaces directly with Vision

Pulls data out and pushes data in

– Payables Approval and Tracking (EleVia)

– Electronic Invoicing (EleVia)

– Revenue Projection Grid (EleVia)

– AEC360 (Microsoft Dynamics)

– Newforma


Payables Approval and Tracking (EleVia Software)

Payables are entered and approved in

Program, including invoice docs

Information is pulled from Vision and

displayed for each invoice, i.e.

consultant budgets to actual received

Approved invoices flow into Vision as

an AP transaction file ready to post –

includes document

Pay date and check number flows back

into PAT


Electronic Invoicing(EleVia Software)

Draft Invoices from Vision are routed for

markup / approval, including invoice docs

Information from Vision also appears i.e.

Unbilled amounts, Totals at Billing Value,

Totals at Cost, with drill down. functionality

Pay date and check number flows back

into PAT


Revenue Projection Grid(EleVia Software)

Project Budgeting Information from Vision pulls to grid

Current Month Billing Information is entered and flows back into Vision and updates Billing Terms and Project Budget Worksheet

6 Month projections are entered for each project as wells as “Blue Sky” (pulls from promotional projects) and “Gray Sky” Awarded projects not entirely setup in Vision

At start of Next Billing Period, projections “roll” forward one month


AEC360 (Microsoft CRM Dynamics)A comprehensive Business Development solution for A/E Firms

Vision CRM data – currently clients, consultants, and contacts, are pulled into AEC360 (More to come later)

Contacts are also pulled from employees’ outlook contact records into AEC360

If contact pulled from Outlook does not exist in Vision, the record is created in Vision

Activities created in AEC360 also flow back into Vision

Outlook

Updates

data in

AEC360

Vision

Vision updates data

in AEC360 and

AEC360 updates

data in Vision

AEC360

Outlook


Newforma

Check box in Vision project will create Newforma project record

Also creates Files structure on specified server located across DLR Group offices

New Vision clients are created in Newforma

New Vision contacts are created in Newforma

Updates to projects, clients, or contacts flow through to Newforma

Located on

Vision Project

Record

Creates project

file structure on

Network

Creates and

updated

Newforma

project record

Please submit a survey for this session via the

mobile app.

32

Learn More

Get plugged in

• Join a user group (regional, virtual)

• Interact in Kona – Client Advisory Council

(CAC) and more! ([email protected])

• 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

mailto:[email protected]

http://bit.ly/Vision_Blog


Contact Information

Christine Haferbier

[email protected]

Office: 402.972.4056

mailto:[email protected]

Documents

VI-13: Vision The Source of All Truth...2016/11/02 · Vision is considered “The Source of All Truth” at DLR Group. Vision data is pushed to many other business platforms. By