VPVI-51:Leveraging Vision and FMIS to Turbo Charge Procurement

Teresa Raffel, Foth & Van DykeKelly Duquette, Full Sail Partners

Agenda

Introduction

Foth Companies & Full Sail Partners Overview

Business Problem

Approach

Solution

Deployment Strategy

Stakeholder Feedback

Teresa Raffel

Director of ERP & SCM

A member of Foth & Van Dyke since 1990 serving in many roles across the organization for our

clients and also internal support. Client roles included Project Manager, Client Manager,

Grant/Loan and Lobbying Consultant. Internally served as Business Unit Manager of our

Shared Services and most recently Director of Enterprise Resource Planning (ERP) and Supply

Chain Management (SCM). Areas of focus:

Platform Owner for ERP including it’s roadmap and sponsorship of deliverables

Serving as a Leader for Deltek Power User Group (PUG)

Member of Deltek Large Firm User Group (LFUG)

Engagement in User Groups – huge benefits through collaboration

Supply Chain Management – Corporate Initiative

Upgrading applications and process

Formalizing our Supplier Relationship Management Program

Developing awareness and documenting our supply chain

Managing the optimization

Foth Companies Overview

Foth Companies Overview – Infrastructure Division

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Foth Companies Overview – Environment Division

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Foth Companies Overview – Production Solutions

Division

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Foth’s ERP Overview

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700-750 Vision Users – Dependent Upon Flex Workforce

CRM

Time & Expense

Accounting

Multi-Company

Multi-Currency

Resource Planning

Several User Defined Info Centers

Deltek Purchasing & 3rd Party Procurement App Slingshot

PPM Deltek Acumen – 3 Users

Kelly Duquette

Principal Solutions ConsultantKelly Duquette is Principal Solutions Consultant for Full Sail Partners, providing

assistance to firms on or migrating to, Deltek Vision and Vantagepoint systems. With a

background in accounting, Kelly has more than 25 years of experience focused around

Enterprise Resource Planning (ERP) system management and implementation. She

holds her Master’s Degree in Business Administration and has been both a Deltek

Vision user and system administrator. Prior to joining Full Sail Partners, Kelly was Vice

President and Director of ERP Systems at a large Engineering/Environmental Consulting

Firm, with more than 120 offices across the US.

Kelly’s specialties include:

Planning and supporting firms with migrating data during mergers and acquisitions

Configuring and training of the Vision Purchasing and Asset Management modules

Building and implementing client solutions within the Vision Advanced Workflow Engine.

Past leader of the Deltek Vision Large Firm User Group and member of the Vision Power User Group

Has presented on the Critical Roadmap Factors for Mergers and Acquisitions and Getting Started

with Deltek Vision's Approval Engine and co-presented with Ed Zanaty on Vision Purchasing - A

Project Centric Approach.

About Full Sail Partners

Full Sail Partners is a Deltek Platinum Partner and the creator of the Blackbox Connector for Deltek Vision.

Partnering with more than 1000 clients nationwide, Full Sail Partners builds long-term relationships and

seeks to identify the critical resources to create a faster, more efficient, and cohesive business infrastructure.

Firm specialties:

• ERP System and new module implementations

• Business Consulting

• System Navigational Analysis and reorganizations

• Merger and Acquisition Data Transformation Services

• Technology Solutions

• Application Hosting for Deltek Vision

Additional Resource familiar with Vision Purchasing

Process implementation

Project Review Screens

How purchasing flows thru Vision from Procure to Pay

Used to fill in the gaps

Helped set up configuration

Helped with testing of initial set up

Set up test scenarios to be finalized upon final configuration

Why added to team:

Problem - Rapid Growth & Complexity for 3rd

Party Suppliers in Delivery of Projects

Lack of Governance & Control

>$100 million spent annually on 3rd party vendors (40%

increase forecasted)

Increased Supplier issues

Little focus on volume or relationship shared savings

Lack of Process and Technology

Overall lack of transparency & visibility to purchase

commitments

Our Approach

Formed a multi-functional team, including trusted partner firm Full

Sail

Collected requirements and prioritized Must Have, Should Have

and Nice to Haves and defined future state

Determined #1 priority was to address our lack of process and

technology by selecting the right Procurement Application to meet

our needs

Qualified 4 potential solutions, selected one

No selection finalized until Pilot “Test Drive” is completed

Supply Chain Management Future State

Need a procurement application that is fully integrated with Deltek Vision

Structured process, but ‘appropriately flexible’

‘Consolidated Buying’ with expanded responsibilities over current functionsVendor selection, negotiation, contract mgmt.

Spend management, forecasting

Partnering relationships with vendors

Key Business Requirements

Provide real-time data

Fully integrated procure to pay with ERP (Deltek Vision)

Configurable, no custom code or manually maintained workbooks

Ability to integrate third-party supplier commitments into project planning cash flow and revenue projection profitability modeling

Ability to search, update and report on information at each stage of the procurement life cycle (e.g., requisition, purchase order, receipt of goods or services)

Multi-Company and Multi-Currency

Intuitive and Easy to Use

Configurable Workflows to Automate Business Rules

Final Four

Slingshot – incumbent

Procurify

Deltek Purchasing

FMIS

Recommendation – Dual Application Pilot

FMIS Integrated with

Deltek Purchasing

Results – Exceeded Expectations!

50% Productivity Improvement in AP Process!

Eliminated all paper, centralized to one electronic approval

Reduced touch points of each invoice from 5 different

individuals to 1

Reduced labor in AP from 3 FTEs to 1.2

12 Attributes rekeyed to 0

Automates and tracks all invoices in process

Once uploaded and approved, AUTO posts in Vision, sending

pdf invoice and support documents to Vision file stream

Transparency of PO commitments (cost vs.

billing) & Earned Value Management

Auto-Posts transaction and transfers

attachments to File Stream in Vision

Results – Major Risks Mitigated

Automated Special Terms and Conditions triggered by

Product, Category, UOM, Client, Vendor, or Project

Independently tracks individual transactions with audit

trail and versioning

(Req/PO/Approvals/Receipts/Equip)

Allows for tracking and accountability of contractual

project milestone payments

Major Benefits

Feedback from Stakeholders – simple and intuitive

Full access to all users for buying history by part, kit,

vendor, client, project, etc.

Bill of Materials (BOM) products can be exported from

design software and imported into FMIS via excel

spreadsheet

Everything available via PO – receipts, invoices,

communications with supplier, authorizations, etc.

Deployment Strategy

Test, test, test and test again – pilot was very helpful

Important to have a strategic plan associated with the Product

Catalog

Understand your business needs to analyze what supply chain attributes

drive your results

Auto-posting time lines – invoices in process, start before period

end but post in next period – workflow checks current date to

reconcile

We opted for cascading roll out by business unit, worked well with

focusing on business specific products, vendor and client needs

Stakeholder Feedback

Integration with ERP (Deltek Vision) was seamless, “views into

Vision, not downloaded” – increases speed of application – keeps

real time information

Configurable to our business process with advanced workflows –

huge benefit

Foth IT resources to support are minimal as FMIS is responsible

for upgrades, keeping product in line with Deltek upgrades

Partnership with FMIS has been a win/win

Continual feedback reflects in FMIS roadmap planning