Deltek Insight 2010: Workflow Supporting Project Management

VI-222: Workflow Supporting Project Management

Presented by: Diane Magnuson, Baxter & Woodman

Copyright © 2010 Deltek, Inc. 2

Agenda

• Introduction and Setting Basic Assumptions

• Walk through the Project Flow Process

• Beyond Work Flow

• Q&A

• Closing Comments


Introduction

• Baxter & Woodman - Municipal and Civil Engineering• 9 office locations in size from 3 to 100 employees, about 200 employees total

• Project Contracts range from $150 to $1.5 million• Water, Wastewater, Transportation, General Municipal, GIS, Surveying

• History of Software• Home-grown Wang

• Wind2 FMS – January 1995

• Converted to Vision – September 2006

• Changes to Process Flow• Before Vision: 3 Accounting staff entered everything

• After Vision:

• Everybody enters Clients, Projects, Timesheets

• Accounting enters AP, GL, Billing Terms

• Who am I? One of 4 Vision Administrators.


Basic Assumptions

• We use Work Flow to help the Project Manager get his project set up correctly and to help him communicate to the client

• We use User-Initiated Work Flow almost exclusively

• Lots of screen shots for takeaway

• We have 4 different people (Vision Administrators) maintaining our workflows, so we use a naming convention that tells at a glance where and what type of Work Flow. The Format is X-YYYY.– First Character: U for User Defined, S for Scheduled

– Next 2 characters: Vision Table Name

– 4th character: Defines type of Action (E – Edit, D – Delete, N – New/Insert)

– 5th Character: Defines if Conditional or Unconditional


The Project Flow

Client •It starts

with the Client

Opportunity

•The Opportunity sets the stage

Project

•The Project is created

•Project Management communicates to Clients


It Starts With a Valid Client Record…

• Rules of the Road – Clients: – Each Client has a Client Manager. A User Defined Field (UDF) stores this.

– Each Client is Assigned to a Marketing Region. A UDF stores this.

– Anybody can make a new Client but most get help from Marketing Coordinators.

– All Clients are given a 5 character ID

• When a new Client is created, Work Flow:– Ensures assignment of Client Manager and Marketing Region to default

values if the UDFs are empty.


Client General Tab


Client: User Defined FieldsUsing Column Change


Opportunities Track Possibilities…

Rules of the Road – Opportunities:– We don’t use Opportunity Number.

– Each Opportunity Name gets the Client ID as a Prefix.

– Some Opportunity Stages are tightly controlled and only certain users can set/unset them.

• When a new Opportunity is created, Work Flow:– executes a Stored Procedure to fill in the Client ID as prefix in the

Opportunity description

• When the Opportunity Stage changes, Work Flow:– Adjusts the Probability

– Sets Date Closed

– Modifies Status


Opportunity General Tab


Opportunity: Client ID as Prefix Using Stored Procedures


Opportunity: Client ID as PrefixStored Procedure Detail

ALTER PROCEDURE [dbo].[BWWF_UpdateOpportunityName]( @OpportunityID nvarchar(32)

,@Name nvarchar(255) ,@ClientID varchar(32) )

ASBEGIN

-- SET NOCOUNT ON added to prevent extra result sets from-- interfering with SELECT statements.SET NOCOUNT ON;DECLARE @ClientCode varchar(20) SET @ClientCode = '' Select @ClientCode = Substring(CL.Client,1,6) FROM CL Where CL.ClientID = @ClientID

Update Opportunity SET Name = @ClientCode + ' ' + Substring(@Name,1,248)Where Opportunity.OpportunityID = @OpportunityID

END


Opportunity: Stage Changes Use Column Change to Clear


Opportunity: Stage Changes Set a Date Stamp


Project Creation

• Rules of the Road – Projects:– All new Charge Type regular projects are to be created from a Plan– Start Date and Estimated Completion Date are required– Project suffix of “.10” must be Charge Type Promotional– Some Organizations are only for Corporate use and not for billable jobs– All Projects get with a Custom Revenue Type initially

• When a new Project is created, Work Flow:– Sends Alerts to Project Police & if Support Services are needed– Enforces appropriate Organizations and Dates using Error Messages– Transfers Client UDF to Project field– Provides Timesheet Validation settings with a single click– Changes Settings to Allow Project to be used


Project Creation: Alerts Dashboard and Email


Project Creation: Error ConditionsErrors Stop Action


Project Creation: Stored ProcedureCopy Client UDF to Project Principal Field


Project Creation: Stored Procedure Copy Client UDF to Project Principal Field

ALTER PROCEDURE [dbo].[BWWF_UpdateProjectPrincipal]

(

@WBS1 nvarchar(255)

, @ClientID nvarchar(255)

)

AS

Update PR set Principal = ( SELECT CAST(CustCltMgrId As varchar(20)) FROM ClientCustomTabFields

Where ClientID = @ClientID ) Where WBS1 = @WBS1


Project Creation: Timesheet Validation with a Click


Project Creation: Timesheet Validation Stored Procedure


Project Creation: Timesheet Validation Stored Procedure Detail

• ALTER PROCEDURE [dbo].[BWWF_TimesheetBudgetValidation]• ( @WBS1 nvarchar(255) , @NewModUser nvarchar (255) ) AS• UPDATE PR• SET PR.BudgetedFlag = 'E'• , PR.BudgetSource = 'P'• , PR.BudgetLevel = 'L'• , PR.BudgetedLevels = '1'• From ProjectCustomTabFields • WHERE • --The Work Flow has selectivity that keeps from updating records after the process was done once• ProjectCustomTabFields.WBS1 = PR.WBS1• AND ProjectCustomTabFields.WBS2 = PR.WBS2• AND ProjectCustomTabFields.WBS3 = PR.WBS3• AND ProjectCustomTabFields.WBS1 = @WBS1• • UPDATE ProjectCustomTabFields• SET ProjectCustomTabFields.custLockedDownby = @NewModUser• , ProjectCustomTabFields.custLockedDownDate = getdate()• , ProjectCustomTabFields.custLockDowntoWorkCode = 'N'• From PR • WHERE • ProjectCustomTabFields.WBS1 = PR.WBS1• AND ProjectCustomTabFields.WBS2 = PR.WBS2• AND ProjectCustomTabFields.WBS3 = PR.WBS3• AND ProjectCustomTabFields.WBS1 = @WBS1


Project Creation: Set the Available for Use Flag

•


Project Management / Communication

• Rules of the Road - Project Management & Communication– Communicate with each other

• Many Date and ‘Changed By’ fields

– Control Invoice Creation• Contract Pending switch keeps project from being invoiced permanently until Billing

Clerk resets switch

• Invoice Deferred keeps project from being invoiced this billing cycle

– Communicate with the Client• Client Status Report (CSR) fields are used in SQL report

• Invoice Description entered in UDF and pushed to Billing Terms Description

– History Grid tracks what was entered

• When Changes occur, Work Flow:– Sets date and user stamps

– Passes Invoice Description to Billing Terms


Project Management /Communication


Project Management: Update Invoice Description


Project Management: Invoice Description Stored Procedure Detail

ALTER PROCEDURE [dbo].[BWWF_UpdateBillingTermsDescription]

( @WBS1 nvarchar(255) )

AS

Update BT set BT.Description = PCT.CustInvoiceDescriptionFromPM

from ProjectCustomTabFields PCT

Where BT.WBS1 = PCT.WBS1

AND BT.WBS2 = ''

AND PCT.WBS2 = ''


When Workflow isn’t Enough

• Sometimes we don’t use User Initiated Work Flow - SQL Nightly Process does a lot of heavy lifting– Performance considerations

– Complexity

• Other Items updated at night are not necessary Right This Minute– Marketing Region on Projects and Opportunities

– Department Manager on Projects and Opportunities

• Things that are a bit more Complex– Filling a UDF that describes Billing Terms

– Filling UDFs with data from the Project Summary table after it’s refreshed

• Any Project Planning updates– No User Initiated Workflow is available in 5.x


SQL Nightly Process: Populate History Grid

ALTER Procedure [dbo].[BWSP_Archive_CSR] as INSERT INTO Projects_History_Comments ( WBS1, WBS2, WBS3, Seq, [custHistoryComment_DateSaved], [custHistoryComment_SavedBy]

,[custHistoryComment_TasksCompleted], [custHistoryComment_TasksPending], [custHistoryComment_IssuesWaitingonClient] , [custHistoryComment_InternalComments])

Select WBS1, WBS2,WBS3, SUBSTRING(CONVERT(varchar(255), newid()),1,32),

CASE WHEN ([custCSR_TasksIssues_LastUpdated] > [custCSR_InternalComments_LastUpdated]) THEN [custCSR_TasksIssues_LastUpdated] ELSE isNull(custCSR_InternalComments_LastUpdated,custCSR_TasksIssues_LastUpdated) END as MostRecentUpdated,CASE WHEN ([custCSR_TasksIssues_LastUpdated] > [custCSR_InternalComments_LastUpdated])

THEN[custCSR_TasksIssues_UpdatedBy] ELSE isNull(custCSR_InternalComments_UpdatedBy,custCSR_TasksIssues_UpdatedBy) END as MostRecentUpdater , [custCSR_TasksCompletedThisPeriod], [custCSR_TasksPendingThisPeriod], [custCSR_IssuesWaitingonClient] , [custCSR_InternalComments]

From ProjectCustomTabFieldsWhere ( dbo.GetDateElement(custCSR_TasksIssues_LastUpdated) > dbo.GetDateElement( DATEADD(day,-

1,GETDATE())) OR dbo.GetDateElement(custCSR_InternalComments_LastUpdated) > dbo.GetDateElement( DATEADD(day,-1,GETDATE())) )

And WBS2 = '' And ( [custCSR_TasksCompletedThisPeriod] is not null

Or DATALENGTH(dbo.TRIMTEXT([custCSR_TasksCompletedThisPeriod])) > 0Or [custCSR_TasksPendingThisPeriod] is not null Or DATALENGTH(dbo.TRIMTEXT([custCSR_TasksPendingThisPeriod])) > 0Or [custCSR_IssuesWaitingonClient] is not null Or DATALENGTH(dbo.TRIMTEXT([custCSR_IssuesWaitingonClient])) > 0Or [custCSR_InternalComments] is not nullOr DATALENGTH(dbo.TRIMTEXT([custCSR_InternalComments])) > 0 )


SQL Nightly Process


Q & A

• Questions?


Conclusion

• You can do Workflow– It’s Fun

– It’s Easy

– It can save you steps and time

– Try it out in a Test System

• Take these concepts and make them work for you


Call to Action

• Ask your User Group for help or Check out the Forums.

• Questions on this presentation? Contact– Diane Magnuson at Baxter & Woodman, Inc.

– 815.444.3246

– [email protected]

• Try these related sessions for more information– VI-205 Beyond the Basics with Vision Project Reporting

– VI-216 Custom Fields and Workflows to Track Contract Approvals

– VI-239 Using Vision to Strengthen the Project Management Process

– VI-244 Stored Procedures: Are You Up to Speed?

– VI-309 Get More Done with Vision CRM Workflows

Education

Deltek Insight 2010: Workflow Supporting Project Management