Deltek Insight 2010: Costpoint- Budgeting & Planning

Costpoint Budgeting & Planning

Nikki Mehta, Director, Marketing

Performance Management

Copyright © 2010 Deltek, Inc. 2

Enterprise AnalyticsCostpoint Analytics

• Role Based Dashboards, out of the box metrics

• Robust ad-hoc, drill down, & trending analysis

• Synthesize Information across Multiple Data Sources

• Powered by QlikView

Enterprise ReportingDeltek Performance Mgt. (DPM)

• Ad-Hoc Query Generation

• Self Service Report Authoring

• Supported by Reporting Models on top of Transactional Costpoint database

• Reporting against multiple data soruces

• Powered by IBM/Cognos

Budgeting & PlanningCostpoint Budgeting & Planning

• Create & manage project & organizational budgets

• See project status & costs in real time

• Fully integrated

• 180 reports

Project Lifecycle

PerformanceManagement

BusinessDevelopment

ProjectInitiation

Performance& Delivery

Post Performance& Support

Capture Management

& Teaming

Bid Decision

Develop Capture Strategy

Procurement

Recruiting & On-boarding/

HR

Retroactive Invoicing

Data Gathering & Future Analysis

Project Lifecycle Overview

Procurement

Time & Expense/ Workforce

Compliance

Business Development

Project InitiationPerformance &

DeliveryPost Performance

& Support

Update Project Budget

Plan Resources and Staff Projects

Review Resource Availability

Assign Resources to Projects

Make Adjustments to Forecast

Adjust/Update Resource Availability

Variance Review/ Analysis

Project Analysis & Research

Proposal Pricing Development

Creating Initial Project Budget

Project Closeout

Project Management

Accounting & Finance

Baselining

Project Setup & Design

Opportunity Identification/Development

Proposal Development

Background: The Need & Process

• You told us and we recognized that there was a need to improve your project and organizational budgeting processes

• Last year we built a plan to invest in this area

• We collected requirements from many sources including YOU

• Affinity Mapping/Focus Group Sessions:

– Held 25 Costpoint and GCS Premier User group sessions across the country

– Over 300 participants/500 requirements collected

– Various one on one requirements sessions also conducted

– From these, we identified 20 key pain points

© 2010 Deltek, Inc. 5

What did we learn?

“I can’t integrate with GCS/CP to get historical data for budgets and forecasts. My Excel Revenue forecasts don’t match what is in the accounting system. “

“We have so many versions of our budgets we don’t know which one is right. No two spreadsheets look the same and there’s no official version.”

Spreadsheet Chaos & Shadow Systems


“By the time I get cost reports, the data is a month old! To see where my project will end up six or twelve months from now, I have to do a half day’s work with a spreadsheet.”

“I have to build my own cost reporting system in spreadsheets to get information in time to do course corrections. If I wait for Finance, the project will be over.”

Introducing…


Costpoint Budgeting and Planning Overview

Single, unified application for out of the box: Project & Organizational budgeting, Resource Planning, Forward Rate Forecasting, Project & Financial reporting

• Tight integration with Deltek Costpoint, Deltek GCS Premier, Deltek Time & Expense, & MS Projects

• Web Based, Excel Look & Feel, Easy to use Interface

• 180 out of the box project & financial reports

• EVM Cost Perf. Reports (CPR) formats 1-5

• Deployment and Implementation in 1 Week

2009 Deltek, Inc • CONFIDENTIAL • All Rights Reserved. 8

2007 Deltek, Inc • CONFIDENTIAL • All Rights Reserved. 9

Menu of Goals

Customer goals for Budgeting & Planning:

1. Assist Program Managers and Administrators with the daunting task of finishing projects on-time and on-budget.

2. Provide Organizational and Divisional Managers with visibility to be able to manage to a level of operations that supports proposal and billing rates.

3. Facilitate Finance to rein control and drive accountability in the planning and budgeting processes.

Costpoint Budgeting & Planning Transforms Chaos into Collaboration Costpoint Budgeting & Planning Transforms Chaos into Collaboration

10

1. On Time & On Budget

The Three Questions of PMs..

• Can we actually do this project for what we proposed?

• Where are we today?• If nothing changes, where

are we likely to end up?

What if your project managers could answer at least two of the “Three Questions” accurately and at will?

What if your project managers could answer at least two of the “Three Questions” accurately and at will?

Program Managers need to successfully deliver the scope of work while meeting technical, cost and schedule objectives

1. What if your project managers?

What If your Project Managers..

• Had Visibility to the projects costs for fully burdened resources?

• Could maintain budgets on-line, modify as required, submit for approval and do “what ifs” in real time?

• Could see hours charged in near-real time?

• Trusted the data they get from the accounting system and used it?

• Quit keeping shadow systems and spend their time managing projects?

• Could see project status and costs every morning as of COB yesterday?


Product Overview


Demo


Demo


Built in Project Financial Reporting


Historical Project Cost Reporting


Historical project cost reporting that exposes the fully burdened cost of individual staff and vendor resources.

Modify Proposals


Take Corrective Actions


Visibility to both resource cost and budget details over the entire period-of-performance to be able to understand trends

Create Budgets from Proposal


20

2. Organizational Visibility

• Am I on track with my organization or divisional budgets?

• Are the billing rates truly absorbing the actual overhead costs?

• How is the organization performing:– For the past 5 years?

– How is direct labor impact my organization?

• Do I have enough incoming project revenue to meet my organizational budget? (Plug)

Reconcile project and divisional Budgets for an organizational view.Reconcile project and divisional Budgets for an organizational view.

Organizational and Divisional Managers need continuous visibility into projects being performed in the organization.

21

3. Control & Accountability

• Our budgeting and forecasting process is a mess: manual, error-prone and spreadsheet based.

• We can’t do any re-forecasting because Excel isn’t flexible.

• Do I have enough project backlog to meet my AOP forecast?

• Budgets and forecasts vary significantly by department: is there a way to standardize?

• We spend too much time planning and not enough know if “planned” aligns with “actual”

End the chaos, shorten planning cycles and improve accuracyEnd the chaos, shorten planning cycles and improve accuracy

Finance needs to improve, streamline and standardize our planning and budgeting process

What if you could.. Ensure Traceability Drive Accountability & Standardization Build More Accurate Budgets Adjust Annual Operating Plan Organizational Visibility






Infrastructure

• Compliance• Role-Based Security• Integration

28

Costpoint Budgeting & Planning

What we need (Finance/Program Managers)… What we are delivering…..

Control“We have so many versions of our budgets we don’t know which one is the right one. Each department has their own version and there isn’t an official one. No accountability is the result.”

Standardized budget templates Templates that match company disclosure statement

Integration“We can’t integrate easily with Costpoint and/or GCS . My Excel Revenue forecasts don’t match what is in Costpoint. “

Integrated with Costpoint, Time Collection & MS ProjectChanges in GCSP get updated in budgets automatically

Resource Visibility“Our process for planning resources is not efficient or accurate. As a result our resource utilization is too low and we end up hiring too many, too few or the wrong resources.”

Resource OptimizationView of Resources across projects

Project Management Reports“We don’t get good reports/analysis about budget/forecast versus actual to make forecast adjustments.”

Out of the Box Project Focused Reports 180 pre-built reportsBasic EVM

Organizational View‘“Project Budgets don’t automatically roll up into Corporate Budgets so our Corporate budgets are not based on real project forecasts.”

A Complete Organizational View View budgets at summary level for the entire company, division, or single project.

Everything a Project Mgr. Needs in 1 Place


Radiance Technologies Case Study

Government Contractor

• $71 M in revenues, 400 employees

• Using Budgeting and Planning Module since Summer 2009

30

Radiance Technologies’ project managers and project controls professionals use Deltek GCS Premier Budgeting and Planning to manage their projects. “We’ve stopped over runs with Deltek Budgeting and Planning”

They use the budget development module to create and change budgets and EACs. “ What used to take me a day to do, I can do in 10 minutes with Deltek GCS Premier Budgeting and Planning.

Stacy West, Senior Program Control, Radiance Technologies

Radiance Technologies’ project managers and project controls professionals use Deltek GCS Premier Budgeting and Planning to manage their projects. “We’ve stopped over runs with Deltek Budgeting and Planning”

They use the budget development module to create and change budgets and EACs. “ What used to take me a day to do, I can do in 10 minutes with Deltek GCS Premier Budgeting and Planning.

Stacy West, Senior Program Control, Radiance Technologies

Camber Case Study

Government Contractor

• $400 M in revenues, 2100 employees

• 3 groups, 25 divisions, 80+ Orgs

• Using Budgeting and Planning Module since Summer 2009

31

Deltek Budgeting and Planning allowed Camber to rollout common processes and a tool to 3 groups, 25 divisions and 80+ orgs – all of which had their own processes and nuances when it came to planning and budgeting.

“With Costpoint Budgeting and Planning, we are able to accurately project revenues – something we could never do. Before, everyone lived in spreadsheets and you never knew where you were. Now we have visibility and access to all the project budgets and easily roll them up to the corporate budget. The on-screen analysis with drill downs make it an invaluable tool for Finance and Project controls, managers and administrators alike.” - Robin J. Entrekin, Director-Information Assurance

Deltek Budgeting and Planning allowed Camber to rollout common processes and a tool to 3 groups, 25 divisions and 80+ orgs – all of which had their own processes and nuances when it came to planning and budgeting.

“With Costpoint Budgeting and Planning, we are able to accurately project revenues – something we could never do. Before, everyone lived in spreadsheets and you never knew where you were. Now we have visibility and access to all the project budgets and easily roll them up to the corporate budget. The on-screen analysis with drill downs make it an invaluable tool for Finance and Project controls, managers and administrators alike.” - Robin J. Entrekin, Director-Information Assurance

Thank YouDeltek Team

Technology

Deltek Insight 2010: Costpoint- Budgeting & Planning