Deltek Insight 2010: Deltek wInsight Best Practices

EPM-224 Deltek wInsight Best PracticesEPM-224 Deltek wInsight Best Practices

Delivered by:

Julie Dunn, Pratt & Whitney

AgendaAgenda

• Introduction

• Key Takeaways

• What We Heard & Applied

• Q&A

• Conclusion

Copyright © 2010 Deltek, Inc. 2

United TechnologiesUnited Technologies

• Headquartered in Hartford, CT– 206,700 employees (2009)

• Revenues– $52.9 million (2009)

• Our businesses– Pratt & Whitney: aircraft engines

– Otis: elevators and escalators and moving walkways

– Sikorsky: helicopters

– Carrier: heating and air conditioning systems

– Hamilton Sundstrand: aerospace and industrial systems

– UTC Power: fuel cells and power systems

– UTC Fire & Security: fire safety and security products and services

Copyright © 2010 Deltek, Inc. 3Copyright © 2010 Deltek, Inc. 3

Deltek wInsight at Pratt & WhitneyDeltek wInsight at Pratt & Whitney

• Deltek wInsight implemented for over 9 years

• Support team in place for those 9 years

• Thousands of users and projects in Deltek wInsight

• Interfaces for EV data from SAP

• Extracts for variance analysis tool, PM Dashboard


Key TakeawaysKey Takeaways

• Understand the importance of evaluating best practices / lessons learned of others

• There is almost always a better way to do it. Create a network and use it!

• Key decisions in system implementation and maintenance

Copyright © 2010 Deltek, Inc. 5Copyright © 2010 Deltek, Inc. 5

Role of Systems AdministratorRole of Systems Administrator

• SOLUTION USED:– Dedicated, centralized resources


Managing access to the system,

managing access to content, and

monitoring system performance

Don’t have everyone in the

System Administrator

role

One person administering the database with a

back-up

6Copyright © 2010 Deltek, Inc.

DatabasesDatabases

• SOLUTION USED:– Oracle environment

– Multiple databases


Second database to verify the CDRL

before submitting to the customer

Common SQL database as a

data repository


TrainingTraining

• SOLUTION USED:– Deltek wInsight Level 1 training delivered to EVMS analysts and

CAMs/CIPTs

– Hands-on, real program data


Include hands-on case

problems

Use real program data for the

hands-on session after training

Deltek wInsight’s basic data cannot

be harmed


TrainingTraining

• SOLUTION USED:– Level 1 and Level 2 training courses

– One-on-one

– Net Meeting

– Sandbox database for analyst certification


Lots of short, focused training

sessions

A four-hour advanced class over four days


Training Training

• SOLUTION USED:– Training surveys


Students need to feel classes

provide value in their jobs

Word of mouth can highly

influence people to attend


TrainingTraining

• SOLUTION USED:– Multiple point Bull’s-eye chart

– Quad chart for MPR


To get students familiar with new report formats, use your own

company’s reports

Use examples that students can associate

with


Self-helpSelf-help

• SOLUTION USED:– Deltek wInsight website at P&W

– Formula document on website

– Demonstrated in training


1. Contractor

1a NameData Input > Contract Setup > Contracts : pick from the drop down list under the column "Contractor"

1b Location this will be the address associated with the choice you made in section 1aNOTE - to see the name and address listings go to Data Input > Shared Setup > Contractors

2. Contract2a Name Data Input > Contract Setup > Contracts / column "CONTRNAME"

NOTE - this name should not be changed. It will cause the next import to become a new contract as the name in the XML or TRN file will not match the changed name in wInsight

2b Number Data Input > Contract Setup > Contracts / column "CONTRNUM"2c Type Data Input > Contract Setup > Contracts / column "CONTRTYPE"2d Share Ratio N/A

3. Program3a Name Data Input > Contract Setup > Contracts / column "PROGNAME"

NOTE - this name can be changed without violating the next import. However the name will change back to the "CONTRNAME" upon the next import and must be manually changed each time you do an import.

3b Phase RDT&E automatically checked off

4. Report Period4a From Data Input > Report Setup > CPR Header / column "RPTSTARTDT"4b To Data Input > Report Setup > CPR Header / column "RPTENDDT"

CPR 1 is based on the WBS (Work Breakdown Structure)

Provide access to all reference

materials

Provide Formulas

document to analysts


Admin ReferenceAdmin Reference

• SOLUTION USED:– Systems Admin manual & process documentation

– Program Analyst standard work

– CPR mappers

– Deltek wInsight Admin certification


Deltek wInsight

Operator’s Manual

1. Contractor

1a NameData Input > Contract Setup > Contracts : pick from the drop down list under the column "Contractor"

1b Location this will be the address associated with the choice you made in section 1aNOTE - to see the name and address listings go to Data Input > Shared Setup > Contractors

2. Contract2a Name Data Input > Contract Setup > Contracts / column "CONTRNAME"

NOTE - this name should not be changed. It will cause the next import to become a new contract as the name in the XML or TRN file will not match the changed name in wInsight

2b Number Data Input > Contract Setup > Contracts / column "CONTRNUM"2c Type Data Input > Contract Setup > Contracts / column "CONTRTYPE"2d Share Ratio N/A

3. Program3a Name Data Input > Contract Setup > Contracts / column "PROGNAME"

NOTE - this name can be changed without violating the next import. However the name will change back to the "CONTRNAME" upon the next import and must be manually changed each time you do an import.

3b Phase RDT&E automatically checked off

4. Report Period4a From Data Input > Report Setup > CPR Header / column "RPTSTARTDT"4b To Data Input > Report Setup > CPR Header / column "RPTENDDT"

CPR 1 is based on the WBS (Work Breakdown Structure)

Reference guide of steps performed

when loading period data each month

Document business

processes


FAQsFAQs

• SOLUTION USED:– Lessons Learned Documentation

– Help desk script


Frequently Asked

Questions and Error Messages

Field definitions in Appendix B of

Manual


SupportSupport

• SOLUTION USED:– Incident reporting system


Get to know your technical support staff

Have tech support /

knowledge base readily

available


Access Control Access Control

• SOLUTION USED:– Manual spreadsheet of users, ID #, date granted, OS Auth security ID,

computer #, group access


Date of Help CT - Military CT - CommDesk Ticket Email Clock # OS Authentication Security ID CID# Security Security

319 320 322 325 333 3 342CONTRNAME ABC Write FTD Write EDB Write BIL Write JAM Write Read Program Office

CONTRNAME GROUP PASSWORDS -------------------->test1 test 2 test3 test4 test5 test6 test7

1 Contract 1 W2 Contract 2 W R W3 Contract 3 R W R R R R W4 Contract 4 R W R R R R W

Basic security reporting

A tool to aid in managing

access controls


Clear RolesClear Roles

• SOLUTION USED:– Defined three different roles

Determine system functionality you

want users to access

Determine relevant users

or groups


SecuritySecurity

• SOLUTION USED:– Group security

Most of the data

management wants is in

Deltek wInsight

Secure to projects of

interest


Merging ContractsMerging Contracts

• SOLUTION USED:– Merge With option


Two related contracts may

need to be looked at separately

Two related contracts may

need to be looked at together


Custom ReportsCustom Reports

• SOLUTION USED:– 48 future periods of BCWS and ETC


Find someone to write custom

reports

Study, copy, and edit

existing reports

Use templates from public

websites


Custom ReportsCustom Reports

• SOLUTION USED:– Put on secured network drive in same folder. Better idea than sending

template to interested parties.


Locate in same folder


OS AuthenticationOS Authentication

• SOLUTION USED:– OS Auth deployed


Allow enterprise-wide OS

Authentication to avoid “I forgot my

Deltek wInsight password”


WBS MapperWBS Mapper

• SOLUTION USED:– WBS Mapper used


Build an alternate data

structure

Converge WBS structure if different WBS structures on related contracts

Map any WBS level to the

target structure lowest level


Validity ChecksValidity Checks

• SOLUTION USED:– Deltek wInsight validity checks


ACWP Cum < 0ACWP Cum > BACACWP Cum > EACACWP Current < 0ACWP neq EAC, 100% compBAC = 0BCWP Cum < 0BCWP Cum > BACBCWP Current < 0BCWP Current and ACWP Current = 0BCWS Cum < 0BCWS Cum > BACBCWS Current < 0EAC = 0negative CV Cum less than VACTCPI-EAC significantly > or < CPI

ACWP Cum < 0ACWP Cum > BACACWP Cum > EACACWP Current < 0ACWP neq EAC, 100% compBAC = 0BCWP Cum < 0BCWP Cum > BACBCWP Current < 0BCWP Current and ACWP Current = 0BCWS Cum < 0BCWS Cum > BACBCWS Current < 0EAC = 0negative CV Cum less than VACTCPI-EAC significantly > or < CPI

Can screen for common errors

before submittal

Instead of reading validity report for each

element



• SOLUTION USED:– Filters and views named the same

– Validity test described in name


Correspond names of the

filters and views

Connect filters to views

Use similar and descriptive

names



• SOLUTION USED:– Marked with underscore ( _ )


Put *** or _ in front to be at

top of list


Back up WSCUSTOMBack up WSCUSTOM

• SOLUTION USED:– Planned for preservation of user’s own WSCUSTOM.XML file in upgrade

planning


Back up your WSCUSTOM in

a separate location

Save your files prior to an installation


Share WSCUSTOMShare WSCUSTOM

• SOLUTION USED:– Training with standard WSCUSTOM

– Commonly used filters/views saved to a WSCUSTOM file and provided to new users after training

– Teach import/export of WSCUSTOM in training


Easy to import / export

Share WSCUSTOM across team

Easy to share via email or on

a network location


Portfolio ReportingPortfolio Reporting

• SOLUTION USED:– Multiple point Bull’s-eye reporting


The ability to report on all

contracts or a subset of contracts

Generate graphs / reports

at the program/portfol

io level

A view of aggregate program

performance


Field NamesField Names

• SOLUTION USED:– eCSVAR change (ProjOff to CAM/IPT)

– Number 1 to EACSys


Change field names by

giving them an “alias”

Avoid the jargon of EVM


User Fields CreatedUser Fields Created

• SOLUTION USED:– Budget Owner column

– Status column


Create new fields in Deltek

wInsight Administrator


Variance AlertsVariance Alerts

• SOLUTION USED:– eCSVAR alerts file and distribution list to alert users as to which elements

have exceeded the project-selected variance thresholds


Email notification

based on EV data


Variance ReportingVariance Reporting

• SOLUTION USED:– eCSVAR

– RAM in Deltek wInsight


System for input, approval, and tracking of VAR narratives

Reduce labor and cycle time and improve quality and consistency

Standard format for

VARs


Variance ReportingVariance Reporting

• SOLUTION USED:– Upgraded eCSVAR (new reports to track corrective actions, unlimited

variance explanation & corrective action fields)


VAR Action Items consistently and

formally managed


RecalculateRecalculate

• SOLUTION USED:– Centrally performed upon initial import using batch recalc

– User taught how to do upon changes


Very important step

Automation of the import process

Recalculate after data

import and other changes


Disaster RecoveryDisaster Recovery

• SOLUTION USED:– Oracle database restore


Data should be backed up every month in a

separate location


CitrixCitrix

• SOLUTION USED:– Citrix, now Remote Connection


Globalization and worker mobility have a significant impact

on operations

Citrix web service to make applications

available via the web


Process ImprovementProcess Improvement


• SOLUTION USED:– Deltek Insight

– Chair WIG

– LinkedIn

Share reports

Check vendor website

regularly for updates

Form local user’s group


Future NeedsFuture Needs

• SOLUTION USED:– List of enhancements

– WIG wish list


Determine existing, upgrade, and new

software needs


Questions?Questions?


ConclusionConclusion

• Listen to other stories / suggestions at Deltek Insight

• Participate in the Deltek wInsight Industry Group (WIG)

• Network, network, network

Contact info:

Julie Dunn,

[email protected]

or

Timothy Gaughan

[email protected]


Technology

Deltek Insight 2010: Deltek wInsight Best Practices