GCS Premier to Costpoint 7 Conversion: What to Expect

Mark Reese, Corporate VP Special Programs, EWAJessica Ritenour, Principal Consultant, DeltekInsight Session GC-148

Agenda

Introduction/Key TakeawaysEWA Corporate BackgroundInternal preparationsDiscovery/Preparation for data conversionData conversionTeam-building Wrap-upQuestions & Answers

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Key Takeaways

An understanding of what the conversion process is all aboutAbility to identify the key company participants needed for a successful conversionRecognition of differences between GCS and CostpointUnderstanding that Costpoint training is required for a successful conversionThe ability to begin development of a time-line for the conversion

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EWA Background and Preparations

Mark Reese, Corporate Vice President, Director Special Programs

Electronic Warfare Associates, Inc.

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Background

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EWA Incorporated Headquarters & wholly owned subsidiaries Each company on their own A&F system (5 with GCS Premier) No automated corporate roll-up capability “Process-light” CEO support – 110%

. . . enabling a more secure future

Preparations

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Charge from the CEO was to develop an ERP solution that encompassed all business process areas.

Interviewed all stakeholders, from internal users to external customers. In essence, began the change management process here Gathered requirements

Compiled all requirements into an RFP, and reviewed proposals Kept all employees informed of the selection process via emails and

newsletters Key stakeholders were given additional updates

Decision

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Upon selection of Deltek- Began overview training 1 month prior to formal kickoff Selected functional area leads Developed a core team and extended team Briefed company presidents on schedule and resources Briefed core and extended team on schedule and resources at a

formal kickoff meeting. Set a schedule to coordinate day-to-day activities with a weekly core

team meeting

And then the fun began….

GCS to CP7 Conversions

Jessica Ritenour, Principal Consultant, Deltek

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When to convert to Costpoint

•How do you know the time is right?

• Performance impacted by large data size

• More functions are moved outside of system

• Billing formulas needed are not in system

• Not necessarily employee count

• Not always a time consideration

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Critical Success Factors

Dedication to accurate and complete mappingsEffective decision making processTimely feedbackOrganized, effective testingPlanned, automated, predictable,repeatable processesUnderstanding New Functionality

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Conversion Basics

Migration of GCS data to a Costpoint 7 database: Driven by functional requirements of Costpoint and other application design

(e.g., Budgeting and Planning Tool)

Requires a basic understanding of the functionality of Costpoint in concert with any additional applications

Multi-step process involving mapping of data, several test conversions and reconciliations after each conversion

Requires both functional and integrated testing

Supported by analysis of GCS data, volume and quality

Influenced by timing in relation to fiscal and calendar year

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Understanding Costpoint is Key to a Successful Conversion

Not an intuitive leapCostpoint is not simply a GCS upgrade, it is a totally different programSome basic Costpoint classes should be attended prior to beginning the conversion process:

Foundations and Navigation Projects Pools

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Planning for the Conversion

•Develop plan for Staff Training Classes

•Identify Team members and responsibilities: Mappings Reconciliations Testing Design Document

•Schedule test conversions and go-live conversion: Reconciliation after each conversion Testing after each conversion

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Comparison of Major Aspects of GCS versus Costpoint.

GCS Premier

Non-Project Accounts

Direct Project Accounts

Suffixes/Trans Codes

Division/Department

Overhead/G&A Accounts

Costpoint 7

Non-Project Accounts

Projects

Project Accounts

Organizations

O/H, G&A Accounts and projects (TPAD)

Things to Start Thinking About

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What Historical Data is needed, if any Current Year Data / Open Projects Open PO, AP and AR items Deletions or Purged Information Unusual Fiscal Years in GCS

What are you looking to improve by converting to Costpoint?

Cleanup Considerations

•Things to Clean up now Purchase Orders Contract Master Data Vendors / Addresses Deleted Accounts Any outstanding to do items

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Wrap-Up

•An understanding of what the conversion process is all about

•Ability to identify the key company participants needed for a successful conversion

•Recognition of differences between GCS and Costpoint

•Understanding that Costpoint training is required for a successful conversion

•The ability to begin development of a time-line for the conversion

•Knowing Costpoint is a different program than GCS

•Understanding the functionality of Costpoint is key

•Staff involvement is critical

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Questions

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