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Deltek Vision Users GroupSecurity Roles, Advanced Searches, and Tips & Tricks
June 2015
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Creating a Security Role
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The General Tab is where you select the areas of Vision that the User will see
when they log into the system. Many areas are related – if you want the
user to have access to a section of reporting, they will also need the
corresponding Info Center.
General Tab
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As We Go Through The
Steps To Build ASecurity Role, We Will
Be Building A Senior Project Manger Role
Building A Role
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General Tab
First, define the Type of Role:• Administrator• Accounting• CRM
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Type of Role:Administrator - (Described on next slide)Accounting - This option enables the Select Period dialog box within Vision; the Accounting role can approve projects, vendors, and employees for use in Accounting applications.CRM - It gives users access to employee, project, and vendor records marked as Available to CRM users; they cannot approve records for use in Accounting applications.
General Tab
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Administrator: • Dashboard — The role can save the dashboard layout for
other users• Process Queues — The role can stop and start process queues
and see jobs submitted by other users in the process queue manager
• Lookups — The role can access all records in lookups• Info Center — The role can use the Tab Designer to customize
Info Center labels• Login — The role can retain log in privileges even if all users
are disabled in the "user activity" application
General Tab
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General Tab
Decide at what level the role can save searches and reports:Personal OnlyFor Their RoleFor All Roles
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General Tab
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General Tab
When a priority number is entered, Vision will use the numbers to assign jobs in the processing queue
when jobs are submitted at the same time – for example, if Accounting is assigned a 1 and Senior Project Manager is
assigned a 3, Accounting jobs will be processed first.
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General Tab
The Enable Searching Across Info Centers checkbox allows the Search on the main toolbar to show up – this Search
field will search all Info Centers for matching records
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General Tab
If Lookup Limits is checked in configuration, this checkbox in security allows overrides
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Override Lookup Limits
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General Tab
Email Template Organizing options: 1. Use Existing Only 2. Save Personal Only 3. Save For My Role 4. Save For All Roles
To use: Click on Email on the Employee Info Center toolbar
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Sr. Project Manager RoleThe senior project manager
role will have access to these Info Centers:
• Contacts• Clients• Opportunities• Employees• Projects• Units• Vendors
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Sr. Project Manager RoleIf you are using the Planning Module,
include both Project Planning
and Resource Management
options for this role.
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Sr. Project Manager Role
Under Billing, give this role:• Invoice Approvals• Interactive Approvals
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Sr. Project Manager RoleUnder Accounting, give this role access to:
• Accounts Payable• Vendor Review
• Accounts Receivable• Invoice Review
• Project Review
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Sr. Project Manager RoleUnder Human Resources, give access to Employee Review
Under Time & Expense, give access to Timesheet and Expense Report and to Line Item Approvals if you plan to use either of those
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Sr. Project Manager Role
Under Reporting, give access to Project, Accounts Receivable and Billing
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Record Access Tab
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In record level security you control a security role's access to specific Info Center records
After you specify the role's access to records, the lookup results list displays only those records to which the role has access rights
Record Access Tab
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Record Access Tab
This will give the senior project manager
the ability to update the
percent complete when he
approves invoices
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Record Access Tab
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Record Access Tab
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Record Access Tab
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Record Access Tab
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Record Access Tab
The Activity Access section refers to the Activity Tab in the Info Centers. You can choose for the Record Level View to be:
1.Not in Use2.Use Info Center Access3.Use Query
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Accounting Tab
The senior project manager role will have access to labor cost rates and amounts – the other choices are:1. No Access2. Final Totals Only3. Subtotals Only
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Planning Tab
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Access Rights Tab
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Access Rights Tab
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Access Rights Tab
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Access Rights Tab
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Access Rights Tab
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Access Rights TabSet Group Options
defines what Sorting/Grouping
options are available for the selected report
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Access Rights Tab
Give Full Access to All Tabs for Clients, Contacts, Projects and Project Plans
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Access Rights Tab
For the Employee Info Center and the Vendor Info Center, don’t add any tabs – only the General tab
of these Info Centers will be available to the senior project manager role
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Navigator Tab
Full access to
Navigator
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Looking for help setting up Vision Security Roles?
Request a free consultation from an expert at BCS ProSoft
REQUEST COMPLEMENTARY VISION ASSESSMENT
http://www.bcsprosoft.com/slideshare
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VisionSearches
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Four options for looking up records in Vision:1. Quick Find: type in alpha and/or numeric characters
in the Search Box. This will bring up a short list for you to choose one item.
2. Click on the Magnifying Glass – the Standard search field opens.
3. In the Standard search window, click the dropdown and select Advanced. This will open a new window for multiple line items.
4. In the Standard search window, click the dropdown and select SQL Where Clause.
Vision Searches
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Advanced Search
• Click Insert to add multiple search lines – take note of the And/Or conditions at the far right on each line.
• Use the Up and Down Arrows to reorder your criteria lines.
• Advanced Searches can be saved as Personal favorites or, if you have the security rights, as a Global favorite.
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Advanced Search
Search Type: The first field allows you to define the type of information you wish to search for – examples: projects, employees or clients.
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Advanced Search
Search Field: select the name of the field you want to search – examples: project number, long name, location or a user defined field.
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Advanced Search
Operators help refine your searches
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Comparative Operators:
equals Project Name equals Test Projectin list Project Name in list Test Projectstarts with Project Name starts with Testgreater than Date greater than 08/14/00less than Date less than 08/14/00contains Test Memo contains Studionot contains Test Memo not contains Studioempty Test Memo emptynot empty Test Memo not emptychecked N/Anot checked N/A
Advanced Searches
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Use the Is Me, Is Not Me; Is Mine, Is Not Mine
to search for records that
do or do not belong to you.
Advanced Searches
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Advanced Search
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Advanced Search
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Advanced Search
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Advanced Search
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Advanced Search
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List View
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Advanced Search
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Advanced Search
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Looking for help setting up Advanced Searches in Vision?
Request a free consultation from an expert at BCS ProSoft
REQUEST COMPLEMENTARY VISION ASSESSMENT
http://www.bcsprosoft.com/slideshare
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How Vision calculates Burdened Rates for Reporting:1. First, Vision will look in the Project Info
Center/Budget & Revenue Tab
2. If this field is blank, Vision will look in Configuration/Accounting/Overhead Allocation
Tips and Tricks
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In reporting, Vision will calculate the Direct Labor Hours x Job Cost Rate
to get the Labor at Cost
Tips and Tricks
Project Detail Report at Cost:
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For Burdened Rates, Vision will calculate Direct Labor Hours x Job Cost Rate
x Overhead Percentage
Tips and Tricks
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If you’re a SaaS client, Process Queues need to be set up by Deltek. Request separate queues for each type of process:– Alerts –Reports–Workflows
Tips and Tricks
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When to use Labor AdjustmentsAnd
When to use Negative Timesheets
Tips and Tricks
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Tips and Tricks
Labor Adjustments allow you to correct selected fields. You can correct just the Regular Amount or correct the Project.
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Tips and Tricks
Entering a Negative Timesheet: Vision will automatically adjust every field.
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Labor Adjustments and Negative Timesheets are for labor that has been invoiced and is no longer available for
Transferring or Modifying through Interactive Billing.
Tips and Tricks
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• Always set up an extra User assigned to the Default Role. Maybe use the username of JUSTINCASE! Make sure it has a very secure password. Keep the username and password in a safe, locked place.
• This always gives you a way to log into Vision if you’ve locked yourself out.
• No need to attach an employee to this User.
Tips and Tricks
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Tips and Tricks
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Tips and Tricks
You can limit the Units available through Role
Security
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Tips and Tricks
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BCSProSoft Deltek Account Manager
Shawna Dillard800.882.6705
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Do you need a Deltek Vision Consultant?
Request a free consultation from an expert at BCS ProSoft
REQUEST COMPLEMENTARY VISION ASSESSMENT
http://www.bcsprosoft.com/slideshare