Deltek Insight 2010: Costpoint- Budgeting & Planning
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Transcript of Deltek Insight 2010: Costpoint- Budgeting & Planning
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
© 2010 Deltek, Inc. 6
“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.”
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
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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?
© 2010 Deltek, Inc. 11
Historical Project Cost Reporting
© 2010 Deltek, Inc. 16
Historical project cost reporting that exposes the fully burdened cost of individual staff and vendor resources.
Take Corrective Actions
© 2010 Deltek, Inc. 18
Visibility to both resource cost and budget details over the entire period-of-performance to be able to understand trends
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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.
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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
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
© 2010 Deltek, Inc. 29
Radiance Technologies Case Study
Government Contractor
• $71 M in revenues, 400 employees
• Using Budgeting and Planning Module since Summer 2009
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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
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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