Post on 20-Aug-2015
Bringing Project Setup into the 21st Century
Jennifer Berks Blake, Jennifer Blake Consulting ServicesPS-53
29 years of experience exclusively in the engineering and architecture industry
Vision consultant since 2002
Implementations, Reviews & Improvements to Existing Systems & Custom Reports
jennifer@jenniferblakeconsulting.comwww.jenniferblakeconsulting.com
816-746-6797
Jennifer Berks Blake, CPA
20th Century Project Setup
Issues & Obstacles
21st Century Processes using: Opportunity Promotional Project Project Planning Regular Project
Agenda
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20th Century Project Setup
20th Century Setup - Paper Forms
Listing of Phases/Tasks To Use
Budget/Estimate Worksheet
Detailed Billing Terms
Marketing Sheet
Separate Form to setup Promotional Project
Additional Paper Forms
PM filled out forms
Accounting entered data into Computer System
Accounting would issue reports monthly
PM would update their budget spreadsheet with actuals to get meaningful reports
20th Century Setup – Process
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Issues & Obstacles to Moving to 21st Century Setup
Duplicate Data Entry – Forms, Computer, Spreadsheets
Data Entry Errors
Reports not Timely
Multiple Systems, multiple versions of same data and often not ever sync’d
Issues
Accounting did not want PMs to be able to change Project Accounting data
PMs did not have access to the Accounting System
Limited User Sign-ons to the Accounting System due to costs
Obstacles
Created Approval process in Project Info Center
Security Security Roles more detailed on what can be secured Field Security through Screen Designer Workflows using Validate Errors/Warnings
Report Favorites/Dashboard
Enterprise-wide System
How Vision has addressed these issues
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21st Century Processes
Option 1: Allow PMs to enter project data directly into the Project Info Center
Using Designer, secure fields that should not be changed by PMs
Option 2: Allow PMs to enter project data into Opportunities & update using workflows
Option 3: Allow PMs to use Project Planning to set up projects (one-time option)
Option 4: Some Combination of the three options
Determine Best Course for Your Firm
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21st Century Processes
OPTION 1 – Project Info Center Access
Lock
fields
based
upon
roles
Create
validation
workflows
to assure
good data
Option 1: Project Info Center Setup
Need to determine if updates can be made by PMs once a Promotional Project or Regular Project has been created
More Workflows will be needed for updating and validating fields that can be changed
Option 1: Updating Data After Initial Project Creation
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21st Century Processes
OPTION 2 – Using Opportunities for Project Data Entry
PMs set up Opportunities for all possible work efforts Does not affect Accounting System or GL
In Opportunity, Create Tabs for Project Setup data that is not in Opportunity
Allows data to be entered once by the PM and then transferred to other screens & Info Centers
Reduces duplicate data entry & transcription errors although does cause duplicate storage
Option 2: Opportunity
Decide what Promotional Project Data is Needed to be stored in Opportunity Info Center (most exists already)
Principal PM Organization Client Project Location Estimated Fee Estimated Start & End Dates Phases & Tasks
Option 2: Set up Promotional Project Data
Create Tab in Opportunity Info Center for additional fields
Data map custom fields through Configuration-> General->User Defined Tabs
Other fields that need to be copied over will require a Stored Procedure workflow to update the Project Info Center
Option 2: Set up Promotional Project Data Tab
Option 2: Set up Promotional Project Data Mapping
Create Workflow Button in Opportunity to Create Promotional Project from Opportunity
Function of Workflow button will create basic promotional project On Function Workflow make sure that Conditions require the
Promotional Project Link (PRProposalWBS1) to be empty so that it doesn’t create another promotional project
Create Workflows to update fields in Promotional Project
Option 2: Set up Promotional Project Creation Workflows
Option 2: Promo Project Tab
Option 2: Workflow to Update Promotional Project Fields
Decide what Regular Project Data is needed to be stored in Opportunity Info Center
Principal PM Organization Client Owner (if different from Client) Project Location Project Type Contract Fee
Option 2: Set up Regular Project Data
Additional Regular Project Data to consider Phases & Tasks Estimated Start & End Dates Initial Construction Estimate Final Construction Cost Number and $’s of change orders
Initiated by design issues Initiated by client changes
Target Multiplier
Option 2: Set up Regular Project Data (con’t)
Create Tab(s) in Opportunity Info Center for additional fields
Data map custom fields through Configuration-> General->User Defined Tabs
Other fields that need to be copied over will require a Stored Procedure workflow to update the Project Info Center
Option 2: Set up Regular Project Data Tab(s)
Create Workflow Button in Opportunity to Create Project (Regular) from Opportunity
Function of Workflow button will create basic regular project On Function Workflow make sure that Conditions require the Regular
Project Link (PRWBS1) to be empty so that it doesn’t create another regular project
Create Workflows to update fields in Regular Project
Option 2: Set up Regular Project Creation Workflows
Project Creation Workflows
Accounting will still have to review the Promotional Project or Regular Project and approve it before it can be used.
Option 2: Review & Approval of Project by Accounting
Need to determine if updates can be made by PMs in Opportunity once a Promotional Project or Regular Project has been created
Will updates be made automatically? Will there need to be a report that shows differences between the
Opportunity Project Data and the Project Info Center data?
More Workflows will be needed for updating and validating fields that can be changed
Option 2: Updating Data After Initial Project Creation
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21st Century Processes
OPTION 3 – Using Project Planning for Project Data Entry
Similar Process to Option 3 except Regular Project is created from Plan
PMs set up Opportunities for all possible work efforts Create Promotional Project from Opportunity to reduce re-entering of
data in Project Info Center Create Plan from Opportunity to reduce re-entering of data on General
Tab of Project Planning
Option 3: Project Planning
Create Tabs for Project Setup data that is not in Planning Data map custom fields through Configuration-> General->User
Defined Tabs Other fields that need to be copied over will require a Stored
Procedure workflows to update the Project Info Center
Create Project from Plan
Issue on Updating Project Data once Project is Created
Option 3: Project Planning (con’t)
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21st Century Processes
OPTION 4 – Some Combination of each of the 3 Options
20th Century Project Setup
Issues & Obstacles
21st Century Processes using: Opportunity Promotional Project Project Planning Regular Project
Agenda
Questions?
Evaluates client’s needs in regards to new or existing Accounting and/or Project Management systems
Selection of Accounting and/or Project Management systems that best fit client’s requirements
Trains client staff on all areas of the software, stressing processes and procedures to take advantage of automation and improve efficiencies
Creates Custom Reports & Workflows including stored procedures
Develops procedural documentation as well as training manuals for Project Managers and Accounting
Assists clients with Federal Acquisition Regulation (FAR) compliance
Jennifer Blake Consulting Services include:
If you need assistance with Workflows, Implementations, Reviews & Improvements to Existing Systems or Custom Reports, contact Jennifer at:
jennifer@jenniferblakeconsulting.com
www.jenniferblakeconsulting.com
816-746-6797
Call to Action
Thank You!