PIM-12: Journey to Deltek PIM · 2019-11-21 · with Deltek PIM: What’s the ROI Empower Users to...

PIM-12:

Journey to Deltek PIM

Bernie Hall, Deltek

Speaker

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2

Bernie Hall

Manager, Delivery

Today’s Story

» Why Deltek PIM?

» Proven Methodology

» Step-By-Step Guide

» Top Tips


Why Deltek PIM?


One

Source

of

Truth

Deltek PIM and Deltek Collaboration


CaptureCapture project emails, documents and drawings required

to deliver a project in one central location.

ProtectProtect your company with a robust quality control process and audit trail to mitigate risk and resolve disputes faster.

Organize and control project information and document revisions, making them searchable and saving you time.

Simplify project delivery processes by streamlining the way project documents such as RFIs are tracked.

Collaborate more efficiently by empowering internal and external teams to make and document decisions quickly.

Organize

Simplify

Collaborate

What is PIM?

Drawing and

Model Management

Administration

Drawing and Document

Management

Submittals

Email Management

Mobile Working

Custom Form

Builder

Subcontractor

Bid Management

Contract Management

Document

Transmittals

Cache Server

Manager

Revit & AutoCAD

Connectors

PIM Viewer

Contacts

Projects

Organizations

Drawing Approval

and Mark Up


Your Journey Starts Here


» A classic waterfall or gated

approach to rolling out software.

» Stop at each stage and check we

have met the deliverables

» All agree to approve and move onto

the next stage.

Proven Methodology


Sample PIM Implementation Timeline and Tasks

Month 1 Month 2 Month 3 Month 4 Month 5


Initiation

Design

Build & Test

Prepare

Company

Go Live &

Close Project

2 Weeks

4 Weeks

4 Weeks

3 Weeks

4 Weeks

Timeline

Predicable Variable


» Introductions and project planning

» Define project and business objectives

» Technical PIM installation (on premise) or

Deployment in Cloud (SaaS)

Stage 1: Initiation

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 11CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 11

Schedule Planning Principles

» Available Customer resources

» Freeze/busy periods

» Number of people to train

» Number offices going live

» Modules in scope for implementation

» How project will be phased

» Amount of data to migrate

» Data cleaning


Initiation

1. Agree project objectives

2. Understand and agree on scope, timescales and budget

3. Maintain a clear project plan

4. Manage risks, issues and dependencies

5. Focus on what outcomes you are hoping for

6. Manage policies, processes, people and relationships

throughout the process

7. Minimize any impact on normal business operations

8. Communication is key

Start the journey on the right path


Initiation

One provider

for all things

Deltek

Experienced

team of

consultants

A well-planned and

managed

implementation with

predictable success

Expertise across

various Deltek

products

A deeper level

of project

governance

Top 5 Reasonsto Team with Deltek Consulting

on Your Implementation Project

For more information visit www.deltek.com/globalconsulting


Initiation

https://www.deltek.com/en/support/global-consulting

» Document management

» Drawing management

» Email management

» Additional modules

» Documented design process and signed off

before moving to next stage

Stage 2: Design


Data Integration Design

ContactsContacts Employees

ProjectsProjects

Vendors Clients Organizations


Design

» Configured per design workshops

» Data loaded into PIM

» Demonstrate the fully configured PIM system

» Both parties test and sign off the system is

working as expected

Stage 3: Build and Test


Data Migration

Contacts

Organizations

Projects

Documents & EmailsRecords


Build & Test

Data Migration: Records

» Complete a one-time migration from your

Deltek RP system

» Projects

» Contacts

» Clients/Vendors (Organizations)

» Opportunities

» Marketing Campaigns

» Turn on integration to keep data synced


Build & Test

Data Migration: Document/Emails

» Self publish documents in batches to PIM – carried out by the end users – no Deltek involvement

» Deltek document/email migration options:

» Set up of tool to mass import documents in batches – typically aimed at admin/super users

» Full document migration service

» Fixed price offerings based on number of documents

» Customer maps network folders to doc pools, Deltek imports the documents


Build & Test

» Training planned

» Create training video matrix

» Data cleanse

» Organize business processes

» Develop and implement communication plan

Stage 4: Prepare Organization


Communication Tips

» Create communication plan

» Start communication early

» Communicate little and often

» Don’t solely rely on emails

» Consider ways to engage users

» Use senior leaders and direct

supervisors


Prepare

Company

Why are you

communicating?

Who is it

being sent to?

What message

is being

conveyed?

How is

message being

conveyed?

What

frequency will

be used?

When are they

sending it?

Who is the

message being

sent from?

• Awareness

• Benefits

• Notice of

change

• Instigate action

• All staff

• Specific

departments

• Specific roles

• Type of staff

• Clear & concise

• Punchy

• Bite sized

• Email

• Billboards

• Notice boards

• Newsletter

• Daily

• Weekly

• Monthly

• Monday AM

• Friday PM

• At management

meeting

• CEO

• Senior leaders

• Implementation

team

Objectives of a Communication Plan

» Inform stakeholders of progress

» Coordinate levels and types of communication

» Encourage discussion among stakeholders

» Change behavior


Prepare

Company

» Involve the right people

» Give users a clear “postcard” of what success looks like

» Celebrate the “bright spots”

» Write a communication plan and try stick to it

» Clearly layout the steps to achieve the dream “postcard”

» Make sure learning is done in the right environment

» Update company procedures and job descriptions to include PIM

Change Management Tips


Prepare

Company

» Go live with PIM

» Consider making network drives read-only

» Provide short checklist of post go-live steps

» Celebrate and promote!

Stage 5: Go Live


» Are you prepared to make the system

compulsory?

» If not, then stop and consider why

Compulsion


Go Live &

Close Project

Carrot and Stick

• Consider the “How does it affect me?” question – Consider incentives

(Carrot)

• Keep returning to the “Why did we buy the system?” question – Consider

Compulsion steps (Stick)


Go Live &

Close Project

Celebrate & Promote

Over the years, many of our Customers have promoted staff engagement by

through creative and attention grabbing means:

• Cakes / Pizza / Balloons – Make Go-Live Day a red letter day

• Newsletters & ‘Did you know’ segments at team meetings or via email

• Monthly award for best PIM user/mentor or department

✓ PIM has excellent usage reports to support you on this!


Go Live &

Close Project

Deltek PIM: Before and After


Contacts

Post Go Live – a new frontier

Work In-Progress Drive

OrganizationsProjects

Document

Management System

Read Only Historical

Network Drive

Read-Only

Access


Post Go Live Tips


» Set a target date for making network drives (in part or in full)

read-only

» Communicate expectations to staff about what is expected of

them post go-live

» Move documents and/or emails for active projects only

» Move documents and/or emails for completed projects

» Provide clear guidelines on what (if anything) they are

allowed to leave on network shares (e.g. working drawings)

Go-Live + 3 months


» Implementation Steering Group to meet to review:

» Usage

» Obstacles to adoption

» New starter inductions

» Compare progress to your “postcard” of success identified

during initiation

» Look for “bright spots” not just areas for improvement

Go-Live + 6 months


» Revisit your original implementation objectives

» Have they been met?

» If not, why not? What actions can be taken to address that?

» Celebrate your successes

» Review your champions/super users – refresh and retrain

» Engage Deltek Global Consulting for a PIM Optimization

Workshop

Summary

We take you through a five-stage process to ensure success

We share our best practices with you along the way

Change management is an important consideration

Think about the people you involve in the project


What’s Next?

COME LEARN MORE!

What is Deltek PIM?

The 21st Century

Way of Managing

Information

Preparing for Growth

with Deltek PIM:

What’s the ROI

Empower Users to

Get the Most Out of

Your Data,

Regardless of Role

Modernizing Firm

Communication with

Deltek PIM

Roadmap for

Deltek PIM:

The Future is Now

Integrating PIM into

a Complete

Project Management

Strategy

PIM-11

Tuesday 11:10 AM

PIM-04

Tuesday 2:10 PM

PIM-10

Tuesday 3:20 PMPIM-02

Tuesday 4:30 PM

PIM-07

Wednesday 10:00 AM

PIM-01

Wednesday 11:10 AM

Design Process:

Manage Your Project

More Effectively with

Deltek PIM

How to Make Your

Implementation

Great: A Customer

Panel Discussion

Collaborate with

Your Stakeholders at

a New Level with

Deltek PIM and

Deltek Collaboration

PIM Email

Management:

Tips & Tricks

Journey to Deltek

PIM

Construction

Administration:

Execute Your Project

More Effectively with

Deltek PIM

PIM-06

Wednesday 2:10 PM

PIM-08

Wednesday 3:20 PM

PIM-09

Wednesday 4:30 PM

PIM-03

Thursday 8:30 AMPIM-12

Thursday 9:40 AMPIM-05

Thursday 10:50 AM

Customer Story

Project Process


PIM-12: Journey to Deltek PIM · 2019-11-21 · with Deltek PIM: What’s the ROI Empower Users to...

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Transcript of PIM-12: Journey to Deltek PIM · 2019-11-21 · with Deltek PIM: What’s the ROI Empower Users to...