Vantagepoint-VPVI-45:How to Maximize ROI with Workflows

Stephanie Staats, Deltek

Introduction Stephanie Staats, Principal Functional Consultant

Previously Worked at a Structural Engineering

firm in WDC area

Led WDC User Group for 8 years

Vision, Vantagepoint, DPS

Agenda Key Takeaways

Tracking Marketing Spend

Vantagepoint’s Marketing Tools

How Can Workflow Help

Sample Marketing Workflows

Questions

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Key TakeawaysAt the conclusion of this session, the hope is that

you will:

Have a better understanding of how Vantagepoint

can track marketing efforts.

Recognize features of the system that you may

not currently be utilizing.

Be able to visualize how automation of marketing

tasks can benefit your firm.

Where Should you Spend Your Marketing Dollars?

As your firm’s ERP, Vantagepoint should be the

one source of truth for your organization to

leverage in decision making.

By converging Opportunities and Projects into one

Hub, Deltek is giving clients the ability to view the

life cycle of a project like never before.

Where Should you Spend Your Marketing Dollars?

Where Should you Spend your Marketing Dollars?

Linked

Promotional

Projects

Win/Loss Rate

Reporting

General

Business Dev

Overhead

Projects

Time Analysis

Reporting

User Defined

Components,

such as tracking

Client Probability

Visibility into marketing expenditures are accessible throughout the

database including via:

Linked Promotional Projects»Promotional Projects are used to track time and expense on your

marketing pursuits.

Win/Loss Rate Reporting» Hit rate reporting was previously

only available in the

Opportunities Info Center.

» By viewing which clients or

project type your firm has the

best success with, you can

better decide where your

marketing dollars are best spent.

Vantagepoint’s Marketing Tools

Vantagepoint’s Marketing/Business Development Tools

Lead

Qualification

Activities Marketing

Campaigns

Dashboards Touch CRM

Is your firm leveraging the tools that Vantagepoint already has in place?

Lead Qualification»With Vantagepoint’s Lead Qualification functionality, you can track the

status of newly identified contacts:

**CRM Plus Required

» Vantagepoint comes with a

library of standard Dashparts,

including many with a CRM

focus.

» Creating Dashboards to focus

attention on marketing efforts

that are in progress is key.

Dashboards

Win/Loss Rate Dashboards» Vantagepoint allows user to

have multiple dashboards.

» Dashparts can be a graphic

representation of items that

were previously only available

via a report.

»What are Marketing Campaigns used for?

»Have you ever thought about using campaigns

to track your firm’s annual marketing

initiatives?

Marketing Campaigns

Marketing Campaigns

Marketing Campaigns»Benefits

» Linked Promotional Project displays true cost of

the effort, along side a budget that you have set

»Overall results of the effort available at a glance

Utilization of Workflows to Extend Visibility

Utilization of Workflows»Using Workflows can Automate many Marketing Tasks and Extend

Visibility

»Example 1 – Pursuit Reminders

»Example 2 – Master Service Agreement Hub

»Example 3 – Go/No-Go Analysis

Example 1Pursuit Reminders

Example 1– Pursuit Reminders

21

»As a marketing effort moves through the

organization, it is important that staff is reminded

about their responsibilities.

Example 1– Pursuit Reminders»Benefits

»Keep Pursuits from Going Stale with Reminder Notifications

»Send to Different Team Members at Different Times

»Scheduled Workflows

»Based on Milestone Dates

»Based on Last Modification Date

22

Example 1 – Notification vs. Email»Notifications in Notification

Center

»Must be in Vantagepoint to see

»Emails

»Staff receive even if

Vantagepoint is not open

Example 1 – Notification Workflow on Milestone Date»Scheduled Workflow on

Milestones table

»Event Conditions: Stage not

equals (specify stages when

alerts should not go)

» e.g., only send when still in

pursuit

Example 1 – Notification Workflow on Milestone Date» Scheduled Workflow on Milestones

Grid

» Action: Notification Center Alert

» Recipient Options

» Employee Fields on record

» Users and Roles, too

Example 1 – Notification Workflow on Milestone Date»Message is the text you want the

user to see in the notification.

»You can include fields from the

record.

»Quick alert and link to record,

use the Display Subject as

Application Link.

Example 1 – Notification Workflow on Milestone Date» Action Conditions:

» Milestone Code equals milestone

being used as trigger for alert

» Milestone End Date

» Days Ago

» Weeks Ago

» Month Ago

» Stage equals stage when okay for

notification to occur

Example 1 – Email Reminder Workflow on Modification Date» Scheduled Workflow on

Milestones table

» Action: Email Alert

» Recipient Options same as

Notifications

» Employee Fields on record

» Users and Roles, too

Example 1 – Email Reminder Workflow on Modification Date» Message is the text you want the user to

see in the email.

» You can include fields from the record.

» Modification Date

» Modification User

» You can also include a direct link to the

record.

Example 1 – Email Reminder Workflow on Modification Date» Action Conditions:

» Modification Date (PR.ModDate)

» Days Ago

» Weeks Ago

» Month Ago

Example 1 – Schedule the Reminders

» Scheduling Workflows Ensures Consistency

» Note that in order to schedule workflows, at least one process server should be

installed and enabled

Example 1 – Pursuit Reminders

Example 1 - Conclusion»Using workflow to remind staff of pursuit activities eliminates the manual

effort that this task generally requires.

»Ensures consistency throughout your organization.

Example 2User Defined Hub – Master Service Agreements

»Creating a User Defined Hub to track Master

Service Agreements or high level contracts is a

great way to track the value of pursuing these

types of contracts.

» In the Projects Hub, it can act as a 4th level of

WBS in reporting

Example 2 – Master Service Agreement UDH

Example 2 – Master Service Agreement UDH»Benefits

»Consistency in Tracking Assigned Task Orders

»Easy Sorting and Grouping

»Clean Visibility into Overall Status

»View overall agreement at a

Glance

Example 2 – Master Service Agreement UDH

Example 2 – Master Service Agreement UDH» Link to MSA via the Project Hub

Example 2 – Master Service Agreement UDH»Utilize Workflow to Populate Grid in MSA Hub

Example 2 – Master Service Agreement UDH»Utilize Workflow to Populate Grid in MSA Hub

Example 2 – Master Service Agreement UDH»Utilize Workflow to Populate Grid in MSA Hub

Example 2 – Master Service Agreement UDH - Conclusion»Configuring your database to house information on MSA’s is easy!

»Solidifies Vantagepoint as your one source of truth.

»Eliminates need to keep external spreadsheets.

Example 3Go/No-Go Decision Making

»Before putting effort into marketing pursuits, it is

smart to analyze the expected outcome.

»Vantagepoint can help!

Example 3 – Go/No-Go Decision Making

»A User Defined Tab can be

configured to detail the

questions that should be

asked before pursuing an

opportunity.

Example 3 – Go/No-Go Decision Making

Example 3 – Go/No-Go Decision Making»Answers to particular question can be assigned a score within workflow.

Example 3 – Go/No-Go Decision Making» In Design Mode, “score” fields hidden from all roles:

Example 3 – Go/No-Go Decision Making»Workflow to calculate individual scores:

Example 3 – Go/No-Go Decision Making»Workflow to calculate individual scores:

Example 3 – Go/No-Go Decision Making»Continue to build workflow to populate all score fields based on user

selections.

Example 3 – Go/No-Go Decision Making»Calculate the overall score.

Example 3 – Go/No-Go Decision Making

Example 3 – Go/No-Go Decision Making»Attach workflow to a button within the Project Hub:

Example 3 – Go/No-Go Decision Making»Use Tool Tips to help your team:

Example 3 – Go/No-Go Decision Making»When a tool tip is attached:

Example 3 – Go/No-Go Decision Making - Conclusion»Bringing your firm’s go/no-go decision making into the database creates

standards and give visibility to all members of your team.

Questions?

Contact Information

Stephanie Staats,

Principal Consultant - Deltek

stephaniestaats@deltek.com

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