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VPVI-42:Play Nice Together to be More Efficient & Effective in Our Roles
Susan Patrick, Stambaugh Ness
Introductions
Play Together – 1 system / 1 goal
Security Roles – How do They Work
Best Practices for Security Roles
Security Options with Info Center Designer
Sharing – Yes You Can
Questions
Come See Us
Agenda
Introductions
Stambaugh NessProvides Professional Services Firms with a Future-
Ready approach that aligns services to our client’s needs
Years of Professional Experience
in the Architectural and Engineering industries
Years of Experience working with Deltek solutions
Nationally Recognized Deltek Platinum Partner
Clients in 43 States & Canada
Susan Patrick, Director of Client Solutions
30+ years working with Deltek systems
Specializes in Helping Clients:Identify needs/requirements for their ERP
Select the ideal solution to achieve their goals
Improve processes
Become more efficient
Maximize the use of their system
Play Together 1 system / 1 Goal
Play Together – 1 system / 1 goal
Everyone has to “Play NICELY
together in the same sandbox”
• Accounting
• Project Managers
• Marketing
• Executives
• Etc.
• Shared Information• Projects
• Clients
• Contacts
• Vendors
• Employees
• And much much more
• 1 version of “the truth”
Play Together
Security Roles -How do They Work
• CRM (must own CRM module)• Allows access to employee,
project & vendor records if
“Available to CRM” is checked
• Cannot check the approve for use
boxes
• Can create new records without
populating required fields
Type of Roles
Vantagepoint
Vision
• Accounting
• Typically only needed for finance
team
• Requires user to select period at login
• Must populate standard required
fields (i.e. organization/profit center)
• Can approve for use in processing for
Accounting & CRM
• Will not have access to records where
approved for use in accounting is not
checked
Type of Roles
Vision
Vantagepoint
• Administrator• Not true “administrator” access
• Has these additional Privileges• Saving dashboards for other users
• Stop/start process server & see jobs
submitted by other users
• Access to all records in lookups
• Info Center designer
• Retain login privileges when all users
are disabled in user activity
• Typically only enabled on a few
users
Type of Roles
Vision
Vantagepoint
• Only provides access to General Tab of the selected
Info Center
• Providing access to other tabs is done on the Access
Rights Tab
• Does not control what records can be viewed and/or
edited
• Includes User Defined Info Centers
Info Center Access
Info Center Access
Vision Vantagepoint
• Only provides access to the reporting menu
• Does not provide access to reports
• Does not control access of report options
• Does not need access to related Info Centers
Reporting Access
Reporting Access
Vision Vantagepoint
• Save for All Roles
• Can save as personal favorite
• Can save for any and all roles
• Allowed to make global changes to favorite reports
(permanently changes report/search)
• Save for My Role
• Can save as personal favorite or their role
• Allowed to make global change to favorite reports for their role
Favorites Organizing / Reports & Searches
Favorites Organizing / Reports & Searches
Vision
Vantagepoint
Vantagepoint
• Save Personal Only (safest option)
• Can save as personal favorite
• Can ONLY make temporary
changes to Global favorite reports
• BEWARE when you get this message
• If you say YES it makes a permanent change
• If you say NO it makes a temporary change
• If you don’t get the message it makes a temporary change
Favorites Organizing / Reports & Searches
• Read Only
• Can view the records only
• Modify Only
• Can view the records
• Can edit the records
• Add/Modify
• Can view the records
• Can edit the records
• Can add new records
Info Center Access Rights
Info Center Access Rights
Vision Vantagepoint
• Full
• Can view the records
• Can edit the records
• Can add new records
• Can DELETE records
• Be Careful with providing full access
• It only takes a few seconds to delete but much longer to get it
back
• Will not allow you to delete if transactions exist and some links
will prevent deleting as well (i.e. billing groups)
Info Center Access Rights
• What Can I See
• Controls which records can be viewed
• Can do PM Number is me or Org is mine
• Works on all levels of the Project but cannot select a specific level
• May want to restrict from OH projects and/or intercompany projects
• Restricts the reports related to the Info Center
Info Center Record Level View
Info Center Record Level View
Vision
Vantagepoint
• What Can I Edit
• Controls which records can be edited
• Can be the same as the viewing (Same As View)
• Works on all levels of the Project but cannot select a specific level
• Can be different than the viewing – for example: can view all
regular projects but can only edit projects/phases/tasks if they are
the Project Manager assigned
Info Center Record Level Update
Info Center Record Level Update
Vision
Vantagepoint
• Controls some billing functions
• Can restrict access by transaction type,
by process, by company
• Options for processing transactions
in prior and/or closed periods
• Set access to AR collection comments
• Set access to Labor Costs (this can be tricky)
Accounting
Accounting
Vision Vantagepoint
Access Rights
• Set Access to
• Info Center tabs
• Reports (Including group/column access)
• Dashparts
• Favorite Reports/Saved Searches/Saved Options
• Merge Templates
• Companies
• Users assigned to the role
Access RightsVision Vantagepoint
Best Practices forSecurity Roles
Best Practices
• Review the system to determine what access is needed
by each role
• Make the roles as generic as possible (i.e. project
manager / division manager / finance)
• Copy similar existing role to create new role
• Do not create new roles just because someone asks
• May be better to just change access of existing role
• May be better to change the role
Best Practices
• Periodically review the roles
• Be careful as to which roles have Administrator rights
and rights to sensitive areas or dangerous utilities, such
as:
• Employee info center – accounting tab/personal tab
• Unpost
• Search and replace
• Key conversions
• Limited number of users that have access to roles
Best Practices
• Perform testing when new roles are created
(log in as a user with that role)
• Update favorite reports/searches access from
role (much faster)
Security Options withInfo Center Designer
Info Center Designer
• Hide fields from all roles or selected
• Lock fields from all roles or selected
• Require fields for CRM, Accounting or both
• Add Tool Tip or Hover Help text
• Relocate/resize/reorganize fields
• Add on-demand workflow button
Info Center Designer
Vision
Vantagepoint
Sharing – Yes You Can
Sharing Info Centers – YES YOU CAN!!
• Meet with the appropriate people to determine what
each type of role would need
• Don’t allow just anyone to add user defined
fields/grids/info centers
• Meet to review what is needed and why
• May already have a field for that
• May be a better way to accomplish that
• Others may want to do the same
• Should it be a dropdown or a checkbox
Sharing Info Centers – YES YOU CAN!!
• Restrict access to fields by role
• Use the accounting only checkboxes for addresses
• Relocate the fields
• Restrict access by tab
• Require critical fields to be populated
• Send email alerts when records are updated
• Send email alerts to request updates
Sharing Info Centers – YES YOU CAN!!
• Create workflows to auto-populate fields
• Allow Project Managers to setup projects (initiate the
project setup process – eliminate forms)
• Allow Marketing Team to add promotional projects
• Create automation for your processes
• And the list goes on!
Questions
VPVI-38 Adding UDF’s & Workflows – Where Do You Start?
VPVI-37 Transaction Center – Which Transaction Type Should I Use?
VPVI-55 Don’t Just Fly, Soar (Dumbo) – See How Vision Customization Can Work for You
VPVI-34 Build Out a Marketing Infrastructure – More Than Just an Accounting System
VPVI-56 The Magic of AP Approvals in Vantagepoint and Vision
VPVI-87 Reduce Time & Expense Error & Delays
VPVI-33 Simplifying Your Project Planning Process
VPVI-88 Leave the Imagination to Disney – Avoid Custom Invoices
VPVI-18 Creating Actionable Vantagepoint Dashboards
VPVI-89 Eliminate Spreadsheets & Harness the Power of User Defined Info Centers
Come See Us Check out the sessions that our team will be presenting!
Contact Information
Susan Patrick, Director of Client Solutions
Visit us at www.stambaughness.com/events
Sign up for our virtual user group meetings
