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VPVI-67: Woodard & Curran’s Road to Ready -Preparing for our Deltek Vantagepoint Upgrade
Amy Burke, Woodard & Curran
My Info
Amy E. Burke
ERP Program Manager
Project Management Professional (PMP) Certification, PMI
MS, Business Administration (MBA), Clarkson University
BS, Business Administration, Saint Michael’s College
• Managed Deltek Vision ERP at Woodard & Curran for almost 7 years
• 16 ½ years of Product and Project Life Cycle experience
• 10 years managing configuration, security, workflow, training and upgrades
for Deltek Vision and Advantage ERP systems
• 6½ years as a Business Analysis/Quality Assurance Consultant
implementing state tax software and Project Manager implementing
hospitality software, telephony, managed services, application
development and virtualization solutions
Woodard & Curran Info
• Woodard & Curran was founded in 1979
• Corporate Headquarters in Portland, Maine
• W&C is an integrated engineering, science, and operations firm,
offering a diverse range of services to help our clients address
infrastructure, environmental, water resources, energy, and
manufacturing challenges
• Expertise in Environmental Remediation and Permitting; Water
Supply, Usage, and Treatment; Energy and Power; Manufacturing
Facility Design; Plant Operations and Management
• Over 1,130 employees
• 30 office locations and 50+ plants under operational management
across the United States
Company Overview
F O U N D E D
1979 30+OFFICES
1100+PEOPLE
Site Investigation & Remediation | Contract Operations
Industrial Wastewater Treatment | Site Civil Engineering
Compliance, Permitting & Sustainability | Design / Build
SCADA | Water Services & Engineering
Climate Adaptation & Hazard Resiliency
Sanitary Wastewater Engineering
Industrial Engineering
OVER80%
of work is from
repeat clients 34%
of staff has
20+ years
experience
CO
RE
MA
RK
ET
SC
OM
MIT
ME
NT
LO
CA
TIO
NS
SIZ
EE
XP
ER
IEN
CE
Our Core ValuesLocal
Government
Higher
Education
Life
Sciences
Manufacturing
PE
OP
LE
F
IRS
T
INT
EG
RIT
Y
AU
TO
NO
MY
ST
EW
AR
DS
HIP
CO
LL
AB
OR
AT
ION33%
EMPLOYEE OWNERSHIP
Woodard & Curran Projects Achieving Ecological Restoration:
The Saraland, LLLP Clean Water Act Enforcement Case
Woodard & Curran’s environmental experts were instrumental in the effort to
remedy what the U.S. Department of Justice and the Environmental
Protection Agency described as “the largest violation to Section 404 of the
Clean Water Act in recorded history of EPA Region IV.”
In 2006, a Georgia landowner began construction to build a 250-acre lake,
an associated 525-foot dam, and a perimeter road around the lake on his
property. He did so without a permit. The illegal construction was discovered
in 2012 by air as part of a joint program between the Georgia Forestry
Commission and the EPA. The result was the flooding of 94 acres of wetland
and damage to 3.3 miles of stream, which far exceeds the 5,000 square-foot
regulatory limit that requires Army Corps of Engineers involvement under the
Clean Water Act. Woodard & Curran led the design, permitting, and
oversight of the activities required to restore the wetlands and waters within
the Altamaha River Watershed impacted by the impoundment.
Woodard & Curran ProjectsWater Reuse Facility Enables Economic Development
The City of Victorville, CA built an
innovative treatment plant for their
community in 2010, which takes both
sanitary wastewater as well as
industrial wastewater from a beverage
bottling facility and provides recycled
water to a nearby power plant. It
handles an average flow of 1.7 million
gallons per day. As the designers and
operators of the facility, Woodard &
Curran has been there every step of
the way.
Woodard & Curran ProjectsThe North Valley Regional Recycled Water Program (NVRRWP)
California’s water crisis has severely limited
the amount of water available for irrigation,
devastating highly productive farmland and
causing serious economic hardship
throughout the state. The North Valley
Regional Recycled Water Program
(NVRRWP) is a regional solution to water
supply and reliability issues on the west side
of California’s San Joaquin Valley. By
delivering more than 30,000 acre-feet of
recycled water per year at full capacity, the
NVRRWP provides an estimated direct
annual economic benefit of approximately
$30 million, contributing nearly $70 million
per year to the region's economy.
Woodard & Curran’s Vision Info
• Vision 7.6 Enterprise Cloud client
• Vision Modules:
• Accounting, Billing, CRM, Custom Proposals, Expense, iAccess, Payroll Interface, Project Control, Purchasing, Resource Planning, SF330/SF255/SF254 Proposals, Time, Touch CRM, Touch Time & Expense.
• Integrations: Workday, Concur Expense & Concur PO/AP (with Full Sail’s
Blackbox Connector), Open Asset, Adaptive Insight and Procore, Coming
Soon:
• EleVia Electronic Invoicing (EI)
• Custom W&C Vision Development:
• PM Dashboard
• Project Central –Power PCF
Woodard & Curran’s Vision Info
• We have not upgraded to Vantagepoint
• We use Proposals with Merge functionality, Resource Planning,
Purchasing, Integrations using APIs, Emailing and SQL where
clauses searches
• Our plan is to upgrade to Vantagepoint 3.0 or 3.5 depending on
timing next year
• We are currently on Vision 7.6 CU41, I suspect we will be on
CU 44 by November
W&C Road to Ready Agenda
• Have you been putting off database clean-up effort?
• Clean-up projects often get pushed to the back burner since there isn’t perceived ROI on these projects
• Where to start when creating your project plan?
• Review what we will be doing to clean-up our database by
looking at our mini-projects
• Review where to find Vantagepoint documentation
The Life-Changing Magic of Tidying Up: The Japanese Art of Decluttering and Organizing by Marie Kondō
• Discard what doesn’t bring you joy.
• Tidy by category instead of by room.
• Fold items vertically.
• Show deep appreciation for your
belongings.
• Dedicate a whole day to cleaning.
• Shoeboxes are the best organizers.
• Live in the present.
The Life-Changing Magic of Tidying Up: The Japanese Art of Decluttering and Organizing by Marie Kondō
• Get rid of duplicates
• Get rid of things you haven’t used in a year
• Digitize nostalgic items
• Don’t keep items out of guilt
• Put things back where they belong…
• …And find a home for them
• Sell, give away, donate, upcycle, or throw away
Project Plan Outline
• Document your mini project list
• Document high level list of tasks
and owners
• Determine how you will document
your project plan
• Determine level of effort for these
tasks to determine your project
timeline
• Here’s a snapshot of our outline
Smartsheet Project Plan
Create Detailed Task list in one Smartsheet Worksheet based on your outline and estimated level effort
Smartsheet Project PlanCreate a separate Mini Project List where you build timelines based on task level of effort to build individual GANTT Charts
Custom Invoice Templates• Document Custom Invoices
• Create Standard Invoice based on Custom Invoice needs
• Test Standard Invoices to compare to Custom
• Replace Custom with Standard
Unicode Upgrade
• Review Stored
Procedures
• Determine updates
need to prevent Stored
Procs from breaking
post Upgrade
• Upgrade database in
Sandbox database to
test changes
Role Security Audit / Clean-up
• Perform a Security Audit
• Determine which roles may be
eliminated
• Determined which roles need
updated security access
• We have 58 Security Roles
• 8 roles for Billing Team
Example of O&M Security Clean-up
New Security Role -Exact Name TBD Role on Project/SBU Fields on Project/SBU
Access to
Labor
Access to
Expense
Access to
Project/Phase/T
ask Notes
Senior O&M Management O&M Senior Principals No field on Project Yes Yes
All
Projects/Phases/
Tasks
O&M Plant Mgmt with Cost
Area Manager/Plant
Manager/Department Head
Principal in Charge/Project
Manager /Task Manager Yes Yes
Projects/Phase/
Task they are
assigned
O&M Plant Mgmt without Cost Assistant Plant Manager
Technical Lead or Other field
TBD No Yes
Projects/Phase/
Task they are
assigned
Project Admin O&M Project Administration Project Assistant Yes Yes
All
Projects/Phases/
Tasks
Add O&M PAs to General PA role if access
needed is same
Marketing O&M Marketing No field on Project No Yes
All
Projects/Phases/
Tasks
Add O&M Marketing to General Marketing
role if access is the same
Proposed Changes
Example of User Mapping to new roles
Custom and Standard Report Clean-up
• Document Custom Reports
and client’s needs
• Create new Std. Reports to
replace Custom
• Test Std. Reports
• Remove/Replace Custom
Reports with Standard
Global Report Clean-up
• Document Global
Favorites
• Determine which
reports may be
removed
• Remove Reports
not in use
• Determine Report
Options and
Selections to
recreate in
Vantagepoint
Develop Dashboard Report Replacement• Determine if out of the box Dashboards may replace commonly run Std. Reports
• Develop new Dashboards to replace needs for Global Reports
Workflow and Overnight Process Clean-up
• Review/Document
Workflows
• Determine which ones
can be removed
• Determine if updates
are needed
• Update prior to setting
up Test Environment
Field Security Audit / Clean-up
• Review/Remove Merge fields marked Hidden Fields
• Determine additional fields per Info Center to remove
• Review/Remove other known fields not in use
• Determine/Document Updated Field Security Plan
Create/Update End to End Test Script
• Create/Update End to
End Test Script
• Determine Additional
Testing Efforts needed
based on Vantagepoint
Checklist
• Add additional testing
efforts including
Integrations
Communication / Training Plan• Create Targeted Training based on role
• Project Manager/ Project Administrator
• Biller/Accounting
• Business Development/Marketing
• Timesheet user
• Create training based on new Apps and URLs
• Examples of some of the New Functionality Training
• Dashboards
• Searches and Reporting
• Outlook Integration
• Simplified Transactions
• Consolidated Projects view
• Consolidated Firms and Settings
W&C’s Challenges Preparing to Upgrade to Vantagepoint
• Analysis time needed
• We have used Vision for 15 years
• What did we setup correctly?
• What could we change?
• Company has worked in Siloed Groups
• Trying to meet needs of the company but there isn’t a cohesive process put into place
• Is Vision being used efficiently and effectively?
• What’s needed across the organization?
• What’s not needed?
• Requirements Gathering
• Redefine what it means to define Business Requirements
W&C’s Challenges Preparing to Upgrade to Vantagepoint
• Fields in Green have
been added this
year to
accommodate
Company changes
on how to categorize
projects,
• Red are fields which
should go away but
there is some
resistance to making
the change.
W&C’s Challenges Preparing to Upgrade to Vantagepoint
• Making time with Regular Day Job
• Getting others to make this project their priority
• Prep/Clean-up and Planning in addition to testing efforts
• Analysis –Decision making based on how are things going to change
• Need a Champion –Leading Effort/Promoting it across the
organization support clean-up and promote change with promotion of
the updates available once we upgrade
• Challenging to estimate level of effort and time needed to complete
tasks if task requires many folks participating and their priorities don’t
match yours
W&C’s Advice for Preparing to Upgrade to Vantagepoint
1. Clean-up everything you can prior to upgrading
a) Extra fields, security roles, reports, invoice, etc.
b) The more conscience your data is prior to the upgrade the easier it will be to configure and test
2. Develop an upgrade project plan to divide clean-up and testing
efforts into mini projects to ensure there is a clear understanding of
all the aspect needed to change by key stakeholders
3. Ensure your stakeholders see the return on investment (ROI) by
rolling out the new Dashboards as part of the upgrade. Immediate
win for folks who aren’t looking forward to the changing User
Interface
Vantagepoint DocumentationDeltek Learning Zone –Vantagepoint Readiness Portal:
• Important Release Documentation• Upgrade Considerations• Frequently Asked Questions
• Upgrade Checklist
• Videos, documentation and training
Vantagepoint Documentation
Important Release
Documentation
• Release Notes for
DPS 1.1x to
Vantagepoint 2.0
• News and
Enhancements for
DPS 1.1x to
Vantagepoint 2.0
• New and Enhanced
Features from Vision
to DPS 1.1x
Vantagepoint DocumentationUpgrade Considerations
• Upgrade Considerations: Functionality That is Being Eliminated
• Upgrade Considerations: Things That May Not Upgrade Without Intervention
• Upgrade Considerations: Functionality That Is Temporarily Unavailable
• Upgrade Considerations: Functionality That Will Be Different In 2.0 In Comparison to Vision
Vantagepoint DocumentationFrequently Asked Questions
• Update History
• General
• Search
• Resource Planning
• Reporting
• Convergence of Opportunities and
Project
• Insight
• Accounting and Finance
• CRM & Proposals
• Billing
• Firms –Clients & Vendors
• Transactions
• User Defined Component and
Screen Designer
• PIM
Vantagepoint Documentation
Upgrade Checklist
Pre-upgrade Tasks & Post-upgrade Tasks per section
• General
• Security Roles
• Screen Designer
• User Defined Components
• Firms
• Projects
• Accounting/Transactions/Billing/Payments
• Saved Searches
• Reporting
• Workflow (User Initiated/Scheduled/Approval)
• Resource Planning
• CRM
• Proposals
• Mobil Apps (Touch)
Vantagepoint DocumentationResource Planning - Upgrading Vision Plans to Vantagepoint 2.x for On Premise Customers
Resource Planning - Upgrading Vision Plans to Vantagepoint 2.x for Cloud Customers