BD-209

Using GovWin / Costpoint CRM to Support Contract Data Management, Compliance and Reporting

May 18, 2011

Presented byJohn Purcell

Project Manufacturing

Human Resources

Project Management

Financial Management

Enabling Success

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Winning More Business

Reducing the Cost of Compliance

Increasing Project Visibility

Improving Cash Flow

CRM and Capture Management

Teaming Solutions

Market Intelligence

Business Performance Management

Know More

Win More

Do More

Project Manufacturing

Human Resources

Project Management

Financial Management

Win More

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CRM and Capture Management

Teaming Solutions

Market IntelligenceWin More

Do More

Opportunity Identification

Customer & Pipeline Mgmt

TeamingProposal

Development

Business Performance Management

Know More

©2011 Deltek, Inc. All Rights Reserved

Agenda Introduce our GovWin / Costpoint CRM implementation Describe legacy processes and associated requirements gaps Why GovWin / Costpoint CRM? Demonstrate how our GovWin / Costpoint CRM implementation closes the

requirements gaps from the legacy system Examine areas for future improvement in our CRM implementation Conclusion and Q&A

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Key Session Takeaways Understand the benefits of storing Contract Data and Documents in a system

configured for Federal Contracting Understand how GovWin / Costpoint CRM functionality may be used in support

of key reporting objectives Understand how standard GovWin / Costpoint CRM reports may be used to

improve the Data Call response process

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Our GovWin / Costpoint CRM Implementation January 2011 Go-Live – GovWin / Costpoint CRM v6.1 SP3 System Configuration and User Testing occurred in 2010 Stand-Alone Implementation - no Costpoint integration Implemented Contract Management Only, not Opportunity Management Session Presenter worked on system requirements and testing

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Contract Mgmt - Before CRM

Legacy System not configured for Federal Contracting

Manual DCAA

Contract Brief

Manual SOX KCFR Reporting

ManualData Call

Responses

Documents stored on

stand-alone shared drive

Signed Federal

Contract

Legacy Contract Data System and

Shared Drive

Difficult to meet reporting objectives with timely, accurate responses

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Why GovWin / Costpoint CRM? Designed to meet Federal Contracting needs Configurable to meet our data requirements System functionality can automate internal and external reporting objectives Powerful searching and reporting capabilities transform the Data Call response

process Contract data and documents are stored together for easy retrieval System is easy to learn and use

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Contract Mgmt - CRM Solution

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Configured for Federal Contracting

Automated DCAA

Contract Brief

Automated SOX KCFR Reporting

Automated Data Call

Responses

Documents organized

in CRM Repository

Automation of Reporting ObjectivesDocuments Linked to Contracts for Easy Retrieval

Signed Federal

Contract

GovWin / Costpoint CRMContract Data and Documents

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CRM Configuration CRM configured by Subject Matter Experts (SMEs) and Deltek Consultant to

ensure thorough tracking of data elements Configuration organized into logical categories to expedite contract data entry –

General, Contract Info, Contract Provisions, Modifications, SOX Questionnaire, Activities, Documents

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CRM Configuration Contract Provisions screen designed to ensure thorough tracking of all applicable

clauses and regulations.

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CRM Configuration Logical contract hierarchy ensures structured organization

“CopyDown” SQL Stored Procedure copies Contract Provisions from Contract Vehicle to Ordering Agreement, then from Ordering Agreement to Task Order. Reduces repetitive data entry and speeds up the Contract Setup Process.

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CRM Configuration Contract Modification data is stored in a grid on the Award/Modifications Tab “Recalculate Mod Data” workflow is used to recalculate contract totals Contract Modification data is exported to the DCAA Contract Brief

CRM Modifications Grid

DCAA Contract Brief Output

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CRM – Reporting Objectives DCAA Contract Brief – CRM Merge Document SOX Key Control over Financial Reporting (KCFR) – CRM Activity Manager Data Calls – CRM Standard Reports CRM Document Management

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DCAA Contract Brief Contract Briefs are delivered annually to DCAA. CRM Merge Document

functionality creates the Contract Brief in .RTF format.

Complete CRM Contract Setup, then merge data into the DCAA Contract Brief template.

• Reporting methodology standardized

• Merge Template is easy to update and test

• Briefs may be created individually or in batch

DCAA Contract Brief Output

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SOX Key Control – KCFR SOX Key Control over Financial Reporting (KCFR) helps ensure financial

integrity within the contract signings process. When a contract is signed, the Contract Negotiator must send a completed SOX

Questionnaire along with Contract Documents to an internal SOX reviewer. The Contract Negotiator must store time-stamped evidence that the SOX

Questionnaire was sent for internal review. This evidence is known as the “SOX Artifact”.

Contract details (terms and conditions, clip level) determine the scope of the review. Larger, more complex contracts require a full review of contract financial data compared to contract documents.

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SOX KCFR – Before & After

Complete SOX Questionnaire in

MS Word

Wait for Response

Store SOX Artifact (email) for future

follow-up

Receive signed contract from

customer

Legacy Process

Total Time:Days

Total Time:Hours

CRM Process

Set up Contract in CRM. Attach

Documents.

Click SOX Workflow

button

Email questionnaire and contract docs to SOX reviewer

Store documents on legacy shared

drive

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SOX KCFR – CRM Solution

(3) SOX Reviewer conducts internal review, then marks Activity “Completed” when finished

(2) Workflow creates the SOX Questionnaire as a CRM Activity for internal review. To preserve data integrity, the Activity is read-only

(1) Complete CRM Contract Setup, then click workflow button to create the SOX Activity

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SOX KCFR – CRM Solution Centralized storage of SOX Artifacts within the CRM Activity Manager, improved

quality of submissions and faster processing time. SOX Reviewer uses CRM Activity Manager to track workload. For in-depth reviews, the SOX Reviewer may access contract documents using

CRM Document Management Tab.

Feedback loop from SOX Reviewer to Negotiator occurs outside CRM – requests for clarification or correction and resubmission.

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Data Calls – Before CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which contracts have Government Furnished Equipment?

Find documents Wait

Clarify Requests

Review Results

Look through

shared drive

Days or Weeks

Per Inquiry

Send email requests for missing info

List Results in MS Excel

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Data Calls in CRM How many T&M contracts do we have? How much business do we have with a specific customer? Which contracts have Government Furnished Equipment?

MinutesPer Inquiry

Submit Query

Review Results

Refine & Draw Conclusions

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Data Calls in CRM

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CRM Contract List permits searching and reporting on any field within CRM. Enter search criteria and select fields to display

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Data Calls in CRM Display CRM Contract List output on screen, or export to output file format

(PDF, XLS, RTF, etc.)

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CRM Document Management CRM organizes Contract Documents into a folder structure and links them to the

Contract. Folder structure defined by SMEs. Attach, download or check-out Contract Documents quickly and easily.

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Future Improvements Work with Subject Matter Experts to identify additional reporting needs. Consider implementing Deltek Performance Management (Cognos) to meet new

reporting requirements.

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Conclusion This session demonstrated how GovWin / Costpoint CRM can be configured to

aid Contract Data Management, and to support the production of DCAA-required deliverables and internal SOX key controls.

Questions?

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