Deltek Insight 2012: Migrating to the Cloud with Deltek First GovCon Essentials

Migrating to the Cloud with Deltek First GovCon Essentials

Tony D’Ambrisi, Sr. Product Director, DeltekGC-479

2 ©2012 Deltek, Inc. All Rights Reserved

This session will discuss the benefits of moving to the cloud and the packaging of Essentials and Essentials Plus. Tony D'Ambrisi, Sr. Product Director for GovCon Essentials, will discuss the steps to move you to the cloud and will provide a demonstration on Program Manager Reporting, a powerful tool available only with GovCon Essentials. Beginner Level.

Migrating to the Cloud with GCE


Agenda Deltek First Cloud

Deltek First for GovCon - Solution Offerings

Steps to move to the Deltek First Cloud

Mechanics of the Cloud

Migrating to the Cloud with GCE


Deltek First Cloud

The market demanded Cloud based solutions

What do all of these vendors have in common?


Why is the market moving to Cloud?

Deltek First Cloud

CloudMaintenance Free

Higher Quality

Less Risk

Accessibility

Same or Lower TCO


Higher Quality Up-to-date and Optimized

systems Latest Security Ongoing Monitoring Availability and Disaster

Recovery Scalability

Deltek First Cloud


Maintenance Free &Less Risk

Patch & upgrade database, application, backup and security software

Server maintenance & Upgrades

Disaster recovery & Business continuity planning

Proper backup plan including offsite backup

Deltek First Cloud


Accessibility Available anywhere there

is internet connectivity Convenient company

portal page Singe Username &

Password Staff is available

24x7x365 Deployed in days not

months

Deltek First Cloud


Same or Lower TCO

On premise costs add up quick

SaaS is predictable

In the long run SaaS is often less expensive

Deltek First Cloud


Deltek First Cloud

Deltek First Solution OfferingsGovCon Essentials


Deltek First for GovCon



Visit the GovWin website >>






Essentials Essentials Plus

GCS Premier Core*

Time Collection

Expense Starter Pack

DataPort

GCS PM Reporting N/A

GCS Budgeting/Planning

Add-on

Purchasing Add-on

Fixed Assets Add-on

Impromptu for GCS/T&E

Add-on

GCS Premier Analytics Add-on

*GCS Premier Core includes modules previously sold as add-ons©2012 Deltek, Inc. All Rights Reserved16


Part of the Deltek First GovCon Essentials solution

Real time Project Reporting

Over 18 Project Financial Reports

Drill thru capabilities on all reports

GovCon Essentials PM Reporting


©2012 Deltek, Inc. All Rights Reserved18

Real-time funding status w/ drill-down to monthly burn rate analysis



Labor Category Profitability Analysis w/ drill-down to employee



Complete Project Status Reporting with drill downs



Project Portfolio ManagementDirect Projects Cost Categories – Real-time burdened cost incurred by cost category and project backlog for each project in the user’s portfolio, with drill-down to lower WBS elements, monthly burn rate analysis, and detailed costs by employee and vendor.Direct Projects Cost History – Real-time burdened cost incurred and project backlog with 7-month burn for each project in the user’s project portfolio, with drill-down to lower WBS elements, and cost category burn rate detail.Labor Hours Analysis – Employee/Vendor level of effort burn rate analysis for each project in the user’s project portfolio.Labor Cost Analysis – Employee/Vendor burdened labor cost burn rate analysis for each project in the user’s project portfolio.

Project-level ManagementJob Summary – Real-time cost analysis by direct and indirect cost category, revenue and profitability, and labor hour reporting for the selected project for the selected period, year-to-date through the selected period, and inception-to-date through the selected period, with additional project attributes including contract value and funded value, with drill-down and drill-through to detail reports.Labor Analysis – Labor analysis by labor category with drill-down to employee for the selected period, year-to-date through the selected period, and inception-to-date through the selected period.Non-Labor Detail – Non-labor cost analysis by cost category and vendor for the selected period, including year-to-date and inception-to-date through the selected period.Commitment Details – Outstanding timesheet, expense/travel authorizations, and purchase orders committed on the selected project.Hours Breakdown – Monthly level-of-effort burn rate by employee for period-of-performance through selected date for selected project and WBS level.Raw Cost Breakdown – Monthly raw cost burn rate by employee/vendor for period-of-performance through selected date for selected project and WBS level.Burdened Cost Breakdown - Monthly burdened cost burn rate by employee/vendor for period-of-performance through selected date for selected project and WBS level.Transaction Analysis – Transactional visibility for selected transaction type, project WBS, and date range.Billing Profile – Invoicing history for selected project, including total invoice value and amount received to date.Project Cost Chart – Bar/Line chart providing visibility into monthly and cumulative burn rate for selected project.TM Billable Revenue Breakdown – Time and Materials monthly burn rate analysis by labor category, with drill-down to employee, and reimbursable expense by expense type, with drill-down to vendor..TM Labor Analysis – Labor category profitability analysis for the selected period, year-to-date, and inception-to-date, with drill down to employee.Time Collection Hours-Date Range – Daily level-of-effort reporting by employee for selected period within selected project’s historical period of performance.

Time Collection Cost – Daily labor cost reporting by employee for selected period within selected project’s historical period of performance.

Moving to the Deltek First Cloud



Kickoff Meeting

Data Preparation, Capture & Transfer

Testing, Training &

AcceptanceGo-Live


Introductions Deltek First Technical Analyst Customer’s IT representative with

Administrative Access to systems and databases

Review technical configuration of on-premise systems Confirm on-premise solutions being moved to the DFC Gather system version information Gather server locations Gather database information Review system configurations Establish administrative access to systems and databases

Kickoff Meeting


Data Preparation Update GCS Premier to v5.0 SP9 w/min.

HF12. Completed on client servers.

Update Deltek Time & Expense to min. v8.3.0.3. Completed on client servers.

Data Capture Gather Citrix user info. First name, last

name, email, and work phone number for core accounting system (GCS Premier) users. (info on Setup spreadsheet)

Obtain client logo (jpg, gif preferred)

Obtain Time & Expense system emails

Obtain vendor license files for each application moving to the DFC

Data Transfer Install FTPS Client and Test Connectivity to

Secure FTP Servers

Back-up databases and compress

PDF files associated with Expense reports

Premier Billing Templates

DTShared.ini & DTSite.ini file

Back-up system program files, compress

Transfer databases, program files to DFC

Impromptu – see slide on migrating

Data Prep, Capture & Transfer


Configure & Build Test Environment in DFC Configure Citrix/Active Directory Users

and security groups.

Configure NTFS permissions and security

Create DFE portal page

Restore and configure databases

Restore and configure program files

Perform operational and acceptance testing

Notify customer/consultant regarding test environment availability

End User Training Schedule training (Live Meeting) with end

users (accountants)

Train end users on application access and integration (ADP etc.)

Customer Testing, Acceptance Customer established test plan

Customer executes test plan

Customer accepts test environ. in DFC

Customer/Consultant/SaaS Admin Team establishes Go-Live schedule

Test, Train and Acceptance

Completed by Deltek’s SaaS Admin Team


Data Transfer Back-up databases and compress them

PDF files associated with Expense reports

Premier Billing Templates

Back-up system program files and compress them

Transfer databases and program files to the DFC

Impromptu reports do not need to be re-sent if they have not changed.

Configure Production Environment in DFC Restore and configure databases

Restore and configure program files

Perform operational and acceptance testing

Deliver Production Environment Notify customer/consultant regarding production environment availability

Confirm production environment readiness with customer/consultant


Completed by Deltek’s SaaS Admin Team


Guidelines for migrating GCS Premier

data

Current GCS Premier data files

Previous 10 years annual audit directories (if

applicable)

Previous 2 years of monthly backups (if

applicable)

Clients using an Oracle database for their

Time & Expense application require

additional planning and setup costs.

These clients are not being targeted for

SaaS.

GCS Premier Process Manager is not

supported in the DFC

Deltek T&E Mobile Time is not supported in the DFC

Impromptu Custom Catalogs are not supported in the DFC

Exceptions are made in special circumstances

GCS Premier Analytics data cannot be transferred into the DFC. Clients can still use Premier Analytics in the DFC. They will re-start in the DFC.

Deltek utilizes a Kona space to schedule migrations to Deltek First Cloud

General Information

Mechanics of the Cloud


Deltek First User Manager


With Deltek First User Manager, Customers Now Have the Ability to reset or unlock their accounts themselves!

Deltek First User Manager


Access to the GCS Premier Data folder and all files (including FLT files)

Create/Edit/Delete GCS Premier Data files/folders

Make copies of GCS Premier Data files/folders

Create a monthly snapshot of your GCS Premier Data Create an annual GCS Premier Audit Data folder

Edit DTShared.ini

Copy files to/from a local drive to the Cloud

Note: Explorer View is reserved for the SaaS Customer Administrator and/or Implementer roles by default.

Explorer View


Best practice is to follow the prescribed use of the drive letters detailed below.

Drive Letters


Your Deltek First GovCon Essentials solution provides you with the peace of mind of knowing that your Data is safe and secure.

Your Current Data (G:\Data) is backed up in an almost real-time fashion

Your user-created Audit/Backup/Test Data folders (H:\Data) are backed up nightly

Backups Are Automatically Created For You


Inside of GCS Premier:

System Administration / File Utilities / Back Up/Restore

In Explorer View:

H: Drive (H:\Data)

Best practices include making annual and in some cases monthly snapshots of the GCS Premier Data files.

The creation of monthly and/or annual Snapshots is your responsibility.

Do not rely on Deltek’s backups for use as a Snapshot.

The Explorer View provides the SaaS Customer Administrator with the ability to make snapshots of the GCS Premier data.

You Can Also Make Your Own Snapshots and Backups


Making a Snapshot

Use Explorer View to make a snapshot of GCS Premier Data

Test Data folders Audit Data folders Manual Backups of Current Data

Store all snapshots on the H: drive in the \Data folder (H:\Data).

Note: Only Current Data is allowed to exist on the G: drive

Adding Snapshots to Data Directory Drop-Down List

Use Explorer View to edit DTShared.ini (G:\STARTUP\DTShared.ini)

1. Increment the “Count=“ line by the number of folders being added

2. Add a “Name#=“ and a “Path#=“ line for each folder being added

KB Article #70199

Making Snapshots and Adding Them to the Pick List

https://deltek.custhelp.com/app/answers/detail/a_id/70199/p/%20/kw/70199


For small files, use the Explorer View

For large files, use a secure FTP protocol

Install and configure FTP tool

CuteFTP recommended

Refer to the Deltek First GovCon Essentials Secure FTP Guide for further instructions on transferring files to/from the Deltek First Cloud.

KB Article #64466

How do I transfer large files to/from the Deltek First Cloud?

https://deltek.custhelp.com/ci/fattach/get/634989/1319052010/redirect/1/filename/DeltekFirstEssentialsSecureFTPGuide.pdf

Questions?


• Stop by the Deltek First kiosk in the Solutions Pavillion

• Schedule a “Meet the Experts” appointment for more personalized attention

• Reach me by email or phone:

[email protected]

703.885.9907

Call to Action

mailto:[email protected]

Thank You!

Technology

Deltek Insight 2012: Migrating to the Cloud with Deltek First GovCon Essentials