cp-45: an implementation guide to subcontractor management · 2019. 11. 5. · meeting agenda 1....

CP-45:An Implementation Guide to Subcontractor Management

Natalie Scicluna, Deltek

Session OverviewMost companies partner and work with subcontractors on a day to day basis and it is vital to successful contract completion to be able to smoothly and accurately capture subcontractor costs. This session will walk through the implementation and setup of Subcontract Management in order to streamline their invoicing and reconciliation process.

*Understand the steps involved in setting up a subcontractor from PO to timesheet to invoice

*Tips and tricks for a successful implementation

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2

Meeting Agenda1. Managing Subcontractor Information

2. Subcontractor Management Process Flow

3. Subcontractor Agreements

4. Work Assignments

5. Subcontractor Time & Expense Entry

6. Subcontractor Invoice Creation

7. Payments to Subcontractors

8. Billing Invoice Creation

9. Implementation Tips & Tricks


Managing Subcontractor Information



» Setup Subcontractor Companies as

Vendors

» Select Subcontractor check box to

denote use of Sub in Subcontractor

Management module

» This check box is also used for

reporting purposes

» Manage Subcontractor Employees

as Vendor Employees tied to

Subcontractor Company

Subcontractor Setup


» Link Vendor Employees to

Subcontractor record

» One-One or Multiple-One

» Manage Labor Information and

maintain Historical records

» Manage Skills, Training, Security

and Company Property

Subcontractor Employees


» Link Subcontract Company to

Project

» Link Subcontract Employees to

Project via Vendor Employee

Workforce

» Assign PLCs to Subcontract

Employees

» Vendor Employee Workforce can be

used for subcontractor labor

assignment

Subcontractor Workforce

Subcontractor Management Process Flow


Subcontractor Management Process Flow

9

• Identify opportunities & the need for subcontractors

• Link POs to Subcontract record

Manage Subcontracts

• Subcontractor Agreement POs are negotiated and approved

Subcontractor Agreement • Work Assignments are

created from the PO

• Once approved, are available for contractor resources for time recording

Work Assignments

• Subcontractors charge labor against work assignments authorized

• Project Managers can review/approve labor along with monitoring budgets

Time Collection • Subcontractor resources’

approved time creates the subcontractor invoice

• Invoice approval creates the PO Voucher

Invoice/PO Voucher

• Once the PO Voucher is posted, the PO is relieved and subcontractor time is ready to be billed to the final customer

Project Billing

CONFIDENTIAL © Deltek, Inc. All Rights Reserved

Manage Subcontracts



» Part of the Contracts Management

Module (optional module)

» Subcontractor information is tied to

a Vendor ID

» Multiple subs/vendors can be linked

to one contract record

» Funding for each individual sub can

be maintained by Subcontract ID

Manage Subcontracts


» Manage key subcontract details

» Security Requirements

» ITAR Status

» NAICS Codes

» Business Classification

Requirements specific to agreement

Subcontract Info


» Copy FAR Clauses from Prime

Contract

» Determine what is Applicable to

Subcontract

» Ensure Vendors are aware of

their responsibilities

» Send Clauses/Provisions to PO for

printing

FAR Clauses and Provisions


» Specific Requisitions and Purchase Orders tied to the subcontract record can be linked in the screen

» Users can view the status of the Reqs and POs

» Hyperlinks allow users to drill into the Reqs and POs from the subcontract record

» Use Security Rights to control screen access

» Coming soon: Initiate Purchase Req and/or Purchase Order from Manage Subcontracts

Requisitions & Purchase Orders

Subcontractor Agreement



» Resources can be assigned at the

line level of the PO

» Optional step

» Multiple resources can be assigned

to one line

» Rate and PLC can be entered for

each resource

» Specific subcontractor employees

can be entered in the Vendor

Employees subtask

Assign Subcontractor Resources


» Accounting Defaults can be entered

and used across all lines of the PO

» Each line of the PO can be

assigned to a different

Project/Org/Account combination

» Could have a different resource

and P/O/A per line

» Could have a PO for one

resource with multiple charge

lines and different P/O/A for

each line

PO Charging


» Statements of Work (SOWs) can be

uploaded in the system

» The SOW can be attached at the

header level and/or the line level of

the PO

» Only one SOW can be entered

at the header level

» Multiple SOWs can be entered

at the line level

» The SOW can be viewed from the

Manage POs screen

Statement of Work


» If using Costpoint’s Contract

Management module to manage

and maintain Subcontract

Information, the Subcontract ID can

be linked to the PO record

» FAR, DFARs and Supplemental

Regulations linked to the

Subcontract ID can be tied to the

PO for printing

Subcontract Information

Work Assignment



» Rules will default from Controls

screen

» Define Validation Rules

» Charging in T&E

» Subcontractor Invoice

» Default Accounts for Unallowable

charges

Work Assignment Business Rules


» PO Line Detail information will

populate the Work Assignment lines

» Charges subtask is used to define

what, when and who can charge to

the individual lines of the Work

Assignment

» If resources were not assigned

when the PO was entered, they can

be assigned here

» Multiple resources can be

assigned to each line

Work Assignment Charges


» Vendor Employee Assignment can;

» Default in from PO

» Be loaded from Project Workforce

» Be entered manually

» Be left open for all Vendor Employees tied

to the Subcontract Vendor

» Period of Performance can be entered for each

Vendor Employee

» PLC and Rate information can default or be

entered in specifically for the Work Assignment

» Skills, Training, Security and Property is visible

by Vendor Employee

» Once the line is approved, the Work Assignment

becomes visible in TE for charging

Work Assignment Vendor Employees


» Roles must be assigned for review

and/or approval of Work Assignment

charge lines in Time & Expense

» The roles codes assigned on this

screen must match the Functional

Role codes established in Deltek

Time & Expense

Work Assignment Roles

Subcontractor Time & Expense Entry



Time & Expense

≠


» Subs can use the same timesheet solution as employees to enter time

» Subs can only see the Work Assignments they have been tasked to work on

» Period of performance information can be made visible to subs

» Once the period of performance has ended, the Work Assignment no longer appears in the lookup list for charging

» Timesheet can entered, saved and submitted from a mobile device

Subcontractor Timesheet Approval


» Timesheet approvals can be done

by the Subcontract Manager and/or

the Project Manager

» Can review hours detail by day and

pending approvals

» Work Assignment budget

information is visible, allowing

Managers to Approve/Reject hours

under or over budget

Subcontractor Timesheet Approval


» Expense entry can be allowed via

the Work Assignment

» Charge numbers are limited to the

Work Assignments assigned

» Detailed or summary level

expenses can be entered

» Workflows can be configured for

sub expense entry and approval

Subcontractor Expense Entry


» Expense approvals can be done by

the Subcontract Manager and/or the

Project Manager

» Expense detail and receipt

attachments can be viewed both

from the desktop and mobile device

Subcontractor Expense Approval


» Export Timesheets and Export

Expense Reports screens in T&E10

contain a Subcontractor Export

check box

» Timesheets and Expense Reports

records import into

SUBC_TS_HDR, SUBC_TS_LN,

SUBC_EXP_HDR, SUBC_EXP_LN

» New tables within the

Subcontractor Management

module

Subcontractor Time & Expense Export


» Provide Subcontractors with a

dashboard view of assigned POs

» Portal allows for communication

between external Subcontractors

and internal Buyers

» Actions, messages and history is

maintained in the portal

» Coming soon: Invoice visibility and

approval, AP Voucher payment

status, Vendor Quotes, self sourcing

capabilities and more…

Supplier Portal

Subcontractor Invoice Creation



Subcontractor Invoice


» Provides users the ability to review

timesheet and expense detail prior

to generating the subcontract

invoice

» Timesheet lines and expense detail

can be placed on hold for invoicing

at a later date

Manage Open Subcontractor Detail


» Time and Expenses are pulled from

the new Subcontractor

Management tables

» Daily time detail exists within

these tables

» Can create invoices for specific

POs, Vendors, Projects and Work

Assignments

» Specific Timesheet Line Date

ranges can be imported where

timesheet periods cross over billing

period end

Create Subcontractor Invoice


» Subcontractor Invoice information is

visible within the screen

» Lines can be deleted from the

invoice if needed

» Lines will be pushed back into

the new Subcontractor Time &

Expense tables

» Vendor Labor Timesheet Line

details are pulled into the invoice

» Over ceiling rules applied on the

Work Assignment appear here

Review of Subcontractor Invoices


» Subcontractor Invoices can be

printed directly out of Costpoint and

sent to the Subcontract Company

for approval

» Multiple selections available for

what to show on the invoice

Print Subcontractor Invoice

» Invoice printed based on print

selections

» Summary information on first page

» Detail information on following

pages to include:

» PO line information

» Work Assignment details

» Vendor Employee and PLC

information

» Timesheet Line details

Print Subcontractor Invoice

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.42


» Approval can be internal or external

» Internal approval automatically

inserts User Name with Date and

Timestamp

» External approval can be entered

manually

» Timesheet approval could be

the only external approval

required

» Approval of the invoice

automatically generates a PO

Voucher

Approve Subcontractor Invoice

Payments to Subcontractors



PO Voucher


» Labor details follow the Work

Assignment into the PO Voucher to

include daily timesheet line detail

» PO Voucher approvals can be

established within the system

Vendor Labor in PO Voucher


» As the PO Voucher is approved and

posted, PO Commitments are

relieved

» Visible in both Hours and

Dollars

» Commitment information is visible in

Purchasing and on the Work

Assignment

PO Commitments

Billing Invoice Creation



Project Billing

» Subcontractor charges included

with other billing items

» Invoice printed based on print

selections

» Subcontractor Labor and Expense

details can be printed on supporting

schedules

» Can include timesheet line

details

Final Customer Billing


Sessions for Reference


» CP-32: Got Subcontracts - See What Costpoint Can Do for You

» CP-91: Got PO's? Streamlining PO’s Using the New Supplier Portal

Additional Sessions



Natalie Scicluna, Deltek

Principal Solutions Architect

Thank you for attending!

cp-45: an implementation guide to subcontractor management · 2019. 11. 5. · meeting agenda 1....

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