BDO USA, LLP, a Delaware limited liability partnership, is the U.S. member of BDO

International Limited, a UK company limited by guarantee, and forms part of the

international BDO network of independent member firms. BDO is the brand name for the

BDO network and for each of the BDO Member Firms.

BDO USA, LLP, a Delaware limited liability partnership, is the U.S. member of BDO

International Limited, a UK company limited by guarantee, and forms part of the

international BDO network of independent member firms. BDO is the brand name for the

BDO network and for each of the BDO Member Firms.

BDO USA, LLP, a Delaware limited liability partnership, is the U.S. member of BDO

International Limited, a UK company limited by guarantee, and forms part of the

international BDO network of independent member firms. BDO is the brand name for the

BDO network and for each of the BDO Member Firms.

PPM-11:Automation without CustomizationUsing Out of the Box Functionality for More Efficient Processes

Jessica Coral, BDO USA

» PPM tools offer a scalable solution for organizations looking to implement disciplined project controls

» As system grows, the time spent processing monthly status and reporting may be growing as well. Common bottlenecks include:

» Manual integrations for actual costs, schedule status, and ETC updates

» Variance analysis

» Implementation of change control processes

» Reporting

» While complex customizations may be appropriate for some organizations, there are efficiencies to be gained without them!

Intro

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» Configuration

» Standard menus, wizards, or preferences populated within the tool interface to enable alignment with data requirements or business processes

» Level of expertise varies from new user to power user

» Upgrades need to be tested to ensure functionality is not impacted but issues can be worked through Deltek Customer Care

» Customization

» Anything from changes in report templates to stored procedures that are not done within Cobra

» Usually requires some level of technical expertise

» Increased likelihood that functionality could be impacted by upgrades and level of Customer Care support may vary

» Somewhere in between

» Things like Custom Hooks fall into a middle ground where the functionality is supported out of the box, but the scripts that runare customized

Configuration vs Customization

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Costpoint / Cobra Integration for Actual Costs

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» Direct integration between Costpoint and Cobra for the import of actual costs that can be scheduled to run for all Cobra projects at a given time

» The integration is primarily defined in Costpoint through a series of mapping template screens that read directly from the Cobra tables

» Options include:

» Labor costs loaded by labor category or employee

» Loading of burden costs by resource and by cost pool

» Options to create combination of mapping fields for Cost and Budget Elements

» Simplified mapping of labor and expenses into a "catch-all" line item

Costpoint to Cobra Integration

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Integration Setup Process

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Costpoint to Cobra Mapping

•Map the projects to Cobra if they differ from what is in Costpoint

Cobra Charge Template

•Defines the relationship between the structure of Costpoint projects and the structure of Cobra programs

Budget Element Template

•Link Costpoint labor and non-labor elements to Cobra budget elements

Cost Template

•Map Costpoint pools and cost of money (COM) to Cobra

Create the Cobra to Costpoint Project

• Initialize the links between Costpoint projects and Cobra programs. *Used for mapping multiple CP projects to Master project in Cobra

» Use this screen to map Costpoint charge elements to Cobra charge elements

which defines the relationship between the structure of Costpoint projects and the

structure of Cobra programs

» For example, the project ID in Costpoint might be called the program ID in Cobra

» After you enter these relationships in the table window, they are used by the extraction

process to determine how actual costs from Costpoint are grouped for use by Cobra

Key Integration – Manage Cobra Charge Template

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» Use this screen to create templates for linking Costpoint labor and non-labor elements to

Cobra budget elements

» For labor, best practice is a one-to-one link between the PLC/GLC and the Cobra budget element

» For non-labor, Costpoint accounts are typically summarized in a many-to-one link to a Cobra budget

element

Key Integration – Manage Cobra Budget Element Template

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» Use this screen to create a mapping of Costpoint pools and cost of money (COM)

to Cobra results, identify the value type, and identify the Costpoint pool and

Cobra result

» Multiple Costpoint pools can be summarized to single results in Cobra

» Hours and Direct are created as special cases

Key Integration – Manage Cobra Cost Template

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» Cumulative to date actuals are loaded so that historical changes are made as adjustments in the current period

» Flexibility to run integration for many projects at once or one at a time; can also be scheduled or on demand

» As an out of the box functionality, the integration will be upgraded and tested during normal Costpoint and Cobra releases

» Actual can be burdened by resource (employee or labor category) directly in Costpoint so that indirect rates for actual costs don’t have to be managed in Cobra

» The mapping templates are very flexible so it’s unlikely the foundational elements of your Costpoint or Cobra design will have to change as a result of implementing this process

Benefits of Direct Integration for Actuals

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02Cobra Batch Reporting

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» Batch reporting is a Cobra feature that allows you to press one button and produce a series of reports against a specific project

» Use the Batch Report feature only with reports that do not require user input but are run routinely

» Perfect for a CAM notebook or updating reports on a sharepoint site

» The batch can also:

» Create a cub folder based on the calendar period label

» Save filters

» Be copied for use on another project

Batch Reporting

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Batch Reporting Example

» PM Compass has native reporting and dashboard capabilities but you can also leverage batch reporting from Cobra and display those reports on a dashboard

• The Dashboard in Deltek PM Compass

provides a single location to view what is

important to you

• Contains dashparts to display specific

information, tasks, and deadlines

• Configures multiple dashboards and

dashparts easily

Batch Reporting and PM Compass

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File Dashparts

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Add the File Dashpart to a dashboard and

use the URL field to enter the location and

name of the saved batch report.

This will create a hyperlink on the

dashboard that users can select and then

open the file in excel.

03Progress and ETC Updates in PM Compass

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PM Compass:

» Is a role‐based application

» Can interact with other applications such as Cobra and Open Plan; uses the same database

» Can provide quick view on important information using a Dashboard (e.g., financial and project performance)

» Offers a number of standard reports to extend the analysis capability of PM Compass

» The Workflows feature provides you with a way to assign something outside of the schedule or cost system

» Users like CAMs and other personas can use this feature to do the following:

• Create and assign tasks to themselves and others

• Associate a Workflow with the cost and scheduling systems

• Request a change

PM Compass Workflows – Progress and ETC Updates

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» PM Compass allows you to progress

schedule or cost data and approve the

information before updating the schedule

or cost system

Progress in PM Compass

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2. Create Progress

Workflows

3. Notify assignee and enter progress

4. Submit progress and notify approver

5. Approve progress entries

6. Update source system

data

1. Search

For items that need updating

» 2 primary steps are predefined:

Progress entered by assignee and

Progress approved by assignee

» Other options are configurable:

» Number and type of alerts

» Who enters progress and who

approves progress

» Frequency and timeline of

process

Progress Setup and Options

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Enter Progress» The Enter Progress form enables you to update cost progress for control accounts or

work packages and schedule progress for activities assigned to you

• Enter cost or schedule progress

• Find control accounts or work packages that are not progressing

• Enter progress for a progress Workflow that is not displayed

• View progress Workflow history

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• You have two options when submitting progress:

• Save the progress Workflow to complete at a later stage

• Submit for approval

• Submit progress for all Workflows regardless of whether or not

you enter progress for every Workflow

• Choose Select All option to make sure you submit everything

Submit Progress

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Approve Progress» Use the Approve Cost or Schedule Progress form to do the following:

• Approve cost or schedule progress

• Reject progress

• View Workflow history

• When progress is approved, updates are pushed back to the source system (Cost or Schedule)

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» Nothing beats customization when a tailored approach to a unique

challenge is required

» However, customizations can be costly to implement and difficult to

maintain

» Be sure to exhaust configuration possibilities first!

Conclusion

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