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SUBCONTRACTOR MANAGEMENT

Streamlining Subcontractor Management

SUBCONTRACTOR

MANAGEMENT in

Costpoint 7.1.1 and T&E10

One-Stop Subcontractor Management

AGENDA

©2016 Deltek, Inc. All Rights Reserved 3

� Introduction� Process Flow

� Capabilities

� Elements of Subcontractor Management

• Vendor Employees• RFQ and Quotes

• New PO Types

• Work Assignments• Subcontractor Time and Expense

• Subcontractor Invoices


Introduction

5 ©2012 Deltek, Inc. All Rights Reserved

Reduce the cost of managing subcontractors with Costpoint’s

automation

Subcontractor Management

Subcontractor

AgreementWork

Assignment

Time

Collection

Invoicing

PO VoucherProject Billing

Subcontractor Agreement PO ‘s are negotiated and approved

Time for

subcontractor

resources can be

approved by the

prime and

subcontractor

Subcontractor

resources’ approved

time creates the

subcontractor

invoice which upon

approval creates the

PO Voucher

Once the PO

Voucher is posted,

the PO is relieved

and subcontractor

time is ready to be

billed to the final

customer

Work Assignments are created from the PO and once approved, are available for the subcontractor resources in T&E10


Subcontractor Management Flow Chart

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Subcontractor Management Capabilities


� Expansion of Vendor Employee information with option for resource approval

� Optional resource requirements added to Request for Quotes, Vendor Quotes, Purchase Requisitions, Subcontractor Purchase Agreement

� Purchase Order information defaults into Work Assignment (new application)

� Charge codes in Work Assignment available for Subcontractor Resources in T&E

� Ability to create a Subcontractor Invoice which can be sent to subcontractor for approval

� Approved Subcontractor Invoice will automatically become a PO Voucher and relieve the Subcontractor Purchase Agreement

Subcontra

cto

rs

Project Management

Risk Management SchedulingBudgeting & Forecasting

Earned Value

Financial Management

Human Capital Management

Project Manufacturing

Talent ManagementHR/Payroll Time & ExpenseEmployee Self

Service

Fixed AssetsGeneral Ledger A/P & A/RRevenue

Management

ExecutionProcurement Planning Inventory

REPORTS ANALYTICSDASHBOARDS

Business Development

Opportunity Management

Market Intel CRM Partner Management

Time & Expenses

Work Assignment


Vendor Employees



Vendor Employees

� Subcontractor setup to a Vendor ID

� A Vendor Employee ID will be assigned to the vendor employee

� Setup may to include specific:

– GLC/PLC

– Skills

– Security

– Training Level

– Assigned Property


RFQ and Quote Management



RFQ and Vendor Quote Management

� Request for Quote by specific Vendor Employee Allowed

� Link SOW to RFQ Header or Line via Alternate File Location

� Identify Security Requirements

� Line Qty. Price Breaks


RFQ and Vendor Quote Management


Purchasing Changes



Requisitions and Purchase Orders

� New PO Types

– Subcontractor Order

– Subcontractor Blanket Order

– Subcontractor Release Order

� Statements of Work

� Specify Resources, Vendor Employee, Security Requirements


Requisitions


Purchase Order 3-Way Match


Purchase Order 2-Way Match


Work Assignments



Work Assignments

� Link to Subcontractor Purchase Order

� Identify Approval Path

– Can be both prime and subcontractor approval

� Multiple Work Assignments per Purchase Order

� Specify Resources, Vendor Employee, Security Requirements

� Subcontractor management settings can assign default business rules for work assignments, that can be overwritten for a unique work assignment


Subcontractor Management Settings


Creating the Work Assignment

� Work Assignments control the following:

– Who

– What

– When

– And How much


Work Assignment – Resource


Work Assignments Business Rules

� Process uses Work Assignment business rules to determine what labor/expenses get charged to regular accounts vs unallowable accounts defined in WA


Work Assignment Roles and Approval Codes

� Create Work Assignment Roles that will be the same roles for approving Time Sheets and Expense Reports in TE

� Create Work Assignment Approval Codes to determine the type of approval required for Work Assignments


Vendor Employee Assignment


Work Assignment Approval


T&E



Manage Resource Information

� Added “Resource Type” that indicates employee or subcontractor

� Added Costpoint Vendor Employee ID

� Added Costpoint Vendor Email addresses

� All fields populated by integration


Export Data to Time and Expense

� Added SubK Options:

– Subcontractors - Sends Vendor Employees down to T&E as resources

– Subcontractor History – Sends Vendor Employees current history record to T&E as resource history.

• Can control whether default location, PLC and Pay Type is downloaded. GLC is always downloaded

– Subcontractor Groups – Determines the groups that are sent down to T&E for resource groups

– Work Assignments are not downloaded to TE, they are accessed in real time.


Manage Timesheet Classes

� Added checkbox to indicate class is for subcontractors

� Note that the following options will not be allowed to be used if checkbox for subcontractor is selected

– Time in/out

– Start/Stop Time

– Interim Edit

– Export to Labor Distribution

– Export to Payroll


Timesheet� Timesheets for resources defined as subcontractor allows timesheet charges against work

assignments. The user would provide work assignment via manually entry or charge lookup

� Existing edits plus edits for WA and WA Resource start/end dates

� Charge lookup does contain PO info, along with the embedded project, account, org, etc.


Manage Expense Classes

� Added checkbox to indicate class is for subcontractors

� Note that the following options will not be allowed to be used if checkbox for subcontractor is selected

– Advance limit

– Max Number of Outstanding Advances

– Associating Expense Report Types that require Expense Authorization


Approve Timesheet Charges

� This is the PM approval (aka line level)

� PMs can review hours by Work Assignment

� Work assignment rights based on roles assigned in CP

� Can approve a summary level or detail

� PM can see whether either WA or Resource budget is exceeded


Create Subcontractor Invoices



Create Subcontractor Invoice

� New application used to create SubK agreement invoices based on labor hours and expenses from T&E10

� Will use labor rates from WA vendor employee, WA Charge Line, PO resource

– For 2 way match - will use default vendor employee rate

– For 3 way match – if rate not found, will use value from SubK settings

– Will consider the pay type and any fixed amount to determine the adjusted rate to pay SubK

� This process will populate existing voucher tables, but will be considered an invoice rather than a voucher until it is approved by the prime and/or subcontractor.

� Will use the Project/Org/Account/Ref1/Ref2 from WA charge line


Create SubK invoices continued

� If options are Unselected, any amounts (no partial timesheet cell amount) outside of the POP or beyond the ceiling hours/amounts, will be charged to the Unallowable account specified on the WA charge line

� Vendor employee detail labor lines (by timesheet hours date) will have flag indicating reason

� Track what transactions have been included in SubK invoices, when and by whom, invoice approved, when and by whom


Create Subcontractor Invoices

� Added ability to create invoice by Expense Report Date

� Changed drop down for Effective Billing Date to include options by Timesheet Line Date, Timesheet Date, Subperiod Date


Manage Subcontractor Invoices


Manage Subcontractor Invoices –Vendor Expense Report

� New subtask shows summary of expense report for Vendor Employee

� All fields are disabled for system generated record


Manage Subcontractor InvoicesExpense Report Details

� Subtask of Vendor Expense Report shows Expense Type

� All fields disabled for system generated record

Manage Subcontractor InvoicesExpense Transaction Details

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� Subtask of Expense Report Details

– Displays Charge Type

– Project, Organization, Account, Reference Numbers from T&E

– Shows Charge Risk - Outside Period of Performance or Over Allowed Amount


Questions & Contacts

� To learn more about Subcontractor Management, please fill out the “Contact Us” section at www.Deltek.com.

Presenters:

� Dawn Ehlers

� Paul Gioia

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