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VPVI-51:Leveraging Vision and FMIS to Turbo Charge Procurement
Teresa Raffel, Foth & Van DykeKelly Duquette, Full Sail Partners
Agenda
Introduction
Foth Companies & Full Sail Partners Overview
Business Problem
Approach
Solution
Deployment Strategy
Stakeholder Feedback
Teresa Raffel
Director of ERP & SCM
A member of Foth & Van Dyke since 1990 serving in many roles across the organization for our
clients and also internal support. Client roles included Project Manager, Client Manager,
Grant/Loan and Lobbying Consultant. Internally served as Business Unit Manager of our
Shared Services and most recently Director of Enterprise Resource Planning (ERP) and Supply
Chain Management (SCM). Areas of focus:
Platform Owner for ERP including it’s roadmap and sponsorship of deliverables
Serving as a Leader for Deltek Power User Group (PUG)
Member of Deltek Large Firm User Group (LFUG)
Engagement in User Groups – huge benefits through collaboration
Supply Chain Management – Corporate Initiative
Upgrading applications and process
Formalizing our Supplier Relationship Management Program
Developing awareness and documenting our supply chain
Managing the optimization
Foth Companies Overview
Foth Companies Overview – Infrastructure Division
© Deltek, Inc. All Rights Reserved.
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Foth Companies Overview – Environment Division
© Deltek, Inc. All Rights Reserved.
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Foth Companies Overview – Production Solutions
Division
© Deltek, Inc. All Rights Reserved.
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Foth’s ERP Overview
© Deltek, Inc. All Rights Reserved.
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700-750 Vision Users – Dependent Upon Flex Workforce
CRM
Time & Expense
Accounting
Multi-Company
Multi-Currency
Resource Planning
Several User Defined Info Centers
Deltek Purchasing & 3rd Party Procurement App Slingshot
PPM Deltek Acumen – 3 Users
Kelly Duquette
Principal Solutions ConsultantKelly Duquette is Principal Solutions Consultant for Full Sail Partners, providing
assistance to firms on or migrating to, Deltek Vision and Vantagepoint systems. With a
background in accounting, Kelly has more than 25 years of experience focused around
Enterprise Resource Planning (ERP) system management and implementation. She
holds her Master’s Degree in Business Administration and has been both a Deltek
Vision user and system administrator. Prior to joining Full Sail Partners, Kelly was Vice
President and Director of ERP Systems at a large Engineering/Environmental Consulting
Firm, with more than 120 offices across the US.
Kelly’s specialties include:
Planning and supporting firms with migrating data during mergers and acquisitions
Configuring and training of the Vision Purchasing and Asset Management modules
Building and implementing client solutions within the Vision Advanced Workflow Engine.
Past leader of the Deltek Vision Large Firm User Group and member of the Vision Power User Group
Has presented on the Critical Roadmap Factors for Mergers and Acquisitions and Getting Started
with Deltek Vision's Approval Engine and co-presented with Ed Zanaty on Vision Purchasing - A
Project Centric Approach.
About Full Sail Partners
Full Sail Partners is a Deltek Platinum Partner and the creator of the Blackbox Connector for Deltek Vision.
Partnering with more than 1000 clients nationwide, Full Sail Partners builds long-term relationships and
seeks to identify the critical resources to create a faster, more efficient, and cohesive business infrastructure.
Firm specialties:
• ERP System and new module implementations
• Business Consulting
• System Navigational Analysis and reorganizations
• Merger and Acquisition Data Transformation Services
• Technology Solutions
• Application Hosting for Deltek Vision
Additional Resource familiar with Vision Purchasing
Process implementation
Project Review Screens
How purchasing flows thru Vision from Procure to Pay
Used to fill in the gaps
Helped set up configuration
Helped with testing of initial set up
Set up test scenarios to be finalized upon final configuration
Why added to team:
Problem - Rapid Growth & Complexity for 3rd
Party Suppliers in Delivery of Projects
Lack of Governance & Control
>$100 million spent annually on 3rd party vendors (40%
increase forecasted)
Increased Supplier issues
Little focus on volume or relationship shared savings
Lack of Process and Technology
Overall lack of transparency & visibility to purchase
commitments
Our Approach
Formed a multi-functional team, including trusted partner firm Full
Sail
Collected requirements and prioritized Must Have, Should Have
and Nice to Haves and defined future state
Determined #1 priority was to address our lack of process and
technology by selecting the right Procurement Application to meet
our needs
Qualified 4 potential solutions, selected one
No selection finalized until Pilot “Test Drive” is completed
Supply Chain Management Future State
Need a procurement application that is fully integrated with Deltek Vision
Structured process, but ‘appropriately flexible’
‘Consolidated Buying’ with expanded responsibilities over current functionsVendor selection, negotiation, contract mgmt.
Spend management, forecasting
Partnering relationships with vendors
Key Business Requirements
Provide real-time data
Fully integrated procure to pay with ERP (Deltek Vision)
Configurable, no custom code or manually maintained workbooks
Ability to integrate third-party supplier commitments into project planning cash flow and revenue projection profitability modeling
Ability to search, update and report on information at each stage of the procurement life cycle (e.g., requisition, purchase order, receipt of goods or services)
Multi-Company and Multi-Currency
Intuitive and Easy to Use
Configurable Workflows to Automate Business Rules
Final Four
Slingshot – incumbent
Procurify
Deltek Purchasing
FMIS
Recommendation – Dual Application Pilot
FMIS Integrated with
Deltek Purchasing
Results – Exceeded Expectations!
50% Productivity Improvement in AP Process!
Eliminated all paper, centralized to one electronic approval
Reduced touch points of each invoice from 5 different
individuals to 1
Reduced labor in AP from 3 FTEs to 1.2
12 Attributes rekeyed to 0
Automates and tracks all invoices in process
Once uploaded and approved, AUTO posts in Vision, sending
pdf invoice and support documents to Vision file stream
Transparency of PO commitments (cost vs.
billing) & Earned Value Management
Auto-Posts transaction and transfers
attachments to File Stream in Vision
Results – Major Risks Mitigated
Automated Special Terms and Conditions triggered by
Product, Category, UOM, Client, Vendor, or Project
Independently tracks individual transactions with audit
trail and versioning
(Req/PO/Approvals/Receipts/Equip)
Allows for tracking and accountability of contractual
project milestone payments
Major Benefits
Feedback from Stakeholders – simple and intuitive
Full access to all users for buying history by part, kit,
vendor, client, project, etc.
Bill of Materials (BOM) products can be exported from
design software and imported into FMIS via excel
spreadsheet
Everything available via PO – receipts, invoices,
communications with supplier, authorizations, etc.
Deployment Strategy
Test, test, test and test again – pilot was very helpful
Important to have a strategic plan associated with the Product
Catalog
Understand your business needs to analyze what supply chain attributes
drive your results
Auto-posting time lines – invoices in process, start before period
end but post in next period – workflow checks current date to
reconcile
We opted for cascading roll out by business unit, worked well with
focusing on business specific products, vendor and client needs
Stakeholder Feedback
Integration with ERP (Deltek Vision) was seamless, “views into
Vision, not downloaded” – increases speed of application – keeps
real time information
Configurable to our business process with advanced workflows –
huge benefit
Foth IT resources to support are minimal as FMIS is responsible
for upgrades, keeping product in line with Deltek upgrades
Partnership with FMIS has been a win/win
Continual feedback reflects in FMIS roadmap planning