CP-124:True Life: Deltek CostpointPlanning and Your Organization’s FP&A Process

Kelsey Jones & Chris Burke, Baker Tilly

― Introductions

―Overview

―What’s New in Planning and FP&A

―Planning

―Types of Budgeting

― Implementation Approach

―Reporting

―Dashboards

―Frequently Asked Questions

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Introductions

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• Kelsey Jones

– Title: Senior Manager, Baker Tilly

– Experience:

• Over 10 years of professional experience

specializing in accounting and financial business

information systems for government contractors

• Specializes in large-scale implementations,

significant integration initiatives, indirect rate

restructuring and modeling, and business

process optimization of Deltek Costpoint and

various budgeting and planning solutions

– Contact Info:

• Kelsey.jones@bakertilly.com

• Office phone – 703.923.8241

• Chris Burke

– Title: Director, Baker Tilly

– Experience:

• Over 18 years of professional experience in ERP

implementations and project management, 5+ years as a

government contractor program manager, 10+ years with

the Costpoint suite

• Works with Baker Tilly clients to define and scope

projects that deliver a business value

– Contact Info:

• Christopher.Burke@bakertilly.com

• Office phone – 703.923.8632

1931Established

100+GovCon SMEs

3.8KU.S. Team Members

We help government contractors of

all sizes leverage Deltek solutions to

mitigate risk in a highly competitive

and regulated industry

Overview

How do you get your annual revenue or profit target?

By email

In a formal meeting or discussion

In a very informal meeting or discussion

I create it or make it up

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Planning: Top-down, strategic plan that defines the high

level activities required to achieve goals

Budgeting: Aligns resource to strategic goals and plans

Forecasting : Tracks business performance to predict the

future---allows timely decisions to address shortfalls or

maximize emerging opportunities

―Static vs. dynamic planning

―FP&A governance processes

―Time spent producing reports vs. time spent analyzing meaningful data

―Self-service, collaborative planning

―Predictive analytics, with RPA, AI

―Dashboard Reporting

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―Strong budgeting, planning, and forecasting capabilities:― Integrated with Costpoint

―Project and Corporate Budget Rollups--budgets can be built at any level of the project or organization

―Out-of-the-box Project and Financial Management Reporting

―New Business Planning Capabilities

― Indirect Rate Application on Project Budgets and EAC’s

―Forward Pricing Rate Calculation on Org Budgets

―Project and New Business Budget Upload Functionality

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―Annual Operating Plan (AOP) mapping if your AOP has begun or is already finalized

―End-users and training by role

―Desktop procedures

―Custom CER reports are usually required to meet reporting needs

―Little to no indirect rate modeling

―Version control and ability for version comparison out-of-the-box

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―Finance team develops budgets and forecasts at the org level

―Project controllers, contracts teams, BU managers (direct or indirect)

―BD team creates budgets for pricing and proposal use

―PMs create budgets and forecasts (EAC) for existing projects and have revenue and profitability calculated correctly

―More often consumers

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―Updates in last 12 months―New Business Budgeting

― Indirect Rate Burden Templates

―CER 7.2.3 and Planning Dashboards

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How long does it take your organization to complete its annual planning and budgeting process?

1 week or so

2 to 4 weeks

6 to 8 weeks

What do you mean “complete?”

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Types of Budgeting

―Deltek Planning consists of four Planning modules as well as an Administration module

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―Top-Down Budgeting Approach

―Bottoms-Up Budgeting Approach

―Forward Pricing Rate Calculations

―Project Management

―Utilization

―Manage New Business

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Implementation Approach

―Configuring

―Creating, loading and validating offline budget template(s)

―Establishing a process to load opportunities

―Completing a report gap analysis

―Delivering training to end users

―Completing a forecast

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3. Build and

Test4. Implement1. Plan

2. Requirements

and Design

Ongoing Communication, Project and Change Management

- Facilitate requirements

analysis

- Prioritize future state

objectives

- Design and load budget

template(s)

- Configure based on

requirements and design

- Analyze reporting requirements

- Execute testing

- Validate budget upload

template(s)

- Develop project plan

- Define project team roles and

responsibilities

- Conduct project kickoff

- Finalize cutover plan

- Conduct readiness

assessment

- Execute cutover plan and

go-live

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Plan

1 week

Build and Test

2 weeks

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- Timeline shows a project-based, direct budget implementation,

with reporting analysis. Actual timelines are defined as part of

project planning activities

Finalize scope,

approach, timing,

hold kickoff

Configure, test, train

and plan for go-live

Gather requirements

and assess

current state

Requirements,

Design

1 week

Implement

1 week

Execute cutover plan

and go-live with

Costpoint Planning

1 2 3

Cheaper

More

ExpensiveFaster Time to Value

Slower Time to Value

―DLZ training can be helpful in understanding application functionality, data flows, reporting, etc.

―Not designed as Planning “Implementation” training

―You may need guidance on things like

―Testing

―Troubleshooting

―How do you budget today?

―What is your annual budget and forecast cycle? Do you intend to change it?

―How many active contracts do you have today? Mix by contract type?

―How do you see your contract count/types changing this year?

―Do you need to report ETCs, EACs for contracts?

―What do you use for indirect rate calculations and scenario planning?

―How do you budget and plan for subcontractors (i.e., ODCs, other)?

― Is that consistent across projects?

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―Do you have a budgeting “lead”?

―What is your team’s availability to support validation, testing?

―What is your organization’s approach to training, product rollout?

―Who will be involved with using the tool, seeing the data, reporting?

―How mature is your custom reporting process?

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Reporting

What % of reports that you produce are reviewed and actively used for data analysis?

100%!

75%

50%

Eh about 25% or maybe less

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―Analyze current state reports

―Gather reporting requirements

―Compare reports to out-of-the-box Costpoint Planning reports

―Design custom CER reports based on requirement gaps

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Title Code

Deltek Costpoint Business Intelligence (CER) Leveraging Analytics: The Old, The new And Everything In Between CP-51

Analytics for GovCons - A Roadmap To Success CP-57

Project Manager Reporting with Costpoint CP-15

HR and Resource Managers: Get the Most out of Costpoint Planning CP-16

Costpoint Business Intelligence Roadmap CP-50

Administration for Costpoint Business Intelligence CER 7.2.3 - Setting Up The New Security Model and How to Effectively Guard Your Data CP-59

As a Costpoint Business Intelligence CER End User, How Do I Leverage the New Features After We Upgrade? CP-56

Report Authoring Tips and Tricks in Costpoint Business Intelligence CER 7.2.3 CP-58

Costpoint Business Intelligence: Upgrading from CER 7.1 to CER 7.2.3 CP-52

Data Modeling-How to Create Effective Data Models to Support your Dashboards and Reports CP-53

Designing and Creating Information-Rich Interactive Dashboards in Costpoint Business Intelligence CER 7.2.3 CP-54

Costpoint Business Intelligence CER 7.2.3- Executive Dashboards and Financial Reporting CP-55

A Whole New World of Business Intelligence CP-100

Frequently Asked Questions

―Currently hosted on Deltek Cloud that have Deltek Planning included in their current package

―Seeking a Project Management tool to help drive budgeting and forecasting at the project level

―Large percentage of projects leveraging the EAC/ETC formula

―Generally consistent rate structure year over year

―Does not require indirect rate modeling and what-if capabilities

―Simple and standardized budgeting and forecasting reporting requirements

―Ability to quickly slice and dice data is not a requirement

―Does not require customization in their budgeting process

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―Do I own it?

―Where should I start?

―What about the budgeting tools in the Projects domain?

―What is the stability of the application?

―How can I control access/security?

―Can I suppress labor costs (salary)?

― I use alt-proj? Can I report from Planning using this?

―Can I plan for rate escalations over time?

―How long should I be on Costpoint before I implement?

―Do I have to be implemented before my annual cycle starts?

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