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AJ-16:Take Control of Documents & Emails with Ajera and Deltek PIM

Ellen Keeley, Nick Nieder, Emma France, Deltek

Speakers

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 2

Ellen Keeley

Director, Product

Management

Emma France

Sr. Product

Management

Specialist

Nick Nieder

Director, Product

Management

What's the Purpose of Your ERP?

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.3

What's the Purpose of Your ERP?

Typically a suite of integrated

applications—that an organization

can use to collect, store, manage, and interpret data from these

many business activities.

» Business Development

» Full Project Life Cycle Management

» Time & Expense

» Vendor Invoices & In House Expenses

» Billing Review & Invoicing

» Receipts & AR Collections

» General Ledger

» Financials, Reporting and Dashboards

Scope of Ajera


Documents in Ajera


Attachments

» Upload Attachments

» Uses SQL Filestream to store the uploaded attachments

» Link / URL Attachments

» Link to a file in a specified location

» URL link to website with attachments

» Available throughout Ajera

Current Upload Attachments» Vendor Invoices

» Expense Reports

» In House Expenses


What Else Could Deltek Do To Support Your Firms Project Success


Documents & Drawings

Design Management / Approvals

Mobile Accessibility

Collaboration

Compliance & Risk

Management

Information Management Challenges


What Do We Mean By Unstructured Data

© Deltek, Inc. All Rights Reserved. 10

“Unstructured data (or unstructured

information) refers to information that either does

not have a pre-defined data model or is not

organized in a pre-defined manner.”

“Merrill Lynch cited a rule of thumb that

somewhere around 80-90% of all potentially

usable business information may originate in

unstructured form.”


UNPRODUCTIVE TIME

Too many emails

Inefficient email

archives

Knowledge silos

Communication barriers

Difficult to share files Unstructure

d network folders

Limited control of

current data

Struggle finding

documents

Increased risk in

litigation

What is Document Management?

Central system

Secure/ authorized

access

Version control + rollback

Check-in/check-out

Audit trail on edit/upload and

on read

Tagging/meta data

Text searching

A Different View on Document Management

Organize Unstructured

Data and InformationSearch for Information Control Project Documents

Drive Your Project

Information Sharing

Record Who Has Seen What

Project Information

Secure/Control Access to

Unstructured Information


» Index over your current chaos

» Something that will cover the cracks

14

What Document Management Isn’t


Deltek PIM gets you organized by changing habits

through the implementation of software

Data Integration Design

ContactsContacts Employees

ProjectsProjects

Vendors Clients Organizations


How Does PIM DMS Work?

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.

Projects

Employees

Organizations

Contacts

Vendors

“Design”

PUBLISH RETRIEVE16

Lee the Lead Architectural Designer

“I coordinate design activity and it’s really

important for me to have the right information at

hand to support the team, while making sure

that records are maintained.”


PIM Integrated to Ajera


How is a DMS Different than Windows Folders?Project Director

» Have a templates library to produce standard documents quickly

» Create an audit of who created documents and when

» Implement automatic version control

» Have a simple consistent folder structure so everyone knows where documents should be filed and found

» Have various ways of finding a document including by searching text content

» CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 20

PIM Integrated to Exchange / Outlookwith Smart Publish


Gain Control of Your InboxProject Manager

» Capture emails easily by project to reduce my inbox and allow sharing

» Ensure my colleagues don’t forget to capture emails so I can keep track

» The system to help me include the right project contacts in emails

» Automatically tag emails using data

» Allow emails to be searched when in Outlook or when using the desktop


Enterprise Information Management System

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.

» Central hub for document

management and file sharing

» Smart email management

» Eliminate silos of information

» Easily find critical documents

» Collaborate with entire team

» Accessed through Vantagepoint /

Vision / Ajera or web browser

1

2

3

45

6

7

24

What does an organized business look like?» Repetitive processes modelled in software

» Documents + emails stored consistently + tagged

» Latest version of documents obvious

» One record of each contact / company

» Drawings created and transmitted consistently

» Corporate function documents structured

» Pervasive consistent company branding


One Source of Truth

Deltek PIM


CaptureCapture project emails, documents and drawings required

to deliver a project in one central location.

ProtectProtect your company with a robust quality control process and audit trail to mitigate risk and resolve disputes faster.

Organize and control project information and document revisions, making them searchable and saving you time.

Simplify project delivery processes by streamlining the way project documents such as RFIs are tracked.

Collaborate more efficiently by empowering internal and external teams to make and document decisions quickly.

Organize

Simplify

Collaborate

Drawing,

Model Management &

Approvals

Administration

Document

Management

Submittals

Email Management

Mobile Working

Custom Form

Builder

Subcontractor

Bid Management

Contract Management

Document

Transmittals

Cache Server

Manager

Revit & AutoCAD

Connectors

PIM Viewer

Mark Up

PIM Core & Add Ins


Contacts

Projects

Organizations

Contacts Employees

Vendors Clients

Projects

Be More Organized• Easy to find documents

• Heightened professionalism to impress clients and employees

• Futureproofing the business with software that can scale with you as you grow

Reduce Risk• Audit trail of all documents and emails

• Version control ensures you are always working on the right document or drawing

• Risk of loss of data or loss of time low

Collaborate More• Truly integrated working with transparency

across all projects and teams

• Get the information you need, wherever you are

• Seamless working between office and site teams

Improve Efficiency• One place to access and share project

information

• Reduce data entry duplication across documents and spreadsheets

• A central repository for everything your business needs means a truly paperless office

One Place of Truth


Can you live without PIM?


» Silos of project data are detrimental to your success

» Keep drawings, correspondence, submittals and more

in one central location that all team members can

access

» No more inconsistent file structures or displaced files

» Ensure team members are working on most up-to-

date files

» Spend less time organizing and more time executing

projects

» Share large files easily

Solve Document Management andImprove Quality Assurance


One Source of Truth

Deltek PIM


CaptureCapture project emails, documents and drawings required

to deliver a project in one central location.

ProtectProtect your company with a robust quality control process and audit trail to mitigate risk and resolve disputes faster.

Organize and control project information and document revisions, making them searchable and saving you time.

Simplify project delivery processes by streamlining the way project documents such as RFIs are tracked.

Collaborate more efficiently by empowering internal and external teams to make and document decisions quickly.

Organize

Simplify

Collaborate

Q&A


Deltek PIM at Insight 2019

COME LEARN MORE!


What is Deltek PIM? The 21st Century Way

of Managing Information

Preparing for Growth with Deltek PIM: What’s the ROI

Empower Users to Get the Most Out of

Your Data, Regardless of Role

Modernizing Firm Communication with Deltek PIM

Roadmap for Deltek PIM:

The Future is Now

Integrating PIM into a Complete

Project Management Strategy

PIM-11

Tuesday 11:10 AM

PIM-04Tuesday 2:10 PM

PIM-10Tuesday 3:20 PM

PIM-02

Tuesday 4:30 PM

PIM-07

Wednesday 10:00 AM

PIM-01

Wednesday 11:10 AM

Design Process: Manage Your Project More Effectively with

Deltek PIM

How to Make Your Implementation

Great: A Customer Panel Discussion

Collaborate with Your Stakeholders at a New Level with Deltek PIM

and Deltek Collaboration

PIM Email Management: Tips & Tricks

Journey to Deltek PIM

Construction Administration:

Execute Your Project More Effectively with

Deltek PIM

PIM-06

Wednesday 2:10 PM

PIM-08

Wednesday 3:20 PM

PIM-09

Wednesday 4:30 PM

PIM-03

Thursday 8:30 AMPIM-12

Thursday 9:40 AMPIM-05

Thursday 10:50 AM

Customer Story

Project Process

Visit the UX Kiosk in the Expo Hall» Complete self-directed usability test sessions in a genius bar type setup

on topics the product teams are ideating on.

» Schedule a 1:1 Usability session that will take place in the Usability Lab.

» All the data gathered here helps drive product design decisions!

» PIM-09 Collaborate with Your Project Stakeholders at a New Level with Deltek PIM and Deltek Collaboration Wednesday at 4:30 in Sanibel 2-3

» Stop by the UX Kiosk in the Expo Hall to share your Insights with us!

» We are looking for usability participants who are heavy project document users to help us evaluate concepts for Deltek Collaboration. If your company is interested drop us a business card.

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