Security Roles, Advanced Searches, and Tips & Tricks | Q2 2015 Deltek Vision User Group Meeting

transcript

Deltek Vision Users GroupSecurity Roles, Advanced Searches, and Tips & Tricks

June 2015

http://www.bcsprosoft.com

Creating a Security Role

The General Tab is where you select the areas of Vision that the User will see

when they log into the system. Many areas are related – if you want the

user to have access to a section of reporting, they will also need the

corresponding Info Center.

General Tab

As We Go Through The

Steps To Build ASecurity Role, We Will

Be Building A Senior Project Manger Role

Building A Role

General Tab

First, define the Type of Role:• Administrator• Accounting• CRM

Type of Role:Administrator - (Described on next slide)Accounting - This option enables the Select Period dialog box within Vision; the Accounting role can approve projects, vendors, and employees for use in Accounting applications.CRM - It gives users access to employee, project, and vendor records marked as Available to CRM users; they cannot approve records for use in Accounting applications.

General Tab

Administrator: • Dashboard — The role can save the dashboard layout for

other users• Process Queues — The role can stop and start process queues

and see jobs submitted by other users in the process queue manager

• Lookups — The role can access all records in lookups• Info Center — The role can use the Tab Designer to customize

Info Center labels• Login — The role can retain log in privileges even if all users

are disabled in the "user activity" application

General Tab

Decide at what level the role can save searches and reports:Personal OnlyFor Their RoleFor All Roles

General Tab

When a priority number is entered, Vision will use the numbers to assign jobs in the processing queue

when jobs are submitted at the same time – for example, if Accounting is assigned a 1 and Senior Project Manager is

assigned a 3, Accounting jobs will be processed first.

General Tab

The Enable Searching Across Info Centers checkbox allows the Search on the main toolbar to show up – this Search

field will search all Info Centers for matching records

General Tab

If Lookup Limits is checked in configuration, this checkbox in security allows overrides

Override Lookup Limits

General Tab

Email Template Organizing options: 1. Use Existing Only 2. Save Personal Only 3. Save For My Role 4. Save For All Roles

To use: Click on Email on the Employee Info Center toolbar

Sr. Project Manager RoleThe senior project manager

role will have access to these Info Centers:

• Contacts• Clients• Opportunities• Employees• Projects• Units• Vendors

Sr. Project Manager RoleIf you are using the Planning Module,

include both Project Planning

and Resource Management

options for this role.

Sr. Project Manager Role

Under Billing, give this role:• Invoice Approvals• Interactive Approvals

Sr. Project Manager RoleUnder Accounting, give this role access to:

• Accounts Payable• Vendor Review

• Accounts Receivable• Invoice Review

• Project Review

Sr. Project Manager RoleUnder Human Resources, give access to Employee Review

Under Time & Expense, give access to Timesheet and Expense Report and to Line Item Approvals if you plan to use either of those

Sr. Project Manager Role

Under Reporting, give access to Project, Accounts Receivable and Billing

Record Access Tab

In record level security you control a security role's access to specific Info Center records

After you specify the role's access to records, the lookup results list displays only those records to which the role has access rights

Record Access Tab

This will give the senior project manager

the ability to update the

percent complete when he

approves invoices

Record Access Tab

The Activity Access section refers to the Activity Tab in the Info Centers. You can choose for the Record Level View to be:

1.Not in Use2.Use Info Center Access3.Use Query

Accounting Tab

The senior project manager role will have access to labor cost rates and amounts – the other choices are:1. No Access2. Final Totals Only3. Subtotals Only

Planning Tab

Access Rights Tab

Access Rights TabSet Group Options

defines what Sorting/Grouping

options are available for the selected report

Access Rights Tab

Give Full Access to All Tabs for Clients, Contacts, Projects and Project Plans

Access Rights Tab

For the Employee Info Center and the Vendor Info Center, don’t add any tabs – only the General tab

of these Info Centers will be available to the senior project manager role

Navigator Tab

Full access to

Navigator

Looking for help setting up Vision Security Roles?

Request a free consultation from an expert at BCS ProSoft

REQUEST COMPLEMENTARY VISION ASSESSMENT

http://www.bcsprosoft.com/slideshare

VisionSearches

Four options for looking up records in Vision:1. Quick Find: type in alpha and/or numeric characters

in the Search Box. This will bring up a short list for you to choose one item.

2. Click on the Magnifying Glass – the Standard search field opens.

3. In the Standard search window, click the dropdown and select Advanced. This will open a new window for multiple line items.

4. In the Standard search window, click the dropdown and select SQL Where Clause.

Vision Searches

Advanced Search

• Click Insert to add multiple search lines – take note of the And/Or conditions at the far right on each line.

• Use the Up and Down Arrows to reorder your criteria lines.

• Advanced Searches can be saved as Personal favorites or, if you have the security rights, as a Global favorite.

Advanced Search

Search Type: The first field allows you to define the type of information you wish to search for – examples: projects, employees or clients.

Advanced Search

Search Field: select the name of the field you want to search – examples: project number, long name, location or a user defined field.

Advanced Search

Operators help refine your searches

Comparative Operators:

equals Project Name equals Test Projectin list Project Name in list Test Projectstarts with Project Name starts with Testgreater than Date greater than 08/14/00less than Date less than 08/14/00contains Test Memo contains Studionot contains Test Memo not contains Studioempty Test Memo emptynot empty Test Memo not emptychecked N/Anot checked N/A

Advanced Searches

Use the Is Me, Is Not Me; Is Mine, Is Not Mine

to search for records that

do or do not belong to you.

Advanced Searches

Advanced Search

List View

Advanced Search

Looking for help setting up Advanced Searches in Vision?

How Vision calculates Burdened Rates for Reporting:1. First, Vision will look in the Project Info

Center/Budget & Revenue Tab

2. If this field is blank, Vision will look in Configuration/Accounting/Overhead Allocation

Tips and Tricks

In reporting, Vision will calculate the Direct Labor Hours x Job Cost Rate

to get the Labor at Cost

Tips and Tricks

Project Detail Report at Cost:

For Burdened Rates, Vision will calculate Direct Labor Hours x Job Cost Rate

x Overhead Percentage

Tips and Tricks

If you’re a SaaS client, Process Queues need to be set up by Deltek. Request separate queues for each type of process:– Alerts –Reports–Workflows

Tips and Tricks

When to use Labor AdjustmentsAnd

When to use Negative Timesheets

Tips and Tricks

Labor Adjustments allow you to correct selected fields. You can correct just the Regular Amount or correct the Project.

Tips and Tricks

Entering a Negative Timesheet: Vision will automatically adjust every field.

Labor Adjustments and Negative Timesheets are for labor that has been invoiced and is no longer available for

Transferring or Modifying through Interactive Billing.

Tips and Tricks

• Always set up an extra User assigned to the Default Role. Maybe use the username of JUSTINCASE! Make sure it has a very secure password. Keep the username and password in a safe, locked place.

• This always gives you a way to log into Vision if you’ve locked yourself out.

• No need to attach an employee to this User.

Tips and Tricks

You can limit the Units available through Role

Security

Tips and Tricks

BCSProSoft Deltek Account Manager

Shawna Dillard800.882.6705

shawna.dillard@bcsprosoft.com

Do you need a Deltek Vision Consultant?

Security Roles, Advanced Searches, and Tips & Tricks | Q2 2015 Deltek Vision User Group Meeting

Technology