Deltek Insight 2011: Managing and Configuring GovWin / Costpoint CRM for Success

BD – 202Managing and Configuring GovWin / Costpoint CRM for Success

May 2011

Camille E. Wiegand

International Resources Group, an L-3 Company

April 18, 20232 ©2011 Deltek, Inc. All Rights Reserved

Project Manufacturing

Human Resources

Project Management

Financial Management

Enabling Success

Winning More Business

Reducing the Cost of Compliance

Increasing Project Visibility

Improving Cash Flow

CRM and Capture Management

Teaming Solutions

Market Intelligence

Business Performance Management

Know More

Win More

Do More


Project Manufacturing

Human Resources

Project Management

Financial Management

Win More

CRM and Capture Management

Teaming Solutions

Market IntelligenceWin More

Do More

Opportunity Identification

Customer & Pipeline Mgmt

TeamingProposal

Development

Business Performance Management

Know More


Agenda Introduction to IRG Background Info Initial Environment: GCS Premier + CRM Upgrade Process (from GCS to Costpoint, and from CRM v5.x to CRM

v6.x) Our Current Costpoint + CRM v6.1 Environment

Best Practices Workflows Capture Management

Summary

April 18, 20235

Introduction

©2011 Deltek, Inc. All Rights Reserved


Background Info Configured GovWin / Costpoint CRM in 2006 Migrated from GCS Premier to Costpoint this year Upgraded from CRM v5.x to CRM v6.x this year Using CRM for Opportunities, Contracts, Clients, Partners and

Employees Have made many enhancements Have documented best practices for:

Upgrading Roles Workflows Tabs Reports (and Schedules)


Initial Environment: GCS Premier + CRM


GCS Data Import into CRMContract Queries: Basic data Financial summary Financial mods Contract manager Employee Queries Labor summary by

Contract New HQ office

employee data Non-HQ office

employee data


Imports Selected fields to

export from GCS Same mapping for

Costpoint with Impromptu Reporting

Requirements defined

Select fields needed

Build reports


GCS Employee ImportsEMPUpd1 Employee Master File EmployeeID Level FirstName LastName MiddleInitial HireDate WorkPhone Salutation PreferredName SSN Blacked Out BirthDate Supervisor HomePhone Address1 Address2 City State Zip EmgName EmgRelation EmgPhone Headquarters Specific Title Status DepartureDate DivisionCode DivisionDesc MaritalStatus Gender Race Military Status

Select fields to export from GCS

Run queries Clean Data

through Access dB Compares

last week to current week

Pulls changes

Import Text files


Upgrading from GCS to Costpoint and CRM v5.x to CRM v6.x


GCS to Costpoint Contracts

New Weekly projects Project Staff

New Business Contract Spending

Admin Staff New Hires

Safety Officer Office Locations

Management Projections Trends

Accounting B&P Spending


CRM Upgrade Why

Support New Features

Outlook Connect vs. MODI Grid Printing vs. developing Report User Friendly

Opportunity to Change Match backend labels with frontend captions New Build – New Launch – New Training

User Adoption!!!!


Costpoint Project PlanCost Point Project Percentage Days to Complete Start Date End Date

CP Implementation Project

100% 187 Wed 6/23/10 Mon 3/7/11

Initial Planning 100% 33 Wed 6/23/10 Fri 8/6/10

Analysis 100% 17 Thu 6/24/10 Fri 7/16/10

Conversions 100% 38 Wed 6/23/10 Fri 8/13/10

Initialization/Setup 100% 187 Wed 6/23/10 Mon 3/7/11

Testing 100% 135 Fri 9/3/10 Mon 3/7/11

Document 100% 47 Mon 11/15/10 Fri 1/14/11

Communications 100% 168 Thu 7/8/10 Thu 2/24/11

Training 100% 62 Mon 11/1/10 Fri 1/21/11

Blackout Periods (not including

Holidays)

100% 78 Mon 11/15/10 Fri 2/25/11

Go/No Go Decision 100% 0 Wed 1/12/11 Wed 1/12/11

Go Live 100% 83 Fri 10/22/10 Fri 2/11/11

Load History in CP 100% 36 Mon 1/10/11 Fri 2/25/11

Project Completion 100% 0 Fri 2/25/11 Fri 2/25/11


GovW

in

CP to G

ovW

in

Define

Spe

cs (P

rojec

t & E

mplo

yee

data

)

Creat

e Im

prom

ptu

Repor

ts fo

r Im

port

Mak

e pr

ogra

m c

hang

es n

ew E

mplo

yee

IDs

Mak

e pr

ogra

m c

hang

es fo

r Pro

ject N

os

Mak

e pr

ogra

m c

hang

es fo

r new

impo

rts

Share

d Ser

vices

Develo

p TASOUT S

pecs

Contra

ct w

ith S

SG for T

ASOUT

0

10

20

30

40

50

60

70

CRM Project PlanD

ay

s t

o C

om

ple

te


Current Environment:Costpoint + CRM v6.1


Our CRM Implementation Online Relational Business Information Tracking (ORBIT) System

Mission

To empower all IRG employees to manage their projects, contracts, proposals, contacts, and other mission critical resources while enabling Management to have real time information into IRG operations.

Supports “one-time” data entry for IRG community

Increases data sharing

Provides the ability to plot trends

Forecasts future revenue and growth

Tracks past performance

Provides access to templates

Creates a central repository for business opportunities, contracts, clients and contacts information viewable anytime and anywhere

Provides enhanced communication between business units

Manages email communications

April 18, 2023

ORBIT

18

AnalysisManagement &

Forecasting

EmployeeInfo

Corporate History

CustomerRelationshipManagement

Teaming & Proposal

Development

ContractManagement

Partner Relationship Management

Knowledge Management


April 18, 202319

Costpoint

Manage Opportunities and provide Management with real-time intel

Contact Management System

Manage Activities, Contracts, Clients, Contacts

Manages Institutional Knowledge

Instant history display/retention

Creates automated Forms & Templates

Summary and aggregate report generation

GovWin / Costpoint CRM

Accounting and Job Cost System

Capture Financial Data

Process Timesheets and Labor Distribution

Manage: Payroll, AP, General Ledger, Contracts and Pools, Billing and Accounts Receivable

Data Mining

Performs Tasks:

Overhead funds

Time spent

Proposals dollars

Dollars spent by Vendor

Costpoint + CRM Benefits

Reduces Your Workload!©2011 Deltek, Inc. All Rights Reserved


RolesGovWin / Costpoint CRM


CRM Block Diagram

Knowledge Management

Division Dashboard (s)

360o Client View

Contact Mgt

Portal – ORBIT

Customer Relationship Management - ORBIT

BD

Proposal Coordinator

Recruitment

Admin/Acctg

Contract Manager

Outlook Connect

Mgmt

Roles Functions Application Interfaces

Costpoint

ORBIT

ContactsCalendar

Customer Acct InfoEmployee

Opportunity Visibility

Contact Visibility

Business Divisions

Accounting & Administration

Store/Retrieve/ View Files

Contracts

ORBIT

Project FocusHuman

Resources

Business Development

Consulting Business Unit 3

Proposal/Capture

Manager,



April 18, 202322

Customized Dashboards



IntegrationGovWin / Costpoint CRM

April 18, 202324

CostpointCostpoint Test

Environment Pull fields

Contracts Employees

Build queries

Support Admin Staff Contracts Division Staff


April 18, 202325

Costpoint Imports Export Data from

Costpoint using Impromptu Reporting

Clean GCS requirements re-defined

Select fields needed

Build reports


April 18, 2023

Shared Services

26 ©2011 Deltek, Inc. All Rights Reserved

EMPUpd1 Employee Master File EmployeeID Level FirstName LastName MiddleInitial HireDate WorkPhone Salutation PreferredName SSN Blacked Out BirthDate Supervisor HomePhone Address1 Address2 City State Zip EmgName EmgRelation EmgPhone Headquarters Specific Title Status DepartureDate DivisionCode DivisionDesc MaritalStatus Gender Race MilitaryStatus

Review Data needed for Employee Module

Build Specs for Fields Build Reports


Importing Data into CRM Run Queries in CRM

to import data: Open CRM Navigate to the Import

Utility From the Navigation

menu, expand the Utilities menu list

Expand the Advanced Utilities menu list

Click Data Import to open the import form


Importing Data into CRM You will have to insert the

password to continue CNTRL + SHIFT +

Click in any open space

The Confirm Password dialogue box will appear

Type “AdvancedImport” (no spaces, case sensitive)

Click OK Now you can continue

with the import procedure


Import Utility From the Main Tab

Choose the table from the Table Description drop down box that you want to upload new data to

Choose Text File in the From drop down box

Type the Input Table Name of the text file you are using

Ensure the Allow Updates check box is checked

From the Text File Fields Mapping tab Ensure that only the

fields you are exporting are checked

April 18, 202330

Field Mapping



Best Practices - WorkflowsIRG Enhancements, Workflows Efficiencies in GovWin / Costpoint CRM Info Centers


Employee Workflows Employee Alerts

Address Updates Safety Officers Department Changes Labor to Contracts

Emergency Contacts Title Changes Training Notices Temporary Blackberries


Sample Alert Contract & Project

Managers receive an email When Contract

spending is 70% or greater of the funded Contract Amount.

This allows them the week to request addition funding before the 70% Scheduled Report is distributed to Management on Friday.


Best Practices:Opportunity - Capture

Notifications New Opportunities Team Members are added across Modules B&P Numbers assigned Color Team Reminders OCI Sweep Notices Teaming Agreements status for approvals

As Capture Dates are added to the Proposal Calendar,

Evaluation Criteria tracking to identify client trends and track against win/loss Distribution of Merged forms Numerous reports adapted for Management, Business Units and the ability

to make timely changes and adaptations


Workflows – Opportunity - Capture

Warnings

When Role = Sub Partner Organization is required


Best Practices: Contracts Serves as a searchable qualifications repository

Shows Team Responsibilities

Links contract to original proposal, staff, who charge labor, partner orgs, clients, COTRs, KOs

Provides financial information (original costs/fees, modifications, totals and funded amounts)

Tracks CPR (performance) ratings

Tracks leases and headcounts at locations

Easily locates/sums all Task Orders under a specific IQC

Allows for searching contract history since inception


Contract Workflows Warning - 70% of funded value has been spent before scheduled report to

management Color Team alerts sent to remind managers to prepare for color team review of

contract progress. Communications notified when description changes for editing Advising when fields have changed to editing purposes

April 18, 202338

Reports Contracts Employee



Reports Opportunity Special Reports


Workflows – Scheduled Reports

Report of New Contracts added for the Week

Weekly Status of Employee Changes

70% Report of Contract Funding

Employee Daily Log


Summary and Key Take-Aways


CRM Benefits One place for Institutional Knowledge

Time Management

Real Time Access

Pipeline Reporting

Visibility by L-3 Division

Visibility by individual Company

April 18, 2023

Key Takeaways

43 ©2011 Deltek, Inc. All Rights Reserved

Implement Best Practices

Allow GovWin / Costpoint CRM to implement your processes!

Use workflows to ease the process for users and provide capture management

Diagram the roles

Familiarize yourself with GovWin / Costpoint CRM tables

Understand the field requirements to export and import

Improve Adoption Rates

Best Practices

Business Capture Value


Questions?Contact information:

Camille Wiegand, [email protected], 202-289-0100

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www.linkedin.com/company/163414

www.youtube.com/user/deltekinc

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