VPVI-18:Creating ActionableVantagepoint Dashboards
Barbara Bunting, Stambaugh Ness
Introductions
Audience
Why Use a Dashboard?
Project Metrics/Key
Performance Indicators (KPIs)
Vantagepoint 2.x Dashboards
Actionable Dashparts
Agenda
Vantagepoint 2.x
Dashpart Library
Dashboard / Dashpart
Examples
Conclusion
Questions
Come See Us
Introductions
Stambaugh NessProvides Professional Services Firms with a Future-
Ready approach that aligns services to our client’s
needs
Years of Professional Experience
in the Architectural and Engineering industries
Years of Experience working with Deltek solutions
Nationally Recognized Deltek Platinum Partner
Clients in 43 States & Canada
Barbara Bunting, Senior Consultant
20+ years working with Deltek systems
Specializes in:Resource Planning (Vision, iAccess, Vantagepoint)
Project Management Training
Project Management Process Assessments and Development
Info Center Design
Security / System Administration
Workflows
Audience
• Using Vision dashboards today?
• Using Vision role-based dashboards today?
• Using actionable role-based dashboards today?
• Using any other dashboard application?
• Well defined project metrics/KPIs?
Audience
Why Use a Dashboard?
• Displays real-time data• Critical for today’s management who want to know how things
are going now – not last week
• Everyone is busy• Enables users to spend more time making effective business
decisions and less time combing through data
• Effective way to share data• Clear / concise information
• Can help tell a project’s story
Why Use a Dashboard?
• Need to determine what are the right metrics/KPIs
• Create role-based dashboards for appropriate
consumption of data• Executive / Principal: Company-wide information
• Office / Department Manager: Office or department
information
• Project Manager: Project information
• Finance: Company-wide financial information
• Marketing: Company-wide marketing information
• General Staff: Time/expense
Actionable Dashboard
Project Metrics/Key Performance Indicators (KPIs)
• Project progress measuring tool
• Drives decision making
• Leads to improved organizational performance
• Can help build historical data which can help improve
future estimates
• Need to not only track metric/KPI performance but also
the goals against which the performance is measured
Project Metrics/KPIs
• "What gets measured gets improved"
• "If you are tracking everything, you're not paying
attention to anything"
• Tailor metrics/KPIs to your firm's unique needs
• Metrics/KPIs should be tied to strategic goals for the
firm
• Less is more: should only be tracking 3-5 metrics/KPIs
at a given time
Project Metrics/KPIs (cont.)
• Identifying the right metrics/KPIs is not a 1-hour task• Metrics/KPIs should be SMART
• Specific
• Measurable
• Achievable
• Realistic
• Timely
Project Metrics/KPIs (cont.)
• Focus on what drives your business• Right metrics: find the right metrics/KPIs for your firm
• Achievable goals: set achievable/measurable goals
• Results: share the results
• Issues: easily identify issues
• Review: perform regular review of the metrics/KPIs
• Action: take action or make decisions when an issue is
identified
Project Metrics/KPIs (cont.)
• Communicate• Explain what you will be tracking and what your business goal is
• Demonstrate• Show how and when you will be tracking them
• Review• Review the objective you hope to achieve
• Results• Share the results
• Accountability• Is key!
How to Implement?
• Clearly define your metrics/KPIs
• Keep definitions of metrics/KPIs simple
• Provide examples
• Communicate the goals and purpose
• Get senior management buy-in
• Ensure the data you are measuring is accurate and
available in your system
Tips
Vantagepoint 2.x Dashboards
• Dashboard• The portal into your database for information sharing
• Used to present important/critical information
• Used to communicate metric/KPI performance
• Dashpart• A component of the dashboard
• Can have multiple dashparts on one dashboard
• Base• The core data available on a dashpart (Project, Account,
Account Detail, Favorite Report); can only have one
Vantagepoint 2.x Terminology
• Dashboard Designer• Administrator creates dashparts / dashboards for the end user
• End user cannot modify their dashboards in Vantagepoint 2.x
• Dashpart Library• A list of available dashparts to add to the dashboard
• Dashpart Types• System
• Favorite report (only global reports)
• Chart
• Table
Vantagepoint 2.x Terminology (cont.)
• System Dashpart• Comes prebuilt
• Most cannot be edited or resized but you can adjust filters
• Some are only available with the CRM module
• User Defined Dashparts• Can define base, title, columns, and filters
• Security• Dashboards can be assigned to role and/or employees
• Dashboard content is controlled by security settings
• A user may have multiple dashboards (My Stuff > Dashboard)
Vantagepoint 2.x Basics
Vantagepoint 2.xDashpart Library
• System Dashpart• Favorite Report
• My Activities
• Pipeline
• Upcoming Generic Assignments
• Upcoming Milestones
Vantagepoint 2.x Dashpart Library
* some dashparts require the CRM or RP modules
• Chart Dashpart• Bottom 5 Projects – Profit %
• Bottom 5 Pursuits – Weighted Fee
• Client AR – My Projects
• Hit Rate by BD Lead Last Quarter
• Hit Rate by Project Type
Vantagepoint 2.x Dashpart Library (cont.)
* some dashparts require the CRM or RP modules
• Chart Dashpart (cont.)• Project Remaining – My Projects
• Project Snapshot – My Projects
• Pursuits by Probability
• Pursuits Won & Lost Last Quarter
Vantagepoint 2.x Dashpart Library (cont.)
* some dashparts require the CRM or RP modules
• Chart Dashpart (cont.)• Top 10 Clients – Receivables
• Top 10 Projects – Profit %
• Top 10 Pursuit Clients
• Top 10 Pursuits
• Weighted and Estimated Fee
by Stage
• Weighted Fee by Project
Type
• Won/Lost by Reason
Vantagepoint 2.x Dashpart Library (cont.)
* some dashparts require the CRM or RP modules
• Table Dashpart• My Active Pursuits
• My Project List
• My Project Snapshot
• My Projects where I’m
Principal
Vantagepoint 2.x Dashpart Library (cont.)
• Profit & Loss Accounts
(last 6 months)
• Project Profit My Projects
• Project Receivables by
Client
* some dashparts require the CRM or RP modules
• Table Dashpart (cont.)• Project Revenue
• Projects Approaching Completion
• Pursuits by Probability – Detail
• Pursuits Won & Lost Last Quarter
• Weighted and Estimated Fee by Stage – Detail
Vantagepoint 2.x Dashpart Library (cont.)
* some dashparts require the CRM or RP modules
Actionable Dashparts
• Know what your users require• Talk to them about their needs
• What information do they need to see?
• What are your firm’s expectations for what they should be
monitoring?
• Identify the right information/metrics/KPIs to display• Show critical information; less is more
• Display information that needs attention or monitoring
• Include instructions / notes to the user
• Think outside of the box
Actionable Dashparts
Dashboard / Dashpart Examples
• My Weekly Schedule
(if planning projects)• Lists projects and
estimated hours
planned for the next
few weeks
• My Activities
General Staff Examples
• Important Dates• Upcoming Milestones [CRM required]
• Project Dates to Review
• Project Health
• Review Monthly/Provide Updates• My A/R
• Labor Activity > 90 Days
• Unbilled > 90 Days
• Upcoming Generic Assignments [RP required]
Project Manager Examples
Important Dates
• Projects > Dates & Costs >
Milestones grid
• Displays up to 7 milestones on a
graphical timeline
• Click the milestone point for more
information about the milestone
• Use the search filter below the
dashpart title to change which
milestones display
Upcoming Milestones
Upcoming Milestones (cont.)
• Determine which dates are critical to monitor
• Add user defined fields and workflows to calculate the
number of days between “today” and the dates being
monitored
Project Dates to Review
• Use conditional formatting to highlight dates that need
immediate attention
Project Dates to Review (cont.)
• Use an activity report to add instructions/notes to the
user• Activity subject = dashpart name
• Type = VP Reporting Notes (or whatever you want to call it)
• Notes = the instruction/note to the user
• Activity report is based on the activity subject
NOTES: Project Dates to Review
Review Monthly/Provide Updates
• Determine what project metrics should be reviewed
monthly (i.e. A/R, Last Posted Labor > 90 Days,
Unbilled > 90 Days, etc.)
• Use filtering / conditional formatting as needed
Review Monthly/Provide Updates (cont.)
• Determine what project metrics are critical to monitor
• If using Planning, include EAC metrics
• If not using Planning, only include Spent metrics
• Use filtering / conditional formatting as needed
Project Health
• Use to see upcoming generic assignments that need to
be assigned to specific resources
Upcoming Generic Assignments
Conclusion
• Identify clearly defined metrics/KPIs that are specific,
measurable, and achievable – LESS IS MORE
• Know what your users require
• Identify the right information/metrics/KPIs to display
• Communication and training is critical
• Accountability is key!
Conclusion
Questions
VPVI-38 Adding UDF’s & Workflows – Where Do You Start?
VPVI-37 Transaction Center – Which Transaction Type Should I Use?
VPVI-55 Don’t Just Fly, Soar (Dumbo) – See How Vision Customization Can Work for You
VPVI-34 Build Out a Marketing Infrastructure – More Than Just an Accounting System
VPVI-56 The Magic of AP Approvals in Vantagepoint and Vision
VPVI-87 Reduce Time & Expense Error & Delays
VPVI-33 Simplifying Your Project Planning Process
VPVI-42 Play Nice Together to be More Efficient and Effective in Our Roles
VPVI-88 Leave the Imagination to Disney – Avoid Custom Invoices
VPVI-89 Eliminate Spreadsheets & Harness the Power of User Defined Info Centers
Come See Us Check out the sessions that our team will be presenting!
Contact Information
Barbara Bunting, Senior Consultant
Visit us at www.stambaughness.com/events
Sign up for our virtual user group meetings