vpvi-18 · project metrics/key performance indicators (kpis) vantagepoint 2.x dashboards actionable...

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

bbunting@stambaughness.com

Visit us at www.stambaughness.com/events

Sign up for our virtual user group meetings