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SUBCONTRACTOR MANAGEMENT
Streamlining Subcontractor Management
SUBCONTRACTOR
MANAGEMENT in
Costpoint 7.1.1 and T&E10
One-Stop Subcontractor Management
AGENDA
©2016 Deltek, Inc. All Rights Reserved 3
� Introduction� Process Flow
� Capabilities
� Elements of Subcontractor Management
• Vendor Employees• RFQ and Quotes
• New PO Types
• Work Assignments• Subcontractor Time and Expense
• Subcontractor Invoices
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Introduction
5 ©2012 Deltek, Inc. All Rights Reserved
Reduce the cost of managing subcontractors with Costpoint’s
automation
Subcontractor Management
Subcontractor
AgreementWork
Assignment
Time
Collection
Invoicing
PO VoucherProject Billing
Subcontractor Agreement PO ‘s are negotiated and approved
Time for
subcontractor
resources can be
approved by the
prime and
subcontractor
Subcontractor
resources’ approved
time creates the
subcontractor
invoice which upon
approval creates the
PO Voucher
Once the PO
Voucher is posted,
the PO is relieved
and subcontractor
time is ready to be
billed to the final
customer
Work Assignments are created from the PO and once approved, are available for the subcontractor resources in T&E10
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Subcontractor Management Flow Chart
7Copyright © 2016 Accenture Federal Services. All rights reserved. Proprietary and Confidential. Internal Use Only. Do not reproduce or distribute further.
Subcontractor Management Capabilities
Subcontractor Management
� Expansion of Vendor Employee information with option for resource approval
� Optional resource requirements added to Request for Quotes, Vendor Quotes, Purchase Requisitions, Subcontractor Purchase Agreement
� Purchase Order information defaults into Work Assignment (new application)
� Charge codes in Work Assignment available for Subcontractor Resources in T&E
� Ability to create a Subcontractor Invoice which can be sent to subcontractor for approval
� Approved Subcontractor Invoice will automatically become a PO Voucher and relieve the Subcontractor Purchase Agreement
Subcontra
cto
rs
Project Management
Risk Management SchedulingBudgeting & Forecasting
Earned Value
Financial Management
Human Capital Management
Project Manufacturing
Talent ManagementHR/Payroll Time & ExpenseEmployee Self
Service
Fixed AssetsGeneral Ledger A/P & A/RRevenue
Management
ExecutionProcurement Planning Inventory
REPORTS ANALYTICSDASHBOARDS
Business Development
Opportunity Management
Market Intel CRM Partner Management
Time & Expenses
Work Assignment
Subcontractor Management
Vendor Employees
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Vendor Employees
� Subcontractor setup to a Vendor ID
� A Vendor Employee ID will be assigned to the vendor employee
� Setup may to include specific:
– GLC/PLC
– Skills
– Security
– Training Level
– Assigned Property
10 ©2016 Deltek, Inc. All Rights Reserved
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Subcontractor Management
RFQ and Quote Management
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RFQ and Vendor Quote Management
� Request for Quote by specific Vendor Employee Allowed
� Link SOW to RFQ Header or Line via Alternate File Location
� Identify Security Requirements
� Line Qty. Price Breaks
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RFQ and Vendor Quote Management
Subcontractor Management
Purchasing Changes
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Requisitions and Purchase Orders
� New PO Types
– Subcontractor Order
– Subcontractor Blanket Order
– Subcontractor Release Order
� Statements of Work
� Specify Resources, Vendor Employee, Security Requirements
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Requisitions
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Purchase Order 3-Way Match
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Purchase Order 2-Way Match
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Subcontractor Management
Work Assignments
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Work Assignments
� Link to Subcontractor Purchase Order
� Identify Approval Path
– Can be both prime and subcontractor approval
� Multiple Work Assignments per Purchase Order
� Specify Resources, Vendor Employee, Security Requirements
� Subcontractor management settings can assign default business rules for work assignments, that can be overwritten for a unique work assignment
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Subcontractor Management Settings
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Creating the Work Assignment
� Work Assignments control the following:
– Who
– What
– When
– And How much
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Work Assignment – Resource
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Work Assignments Business Rules
� Process uses Work Assignment business rules to determine what labor/expenses get charged to regular accounts vs unallowable accounts defined in WA
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Work Assignment Roles and Approval Codes
� Create Work Assignment Roles that will be the same roles for approving Time Sheets and Expense Reports in TE
� Create Work Assignment Approval Codes to determine the type of approval required for Work Assignments
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Vendor Employee Assignment
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Work Assignment Approval
Subcontractor Management
T&E
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Manage Resource Information
� Added “Resource Type” that indicates employee or subcontractor
� Added Costpoint Vendor Employee ID
� Added Costpoint Vendor Email addresses
� All fields populated by integration
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Export Data to Time and Expense
� Added SubK Options:
– Subcontractors - Sends Vendor Employees down to T&E as resources
– Subcontractor History – Sends Vendor Employees current history record to T&E as resource history.
• Can control whether default location, PLC and Pay Type is downloaded. GLC is always downloaded
– Subcontractor Groups – Determines the groups that are sent down to T&E for resource groups
– Work Assignments are not downloaded to TE, they are accessed in real time.
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Manage Timesheet Classes
� Added checkbox to indicate class is for subcontractors
� Note that the following options will not be allowed to be used if checkbox for subcontractor is selected
– Time in/out
– Start/Stop Time
– Interim Edit
– Export to Labor Distribution
– Export to Payroll
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Timesheet� Timesheets for resources defined as subcontractor allows timesheet charges against work
assignments. The user would provide work assignment via manually entry or charge lookup
� Existing edits plus edits for WA and WA Resource start/end dates
� Charge lookup does contain PO info, along with the embedded project, account, org, etc.
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Manage Expense Classes
� Added checkbox to indicate class is for subcontractors
� Note that the following options will not be allowed to be used if checkbox for subcontractor is selected
– Advance limit
– Max Number of Outstanding Advances
– Associating Expense Report Types that require Expense Authorization
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Approve Timesheet Charges
� This is the PM approval (aka line level)
� PMs can review hours by Work Assignment
� Work assignment rights based on roles assigned in CP
� Can approve a summary level or detail
� PM can see whether either WA or Resource budget is exceeded
Subcontractor Management
Create Subcontractor Invoices
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Create Subcontractor Invoice
� New application used to create SubK agreement invoices based on labor hours and expenses from T&E10
� Will use labor rates from WA vendor employee, WA Charge Line, PO resource
– For 2 way match - will use default vendor employee rate
– For 3 way match – if rate not found, will use value from SubK settings
– Will consider the pay type and any fixed amount to determine the adjusted rate to pay SubK
� This process will populate existing voucher tables, but will be considered an invoice rather than a voucher until it is approved by the prime and/or subcontractor.
� Will use the Project/Org/Account/Ref1/Ref2 from WA charge line
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Create SubK invoices continued
� If options are Unselected, any amounts (no partial timesheet cell amount) outside of the POP or beyond the ceiling hours/amounts, will be charged to the Unallowable account specified on the WA charge line
� Vendor employee detail labor lines (by timesheet hours date) will have flag indicating reason
� Track what transactions have been included in SubK invoices, when and by whom, invoice approved, when and by whom
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Create Subcontractor Invoices
� Added ability to create invoice by Expense Report Date
� Changed drop down for Effective Billing Date to include options by Timesheet Line Date, Timesheet Date, Subperiod Date
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Manage Subcontractor Invoices
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Manage Subcontractor Invoices –Vendor Expense Report
� New subtask shows summary of expense report for Vendor Employee
� All fields are disabled for system generated record
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Manage Subcontractor InvoicesExpense Report Details
� Subtask of Vendor Expense Report shows Expense Type
� All fields disabled for system generated record
Manage Subcontractor InvoicesExpense Transaction Details
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� Subtask of Expense Report Details
– Displays Charge Type
– Project, Organization, Account, Reference Numbers from T&E
– Shows Charge Risk - Outside Period of Performance or Over Allowed Amount
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Questions & Contacts
� To learn more about Subcontractor Management, please fill out the “Contact Us” section at www.Deltek.com.
Presenters:
� Dawn Ehlers
� Paul Gioia