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VPVI-41:Preparing for Deltek Vantagepoint CRM

Teresa Bever, DeltekLindsay Diven, CPSM, Full Sail Partners

Today’s Topics

» Introductions

» CRM Changes with Vantagepoint

» Preparing to Upgrade

» Post-Upgrade Tasks

» CRM FAQs

© Deltek, Inc. All Rights Reserved. 2

Introductions

Teresa BeverProduct Director, Deltek


Lindsay Diven, CPSMSenior Consultant, Full Sail Partners


» Full Sail Partners is a:» Deltek Platinum Partner

» SAP Concur Platinum Partner & Certified

Implementation Partner

» Client Feedback Tool Premier Partner

» Full Sail Partners provides:» Consulting Services & Training

» Technology Solutions

» System Implementation & Hosting

» Data Migrations

» Creator of the Blackbox

Connector to connect other

systems to Deltek:» Constant Contact

» MailChimp

» Client Feedback Tool

» Informer

» SAP Concur

About Full Sail Partners


CRM Changes with Vantagepoint


» All hubs (info centers) are in the browser

» Vision CRM, Ajera CRM, and GovWin Capture Management upgraded to CRM Plus

» DPS CRM upgraded according to current CRM module

» CRM modules consolidated

» CRM includes new Outlook app

» CRM Plus includes new Outlook app and proposals

CRM in Vantagepoint

CRM: What’s Changed for Vision, Ajera CRM & GovWin CM?


» Hubs consolidated

» Leads + Contacts = Contacts with Qualification Process

» Clients + Vendors = Firms

» Opportunities + Projects = Projects with Win/Loss Process

» Hey Deltek!

» New proposal builder

» New calculations in marketing campaigns

» Activities made an official hub

CRM: What’s Changed for Vision, Ajera CRM & GovWin CM?


» Add time from activities in calendar

» Opportunity stage change alert retired

» GovWin IQ info tab no longer used

» Multiple dashboards

» Ajera information added to the dashboard and the tabs, Ajera Project

Totals and Budget & Revenue, are no longer available in the Project hub

when using the Ajera sync. See Portal and Ajera Help.

11© Deltek, Inc. All Rights Reserved.

Multiple dashboards

Upcoming Milestone Dashpart

© Deltek, Inc. All Rights Reserved.12

Milestone dashpart with

search allows you to see

what’s upcoming for your

active opportunities or a

specific opportunity

Interactive Activity Dashpart


Use My Activities as

your to do List – add

notes and mark

activities as completed.


Easily add or open

records with Hey Deltek!

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 15

Interactive calendar with

drag & drop


Create time entries from activities


Qualify a contact, create a

new firm, create a new

project and link all to a

marketing campaign to

understand how effective

your marketing efforts are.


Actual Revenue and Potential

Revenue calculations to compare

how you are tracking toward your

goal.


Firms include clients,

vendors, competitors,

affiliations, government

agencies, etc.


Opportunities and Projects have

been combined into the Projects

Hub with Win/Loss Process


New mobile CRM features:

• Pictures

• Contact qualification

• Creating and editing

projects throughout the

project lifecycle

• Vendors and vendor

contacts

• More streamlined

contact and firm

creation


Have confidence that

information is current with

a live connection to

Deltek in Outlook

Add activities from emails.

Business logic is automatically honored:

• Workflow

• Required & hidden fields

• All fields available

Outlook Contextual Pane

Outlook Contextual Pane

Add contacts and projects from Outlook

Search Vantagepoint from within Outlook


Search for contacts, firms, and

projects from within Outlook


Intuitive reporting

Advanced Search

© Deltek, Inc. All Rights Reserved.28

Easily create simple and complex

searches with an intuitive, visual

search

CRM: Preparing to Upgrade

CRM: Portal Content


BD, Marketing, and CRM users

review the following:

• Upgrade checklist

• FAQ

• CRM and Proposals topics in

Learn About the Features

CRM: Portal Content


Administrators review the

following:

• Upgrade checklist

• FAQ

• CRM, Proposals, and General

topics in Administrator Learning

Review CRM Limitations and Changes


» A new visual proposal builder is used to merge information from Vantagepoint.

» Existing merge templates will not upgrade to Vantagepoint.

» You can merge information from the following hubs: Projects, Employees,

Boilerplates (formally Text Libraries), Firms (formally Clients and Vendors),

Contacts, and User Defined Hubs. You cannot merge from other hubs like

Marketing Campaigns or Activities.

» You cannot merge directly from the hub.

» Email templates are not yet supported.

» MODI has been eliminated in Vantagepoint.

Contacts: Pre-upgrade Checklist


» Accounts Payable related areas only focus on Vendors.

» Billing/AR related areas only focus on Clients.

» Consider using same number formats for both vendor and client:

» The upgrade script will create a single firm record for any linked clients

and vendors rather than 2 firm records.

» The ability to merge vendor and client records into a single firm record

is also available within the Vantagepoint Key Conversion utility after

upgrade.

How are Clients and Vendors Matched?


» Clients and vendors will be merged into the Firms hub based on whether

they are linked in Vision.

Best Practice – Link Vendors and Clients together



» Client records (not linked to a vendor):

» Client records become firm records.

» Firm type will be client.

» Client user defined components become firm user defined

components.

» Vendor records (not linked to a client):

» Vendor records become firm records.

» Firm type will be vendor.

» Vendor’s primary address becomes payment address.

» Vendor user defined components become firm user defined

components.



» Clients linked to vendors:

» Client/vendor records become a single firm record with firm type of

client and vendor.

» If a standard field exists in both tables (i.e. website), the values for the

client record are used.

What Happens to Grids in both Vendors and Clients?

» Contacts: Both clients and vendors will now be associated to the firm. Check for duplicates.

» Projects: If a client record was on a project and the row had the Vendor checkbox checked, then the associated vendor is not added to the project. The project association from the client record is the only row for the project. [The client grid takes precedence.]

» Activities: If both the client and vendor were associated to an activity, it will be in the firm activity grid only once. Otherwise, activities from both records will be included in the grid.

» Aliases: If both the client and vendor had the same alias, then the Alias will be listed once. Otherwise, aliases from both records.

» Addresses: Duplicates will be removed. If both the client and vendor had the same address (match on all address fields), then address listed only once.

What Happens to UDFs in both Vendors and Clients?

» User defined fields (UDFs) on standard tabs:

» UDFs from both vendor and clients will be converted to Firm Overview tab

» User Defined Tabs (including all associated user defined fields) will

convert to a user defined tab of the same label within the Firms Hub.

» Vendor user defined fields, grids, and tabs will now be firm user defined

fields, grids, and tabs. They will be prefixed with [VE] for easy identification.

» Remove workflows/stored procedures that duplicate field values.

» Export and review code tables to ensure duplicate values will not be created.

Best Practice – Great time for clean-up!

What Happens to UDFs in both Vendors and Clients?

Client UDFs on Standard Tabs

Vendor UDFs Appear with [VE]

UDFs Tabs Appear with all user defined fieldsFields appear in alphabetic order based on custom label

Custforecast; custObjective, etc.

UDFs will have to be reformatted after upgrade.

Full Sail Partners is working on a save settings

option so firms do not have to redo this.

Leads: Pre-upgrade Checklist


» If you repurposed leads, create a UDIC, and move

all data. Delete all user defined fields.

» Review lead code tables (source and type/market)

to ensure duplicate or inappropriate values will not

be created in contacts.

» Leads that were converted to contacts, will be

merged into those contacts. Otherwise, will be

matched using this formula:

Email or (Preferred/First + Last Name + Firm Name).

How Are Leads Matched to Contacts?

» If a lead has been converted into a contact before upgrade, that lead and contact are merged. For the most part, the contact information is considered up-to-date and not changed from the lead record. The following information is updated on the contact from the leads (grids are appended if that row doesn’t already existing):

» Activities

» Files

» Attachments

» Marketing Campaigns

» User Defined Fields and Grids: Lead user defined fields are added to contacts with a prefix of [LEAD]. Clean-up might be necessary.

How Are Leads Matched to Contacts?

» If a lead had not been converted into a contact before upgrade, then Vantagepoint looks for a matching contact using the following equation.

» Email or (Preferred/First + Last Name + Firm Name)

» If a lead was never converted into a contact and no match can be found using the above formula, a new contact will be created with all the information from the lead.

» If you do not want a lead converted, you will need to delete them prior to upgrading.

Opportunities: Pre-upgrade Checklist


» Link opportunities and project records that are the same project.

» The upgrade will merge any opportunity that is linked to a project.

» New records will be created for unlinked opportunities.

» The Key Conversion utility can be used to merge duplicate project records into a single project record after the upgrade.

» Make sure that each project is only linked to one opportunity. See Upgrade Checklist for searches.



» Review and update opportunity and project type code

tables so duplicate values will not be created when they

are merged.

» Project and Opportunity types that have an exact

description match will be merged into one project

type.

» For example, if you have Fire Station vs. Fire

Stations, that will result in two different options in the

Project Type list.



» Update the opportunity number with the desired project

number for any opportunities that will become projects.

» Review and clean up favorite reports and saved

searches.



» Review and update the opportunity

stage list to make sure the stages

are still relevant. Consider

temporarily changing your Awarded

stage to either Awarded or Won.

» Vantagepoint will assign a step to

all stages upon upgrade. This

must be updated.


» Remove unwanted opportunity information. This includes removing unwanted records before they are merged with projects.

» Review and update project screens and user defined fields. This may include removing unwanted or duplicate fields.

» Custom fields will come over with [opp] to indicate they came from Opportunities.

» Custom fields on standard tabs will appear on the Overview tab. Custom fields on custom tabs will stay on those tabs.

» Fields will rearrange based on database code field name.


» The opportunity number will become the project number if the opportunity

matches the project key format.

» If the key format doesn’t match, or the number is not unique, then the

project number sequence will start with a Z. i.e. Z00001, Z00002, etc.

» This includes blank since that is not unique.

Mobile: Pre-upgrade Checklist


» Notify users that they will need to uninstall the mobile

CRM app and install a new app.

» Windows Phones are no longer supported.

» Make sure you do not have any duplicate sections in

Touch CRM (does not apply to DPS).

Email Templates, MODI & Outlook Integration: Pre-upgrade Checklist


» Email templates are not yet supported.

» MODI has been eliminated in Vantagepoint.

» CMO has a replacement.

» Any users with the DPS Outlook add-in must uninstall it and reinstall the

new Outlook add-in.

» Outlook integration requires Exchange 2016 with CU 5 applied and works

with Office 365.

CRM: Pre-upgrade Checklist


» Take the opportunity to clean your data. Remove unwanted opportunities,

leads, contacts, firms, saved favorites, saved searches, etc.

CRM: Post-Upgrade Tasks

Firms: Post-upgrade Checklist


» Combine duplicate records

» Review Firm Hierarchy

» Review and update auto numbering

» Review firm security, workflow, user defined fields, screens, reports, and

lists (code tables) [See upcoming webinars on these topics]

» Create new firm saved searches and report favorites

» Train users

Contacts and Qualification: Post-upgrade Checklist


» Disable if not using it

» Review security, workflow, user defined

fields, screens, reports, and lists (code

tables)

» Users must set preferences

» Create saved searches and report

favorites

» Train users

Projects: Post-upgrade Checklist


» Review project stages and ensure correct step is assigned. Change awarded stage back to original value if changed.

» Review project security, workflow, user defined fields, screens, searches, reports, and lists (code tables) to account for pursuits.

» Create new saved searches and report favorites.

» Train users.

» If using IQ:

» Let your CSM know that you have upgraded.

» Select security role for notifications.

Mobile CRM: Post-upgrade Checklist


» Instruct users to uninstall their current mobile apps

(Touch) and install the new Vantagepoint mobile apps.

» Your mobile-specific URL is in the Help | About

Screen.

» The admin can send an email with a link to the

app in the app store and then populate the URL

for users.

» Review and update user defined fields included in

Mobile CRM.

Outlook: Post-upgrade Checklist


» Users must uninstall legacy Deltek add-ins.

» Push out the new Outlook add-in or instruct users to

download it.

General Upgrade Checklist


» Review checklist, FAQ, and other items in portal for information on

general functionality:

» Navigation

» Search

» Dashboards

» Reporting

» Security

» Screen designer and user

defined components

» Workflow

» Mobile apps

» Collaboration

» Document Management

» Other Configuration and Settings

CRM FAQs

CRM and Proposals FAQ


» Can we export proposals to InDesign or Word?

We currently plan to add an export to Word in 4.0 (end 2020) and an

export to InDesign in a later release.

» What about a calendar integration for the Outlook add-in?

We currently plan to add the calendar integration in 3.5 (mid 2020).

Usability Lab @ Insight

» Visit the Kiosk in the Xpo hall

between Customer Showcase and

Customer Care

» Sign up in the Xpo Hall for 1:1

usability testing sessions with a UX

Designer

» Take a self-directed usability test at

the kiosk


Questions / Discussion

vpvi-41 · » constant contact » mailchimp » client feedback tool » informer » sap concur about...

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