vpvi-77...h2m is a multi-disciplined professional consulting and design firm. with a long history of...
TRANSCRIPT
VPVI-77:Using User Defined Components in CRM for CRM and Non-CRM Needs
Andrea Sobocinski, H2M architects + engineers
H2M is a multi-disciplined professional consulting and design firm.
With a long history of client service, we consistently meet tough architectural, engineering, and environmental challenges head on. From treatment facilities to firehouses, from land surveying to road reconstruction, and from site assessment to remediation, our firm has helped design and build many communities.
460+Staff Members
179Engineers
129Architects
37Scientists
34Inspectors
15Planners/Surveyors/GIS
67Administrative/CADD/Specs
OUTLINE
Deltek at H2M
The Need
Why Deltek
Process
The Rollouts
The Future
Deltek Umbrella at H2M
Live on Deltek Vision CRM since March 2018
presented at Insight 2018 on our conversion
Migrated onto GovWin with the acquisition of Onvia
actively interested in integration of our processes
Other Software options at H2M
BST – warehouse for project financial management
Newforma – project/construction document
management
Wrike – task/team management
Philosophy of Software
Other than expensive custom software, you will never get 100% of what you want.
The modified 80/20 rule -
any given software will only solve 80% of your wants
you need to focus on your needs
The Need
Finding a home for new processes and data that
did not securely belong elsewhere or that we had
not yet developed
Why Deltek
Configurability
to design or adapt to form a specific configuration or for some
specific purpose
make it what we wanted
Build as we go
modify / add / delete as process changes
Reporting between Info Centers
pull connected data to get enhanced analytics
DATA INTEGRITY
the maintenance of and the assurance of the accuracy and
consistency of data over its entire life-cycle
CRM Warehouse already established
did not need to rebuild or connect
Process
a series of actions or steps taken in order to achieve a particular end
Met with each team about their section
Discussed and defined their process and needs
went through their desired fields / tables
showed examples of types of fields
discussed how each type of field reacted to entry and reporting
Sketched a layout
Created their mockup in Deltek for their review
Immediate modifications
Verbiage of field names
Add/Delete fields
They moved forward with their processes
Touch base every once in awhile to make sure everything is GOOD
The Rollouts
Risk Management team and
Compliance needs
Compliance (subcontractor management)
Insurance
Compliance (subcontractor management)
Mostly grid based
Capabilities
list of services they are known to perform
Compliance (subcontractor management)
Diversity Certification Table
MBE/DBE/SBE/SDVOB/SDVOSB/WBE/Section 3
for Federal and Tri-State agencies (scalable)
Compliance (subcontractor management)
Compliance Notes are hidden to all but the Compliance team
allows them to keep insights and observances
Expiration Date Reporting is hidden to all – just for reporting
Vendor Information checkboxes – identifies subs for use
Their process:
Vendor verification forms completed by sub that are pulled into spreadsheets
Manual verification of data from Google and government websites
Once qualified – they are Administratively Prequalified – box is checked
Insurance
Date fields for expiration
Drop Downs for types of policy and type of limits
Currency fields for amounts
Memo fields to allow for additional comments
Checkbox for Auto Other
URL field for link to insurance certificates
Available for reference when utilizing on new contracts
Could also search against if determining eligible subconsultants
► initially setup as a grid on the compliance tab but decided to switch to fields
► was an afterthought to the compliance tab
How is it going?
Not a formally required process yet – staffing issues
Streamlined communications with both PM and Subs
One place to check
PM can check themselves
in the least – a process to go through compliance
previously – they would choose whomever regardless of verified
qualifications and contract without knowledge
Reporting
Where they are looking next
Actively communicating expiration dates
right now almost in response as opposed to forward looking
Insurance tracking on the opportunity/project side
Contract management
serialize every contract
create contract abstract – MWBE/insurance/other major points
a new info center
H2M’s Safety Committee
Safety Tracking on Employees
OSHA regulates that all companies MUST keep records on safety
our industry requires an enhanced level of regulation
Document record keeping requirements are defined in the following Federal regulations:
29 CFR 1910.146 Permit-Required Confined Spaces
29 CFR 1910.134 Respiratory Protection
29 CFR 1910.1200 Hazard Communication
29 CFR 1910.1030 Bloodborne Pathogens
29 CFR 1910.120 Hazard Waste Operations and Emergency Response
∙ H2M’s General Safety – including OSHA 10 – for field staff
∙ HAZCOM (Hazard Communications) for non-field staff
∙ Respiratory Protection Program
∙ OSHA 10
∙ Basic Ladder and Roof Safety
∙ Bloodborne Pathogen Program
∙ Permit Required Confined Space Entry Program
∙ HAZWOPER Program
∙ Medical Comments
∙ Advanced Fall Protection
∙ Safe Work in Roadways
∙ Electrical Safety Awareness
► Medical Surveillance Comments are hidden to all but the Safety
Manager and the Safety Admin
What they would like to improve upon
everything they needed is there
Better management of attachments
Security
Categorizing / Grouping
Slow entry
more administrative support
in addition to an administrative professional, utilized members of the safety committee, summer interns, staff level employees with light workload
keeping it to date
Where do they want to go from here?
Consideration of a User Defined Info Center for more global entry
*identified List View entry that improved process for time being
Audit tracking of changes
Chemical database with datasheet
Deltek may not be the answer for this
…..but we’re asking the question
How to help guide the process
Safety Program Manual in the works
Started with a search guide:
• How to find a certain employee and see what their standing is
• How to find employees who have/have not met training requirements
Make it Indispensable – Make it Useful
Marketing team - CRM
EXPERIENCE
Enhanced the Standard Experience TabConsisted of Education and Licenses
Added grids for:
Certifications
Memberships
Military
Awards
Teaching
Articles/Papers/Publications
Presentations
Other Abilities
Purpose
central database of resume fields
searching capabilities on fields for proposal purposes (certs, license)
searching and listing capabilities on all fields
Institutes and Organizations are tied to the Company record
Where do we go from here?
Pull onto resume templates
create resume templates
Better cycle of updating
right now an annual process with hopes of having people notify us
throughout the year and the current entering of HR notifications
Marketing team – CRM
‘Hashtagging’
Tracking of Attributes
attributes are the keywords/tags that are important in taking
analytics to deeper levels when analyzing your data
early stages of developing and use
Companies
company characteristics are limiting and mostly
categorized by market or type
Companies
started defining companies by subsets of our markets or key traits
Opportunities
like companies – opportunity traits are similarly limited to markets or
departmental characteristics
Opportunities
started defining by service(s) being
performed or area of expertise
Deep Dives
client mailing lists by attributes
the last LP (letter proposal) won for a certain service
win/loss percentages by service
The Future
LEED tracking (sustainability)
which projects went for LEED
what level certification did they go for
what level certification did they receive
….and similar sustainability organizations
BIM/CAD
new initiative to gauge and track an individual’s level of BIM/CAD expertise
QUESTIONS??
Andrea Sobocinski
CRM administrator
631.756.8000 x1113
www.h2m.com
