New Partnership for Deltek Vision and Deltek Professional Services consulting

I am excited to announce the official launch of Version X Solutions!

Version X Solutions is a new partnership that brings together a combined 30 years of Deltek Vision knowledge and experience under one umbrella.

We offer a wide and practical range of products and services including custom modules, custom reports, and even a cloud hosting service.

We’ve put together the beginnings of an inventory, and will continue to add to it as we come up with new ideas and do more interesting work for clients. If you have an extension we need, we’d love to hear about it!

Of course we still offer hourly consulting for nebulous or “figure it out as we go” projects.

You can read more about us and our current offering here.

What does this mean for existing customers?

Our new partnership will not adversely affect the existing relationships I have built with you over the years.

You will continue to get the same great friendly, responsive and most importantly, knowledgeable consulting services you have come to rely on from me.

Thank you for your continued business and I look forward to working with you in the near future.

From now on, please refer to the Version X Solutions site for information about products and services offered.

 

 

 

Deltek Vision Adjust Salaried Job Cost – advanced module (upgraded)

I recently upgraded the ASJC Log, a report developed to go alongside the custom module built to replace the standard ASJC module in Deltek Vision.  If you’re not sure you completely understand ASJC, go ahead and read this article first: Old ASJC Article

Here is what often baffled me about the standard ASJC:
questions about ASJC

To learn more about my custom ASJC Module, which is basically a more advanced and robust version that does the same and more, and even better, read this article: Deltek Vision ASJC Module (custom)

Yesterday I upgraded the log report so you can see exactly which projects had their costs adjusted. In this example the employee names have been changed to protect sensitive data.  Here is a screenshot:
asjc log

Contact me to add this module to your implementation.

 

SCG Custom ASJC Process: (Adjust Salary Job Cost) – even better

Whenever I’m trying to build on an idea, develop a product or service, or help someone identify the key points about their business that makes them stand out, I aim for finding the 3 strongest attributes.

In the case of the custom ASJC tool I developed, here are the 3 things that make it great:

1. You can run the process for any prior period you need to, and at any point in the processing cycle after timesheets are posted, and it will be correct.
This also means you can correct job cost for prior periods without having to unpost, modify, repost timesheets.  The reason it works this way is because unlike Deltek Vision’s standard ASJC process, our custom process relies on a historical salary grid to get its cost data.

2. You can UNDO it.
This is NOT at all possible with Vision’s standard ASJC process.  The SCG Custom ASJC process does not alter the actual LD (labor data) table like the Vision standard one does.  Instead, our process uses labor adjustments, which can be unposted, deleted, re-written or even modified at any point.

3. It’s easy to use and has a great informative log.
The log (pictured below) shows which employee is getting the cost adjustment, which week it’s for, the assigned cost (initially from time on projects), and the amount of adjustment for that week.  It also shows the file name this happened in; in case you want to crack it open and take a peek.  This is all shown BEFORE the labor adjustments are posted (and after) so you can check for accuracy if you need to.

One other thing… you can tell it which day of the week you consider as your start day, and it handles the rest.

It’s awesome. Contact me for details if you would like to have this installed on your Vision implementation.

Capture

SCG’s Custom Adjust Salaried Job Cost log

Custom ASJC Process completed – Link to “how to” documentation

Today I completed the first implementation of my custom ASJC process, which uses Labor Adjustments to re-align labor costs with actual payroll costs in Vision. This custom process is very robust, and can be un-done and re-processed at any time, even for periods way back in time in previous years.

If you would like to read the documentation I drafted today which explains how it works you can find that here:

Custom ASJC documentation

https://docs.google.com/document/d/1h_iFD6fX_Z_6LpH2U_1xaqw9FeiVnK4_asYDJJdwpBk/edit?usp=sharing

If you would like this implemented on your Vision implementation for your organization please contact me.

ASJC: Adjust Salaried Job Cost – a re-write for Deltek Vision

Previously, I wrote about Deltek Vision’s process Adjust Salaried Job Costing or ASJC which reconciles the cash paid out to employees with the amount of labor cost assigned to projects. This process when running correctly should “zero out” your Labor Cost Variance account.

You can find that piece here:
https://saundersconsultinggroup.com/2011/03/08/deltek-vision-adjust-salaried-job-costing/

However, in order for the standard, built in ASJC process to work in Vision there are some annoying and weird conditions, and I might add; a couple flaws.
1. It has to be run at a certain time during the period, after all timesheets are posted.

2. It has to be synchronized with your pay periods

3. Setting up the job cost rates in Vision in the employees infocenter can be confusing

4. It doesn’t support running the process for previous time periods… like for instance if you’re in July and want to run it for May, unless your employee pay rates have NOT changed at all.  In fact, it just doesn’t have any support for handling changing pay rates over time.

5. Besides the weird conditions above, one fundamental flaw is that it actually changes the pay rates assigned to labor in the original transaction tables.

6. Lastly, and most importantly, the most egregious part about Vision’s built in ASJC process, is that you can’t reverse it, undo it, or otherwise correct a bad run and start over!!

So I re-wrote it.

I have a client who does not synchronize their processing with payroll periods and things come in a little more organically during the fiscal period. Kind of like in real life. They still needed some sort of ASJC process for Vision because they have a lot of salaried employees working overtime.

Here are some features of the re-write:
1. It requires a custom grid in the employee infocenter which stores salary history. Most companies already have this, but if yours doesn’t then it’s time to create it, and yes this can be done during installation of my custom ASJC process.

2. Since it uses salary history for rates, you can run my custom ASJC process for any period you want, at any time you want. If you feel like running it for some period back in 2013, no problem.

3. It doesn’t care about when you pay your employees, just how much they are paid per week.

4. It does NOT alter the original data in the LD table, because it uses labor adjustments instead.

5. You can review the changes BEFORE they are applied.

6. Best of all.  YOU CAN UNDO IT, REVERSE IT, AND TRY AGAIN !

If you’re interested in implementing the SCG Custom ASJC process on your Vision implementation, let me know.

Thank you!

A basic rule of thumb to consider when looking at business automation

I’ve just kicked off a rather large project with a well established engineering firm based out of Ohio.

In reviewing their business processes and the day to day operations of some of their accounting and project management functions, I have come up with a good rule of thumb for looking for inefficiencies in any business using Deltek Vision.

Here it is:

Anything you’re using excel for right now, should probably be looked at as a process that needs to be properly automated.

I’ve seen lots of companies taking data out of Vision, putting it in excel so they can sort and manipulate it, perform calculations and generate reports.

The problem with doing this is… just off the top of my head:

1. how do you know you did it right? Who is vetting your work?

2. how do you know you just did it exactly the same way you did it last time?

3. did it take you longer than 1 minute? If it did, that was too long.

4. are you trying to do calculations that your ERP platform is supposed to be able to do? examples: overhead allocation, revenue generation, WIP, AR aging, Payroll or other journal entry “adjustments”, “truing up the accounts” etc. etc. If so, then you’ve wasted money and time on a platform that is not living up to expectations, and time being wasted on work arounds.

5. Version control

etc.

Can you think of more reasons to not use excel? Go ahead and leave comments… or drop me a line.

 

imgres

Understanding: Adjust Salaried Job Costing

What is ASJC (Adjust Salaried Job Costing) and why is it important?

(this article is pretty technical, but from an accounting point of view, not a programmer’s point of view)

NOTE: As of March 2015 I offer a custom written ASJC module you can implement which is better than the Vision standard ASJC process.  You can read about it here:
https://saundersconsultinggroup.com/2015/03/03/asjc-adjust-salaried-job-cost-a-re-write-for-deltek-vision/
and here:
https://saundersconsultinggroup.com/2015/04/16/custom-asjc-process-completed-link-to-how-to-documentation/

Deltek Vision really keeps 2 databases of your revenues and expenses (labor, direct, indirect, consultant etc) in your enterprise.

The first database:
The first one is in your General Ledger.  The data from here is accessed by running reports in the reporting/ General Ledger section of reports.  You can run income statements, account analysis, balance sheets etc.  The general ledger is the part of Vision that most accountants will feel comfortable with.  The general ledger is also often a reflection of the real cash flowing in and out of your company (in most cases) and show you the real bottom line.

The second database:
This is the projects database.  The projects database is an accounting of all of the projects your company is undertaking… whether they are regular, overhead or promotional.  The great thing about Deltek Vision is how it can connect these two databases together and come up with a “project based accounting” solution.  To access these project-based reports, you go to Reporting/Projects…

Through the connection between these two databases Vision assigns revenues and expenses to the actual projects, which gives you great visibility into whether the projects you are undertaking are actually profitable, worth-while etc.  You can run profitability and utilization reports on individual projects, entire offices, departments or lines of practice (or companies in a multi-company environment).  However, there are a few necessary things you need to do in order to make sure that your project data (and reports that depend on it) is actually correct.


One of those processes is called Adjust Salaried Job Costing.

The purpose of ASJC is to assign the correct cost to each hour of work that employees bill to projects. The reason you need to run this process, is because if you don’t then your labor costs for projects will be incorrect, most of the time over-stated.

Let’s examine a simple example:

Let’s say you have a salaried employee Bob Smith.  Bob Smith is a mechanical engineer, is billed out at $175/hour and is paid a salary of $120K per year.

Let’s say you have project 2011-ENG-ABC.00 and Bob is working on that project.  How do we assign a cost amount to each hour he works on that project? (for this example we’ll use an unburdened rate, meaning without taking into account his over-head like insurance, office space etc.)

Let’s do a little math.  Bob’s salary is 120K per year, which works out to about $60/hour if he works the normal 2,000 hours in a calendar year.

So if Bob works for 40 hours on this project  2011-ENG-ABC.00 then the cost for that time is $2,400.  Easy right?

What if he works 60 hours on that project in one week?… is the cost $3,600?  No, it’s not.  It’s not because he’s salaried, so your firm pays him the same amount for that week as any other week, whether he works 20 hours, or 60 hours.

But Vision will assign the project $3,600 in cost at first, because Vision first establishes an hourly cost rate for his labor to make things simple.  This is because Vision can only know how many hours an employee worked on a particular project and for a particular week historically.  Vision is not able to look into the future to calculate how much an hour of labor will cost, only look back and figure out how much past hours have cost.

So what your accounting department needs to do every period is run ASJC to correct the cost amount for labor assigned to projects for all employees.  What basically does is this:


1. Figure out how much an hour of labor costs in one pay period by dividing the amount of hours by the real cost of that labor.  (The real cost of that labor is how much the employee was actually paid during that period).


2. Spreads that cost out over all the hours for that employee for that pay period.

So an hour for Bob Smith where he works 60 hours a week will cost $40/ an hour… but if he works 40 hours that week, it’s $60 an hour.. .and if he works only 20 hours that week, then it’s $120/hour… because you still pay him the same amount each week.

So that’s what ASJC does… it assigns a more accurate amount to the hourly cost for employees for each labor hour on projects.

Couple thoughts to end with:

1. the difference in cost between what is distributed to projects and what is actually paid to employees is stored in your Job Cost Variance account.  After you run your ASJC process, this account should be 0 or close to 0.

2. all of the reports under the Reporting/projects section in Deltek Vision run off this data, so it’s very important to have this data correct.

NOTE: As of March 2015 I offer a custom written ASJC module you can implement which is better than the Vision standard ASJC process.  You can read about it here:
https://saundersconsultinggroup.com/2015/03/03/asjc-adjust-salaried-job-cost-a-re-write-for-deltek-vision/
and here:
https://saundersconsultinggroup.com/2015/04/16/custom-asjc-process-completed-link-to-how-to-documentation/

If you want to know more about my work or get my attention on a project you have, you can look me up here:
http://www.saundersconsultinggroup.com