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

Loren… what are you doing? Why haven’t you been writing more blog entries lately?

Happy Holidays!

I have been a bit remiss with this blog. I apologize. My excuse is being busy with the following projects:

CALIFORNIA:
1. Automating labor rates in Deltek Vision with an outside platform being the system of record. This includes automation of prevailing wage rate schedules, dealing with differentials and changing benefits elections. I will be using lots of workflows and webservices to pull in employee pay rates, benefits selections and related data to reside in Vision.  Then more workflows to automate maintenance of labor cost tables based upon employee selections of day/night shift, labor category (staff type) and reg, ovt, or double time.   I will be making extensive use of Vision’s new custom infocenter features.

This project should be completed some time in the spring.  If you’re suffering from prevailing wage rates and schedules maintenance in your own organization let me know and maybe I can help.
NEW YORK:
2. A client has been using Deltek Vision for a few years but they do not feel they are getting everything out of it that they can.  Thus, this is kind of a re-implementation project.  They previously converted from Advantage and need help making the conceptual and practical transition from a pure accounting system to a project accounting system.  They have yet to implement timesheets, expense reports and workable methods for project Work Breakdown Structure.

Both of these projects require a lot of work just scoping and defining what needs to be done. It’s very challenging!

It’s much more challenging than just building a custom report or a small workflow process with a relatively narrow set of requirements and small set of users. This is essentially taking a set of ad-hoc defined business process, and designing a proper automated solution to manage the operational data of that process (or those processes). This normally requires the integration of existing applications or solutions, importing or incorporating historical data, transforming historical data when data architecture corrections are made, and designing new processes, policies and procedures for using the new tools we put in place.

Lastly, training and documentation will be required to make sure that the processes and tools put in place actually get used!

Luckily most of the work can be done off site, thus keeping down travel costs and allowing me to work in relative isolation so I can concentrate!

If you’re ever in down town Austin, TX give me a call and I can show you my office and some cool stuff!

 

 

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

PRSummary tables

Here’s a great tidbit for you.

Do you use the Summary tables in project reporting?  Do you use them in custom reports?

Does it annoy you that they can be refreshed only daily, and that the schedule refreshes every project (even within a particular period)?

How would you like to know how to refresh the prSummary tables any time you want for only ONE project (or phase, task for that matter).

It is possible to refresh the summary tables for any project you want at any time you want with a simple sql statement.

If you want that statement send me an email.

Loren

September 09 edit:

ok I admit… it didn’t take just 1 line of code.  It takes only one to initiate the process, but it took a little digging and a little standard procedure modification to make it work.

In any case, not hard to implement or maintain.  Let me know if you’re interested in the scripts.