Implementing Costpoint 7 from GCS Premier: Planning for Success

Transcription

1 Implementing Costpoint 7 from GCS Premier: Planning for Success Presented by: Cambridge Systematics, Inc. and Lexell Blue, LLC Karen Nocito, Controller Candace S. Macomber Tobin, CFO Kelly Nighland, Lexell Blue LLC

2 Agenda Selecting the right team members Data requirements gathering Building the RFP Vendor interviews Lessons learned 2 12/4/ Deltek, Inc. All Rights Reserved

3 So you are ready to change. Ask the critical questions What does the company, not just accounting, need from a new system? Who should be involved in the selection process? What do we want to accomplish? How do we get company-wide buy in on the selected solution? 3 12/4/ Deltek, Inc. All Rights Reserved

4 Consider organization chart What is your company culture CS has consultant firm mentality Project reporting critical element for CS Consider the size of the team in relation to the company Cross functional team best option for selection process 4 12/4/ Deltek, Inc. All Rights Reserved

5 Selecting the right team Diversity brings great perspective Creates ownership in decision, champions through out company Results in understanding and forgiveness during implementation CS roles in selection team Executive sponsors Chief Financial Officer and Chief of Consultant Operations Team Leads Controller and CS Consultant specializing in client implementations Project Manager IT Business Analyst Team members mix of corporate service and business line consultants Clearly define the responsibilities of each role Discuss at team kick off meeting Each team member needs to be accountable 5 12/4/ Deltek, Inc. All Rights Reserved

6 CS Software Selection Team Sponsors CFO COO Team Leads Controller Senior Systems Analyst GL Mgr Project Manager Bus Line Ops Manager IT Sys Architect IT Bus Analyst Software Systems Analyst AR Mgr PA Mgr FHWA Program Manager Mktg Director Systems Analyst 6 12/4/ Deltek, Inc. All Rights Reserved

7 Data requirements Identify the user community Understand the needs of the various groups Use variety of techniques to gather data Individual interview with company executives Group interview by function Mix interview team to gain perspective Survey says! Engage staff across the company Give staff a chance to be heard Keep it short and to the point How do you want to access financial information? What other financial systems have you used? Do you track project expenses outside of acctg system? Is the current information you get usable? How often do you submit an expense report? 7 12/4/ Deltek, Inc. All Rights Reserved

8 Data requirements Assemble data by logical grouping CS grouping of data Master data Journal entries Budget Payroll / Leave tracking Timesheet & labor cost accumulation Purchase order and accounts payable Project / Job Cost System Invoicing and Accounts Receivable User interface / Dashboard (non-accounting staff) Timesheets and expense reports Use for RFP process 8 12/4/ Deltek, Inc. All Rights Reserved

9 Building the RFP First introduction to potential vendors Introduce your company Clearly lay out the process and your expectations Establish clear deadlines 9 12/4/ Deltek, Inc. All Rights Reserved

10 Building the RFP Functional requirements Include core functional needs Internal controls Required functions Incorporate data gathered Do not be shy about the volume CS had 366 items Make is easy to respond Include table in excel or word 10 12/4/ Deltek, Inc. All Rights Reserved

11 Reviewing RFP responses Everyone reads! The team was assembled for unique perspectives Create an Evaluation Scorecard Points assigned based on need 11 12/4/ Deltek, Inc. All Rights Reserved

12 Selecting vendors for interview Report on average scores Assemble team to discuss Limit interviews to reasonable number (CS selected 3) Eliminate obvious low scores Accept obvious high scores Discuss mid-level scores 12 12/4/ Deltek, Inc. All Rights Reserved

13 Interview with vendors Establish a presentation agenda Share with vendors Share with evaluation team Consider must see points Allow appropriate time Team should be physically present if possible Schedule one a day Quick debrief after each session Share initial thoughts Establish initial ranking Team meeting after last presentation to select vendor 13 12/4/ Deltek, Inc. All Rights Reserved

14 Lessons learned Understand your data Assumptions will be made by sales team Condition of data Ease of convertibility Standard conversion for GCS to CP7 Projects Accounts Suffix Divisions CP7 much more robust, what else do you want to convert? Employee numbers Vendor numbers Accounts used consistently year to year Changes in account\suffix\division usage will affect conversion 14 12/4/ Deltek, Inc. All Rights Reserved

15 Lessons learned Implementation kick-off is critical Establish rapport with software consultants Establish realistic calendar Ensure implementation calendar fits your company calendar Your data conversion specialist is your best friend Engage early, preferably in person if possible Keep communication channels open Arrange regularly schedule meetings Successful data conversion is critical to implementation success Meet our data conversion specialist, Kelly Nighland 15 12/4/ Deltek, Inc. All Rights Reserved

16 Data Migration Overview Determine which Identifiers will be changed other than Acct, Org and Project Such as Employees, Vendors, Labor Cat Codes, Leave Types, etc. GCS data analyzed and templates provided for mapping of identifiers How much history do you want converted? Complete your Costpoint design Establish CONFIGCP configure Costpoint database with Settings, Orgs and Accounts, Financial Statements, etc Mapping templates are completed Test Conversion 1 Create database called TESTCP1 Apply mappings and crosswalks to GCS data Export and load the data into Costpoint Run scripts for predetermined updates Reconcile and validate the data as of the date the copy of the data was made Test the data Determine which data should be moved to CONFIGCP Pool setup, Customers, PAGs, billing formats, etc 16 12/4/ Deltek, Inc. All Rights Reserved

17 Data Migration Overview (continued) Test Conversion 2 Dry run of Go-live New set of GCS data analyzed and mapping files appended Create database called TESTCP2 (refreshed from CONFIGCP) Export and load the data into Costpoint Run scripts for pre-determined updates Reconcile and validate the data as of the date the copy of the data was made Fully integrated test (includes Time and Expense and Payroll) Determine which data should be moved to CONFIGCP Live Conversion Create database called DELTEKCP (refreshed from CONFIGCP) New set of GCS data analyzed and mapping files appended Export and load the data into Costpoint Run scripts for predetermined updates Reconcile and validate the data as of the date the copy of the data was made 17 12/4/ Deltek, Inc. All Rights Reserved

18 Process Flow Complete Costpoint Design Test Conversion 2 Update CONFIGCP GCS Mapping templates populated Update CONFIGCP Go Live! Establish CONFIGCP Test Conversion 1 Post Go Live Support

19 Data Flow ACCTS ORGS TESTCP1 GCS TESTCP2 CONFIGCP DELTEKCP

20 Best Practices and Time Savers Have an internal PM to partner with your external PM Identify stage gates in the project plan and identify the criteria required to pass Don t rush the design take the time upfront rather than change as you go Have a test plan which includes a fully integrated test with all applicable systems Keep the mapping templates in the exact format provided Someone be designated the owner of the mapping files Setup a CONFIGCP database as your gold database continually update this during testing and use it as the baseline for each test and the live system Reconcile JSRs to PSRs and Billing before you go live Prepare Org Acct Rules in a spreadsheet and stick to the rules! First Conversion will highlight areas of cleanup needed expect to clean it up

21 Lessons learned Implementation is a full time job Consider additional resource needs to get the day job done Request implementation budget with varying levels of support Minimal consultant involvement Significant consultant involvement Best practice Expect the unexpected Include a contingency budget Potential for additional data conversion time 21 12/4/ Deltek, Inc. All Rights Reserved

22 Communicate, Communicate, Communicate Engage the entire company in the process Intranet Internal social media Humor 22 12/4/ Deltek, Inc. All Rights Reserved

23 Questions? 23 12/4/ Deltek, Inc. All Rights Reserved