PIM-02 - Microsoft...Today’s Agenda • Context and history of our project information management experience. • The great search: challenges we faced in choosing a replacement

PIM-02:Modernizing Firm Communication with Deltek PIM

Tim Morgan, JJCA

Who is JJCA?

Who is JJCA?• Nashville based architecture firm, founded in 1991.

• 24 employees, 12 registered architects• Specializes in complex projects: healthcare,

behavioral healthcare, education, multi-family• Licensed in all 50 states, have done projects in 47 of them.

Who am I?• B. Arch, 1999 University of Tennessee• Registered Architect, State of Tennessee• Served as IT manager at JJCA for 20 years• Married 12 years, father of two, Nelson 8 and Mavis 4.• Commissioner of Base Ball,

Tennessee Association of Vintage Base Ball

Today’s Agenda• Context and history of our project information management

experience.

• The great search: challenges we faced in choosing a replacement and moving from a custom solution.

• What does PIM solve for JJCA?

• Experiences with PIM (Cloud Based SaaS)

CONTEXT

AdvantageWARE (1995-2005)

• Custom software, begun by a local software developer• Written in LotusScript on Lotus Notes• Heavy footprint, required PC with Notes, Notes license, onsite

Domino infrastructure• Offline ability (in 1995, internet was dialup)• Approval workflow• Content stored in Notes data fields• Communication transmitted via email or fax.• Notes serves as primary messaging/calendaring solution• Everyone had their own copy of the database,

Replicated back to the server as changes were made

AdvantageWARE

AdvantageWARE

AdvantageWARE

INSITE (2005-2018)• Continued use of Notes for organization and

document creation ( same benefits and drawbacks)

• New Interface, same general hierarchical structure ofdocuments

• Added functionality of using Office documents andautomatic PDF creation for sending documents

• Eliminated workflow requirements

• Capturing emails received and sent was an afterthought

INSITE

INSITE (2005-2018)• Continued use of Notes for organization and

document creation ( same benefits and drawbacks)

• New Interface, same general hierarchical structure ofdocuments

• Added functionality of using Office documents andautomatic PDF creation for sending documents

• Eliminated workflow requirements

• Capturing emails received and sent was an afterthought

The Breaking Point• Maximum size of a Notes database is 64 Gigs

• Lack of a commitment by IBM for Notes development

• Our developer moved away.

• Having to explain why it’s 2017 and you’re still on Lotus Notes

THEGREAT

SEARCH

Criteria• We needed a system that provided the functionality of

Insite

• Creation of Project Documents

• Repository of Project Documents

• Filing of Emails

• JJCA Specific Workflow Intelligence

• Contact Management

Would be nice if…

• Allowed us to change messaging/calendar systems.

• A system that was designed with email, where most of the business happens nowadays, first.

• Customizable, template-based document creation.

• Retention of project correspondence, regardless of where it originated.

• Reduced server infrastructure

• Better (any) search capability

And even nicer…

• Firmwide search capabilities

• Security of information

• Reduced storage demands

• Finding a platform that can grow from a developer committed to the AEC industry

• Can integrate with the tools we already use. (Vision)

What PIMSolves for

JJCA

Ability to access & create from anywhere

• Template Based, Word Enabled• Can Sends out link, or native file, or PDF.

Templates pull in information

Renditions

• Documents published against various attributes:• Project, Document Pool, Organization, Person, Attribute

Repository of Project Documents

• Default is to publish when creating, must opt-out rather than opt-in.

Filing of Emails

• Search against pool, type, multiple filters.

Advanced Search Capabilities

• Projects created immediately when added to Vision• Vision information populates PIM data.• Contacts come from Vision

Integration with Vision

EXPERIENCESWITH PIM

(Saas)

Implementation• We contracted with CCG for implementation, but effort was

led by Deltek given the SaaS installation.

• CCG came onsite to work with us to customize our documentpools, we can organize our documents the way that makes sense for us.

• Deltek provided biweekly updates to check-in on materials they needed for us when decisions need to be made andvice-versa.

PIM Customization• Along with the customizations to pools PIM allows

other customizations.

PIM SaaS Benefits• Software as a Service

• No onsite infrastructure.

• Someone else is worrying about backup of data.

• Someone else is worrying about updates and patching.

Deltek Vision Integration• JJCA is was already a Vision SaaS client when we chose

PIM. (We’ve used HarperShuman/Deltek since the firmopened.)

• However…• Our vision contacts were only accounted related, which

meant that everyone had to be re-entered in Vision(No easy way to import.)

Deltek Support on SaaS

• One drawback of SaaS is that no one except Deltek canassist you if there is a problem. Your Reseller can beinvolved to advocate for you and help escalate cases.

• Deltek Support is included with a certain number of casesper year, which has been adequate for the number of issueswe’ve had arise.

Deltek Support on SaaS• As you get close to your limit, they will remind you.

Deltek Support on SaaSExceptions to Case Allotments The following circumstances do not count against your annual case bank:

• Cases that result in a confirmed Deltek defect or enhancement request

• Providing users with access to the Deltek Support Center

• Cases initiated by a Deltek consultant • All cases related to a beta product • SaaS hosting or infrastructure related support • System administration service requests that users

are unable to process without Deltek assistance such as: Backup and restores

Deltek Support/SaaS• Also know that majority of PIM users are on-premise, and

most documentation is written for on-premise.

We don’t use all that we could…• Document Lifecycle Manager

• Revit Connector

• Mobile Application

Summary

• Change is hard, but if you know your firm, your people and have a plan for change it will go smoother.

• Cloud makes administration easy, but implementation harder

• PIM provides us an ability to organize our data the waythat makes sense for us, and lets us distribute it in the waysthat we prefer.

• Advocate for yourself with Deltek Support

QUESTIONS?

Deltek PIM at Insight 2019

COME LEARN MORE!

What is Deltek PIM? The 21st

Century Way of Managing

Information

Preparing for Growth with Deltek PIM: What’s the ROI

Empower Users to Get the Most Out of

Your Data, Regardless of Role

Modernizing Firm Communication with Deltek PIM

Roadmap for Deltek PIM:

The Future is Now

Integrating PIM into a Complete

Project Management

Strategy PIM-11

Tuesday 11:10 AMPIM-04

Tuesday 2:10 PMPIM-10



Wednesday 10:00 AMPIM-01

Wednesday 11:10 AM

Design Process: Manage Your Project More

Effectively with Deltek PIM

How to Make Your Implementation

Great: A Customer Panel Discussion

Collaborate with Your Stakeholders

at a New Level with Deltek PIM and

Deltek Collaboration

PIM Email Management: Tips & Tricks

Journey to Deltek PIM

Construction Administration:

Execute Your Project More

Effectively with Deltek PIM

PIM-06Wednesday 2:10 PM



PIM-03Thursday 8:30 AM

PIM-12 Thursday 9:40 AM

PIM-05Thursday 10:50 AM

Customer Story

Project Process