1. Government
Contractors Financial
Systems Seminar
Featuring Unanet & Microsoft Dynamics
Seth Zarny – Partner
Donna Kilbourn - Senior Vice President
Glenn Anstead – Senior Manager
Thrive. Grow. Achieve.
February 21, 2013
2. WHAT’S ON TAP
• INTRODUCTION & AGENDA
• CHALLENGES FOR GOVT
CONTRACTORS
• THE RAFFA/UNANET SOLUTION
• REQUIREMENTS FOR SUCCESS
• KEY BENEFITS
• PRODUCT OVERVIEW
• CUSTOMER OVERVIEW
• SOFTWARE DEMONSTRATION
2
3. DO YOU NEED THE NEW SOFTWARE?
HINT – SOMETIMES YOU NEED TO CHANGE YOUR SOFTWARE!
3
4. SEMINAR AGENDA
• DECIDE WHAT SYSTEMS TO CONSIDER
TO REPLACE YOUR FINANCIAL
SYSTEM
• REVIEW PROCESS FOR SELECTING
APPROPRIATE SOFTWARE
• PROVIDE OVERVIEW OF CHALLENGES
FOR GOVT CONTRACTORS
• PRESENT SOFTWARE DEMO
• ANSWER YOUR QUESTIONS
4
5. ACCOUNTING SYSTEM LIFE
CYCLE
1 TO 2 YEARS OLD - INFANCY
• Limited features, missing modules
• Bugs
3 TO 4 YEARS OLD - CHILDHOOD
• Young product
• 3rd party modules, bugs, early developer
team
5 TO 6 YEARS OLD – ADOLESCENCE
• Move to next technical version
• Product Performance
• Modules with different strength
5
6. ACCOUNTING SYSTEM LIFE
CYCLE (CONT)
• 7 TO 11 YEARS OLD - MATURITY
• Maturity and Respect
• Vertical focuses
• Advanced features and capabilities
• Strong Channel
• 12 TO 15 YEARS – OLD AGE
• Technology is Achilles heel
• Legacy functions
• Client base not technical leaders
6
7. STEPS FOR EVALUATING &
SELECTING
• DECISION MAKING TEAM
• BUDGET
• TIME SCHEDULE
• CURRENT SYSTEM PROBLEMS
• Requirements
• VAR OR SOFTWARE
• IT STAFF INVOLVEMENT
7
8. STEPS FOR EVALUATING &
SELECTING (CONT)
• REVIEW POTENTIAL SOLUTIONS
• ELIMINATE OBVIOUS POOR CHOICES
• Potential List of 2 or 3 products at most
• AVOID ANALYSIS/PARALYSIS
• Evaluate Product Match to your Requirements
• Accounting Library Used Here
• PRODUCT FEATURES
8
9. STEPS FOR EVALUATING &
SELECTING (CONT)
• ANALYZE REQUIREMENTS AGAINST
FEATURES
• IDENTIFY APPROPRIATE RESELLERS
• PRODUCT DEMONSTRATIONS
• PROPOSAL REVIEW
• REFERENCES
• DECISION
9
10. CHALLENGES FOR GOVERNMENT
CONTRACTORS
GENERATE KEY REPORTS WITHOUT USING &
REKEYING IN EXCEL:
• Financial Analysis that provides ease of traceability of costs
• Statement of Indirect Costs, including Fringe, OH and G&A
• Project Status Reports
• Financial Reports that provide detail for Audit analysis
COST CAPTURE BY COST OBJECTIVE
MANAGING ALLOWABLE VERSUS UNALLOWABLE
COSTS
DCAA ACCEPTED
11. …AND RAFFA SOLUTIONS
OUT OF THE BOX CONTRACTOR FINANCIAL
REPORTING
• Statement of Indirect Costs including Fringe, OH and G&A
• Financial Analysis that provides ease of traceability of costs
• Service Centers
• Project Status Reports
• Capture cost by cost objective
• Financial Reports that provide detail for Audit analysis
• Track Allowable versus Unallowable
PRE-CONFIGURED ALLOCATION METHODS
IMAGING/DOCUMENT MANAGEMENT TOOL THAT
PROVIDES TRACEABILITY BACK TO SOURCE
DOCUMENTATION
13. CRITICAL REQUIREMENTS FOR
SUCCESS
WHAT TO LOOK FOR WHEN REVIEWING
INTEGRATED SOLUTIONS?
OUT OF THE BOX, PROVEN FINANCIAL
AND OPERATIONAL SOFTWARE
•Proven management of Indirect and Direct Costs
•Integrated across Finance and Project Mgmt /
Operations
•Business Process Automation
•Setup Flexibility to meet business needs
14. BUSINESS PROCESS
IMPROVEMENTS
INDIRECT RATES
• Monitor Trends via Management Reporter
• More Accurate Cost Information for Bidding
• More Accurate Historical Procurement Costs
TRACEABILITY OF SOURCE DOCUMENTS
• Management Reporting Drill Down
• On line Inquiry Screens
• Transaction Level Detail
• Imaging/Document Management
15. BENEFITS FOR GOVERNMENT
CONTRACTORS
• CONTRACTORS LOOK FOR SOLUTIONS THAT
CAN MANAGE MULTIPLE CONTRACTS AND
COST POOLS. NEED TO SEPARATE INDIRECT
COSTS FOR REPORTING PURPOSES
• Time and Materials
• Fixed Firm Price
• Cost Plus
• INTEGRATED TIME AND EXPENSE TO
FINANCIALS
• WEB BASED ACCESS FOR REMOTE
EMPLOYEES
• EARNED VALUE MANAGEMENT CAPABILITIES
16. MIXED COMMERCIAL AND
GOVERNMENT REQUIREMENTS
KEY REQUIREMENTS - COMMERCIAL
AND GOVERNMENT CONTRACTING
•Consistent Accounting Practices for Both Businesses
•Allocations must be the same
•Overhead, G&A, and Unallowable pools
17. OPERATIONAL BENEFITS
WHAT BENEFITS SHOULD OPERATIONS
& PROJECT MANAGERS RECEIVE
FROM MICROSOFT DYNAMICS?
•Superior Cost Control
•Real time visibility into committed costs
•Immediate access to supporting documentation
via document imaging
•Earned Value Management visibility
18. THE DCAA AUDIT
HOW DOES MICROSOFT DYNAMICS STACK UP
DURING THE AUDIT?
• Successfully completed years of DCAA
audits
• Provides timely access to information
• Reduces the time required by internal staff
during the audit process
20. MICROSOFT DYNAMICS
WHAT IS MICROSOFT DYNAMICS?
• INTEGRATED FINANCIAL AND
OPERATIONAL/PROJECT MANAGEMENT
SOFTWARE
• FAMILIAR TO YOUR EMPLOYEES
• GOVERNMENT CONTRACTING
INDUSTRIES:
• Professional Services
• Contracting
• Manufacturing
• Distribution
• ACCEPTED BY DCAA
21. MICROSOFT DYNAMICS
FUNCTIONALITY PROVIDED BY MICROSOFT DYNAMICS
•FINANCIALS
•ACCOUNTING
•FRINGE, OVERHEAD AND G&A RATE CALCULATIONS
• Cost Segregation – Allowable vs. Unallowable
•JOB COSTING
•PURCHASING & REQUISITION MGMT
•MANUFACTURING
•INVENTORY MANAGEMENT
•SALES ORDERS
•SERVICE MANAGEMENT
•CUSTOMER RELATIONSHIP MANAGEMENT
22. MICROSOFT SHAREPOINT
WHAT IS MICROSOFT SHAREPOINT?
A FOUNDATION FOR CONNECTED
INFORMATION
• TEAM COLLABORATION
• DASHBOARD
• KEY PERFORMANCE INDICATORS
• DYNAMICS BUSINESS PORTAL
• INTEGRATED WITH PROJECT SERVER
23. WHAT WILL YOU GET FROM THE
INTEGRATED SOLUTION?
• Organized flow of information
• Project Management
• Resource Allocation
• Financial Reporting
• Seamless integration of information
• One view of the data
• Tools your team is familiar with…
25. GovCon Challenges –
The PM
• Project Status reports are too late to take corrective action;
Need real-time information and self-service
• Is project on-target and profitable?
• Subcontractors costs/invoices lag
• My numbers don’t match Accounting
• I need an EVM solution to bid and win a opportunity
• Clients ask for project details – takes too long to create
• Cannot see incurred costs with forecasted costs for complete
picture
• Budgeting and forecasting in spreadsheets; too cumbersome
• Who is available with lcat and skills for upcoming Task Order?
• Budgeting and forecasting in spreadsheets; too cumbersome
29. KEY BENEFITS FOR GOVCONS
ROBUST TIME AND EXPENSE REPORTING WITH
DCAA
REAL-TIME REPORTING AND DASHBOARDS
ENTERPRISE VIEW OF PROJECTS AND
RESOURCES
INTEGRATED SOLUTION FOR BUDGETING,
FORECASTING, RESOURCE PLANNING, TIME &
EXPENSE, PROJECT ACCOUNTING & REPORTING,
ALERTS, EVM AND COLLABORATION
SELF-SERVICE FOR PROJECT MANAGERS;
ACCOUNTING FOCUSES ON THE NUMBERS; NO
TAG UP TO RECONCILE
30. UNANET OVERVIEW
• Leading Professional Services Automation
solution for GovCons: Unanet Project Portfolio
• Software Product Company since 1998
• 100% Developed and Supported in the US
• Dulles Headquarters; FL, CA, MI, TX Offices
• 900+ Customers; 60% are GovCons
• Cloud/On Demand and On Premise Delivery
Models
• Implementation and Training Team
• Unanet University
34. DCAA Time & Expense
Easy, Fast Time & Expense Reporting with DCAA Rules and Per Diems
35. Real-Time Project Status
Know your project and task status, actual to budget up-to-the-minute;
view actuals with forecast for complete picture of EAC
36. Earned Value
Comply with ANSI 748 government requirements for EVM to manage
contract cost and schedule. Will today’s EAC meet the budget?
37. Demo
• Resource Planning, Budgeting and
Forecasting
• Time & Expense Entry
• Real-Time Project Reporting and
Dashboards
