Premier Consulting & Integration, LLC

Your Partner In Success

Deltek WorkBook

Special Integration Scenarios

Written By: Sandy Froonjian

At PCI, our API team occasionally encounters unique integration scenarios that fall outside our usual process. There are two main scenarios that can occur: 1. If the client’s third-part software lacks API capabilities; 2. If the client’s Costpoint (or primary ERP system) is locally hosted. Our team is experienced in dealing with both scenarios, so you can trust us to handle them efficiently.

            If you’re having trouble integrating third-party software due to a lack of API capabilities or limited data transfer options, don’t lose hope! There’s another solution that can help you complete the integration successfully: utilizing an SFTP site.

SFTP stands for Secure File Transfer Protocol. A SFTP site is a secure, online folder where files can be uploaded and downloaded from. Instead of making GET request calls to the third-party software to grab data, a report of all the necessary data can be uploaded to the SFTP site, and the integration function can download it to get the data. Conversely, instead of making POST/PUT request calls to the third-party software to insert/update data, the integration function can upload a report of all the new data to the SFTP site. We can connect to any SFTP site the client would like us to, whether it is their own company’s SFTP site or their third-party software’s SFTP site. If neither of those are an option, we also have our own SFTP site here at PCI that clients are welcome to utilize.

            In some cases, our clients may have their Deltek Costpoint or primary ERP system hosted locally instead of in the cloud. It’s important to note that our integrations do not necessarily require Costpoint, but this situation applies specifically to those that do. If your Costpoint is locally hosted and you want an integration created, the main issue is connecting to your system. In order to connect in these circumstances, we use VPN’s (Virtual Private Networks). The client sets up a VPN on their end and whitelists our IP address so that when we try to make API calls to their network, it will allow that communication through. All PCI has to do is turn on our virtual private connection. Once both pieces are in place, we can connect just as easily to your system as we can with a cloud-based system!

            As you can see, just because we sometimes work with clients whose situations do not fit the typical integration protocol, we are still determined to make integrations work for them. As always, if you are ever unsure of what option is best for your company’s situation, reach out to PCI’s sales team, and they will be happy to assist you!

Contact a PCI sales representative today to schedule time to discuss your next API integration here.

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[Webpage] See what API capabilities PCI has to offer here.

Mastering Time Management in a Marketing Agency: Balancing Multiple Clients

Time is an invaluable resource, but learning to effectively manage your time can be a superpower.

Running a successful marketing agency requires impeccable time management skills, especially when juggling multiple clients’ unique demands and deadlines simultaneously. The ability to prioritize tasks, meet deadlines, and maintain a high level of productivity is crucial to providing exceptional service to your clients and the success of your agency.

This blog post will highlight various time management strategies when juggling multiple accounts.

  1. Prioritize and Organize

Start by working backward: what are the deadlines for each client? What deliverables are needed, and how long which each one take to develop? After understanding the unique needs of each client’s deadline, create a detailed schedule – working backward from the deadline – to ensure all deliverables and reviews happen on time. There are various project management tools on the market to assist in tracking assignments, deadlines, and progress that can help marketing agency teams organize their workflows and stay on top of their tasks.

  1. Set Realistic Expectations

Clear and consistent communication is key when managing multiple clients. Manage your client’s expectations by setting realistic deadlines and explaining the process of delivering quality work. Be clear and upfront about your progress and timelines by providing regular updates. Avoid overcommitting as it can lead to compromised quality and burnout.

  1. Delegate and Collaborate

There are account teams for a reason! Whether you are an account lead or support, identify what workload you can realistically take on, and communicate it to the rest of your team as soon as possible. From there, work with your account lead or larger team to identify which tasks can be delegated. Successful delegation helps to lighten your workload while fostering a sense of teamwork and development within your agency. It also provides an opportunity to assign tasks based on team members’ strengths and passions.

  1. Dedicate Specific Time for Each Client

One of the best ways to ensure you are spreading the love between your clients equally is setting dedicated time blocks for each account you work on. This can be dedicated days, or hours per day – find what works for your schedule and your team. By batching similar tasks together, you can optimize productivity and minimize the time and energy spent transitioning between different clients.

  1. Avoid Overcommitment

Clearly define and document project requirements in client and internal conversations from the beginning to minimize going over scope and over-promising. Resist taking on additional projects if they compromise the quality or delivery of existing client work. A measured approach to managing workload leads to better outcomes for both clients and your agency.

  1. Continuously Evaluate and Optimize

One size does not fit all – ensure you are regularly assessing and analyzing your time management strategies. Identify what is working and where you can improve, and always remember to get your full team’s input. You can even use time-tracking tools or techniques to understand how your team’s time is being utilized and identify areas where productivity can be enhanced. By adapting and refining your processes, you will better serve your clients and build a stronger team.

Balancing multiple clients in a marketing agency can be challenging, but with effective time management strategies, it is undoubtedly achievable. Through prioritization, effective communication, delegation, and thoughtful scheduling, you can provide top-notch service to each client while maintaining your sanity. And remember – it’s not just about managing time; it’s about managing expectations, fostering collaboration, and continuously optimizing your approach to deliver exceptional results.

Learn how WorkBook can help streamline your client tasks, contact us for a demo!

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Media Buying Best Practices for Agencies: Increasing Efficiency with Automation

In a previous blog, we looked at some of the challenges of media buying and financial reporting for marketing and creative agencies. This week, we take a look at how technology can make the whole process even more efficient.

Manual Processes Makes Media Buying Slow

Media buying is a complicated process with the potential for many manual steps to slow everything down. Juggling multiple vendors, tracking spend for each client, and managing it all via spreadsheets emailed back and forth can all be cumbersome. Add on top of that the difficulty in finding clarity around reporting and revenue, and the whole system can come crashing down with inefficiencies. Reconciliations that require manually checking data take precious time away from focusing on doing the actual work of placing advertisements in the right places. So what’s the best way to bring efficiency and reduce headaches?

How to Improve the Efficiency of Reconciliations

Automation is the answer. With automation comes end-to-end visibility, enabling easier reporting and auditing. An automated system is by nature more organized and easier to reconcile, and many software solutions even have the option to manage recurring payments, leading to faster and more accurate transaction processing. Software purpose-built for creative agencies will also streamline the invoice process and provide custom approval workflows, and will integrate project and financial data for easier revenue forecasting. As more of the workforce becomes more comfortable with digital processes, an automated solution will also make it easier to scale your agency for growth. And with 24/7 online access and real-time reporting, it’ll be easier to pay your suppliers on time.

Smarter Automation with Agency Management Software

The most effective way to bring automation to your creative agency and increase efficiency is to invest in agency management software that can do the job for you. Learn more about how Deltek WorkBook and FreeWheel’s Strata can help in our webinar: Reconcile Media Payments and Improve Cash Flow in Real-Time. Find out how to leverage an API integration between your media planning and buying system and your agency management solution, providing you with accurate and actionable financial data. Click here to access the recorded webinar!

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Get Big Results for Your Boutique-Sized Agency with MAC Attack

Grow Your Agency with MAC

MAC (short for Marketing Agency Creative) uses Deltek WorkBook to help save time, money, and level up success. MAC understands that digital transformation can help marketing agencies grow by increasing efficiency and enabling easier collaboration. He also knows that smoothly onboarding and integrating agency management software is essential for keeping creative ideas and positive vibes flowing within your agency. 

Choosing the Right Agency Management Software

To find the right enterprise resource planning software for your agency, there’s no need to look any further: Deltek WorkBook provides best practice solutions to help your agency grow, and was built specifically for agencies and in-house teams. Deltek WorkBook is a total agency management system that will improve productivity and help you manage profitability. It is right-sized for marketing agencies, from enterprise to boutique. Deltek WorkBook will help you streamline your projects, people, and finance while providing end-to-end visibility. 

Improving Agency Efficiency with MAC Attack

Implementing agency management software for a smaller agency can feel like an overwhelming task. To get Deltek WorkBook set up and running fast, check out our MAC Attack quick-start software package to train and empower your employees in a matter of weeks. Our solution experts will assist your agency in configuring the software to your needs and ready to support future growth. Click here to find out more and select the right product package for your agency.

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5 Critical Components for Creative Agency Resource Planning Success

Resource planning is a fundamental pillar to helping creative agencies maintain profitability by completing projects on time and within budget. But beyond profitability, resource management can also determine the health of your agency. If your staff is overutilized, that leads to burnout and employee turnover. If your resources are underutilized, then you are missing out on revenue. So what’s the best way to get started with resource planning? Here are five critical components to help you succeed:

Start With a Clear Scope of Work

Make sure that your deliverables and outcome are clearly defined so you know what success looks like. Once you know the end goal, you can map out what resources are needed to help you get there.

Build Out the Project Plan

Next up is to start estimating and allocating resources outlined in the project plan. Align deliverables with the schedule and budget, so you know what your needs are and when.

Line Up the Needed Resources

Now that you’re armed with a project plan letting you know your resource needs, you can start checking which internal resources are available and what gaps you have, if any. After internal resources are assigned, you can evaluate how to tackle obtaining any needed external resources.

Bring the Resources Into the Project Plan

It’s time to set expectations with your resources on deliverables, including establishing a clear and easy means of collaborating. This will enable quick communication to handle any speed bumps along the way.

Monitor Resources Across the Agency

This applies to both projects in flight as well as any upcoming projects. By maintaining visibility into your resource allocation, you’ll be better equipped to shift resources to any critical deadlines or free up resources as needed for potential projects.

Better Resource Management Efficiency With the Right Agency Solution

Take a closer look at resource planning best practices in this webinar: Effectively and Efficiently Manage Internal and External Resources on Projects. Watch this 30 minute session and learn how Deltek WorkBook can bring greater visibility and efficiency to your agency’s resource management and help you manage detailed budgets, track project plans & resourcing, and compare budget vs allocated vs actuals. Find out how Deltek WorkBook can help you gain better overall visibility into capacity across your entire agency – click here to watch.

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Agency Account Management Trends: What You Need to Know

Agency account management is a crucial role that plays a significant part in the success of any agency-client relationship. With the increasing pressure on clients to perform, they’re actively seeking agencies that can provide them with stronger leadership, deeper strategic thinking, and tangible business impact. This shift mandates that agencies need to pay close attention to the latest trends impacting agency account management to better prepare themselves and meet the growing expectations of their clients.

We conducted an online survey that included over 200 respondents from a broad cross-section of agencies, representing client-facing roles, including agency management/ department heads and client services. The findings provide insight into the challenges, opportunities, and client expectations that will impact agency account management in the coming year.

  1. Clients Expect Expertise Across Multiple Channels:

One of the significant trends impacting agency account management in 2023 is the growing need for agencies to provide multi-channel expertise. Clients expect agencies to offer a broader range of services, including traditional advertising, experiential marketing, performance marketing, media planning/buying, and digital/social media, all under one roof. As such, agency account managers need to bring together teams with specialized skills and knowledge to provide comprehensive solutions that meet clients’ growing needs.

  1. Increased Emphasis on Data-Driven Insights:

As the marketing landscape continues to evolve, data-driven insights have become more valuable for clients. This trend will intensify in 2023 as clients seek agencies that can deliver measurable results from their efforts. Agency account managers must have strong analytical skills to interpret data and communicate results effectively. Additionally, they need to develop strategies for data-driven decision-making, which aligns with their clients’ business goals.

  1. Greater Collaboration between Agencies and Clients:

2023 will see a greater emphasis on collaboration between agencies and clients that goes beyond the traditional agency-client relationship. Clients expect their agencies to partner with them on a strategic level, providing insights on a broader range of business issues. They want their agencies to collaborate with them on a more significant level, bringing fresh perspectives and outside expertise to the table. Consequently, account managers need to build closer relationships with their clients, foster open dialogue, and find ways to deliver additional value to their clients.

  1. Increased Demand for Account Managers with Strategic Thinking Capabilities:

As the client-agency relationship grows more strategic, account managers need to have strong strategic thinking capabilities. They must be adept at understanding the client’s business objectives, finding innovative solutions, and developing a comprehensive roadmap for delivering results. Additionally, they should have an in-depth understanding of the latest marketing trends, including technology and data, to help their clients stay ahead of the curve.

  1. Greater Focus on Demonstrable Results :

In 2023, clients will expect their agencies to show demonstrable results from their efforts. They want to understand how their investments translate into tangible business outcomes. Consequently, account managers must define the KPIs that matter most to each client and then track progress against these metrics. This requires regular check-ins, reporting, and optimization, all of which should be an essential part of the client-agency relationship.

The trends outlined above provide a glimpse into the future of agency account management. Clients will continue to demand more from their agencies, and agencies that can align themselves with their client’s business goals are well-positioned to succeed. Hence, agency account managers need to develop a wide range of skills across multiple channels, build closer relationships with clients, think strategically, and, most importantly, deliver measurable results. By embracing these trends, agencies can become valuable partners to their clients and drive agency growth in 2023 and beyond.

Want access to the full report? Download here.

The Power of Deltek WorkBook for Streamlined Project Management

When running a business or working on a project, having a thorough project management strategy in place is essential. Deltek WorkBook is designed to help businesses optimize their processes and improve collaboration to deliver high-quality projects on time and under budget. Whether you’re working on a small project or a large-scale campaign, Deltek WorkBook can help you achieve the best possible results. Below we’ll discuss the benefits of using Deltek WorkBook for finance, operations, marketing, and media teams.

  1. Finance:
    Deltek WorkBook can prove incredibly helpful for finance teams, especially when it comes to managing budgets. With the software, you can track expenses in real-time and have a clear overview of the project’s financial status. This can help teams identify and deal with potential financial risks before they can get out of control. Additionally, Deltek WorkBook provides helpful reporting features that make it easy to communicate project finances with clients and stakeholders.
  2. Operations:
    When you’re managing a project, having your operations running smoothly is vital. Deltek WorkBook provides businesses with tools that can help automate processes and make operations more efficient. This can include streamlining workflows, eliminating unnecessary steps, and automating routine tasks. With less time spent on manual, repetitive tasks, teams can focus on more important activities and deliver projects more quickly.
  3. Marketing:
    For marketing teams, Deltek WorkBook helps maintain cohesive branding of a project. The software can help maintain consistency across multiple channels and make it easier to collaborate with designers, copywriters, and other team members. Additionally, Deltek WorkBook can help maintain brand consistency by ensuring that everyone working on a campaign or project is using approved versions of logos, fonts, colors, and other branding elements.
  4. Media:
    Deltek WorkBook is useful for media teams as it provides access to real-time data insights that can be used to optimize project management and better measure the success of promotional efforts. By using data to make informed decisions, businesses can achieve greater results with less effort, saving time and resources. Additionally, Deltek WorkBook’s media planning and workflow management tools make it easy to collaborate with other media professionals on multiple projects.
  5. Project Management:
    Finally, Deltek WorkBook can serve as an asset for project management by providing analytics and detailed reporting on project performance. This way, project managers can quickly see if a project is on track and make adjustments accordingly. Additionally, the software can help with resource allocation, scheduling, and managing team workload. This way, you can keep track of multiple projects and optimize productivity for maximum outcomes.

The Secret to a Successful Agency Month-End: Best Practices for Deltek WorkBook

Agency month-end can be a stressful time, particularly when it comes to finance, operations, and marketing efforts. A lot can go wrong if the proper procedures, tools, and systems are not implemented. Even for seasoned agency veterans, the financial close process can be daunting. However, with Deltek WorkBook, a robust, all-in-one agency management software, agencies can streamline their operations, increase margins, and boost their profitability.

Invoice Accurately and Timely

One of the critical components of a successful agency month-end is accurate and timely invoicing. Invoices should be generated and sent out in a timely manner to keep cash flow steady. Deltek WorkBook automates the invoicing process, ensuring fast and error-free billing. Furthermore, invoice templates can be customized to match your agency’s branding for a more professional look.

Take Control of Revenue Recognition

Revenue recognition is another essential aspect of agency month-end. Deltek WorkBook makes it easy to recognize revenue based on project milestones, ensuring that the agency’s financials are accurate and up-to-date. The software also has an automated revenue recognition feature, which simplifies complex accounting procedures, reducing errors and increasing efficiency.

Streamline Resource Allocation

Resource allocation is an essential aspect of agency management. With Deltek WorkBook, managers can quickly determine which resources are underutilized, overutilized, or idle. This information allows managers to allocate resources optimally, making sure that every staff member is fully utilized while avoiding burnout. This feature also enables managers to maintain a balanced workload across the agency, improving morale and productivity.

Synchronize Time and Expense Tracking

Time and Expense tracking is crucial for agency profitability. Deltek WorkBook offers a platform for staff to keep track of their time spent on individual projects and expenses incurred. These data inputs are automatically synchronized with the overall financial system, simplifying the process of data entry, and avoiding errors. That way, your agency’s monthly financial reports will be 100% accurate.

Keep an Eye on Margins

Margins are an essential financial metric for any agency. With Deltek WorkBook, you can stay on top of margins across various time frames, including individual project margins, employee margins, and overall agency margins. This feature enables managers to identify areas where cost savings might be possible, ensuring that the agency is operating efficiently and profitably.

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By implementing the best practices outlined above, you can take advantage of the software’s full capabilities, ensuring that your agency’s monthly financial close is a smooth, hassle-free process. Take control of your agency’s finances today and enjoy the benefits of optimized agency management with Deltek WorkBook. Contact us today to schedule your demo, and have a happy month-end!