Revolutionizing Efficiency & Growth with Deltek WorkBook

Driving Innovation and Collaboration

A global integrated sports marketing agency headquartered in Chicago, Illinois, rEvolution has been at the forefront of delivering innovative marketing solutions for over two decades. With a rapidly expanding team and increasing project complexity, rEvolution demanded an operations system that could scale at the speed of its growing business. After adopting a competitor solution in 2022 to help mitigate its issues, it quickly realized that it was not fit for purpose.

The previous system wasn't built for collaboration or data clarity. It slowed down communication and information sharing, making it difficult for its teams to work together effectively. Just like agility is critical for athletes to react and coordinate on the field, businesses need the same agility to navigate dynamic markets; rEvolution needed a system that empowered their teams to make strategic decisions and respond to challenges faster.

To address these challenges, rEvolution turned to Premier Consulting and Integration (PCI), a Deltek partner, to help implement their new agency management solution. rEvolution used this solution to transform their operations, driving efficiency, customization and scalability using Deltek WorkBook. “Spending the time to explore our options thoroughly set us up for success with implementing Deltek WorkBook,” commented Stephanie Spence, Director of Operations.

Optimizing Estimating and Approval Efficiency

One of the most significant ways that rEvolution used Deltek WorkBook to modernize their operation resulted in dramatic improvement in efficiency and time savings. Previously, the team was saddled with a cumbersome system that made estimating and approvals a time-consuming process. This legacy system was not meeting their needs, particularly in terms of speed and ease of use.

The transition to WorkBook has significantly streamlined these processes. Complicated estimates that once took an entire workday to complete can now be completed in a fraction of the time. This efficiency gain has not only reduced the workload on individual team members but also allowed rEvolution to handle more projects without the need for additional hires.

“In our old system, a complex estimate could take up to eight hours to enter. With Deltek WorkBook, we can enter those types of estimates in an hour, maybe two if it’s super complex,” shared Ashley Davis, the PMO lead at rEvolution.

This newfound efficiency has been crucial for rEvolution as it continues to grow. By automating and simplifying routine tasks, team members can dedicate more time to strategic initiatives and client work, driving the company forward. The ability to generate estimates quickly and accurately has also improved client satisfaction, as projects can be initiated and executed more quickly.

Customization Capabilities Enhance Diverse User Needs

In addition to saving time, Deltek WorkBook’s customization capabilities have been a game-changer for rEvolution. The ability to tailor views, reports and workflows to meet the specific needs of different departments has enhanced productivity and user satisfaction. In the previous system, customization was limited and often burdensome, leading to inefficiencies and frustration among users. “I really love that users can customize their views. It’s so helpful that you can personalize the information on your screen, but it doesn’t affect the whole system,” noted Ashley.

With WorkBook, project managers, finance teams, and account managers can each configure the system to suit their unique workflows. For example, project managers can focus on project hours and resource allocation, while finance teams can concentrate on budget tracking and financial reporting. This flexibility ensures that each team has access to the information they need, when they need it, without being overwhelmed by irrelevant data.

Real-time visibility into data and updates has further improved decision-making and project management across the organization. Seeing changes as they happen allows rEvolution to respond quickly to any issues, ensuring that projects stay on track and within budget. Additionally, the customizable views and reports mean that each user can set up their workspace to best support their role, enhancing overall efficiency and satisfaction.

Seamless Integration For Global Consistency

For a global organization like rEvolution, seamless integration and scalability are essential. Harnessing Deltek WorkBook’s ability to integrate with their other agency solutions, such as NetSuite and HRIS, has streamlined operations and reduced the need for multiple systems. This integration capability was key to rEvolution’s decision to switch from its legacy system.

“With offices in the US, UK, and Singapore, WorkBook’s ability to handle multiple currencies and provide real-time data across different regions ensures that rEvolution can maintain a high level of operational efficiency and consistency, no matter where our teams are located,” shared Director of Operations Stephanie Spence.

The scalability of WorkBook is essential to rEvolution’s ambitious growth plans. As the company continues to expand its global presence, the ability to onboard new employees quickly and manage increasingly complex projects efficiently is crucial. Deltek’s cloud-based platform ensures that all team members, regardless of region, have access to the same tools and information, fostering collaboration and consistency across the organization.

Looking ahead, rEvolution plans to leverage more of WorkBook’s advanced features, such as enhanced resource management, analysis and reporting functionalities to further improve their ability to manage projects effectively and support their continued growth.

A Passion to Succeed

The choice to adopt Deltek WorkBook as their agency management platform was driven by rEvolution’s desire to provide a better experience for its employees who work hard to drive results for its clients. “When our team thrives, our work and impact on clients and culture can shine. Deltek supports our mission by providing collaborative project solutions that reduce delays, redundancies and confusion within working teams,” explained Stephanie.

rEvolution’s journey with WorkBook highlights the transformative impact of a well-chosen project and resource management solution. Deltek's agency management solution has enabled rEvolution to enhance efficiency, customize workflows and scale its operations effectively by addressing its key challenges and providing a flexible, integrated platform.

As rEvolution continues to grow and innovate in the sports marketing industry, WorkBook remains a vital tool in its success. “Having everything in one place will help us scale quickly and onboard new employees seamlessly, supporting our growth goals,” concluded Ashley.