How CDG Achieved Their Information Management Goals with Deltek PIM
With 140 employees in seven offices, it can be difficult to maintain corporate consistency. CDG Engineers & Associates recognized this and decided to take control of how they approached project and corporate information management. In order to continue to grow their business, CDG understood it was crucial to manage this information as a single company across all offices.
In order to do so, CDG sought a way to better organize their information across all offices so they all were working from the same play book, so to speak. Deltek PIM helped them achieve their goals with the following benefits.
The Metadata Approach (Document Pools vs. Network Folders)
Find information in a matter of seconds vs. minutes/hours
Long gone are the days where network folders are the efficient way to manage your data. The ability to tag documents removes the limitation of storing a document in a single folder (or duplicates in multiple folders). Instead, a single document is stored once in the system and is tagged to document pools. This not only saves a ton of storage space, but also eliminates duplicate copies with various renditions.
Beyond that functionality, Deltek PIM stores the metadata (AKA, data about data) of each document to allow for quick searches on the files you need. The search tool offers suggestions allowing you to narrow down your search results by project name, document pool, contacts associated, organizations associated, topics, and file type.
“I definitely like PIM better than our old system. The search indexing and being able to tag documents to multiple pools and projects are powerful features.”
- Practice Leader, CDG Engineers & Associates
How CDG Engineers & Associates Eliminated Document Chaos with Deltek PIM
A New Way to Manage Documents and Drawings
Add a layer of accountability throughout the entire project lifecycle
Take control of how your data is structured and the process by which it is managed with Document Lifecycle Manager (DLM). Ensure consistency by creating placeholders at the onset of a new project such as file naming structure and designation for auto-numbering. Expedite the document review process through automatic workflows and approval processes.
Beyond that, the version control functionality ensures that teams are accessing the latest version of a document or drawing so that everyone is working from the same play book. Keep track of previous versions for a complete audit history of the document’s development.
“My favorite feature in PIM is the version control. I can quickly see the history of a document and revert to a previous version when needed.”
- Project Manager, CDG Engineers & Associates
Streamline Email Management
Empower your team to store emails and return to billable work more quickly
With nearly 20% of the week consumed with managing emails, employees are wasting valuable time performing administration tasks instead of doing what’s important: designing or building projects. With Deltek PIM’s Microsoft Outlook integration, storing incoming and outgoing emails into PIM alongside the rest of the project information is easy. When initiating a new email, the Outlook plug-in automatically asks if you want to publish or store the email in PIM. Easily attach documents that are stored in PIM directly into outgoing emails. Conversely, save incoming email attachments into PIM from Outlook.
Standardizing the Brand
Maintain corporate identity through automatic incorporation of branded templates
Tired of employees taking liberties with branded documents or using retired templates? Deltek PIM ensures standardization across the company by always using the latest and greatest templates uploaded by marketing and administrative teams. No matter the type of document produced by internal team members (i.e., letters, RFI’s, permits, meeting minutes), company brand integrity will be maintained and consistent.
Integration with Corporate ERP System
The integration of Deltek PIM into CDG’s Deltek Vision ERP system streamlines the creation of new projects and synchronizes current contact and organization information, minimizing the administrative need for duplicate data entry across systems. This integration also provides increased visibility and improved collaboration. For example, the accounting department has access to project documentation for invoicing purposes and the project team has heightened visibility into schedules, budgets and resources to deliver successful projects.
Learn more about how CDG Engineers & Associates integrated Deltek PIM into their culture in this webcast.
About the Author
Linda Dininger spent over 20 years creating marketing content for architecture, engineering, and construction firms. She also is a former Deltek Vision user and has implemented a CRM solution that transformed the way the business development group managed their contacts and pipeline. Now as product marketing for Deltek Project Information Management (PIM), Linda combines her knowledge of the AEC industry with the power that proactive information management can provide companies. Connect with Linda on LinkedIn.
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