Financial controller at Maynard Marks, Paul Gillies, explains the obstacles posed by legacy systems and why Deltek’s Vantagepoint ERP software was the perfect fit
1.What challenges were you facing with your legacy systems and why did you feel a new approach was needed?
As our business grew, the limitations of our existing systems became more obvious. Over time we had reached a point where too much of our project and financial data was spread across different platforms, and too many processes relied on manual intervention. Setting up projects, tracking costs and preparing invoices often meant duplicating work and cross-checking figures in multiple places.
This was particularly challenging on large, multi-disciplinary projects, where both visibility and accuracy are essential. It wasn’t that our old systems were broken, but had simply become outgrown. To continue delivering the high standard of service that clients expect of Maynard Marks, we needed a single, integrated solution that could provide both control and flexibility.
2.What capabilities of Deltek’s project-based ERP Vantagepoint stood out to you as the right fit for Maynard Marks, and what gave you confidence it could meet your needs long-term?
The appeal of Vantagepoint was in its ability to centralise everything we needed. From project outsourcing and scheduling, to cost tracking and invoicing, it brings all the critical data together. Having an ERP designed specifically for project-based businesses like ours means that we don’t have to try and adapt a generic off-the-shelf solution to our needs, as it already understood them.
We were also reassured by Deltek’s long track record in our sector, coupled with the fact that Vantagepoint is cloud-based. That combination gave us confidence we were investing in a secure solution that could scale with us. In short, it felt like a system we could evolve with.
3.You rolled out Vantagepoint during the pandemic. What made the remote implementation possible, and how did Deltek support you to make it successful?
Implementing a new system is challenging at the best of times. Doing it during lockdown was a real test! We had started training before the pandemic hit, but quickly realised we couldn’t simply wait it out. The decision was made to complete the rollout remotely, which at the time felt bold.
“Change of this scale is disruptive, but it’s worth it.”
Deltek’s team helped to make it possible. They provided training over Zoom, were responsive to our questions, and helped us adapt our approach to the circumstances. Our own team also deserves a lot of credit. Their enthusiasm and openness to change were vital. Digital transformation is a journey, and requires a curious mindset and a willingness to try new things.
Looking back now, completing the implementation under those conditions is something we’re so proud of.
4.Since adopting Vantagepoint, how has it streamlined financial management for your business and clients?
The most immediate change has been in invoicing. Tasks that once required manual adjustment are now largely automated. For clients, invoices are clearer and more transparent, with summary pages that make costs easier to understand. For us, it means reduced errors and faster payments.
More broadly, the finance team now has a complete picture of project performance at their fingertips. That visibility helps us make more confident decisions about project profitability, while giving clients the reassurance and transparency that we are sharing the latest and most succinct project expenses.
5.Beyond financials, how has Vantagepoint supported your teams’ day-to-day?
For staff spanning numerous disciplines and functions, the biggest benefit to the company has been time saved. Project setup is simpler, reporting is more consistent, and collaboration has improved because everyone is working from the same set of data.
Vantagepoint has allowed our teams to focus doing more on what they do best: delivering value to clients and helping our communities thrive.
6.Looking ahead, how are the real-time insights from Deltek Vantagepoint helping you plan strategically for growth and future opportunities?
Having real-time dashboards has been transformative. Rather than relying on historical data for accuracy, we can see the health of a project as it progresses. That allows us to address issues early and apply lessons from one project to the next.
Vantagepoint has also improved forecasting. We now have a much clearer view of costs across the projects of similar scope, which gives us confidence in our estimates of new work. This granular level of insight supports the strategic growth of our firm, as well as the day-to-day management.
7.Reflecting on your journey with Vantagepoint, what lessons have you learned from this transformation that you think other firms could apply to their own growth journeys?
Perhaps the most important lesson is that technology change is never just about the system. It’s never enough without the right people and processes behind it. I’d say to any firm that the whole workforce needs to be behind it. That means securing leadership support, building champions within teams, and investing in ongoing training that makes the system accessible to everyone.
Change of this scale is disruptive, but it’s worth it. We made sure our staff saw the benefits early on and consistently remind them that it aligned with our broader purpose of raising the quality of the built environment and improving people’s wellbeing. For anyone considering the same journey, I’d stress the importance of clear communication, patience, and a willingness to embrace new ways of working.
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