Customer Success Story
Triton Services, Inc.
IT Solutions provider turns to Deltek GCS Premier® to manage $2 million in monthly cash flow
The Challenge
For more than a decade, Triton Services, Inc., has provided advanced IT solutions and services to both the public and private sector. With more than 200 employees, the Bowie, MD-based company offers the latest and best in cutting-edge technology to a high-profile, prime contracting client base that includes the Maryland Procurement Office, Concurrent Technologies, Modern Technologies and Lockheed Martin.
Prior to Deltek, Triton was primarily a subcontractor and was using QuickBooks as a transition tool intended for mostly simple business processes, as opposed to complex financial tasks.
“QuickBooks allowed us to run only small, routine accounting procedures,” Controller, Susie Griffin said. “Payroll had to be done on the side and posted manually. Also, the system was unable to handle job costing, labor distribution, billing or timekeeping. As a result, our data integrity was always in question and we had to manually calculate bills and rates — an inefficient process that took time and manpower.”
The Solution
At the time, with just 20 employees on staff, manual data entry and checking for data accuracy were manageable processes. However, in the late 1990s, the company began to grow steadily, spurred on by entry into the world of prime federal contracting, and Triton discovered it was lacking the accounting tools necessary to report to the DCAA. As a result, Triton purchased Deltek System 1 in 1997.
Triton made the decision to switch to GCS Premier after more than five years on System 1, in order to take advantage of the latest technology available to small and mid-sized government contractors. The company implemented GCS Premier in June 2004, completing a smooth transition between the two Deltek systems in a single day.
The Benefits
Currently Triton is using GCS Premier to manage its core accounting functions including accounts payable, accounts receivable, general ledger, billing and payroll. Ms. Griffin has already noticed dramatic results since implementing the Deltek system just one year ago, including increased cash flow and significant time savings.
“By automating our billing processes, Deltek has improved the accuracy, speed and efficiency of our billing cycle, allowing us to maintain nearly $2 million in monthly cash flow,” Ms. Griffin said, “I can't emphasize the importance of this enough, because cash flow is a primary concern for us.”
In addition, Triton has reduced the time needed to create invoices by one full day with the switch from System 1 to GCS Premier. “We were previously using a DOS-based system with which we had to constantly print scores of project data to review before ever posting it,” Ms. Griffin explained. “With Windows-based GCS Premier, there's no need to print and review data before it posts, and that has saved us a lot of time and reduces the number of errors processed.”
Other notable benefits include an improvement in the way Triton tracks and posts labor distribution. Since implementing GCS Premier, Triton has been able to integrate its homegrown timekeeping system WebTracker with GCS Premier, significantly decreasing the number of manual data errors as well as time spent on processing labor data.
“Because of this integration, labor distribution now takes only four hours compared to the exhausting two and a half days it previously took,” Ms. Griffin said. “We've been able to reduce time spent and improve the data accuracy of these processes by about 95 percent.”
According to Ms. Griffin, GCS Premier has also helped improve the accessibility of financial and project reports, which are sent out on a monthly basis to both project managers and senior executives.
”It's no longer necessary to provide a hard copy for our data anymore,” Ms. Griffin said. “Once a PDF is created, it is posted on the server for any program manager to access, and it's easy to read and understand. Our CEO even remarked on the improved quality and appearance of the reports just one month after we had implemented GCS Premier.”
In addition, Triton recently implemented the GCS Premier Purchasing/Inventory module to assist with tracking commitments. “The one area of cash flow control that always seemed to elude me was future commitments,” Ms. Griffin admitted. “I was constantly unaware of spending until invoices were received and that meant broken promises to vendors because of last minute critical payments due to others. I now have a clearer picture of Triton's cash requirements on a week-to-week basis with Deltek's purchasing capabilities.”
“Triton implemented GCS Premier in June 2004, completing a smooth transition between the two Deltek systems in a single day.”