Project Administration · training guide · draft

How to answer a project manager's budget or invoice question

Give project managers the current figures they asked for from Vantagepoint, quickly and in a clear email reply.

Typical time: about 6 min · A project manager emails asking about project budget, invoice status or a subcontractor.

Steps

1. 1
   Read the project manager's email and note exactly which figures they want. · Microsoft Outlook

   Check whether they want actuals or a forecast. Vantagepoint only shows actuals, so a forecast request doesn't fit the usual way of answering.
2. 2
   Check whose project it is before you look anything up. · Microsoft Outlook

   Questions about another group's project happen in under 1 in 10 cases. The team didn't describe how to handle them, so check with your lead first.
3. 3
   Open Project Review and find the project the question is about. · Deltek Vantagepoint

   This lookup is the longest step, about 2.5 minutes. Have the project name or number ready from the email.
4. 4
   Read off the remaining budget, invoice status and anything still outstanding. · Deltek Vantagepoint

   Take only what was asked for, plus what is still outstanding.
5. 5
   Go back to the PM's email and start your reply. · Microsoft Outlook
6. 6
   Write the requested numbers and what is still outstanding in the message body. · Microsoft Outlook

   Decide: state that the figures are as of last night's posting. This applies to every reply.
7. 7
   Reread the numbers against Vantagepoint, then send the reply. · Microsoft Outlook

   The question is done when the PM has the answer they asked for.

Watch out for

• Figures are copied from Vantagepoint into the email by retyping in 82% of cases. Check each number after typing it.
• About 1 in 27 replies (3.7%) has the message body edited again. Confirm what was asked before you write.
• Forecast requests and questions about another group's project have no described handling. Don't guess; ask your lead.
• About 1 in 27 cases (3.7%) also needs Timesheet Review. If hours are part of the question, check it before replying.

Faster ways

• Copy figures from Vantagepoint and paste them into the email instead of retyping, since retyping happens in 82% of cases.
• Save a short reply wording that includes the 'as of last night's posting' line, so you don't write it each time.
• The company already has Copilot Studio, Power Automate and Microsoft 365 Copilot. A draft reply from Vantagepoint figures could cut 35-60% of the time, with a coordinator approving each reply before it goes out.

Written by AI from how the team actually did this work (2026-10-19 to 2026-10-23): the most common path, the steps people add or redo, and where errors happen. Review and edit before sharing.