Deltek ComputerEase

Discovery and scoping

• Activities: stakeholder interviews, current system assessment, define goals, identify modules to implement (e.g., General Ledger, A/P, A/R, Job Cost, Payroll, Subcontract, CI, CRM, Equipment, Field Data, etc.), data migration plan, integration needs.

• Deliverables: project plan, phased rollout plan, high-level requirements, risk register.

• Typical duration: 2–4 weeks.

System design and setup

• Activities: define chart of accounts, cost codes, job templates, user roles/security, workflow definitions, depreciation rules, payroll/benefits setup (if applicable), project templates, UI/UX preferences.

• Deliverables: design documents, security matrix, master data templates, integration specifications.

• Typical duration: 3–6 weeks.

Data migration and clean-up

• Activities: map old data to CE data structures, cleanse historical data, migrate master records ( customers, vendors, employees, cost codes, projects), validate data integrity.

• Deliverables: migrated data sets, reconciliation reports, data validation sign-offs.

• Typical duration: 4–8 weeks (longer for large datasets or complex historicals).

Configuration and parallel testing

• Activities: finalize configuration in CE, set up workflows, dashboards, reports, security roles, interfaces to external systems (e.g., payroll, timesheets, BIM/field apps, bank feeds).

• Deliverables: configured environment, test scripts, user acceptance test (UAT) plans.

• Typical duration: 3–6 weeks.

Training and change management

• Activities: admin and end-user training, runbooks, go-live readiness checks, change management communications, training materials, sandbox vs. production training.

• Deliverables: training completion, knowledge transfer, go-live checklist.

• Typical duration: 2–4 weeks.

• Chart of accounts structure, cost codes, account segments.

• Job costing templates, cost code hierarchies, job templates.

• Security roles, user permissions, and access controls.

• Fiscal calendars, depreciation methods, revenue/expense recognition rules.

• Billing templates, one- or multi-step billing rules, retainage methods.

• Standard reports and dashboards.

• Workflow rules (approvals, notifications), and basic automation (mass updates, scheduled tasks).

• Custom fields and field mappings in various modules.

• Custom report design (via built-in reporting or CE reporting tools).

• Custom interfaces/integrations (e.g., with CRM, payroll, timekeeping, payroll feeds, ERP/CRM adapters).

• Custom forms or templates for invoices, purchase orders, change orders.

• Limited scripting or business rules (dependent on CE version and partner capabilities).

Upfront/one-time implementation costs

• Consulting and services: business process mapping, configuration, data migration, integrations, custom reports, training.

• Typical range (per project):

  • Small/limited scope: $20,000 – $60,000

  • Medium scope: $60,000 – $200,000

  • Large/enterprise scope: $200,000 – $1,000,000+ (depends on data complexity, number of users, custom work, integrations)

• Hardware and infrastructure (if on-prem): servers, networking, backups. Cloud deployments largely avoid this, but there may be per-user or per-tenant setup fees.

Software licenses and subscription (annual or multi-year)

• Deltek CE licensing model: typically per user/per module, or subscription-based for cloud. Pricing depends on modules, number of users, and feature tier.

• Typical ranges (ballpark):

  • Core financials + project accounting for a small team: tens of thousands per year

  • Mid-market deployment: $50,000–$200,000+ per year depending on users/modules

  • Large deployments with extensive modules and integrations: higher, potentially six figures annually.

Maintenance and support

• Annual maintenance/support fees: commonly 15–25% of annual software license/subscription cost, sometimes bundled with hosting.

• What it typically includes: product updates, patches, access to knowledge base, and technical support from vendor/partner. Premium support options may exist (24x7, designated technical account manager).

• Admin training

  • Focus: system configuration, security roles, master data setup, maintenance tasks, and admin-led processes.

  • Formats: instructor-led sessions, virtual training, and self-paced materials.

• End-user training

  • Focus: everyday transaction processing, job costing, billing, timesheets, subcontract management, and reporting.

  • Formats: classroom-style, virtual classes, and on-demand modules.

• Role-based curricula

  • Training tracks tailored to finance, project controllers, field personnel, procurement, payroll (where supported), and estimators.

• Workshops and handbooks

  • Process-focused workshops (e.g., month-end close, job costing workflows).

  • Use-case manuals, runbooks, and quick-reference guides.

• Sandbox / training environments

  • Dedicated environments for practice without impacting production data.

• Certification / knowledge checks

  • Some partners offer knowledge checks, quizzes, or certification milestones to validate proficiency.

Access control and authentication

• Role-based access control (RBAC) to enforce the principle of least privilege.

• User provisioning/deprovisioning aligned with HR processes.

• Audit trails for critical actions (e.g., changes to GL, approvals, and financial edits).

Data protection

• Data encryption at rest and in transit (where supported by deployment model).

• Secure data migration and backups with tested restore procedures.

• Data segregation in multi-tenant cloud environments to prevent cross-tenant access.

Compliance and governance

• Regulatory alignment: capabilities to handle certified payroll, tax rules, and regional reporting where applicable.

• Change management controls: documented approval workflows for configuration changes and deployments.

• Regular vulnerability management: patching, hardening, and monitoring per vendor/partner standards.

Incident response and continuity

• Incident response plans and escalation paths with defined SLAs.

• Disaster recovery / business continuity planning, with recovery objectives appropriate to deployment type.

Cloud-specific considerations

• If CE is deployed in the cloud, security is typically managed by the hosting provider or Deltek/partner, including:

  • Infrastructure security (firewalls, access controls, intrusion detection).

  • Data protection and regional data residency options.

  • Regular security assessments and compliance reviews.

• Software updates are released on a regular basis, driven by:

  • Product enhancements and new features.

  • Security patches and compliance updates.

  • Regulatory changes and customer feedback.

• Typical cadence tends to be:

  • Major/minor releases a few times per year.

  • Maintenance/patch updates on a more frequent, ongoing basis.

• Exact cadence can vary by product line and deployment model (cloud vs. on-prem).

How updates are delivered

• Cloud deployments

  • Updates are usually rolled out by the provider with minimal downtime.

  • Customers benefit from automatic or semi-automatic updates, with release notes and upgrade windows communicated in advance.

• On-premises deployments

  • Updates are delivered as packaged patches or installers.

  • Requires administrative planning, testing in a sandbox, and a formal cutover plan.

  • Client may be responsible for applying updates within agreed windows.

• Client ownership of data: In most CE arrangements, the client retains ownership of their data. Deltek/partners operate CE as a system on which the client stores financial, project, HR, and operational data.

• Data access rights: Clients typically have rights to access, export, and retrieve their data in standard formats as defined by the contract and data export tools.

• Data usage: Data may be used by the vendor/partner to provide services (e.g., hosting, maintenance, support) and to improve product quality, with appropriate privacy and security controls.

Data portability and extraction

• Export formats: Deltek CE generally supports data export/import capabilities to facilitate data portability. Common formats include CSV, Excel, and other structured files for master records, transactions, and reports.

• Data extraction options:

  • Self-service exports from the user interface (where available).

  • Guided data extract services via the implementation/hosting partner.

  • APIs or integration points for data extraction (subject to availability and licensing).

• License/seat adjustments: Scaling typically involves increasing or decreasing the number of users or modules. Cloud/subscription models often support straightforward seat count changes.

• Module expansion/contraction: You can add or remove modules (e.g., add Subcontracts, Field Data, Payroll) based on needs.

• Data volume and performance: Scaling may impact storage, compute resources, and performance; ensure hosting/infra aligns with projected usage.

Terms and process

• Notice period: Contracts usually specify how much notice is required to adjust licenses, modules, or user counts.

• Pricing adjustments: Changes in scope typically lead to pro-rated adjustments or updated annualized fees. Terms can include mid-term price protections or escalation clauses.

• Migration/transition support: If scaling is large (e.g., significant module addition or data growth), there may be a staged rollout plan and additional services for migration, training, and testing.

• Minimums and caps: Some contracts define minimum commitments or caps on discounts based on volume commitments.

Operational considerations

• Data model alignment: Ensure that added modules or expanded usage align with chart of accounts, cost codes, and reporting structures.

• Security/scoping: Revisit RBAC and access controls when scaling to ensure appropriate permissions for new users and modules.

• Support impact: Clarify any changes to support levels or response times as usage grows or shrinks.

• Renewal type: Most CE agreements are annual or multi-year subscriptions; some on-prem agreements have maintenance renewals.

• Price adjustments: Renewals may include annual price increases tied to inflation, market rates, or contract-specific escalation. Some contracts offer fixed-rate renewals or negotiated terms.

• Renewal notice: Contracts typically require notice of renewal timing (e.g., 60–90 days before expiration) to avoid auto-renewal pitfalls.

• Renewal changes: Possibility to modify scope (add/remove modules), adjust user counts, or change deployment model at renewal.

• Termination rights: Termination terms vary; common options include end of term with notice, or termination for cause (breach of contract, non-payment) with defined cure periods.

• Migration and data disposal post-termination: Provisions for data export and the ability to retrieve data after termination, as well as data retention or deletion timelines.

• Fees on termination: Possible early termination penalties or buy-out options; some contracts provide a wind-down period with continued access for a limited time.

• Outstanding obligations: Payment of any outstanding fees, service credits, or prepaid amounts as part of termination settlement.

• Financial controls and reporting: General Ledger, project accounting integrity, audit trails, and separation of duties.

• Data privacy and protection: Alignment with regional data privacy regulations (e.g., GDPR in the EU, CCPA in California) as applicable to data processing and storage.

• Industry regulatory needs: Certifications or capabilities related to certified payroll, tax compliance, and labor regulations in various regions (where CE is used in construction or regulated industries).

• Security standards alignment: Practices aligned with common security frameworks (see below).

• Access control frameworks: Role-based access control (RBAC), user provisioning/deprovisioning, and audit logging.

• Data protection: Encryption at rest and in transit where supported by deployment model; secure backups and DR practices.

• Vulnerability management: Regular patching, vulnerability assessments, and incident response procedures.

• Data residency and sovereignty: Regional data centers or data residency options in cloud deployments, subject to contract and regulatory constraints.

• Industry standards occasionally referenced:

  • ISO 27001/27002 (information security management).

  • SOC 1/2 Type II (controls around financial reporting and data security).

  • NIST CSF alignment (where applicable to vendor security programs).