Full Sail Partners Blog | Information Technology

How to automate recurring tasks and keep your Deltek system running smoothly

When it comes to maintaining your Deltek Vantagepoint system, there’s one tool that quietly powers the background operations most firms rely on every day—the Process Server. It might not have the flashiest interface, but it’s one of the most powerful ways to ensure your system stays clean, efficient, and humming along without the need for constant manual intervention.

Whether you're scheduling large reports, generating batch invoices, or simply trying to avoid system slowdowns, the Process Server helps make all of this—and more—automated and reliable.

What is the Process Server?

The Process Server is Vantagepoint’s behind-the-scenes workhorse. It handles processing jobs that involve large amounts of data or time-intensive operations, sending them to the application server where they run in the background. This frees up users to continue working in Vantagepoint without interruption.

And thanks to its multi-threaded design, the Process Server can run multiple jobs simultaneously—so even when your firm is juggling numerous tasks, performance doesn’t take a hit.

Why It Matters: Automating the Maintenance Grind

System maintenance doesn’t have to be tedious. With the Process Server, many of those recurring tasks can be automated, scheduled, and prioritized, eliminating the need to manually initiate jobs like:

• Large report generation
• Revenue recognition and batch posting
• Overhead allocation
• Billing cycles and approvals
• Daily system clean-up tasks

You can schedule these jobs to run during off-hours—overnight or on weekends—minimizing system impact and maximizing productivity during your business day.

Your Tune-Up Toolkit: Key Queues to Know

The Process Server organizes its work through queues—each with a specific focus. Here’s how to put those queues to work for regular system upkeep:

1. Accounting Queue
Used for batch and interactive billing jobs—perfect for scheduling those large invoicing runs during non-peak hours.

2. Alert Queue
Handles alerts like timesheet reminders, budget milestone alerts, credit card activity alerts, and more. If users aren’t getting timely notifications, this queue is your starting point.

3. Approval Queue
Manages all approval processes, including timesheets, expenses, AP, and invoice approvals. This keeps your business moving without bottlenecks.

4. Exports and Integrations Queues
Essential for syncing data with third-party systems. Schedule your data refreshes or exports without ever logging in at midnight again.

5. Maintenance Queue
This is where the real cleanup magic happens. Jobs here include:

• Recreating audit triggers
• Deleting old archived reports
• Removing expired billing files
• Clearing outdated audit trails and email logs
• Eliminating orphaned sessions or notifications

Think of it as your ERP’s nightly cleaning crew.

Fine-Tuning with Queue Manager

The Queue Manager gives you full control of what’s happening in the Process Server. You can:

• View job statuses
• Filter by queue type
• Troubleshoot failed jobs
• Cancel, resubmit, or hold jobs
• Reset all system jobs if maintenance or alert jobs stop firing

That last point is a hidden gem: If alerts or system cleanups suddenly stop working, just hit the “Reset All System Jobs” button. It’s a simple fix that can save you hours of head-scratching.

Custom Queues & Priority Settings

Have a specific process you want to isolate? You can create custom queues—say, one just for reporting or a unique workflow specific to your firm. You can also assign queues to specific application servers to balance the load.

And don’t forget priority settings. You can assign priorities to queues (with 0 being the highest) and then control access by user role. For example, you might restrict high-priority queues to your accounting team, so project managers submitting large jobs don’t inadvertently delay time-sensitive billing processes.

Configurations That Keep Things Running Smoothly

You’ll find all of this under Settings > General > Process Servers in Vantagepoint. Here, you can:

• Set the number of days to retain job history and error logs
• Add additional process servers (for large firms)
• Monitor server usage and queue performance
• Create and manage custom queues
• Adjust the max concurrent jobs per queue

Just be mindful: keeping too much job history can clutter your database, so the recommended retention is no more than 90 days.

Smarter Maintenance = Less Stress

If you’ve ever stayed late to run reports or woke up wondering whether a critical workflow went through, the Process Server is here to rescue your peace of mind. Automating regular system tasks keeps your Vantagepoint environment clean, fast, and functional—so your team can focus on strategy, not spreadsheets.

Ready to give your ERP a tune-up?

Start by exploring your Process Server settings, reviewing your queues, and identifying what tasks can be automated. And if you want to see all this in action, be sure to check out our on-demand mini-demo linked below for a walkthrough of key features and best practices.

🚀 Smarter system. Less stress. Powered by Process Server.

Big changes are coming to Deltek Vantagepoint’s integration capabilities—but don’t worry, we’ve got you covered! If you rely on integrations using Deltek’s SOAP-based web services, it’s time to prepare for a transition to modern webhook and REST-based integrations.

What’s Changing?

Deltek has officially announced that its SOAP-based web service functionality will be deprecated by 2026. That means firms using these older integration methods will need to switch to webhooks and REST-based APIs to maintain seamless data flow and automation.

Why This Matters

For firms using integrations with Deltek Vantagepoint, this transition ensures:

• Improved Security – Webhooks provide a more secure way to transfer data.
• Faster Data Syncing – Say goodbye to delays—webhooks push updates in real time!
• Better Scalability – As your firm grows, webhooks make integrations more efficient and flexible.

How Full Sail Partners is Handling the Transition

We anticipated this change and have been proactively working on a seamless migration plan for all Blackbox Connector users. Here’s what to expect:

• Update Script Deployment – We’ll provide a script to enable webhook functionality in your Deltek system.
• Plenty of Time to Transition – The script will roll out in Q2/Q3 2025, ensuring ample time for testing and implementation.
• Hands-On Support – Our team will guide you through the process, ensuring that your integrations continue running smoothly.

What You Need to Do

Right now? Nothing! We’ll take care of the transition and provide detailed instructions as we approach the rollout.

If you have any questions about how this affects your firm, don’t hesitate to reach out to our team at [support@fullsailpartners.com].

Looking Ahead

The shift to webhooks is a step forward in modernizing integrations, and we’re excited about the benefits it will bring to your business. Full Sail Partners is here to make sure your workflows remain efficient, reliable, and future-proof.

Stay tuned for more updates, and rest easy knowing your integrations are in good hands!

Let's be real: dealing with system issues can be a major headache. But knowing how to categorize your problem when submitting a support case to Deltek can make all the difference in getting the help you need—fast. Choosing the right severity level ensures that Deltek can prioritize your case appropriately, saving you from unnecessary delays and frustrations.

So, let’s break down the four severity levels Deltek offers, what they mean, and how to make sure your issue gets the attention it deserves.

1. Mission Critical (Severity 1)

This is the "all hands on deck" level. If your system is completely down, producing incorrect data that could lead to major business blunders, or preventing you from working altogether—this is your category.

Examples of Mission Critical Issues:

• Your entire system crashes and won't let you log in.
• Financial calculations are way off, potentially leading to serious business risks.
• A major system failure with no workaround, grinding operations to a halt.

What Happens in Severity 1 Cases:

• Deltek immediately prioritizes Severity 1 cases as top priority.
• A dedicated Support Services Analyst will be assigned to your case full-time to ensure a rapid resolution.
• This level is used when there’s an imminent deadline or business-critical operations at risk, and there’s no reasonable workaround to mitigate the issue.

Why It’s Important: Mission-critical issues require swift action to minimize downtime and business disruption. This is why Deltek places the highest priority on these cases and dedicates full-time resources to resolving them.

2. Critical (Severity 2)

Think of this as the "high priority, but not a total meltdown" level. A major function isn't working properly, but you can still get some work done with a workaround.

Examples of Critical Issues:

• A key feature is glitching, but you’ve found a workaround to keep moving.
• A non-production system is acting up and causing delays.

What Happens in Severity 2 Cases:

• Deltek assigns a Support Services Analyst to tackle your issue during business hours.
• The case is treated with urgency, but since you have a workaround, it’s not as critical.
• The analyst works with you to identify the problem and find a long-term solution.

Why It’s Important: Your operations might not be at a full stop, but resolving these issues quickly is crucial to avoid further disruptions.

3. Elevated (Severity 3)

This level covers the "it's annoying but not a deal-breaker" kind of issues. Your system is working, but not as smoothly as you'd like.

Examples of Elevated Issues:

• A visual glitch that’s more of an eyesore than a real problem.
• A feature that’s sluggish but still functional.
• Formatting errors that don’t impact operations.

What Happens in Severity 3 Cases:

• A Support Services Analyst will take a look and work on a fix.
• These cases don't demand immediate attention but are still important.
• Issues may be escalated if they become more problematic.

Why It’s Important: Even small frustrations can add up. Getting them fixed ensures your system remains efficient and user-friendly. Deltek prioritizes resolving these issues promptly to maintain optimal system performance and user satisfaction.

4. General (Severity 4)

This is your "curious, but not in a rush" level. These cases are for general questions, feature requests, or minor bugs that don’t disrupt daily operations.

Examples of General Issues:

• You’re unsure how to use a specific feature and need clarification.
• A minor bug that’s annoying but doesn’t impact your workflow.
• Suggestions for future improvements.

What Happens in Severity 4 Cases:

• Support will get to these as part of their regular workflow.
• Since there’s no critical time constraint or major business impact, the response time may be longer than for higher-severity cases.
• Support staff will provide assistance based on normal procedures, and issues may be resolved in future product updates or patches.

Why It’s Important: Even small things matter—whether it's answering your questions or improving future system versions.

How to Choose the Right Severity Level

Picking the right severity level helps Deltek help you—quickly and efficiently. Here’s a cheat sheet:

• Severity 1: If your business is at a standstill—submit ASAP.
• Severity 2: Major impact, but you can still function.
• Severity 3: Moderate impact with workarounds.
• Severity 4: Minor impact or general questions.

By understanding and accurately selecting the severity level of your issue, you help Deltek respond faster and more effectively, ensuring minimal disruption to your business. Remember, the more specific and detailed you are when submitting your case, the quicker and more efficiently your issue will be addressed.

Need Help Deciding? We're Here for You!

Still unsure which severity level fits your issue? No worries! Reach out to your Full Sail Partners Account Manager, and they'll help you submit your case with confidence. We're here to make your Deltek experience as smooth as possible!

When evaluating a CRM or ERP system, a critical component of the decision-making process is assessing the data migration effort. Beyond the software and consulting costs, data migration presents its own set of challenges and expenses. As organizations move to the latest ERP systems, such as Deltek or similar ones, understanding the migration process becomes key to ensuring a smooth transition.

So, when you're asking yourself, "Should I migrate my existing data to a new ERP system?", here are the 6 essential questions you should ask:

#1 How Valuable is the Data?

One of the first steps in the data migration process is to understand how valuable the data is to your current and future business operations. In today’s world of data-driven decision-making, your data is likely more valuable than ever.

With the rise of the latest software development, high-quality, accurate data has become a business asset. Data that isn’t frequently updated or no longer relevant might not be worth migrating. However, real-time data on sales, finance, and customer interactions should be prioritized. In some cases, you may need to archive historical data rather than fully migrate it.

When considering whether to bring data to the new system, consider these four questions:

1. Is the data frequently updated and is it accurate? 
2. How often is the data accessed/needed? 
3. Do you use the data in reports? 
4. Do you need the data to make business decisions?
5. If your answer to these questions is rare or never, then the data is probably not worth migrating to the new system.

#2 How Organized is the Data? 

Organized data is essential for smooth ERP migration. Data that isn’t structured properly or with inaccuracies will cause significant roadblocks during migration. ERP migrations should be focused on data cleanliness and consistency.

Some existing data that is being considered for migration may not be consistent across a given data field in a database record. For instance, inconsistencies in key fields (e.g., a phone number field containing text instead of numbers) will need to be corrected before data is moved. Migrating to any latest ERP system requires standardizing data fields to ensure compatibility.

So, evaluating the amount of manual clean-up required can help determine if the information is worth migrating. 

#3 How Long Would It Take Someone to Manually Enter the Data? 

One of the main concerns in an ERP migration is the sheer volume of data that needs to be transferred. As mentioned earlier, certain data is more efficiently entered manually into the new system. It is crucial to evaluate the effort versus the cost. Small data sets or data fields with only a few records may be better handled manually, but large-scale migrations benefit significantly from automation.

If a particular field contains only 50 data records, is it worth the cost of migrating it programmatically to the new system? On the flip side, underestimating the time and effort required for manual data entry can significantly extend the implementation timeline. Our experience has shown that when a firm opts out of a recommended data migration based on analysis, the success rate of the overall implementation tends to decrease substantially.

#4 Is A Conversion Utility Available for my Data?

In today’s ERP landscape, conversion utilities are often available to help automate and simplify the data migration process. These tools can significantly reduce costs and time, especially when migrating to popular ERP systems like Deltek. If a conversion utility is not available, working with a data migration expert who can create custom scripts may be necessary. Be sure you evaluate the cost of these custom tools before starting your migration process. 

#5 What is the Data Migration Vendor’s Migration Process? 

Selecting a vendor with a well-defined and proven migration methodology that addresses the preservation, security, and speed of migrating your business data is key to a successful ERP migration. As an example, below is Full Sail Partners’ migration methodology: 

1. Data Mapping/Assessment – This step involves defining the scope, outlining the migration strategy and approach, and establishing the desired timeline. A proposal will be provided, detailing the costs involved.
2. Data Cleansing – During the mapping phase, data that needs cleansing will be identified. The necessary data will be cleaned and organized in the current system to prepare it for migration. The data migration expert will also analyze the existing data and ask relevant questions to assess its quality. Improving the quality of source data in the current system enhances the success of automated data conversion.
3. Test Migration – Once the migration scripts are created and the data is verified with the client, a test database will be set up for review.
4. Migration Validation – After receiving the test database, the client will examine the data in the new system to confirm it has migrated as expected.
5. Final Migration – After the data is validated, a final migration date is scheduled. Typically, all data is backed up based on the timing of a firm's billing cycle or payroll cycle. The final migration is performed over a couple-day period. Once the final migration is complete and reconciled the system is ready for use, minimizing downtime between the old and new systems.
6. Post Migration – If any issues with the data are discovered after the final migration, occasional post-migration updates may be required to address those issues.

#6 How Experienced is the Migration Expert? 

ERP migrations are complex projects, and the expertise of the migration team can make or break the process. Experienced ERP consultants and migration specialists focus on data strategy and digital transformation.

Most data migrations require a mapping document. This defines the scope and ensures that the data will be imported correctly. An experienced data migration consultant provides this mapping document as well as valuable insight on potential issues that might occur during the data migration process. Before proceeding with data migration, it's important to understand the role and expertise of the data migration specialist within the firm.

Is their primary responsibility focused on data migration, or are they handling multiple tasks? Do they have experience migrating data like yours? A seasoned migration expert typically specializes in this area, dedicating most of their time to migration. Selecting the right expert is crucial, as it can minimize post-migration cleanup and ensure the data is accurately and efficiently transferred to the new system. be necessary. Be sure you evaluate the cost of these custom tools before starting your migration process. 

Data Migration Success Involves a Well-Thought-Out Plan

In many cases, migrating data is a must when implementing a new ERP system. However, by considering these 6 critical factors—data value, organization, manual entry requirements, available conversion utilities, vendor process, and expert experience—you can ensure a smoother transition and get the most out of your new system.

Data migration has evolved significantly over the years. Still, the key to success lies in a well-thought-out plan, comprehensive data assessments, and collaboration with experienced vendors and experts. If you're still unsure about your data migration process, then see how Full Sail Partners can help you with personalized migration strategies tailored to your specific needs by clicking the image below.