Welcome to BDO’s Deltek Costpoint Quarterly Newsletter, your quarterly roundup of timely insights, featured system enhancements, and announcements relevant to Deltek’s Costpoint ERP System for Government Contractors.
Featured Costpoint Functionality
Unlocking Efficiency with Costpoint Version 8: Interactive Emails
Interactive email functionality can be used to notify an employee when a timesheet is unsigned, an approval is pending, or the timesheet was not saved. The email pull details directly from the timesheet and other interactive fields, enabling employees to complete and sign their timesheets without logging into Costpoint. Similarly, supervisors can approve or reject timesheets through the interactive email without needing to sign into the Costpoint system.
The Costpoint Time & Expense module will send the interactive email in a Microsoft format, allowing users to populate their timesheets and supervisors to approve or reject them directly via email. You can access instructions for setup here.
This innovative feature facilitates not only the completion and approval/rejection of timesheets but can be used with requisition approvals and the configurable workflows within Costpoint.
Interactive email is a tremendous asset for enhancing communication with employees. We’re here to assist you in setting it up. Please contact us for more information.
Featured Costpoint Domain
Insights into Lesser-Known Capabilities
Capture & Contracts (aka CRM & Contracts) is the second of the nine Costpoint Domains. This Domain was initially added to Costpoint in Version 8.0 with basic functionality. Over the past five years numerous enhancements and additional functionality have been added. Capture & Contracts contains Opportunities, Contracts, Resources, Activities, and Contract Management Controls.
Here is a list of lesser-known features within Capture & Contracts:
Opportunities > Manage Opportunities – Activities Subtask
The Activities Subtask has been significantly enhanced in Version 8.2. The Activity itself now features Priority ranking, the ability to indicate that the Activity is Completed and the Completed Date as well as the Start and End Date and Time.
Within the Activity Subtask there are two additional Subtasks – Resources and Tasks. Resources can be tracked by Type, e.g. employee, vendor, customer, etc. and can be designated as Primary. The Task Subtask features a Due Date field, Status dropdown, and the ability to Notify the Activity Owner, Task Owner, and establish additional recipients.
In addition to the Activities Subtask the Projects Linked Subtask can be used to link the Bid & Proposal project number to the Opportunity. When the Opportunity is won, the Direct Project number can be linked. This will assist with providing the full life cycle of the project.
Contracts > Manage Contracts - Modifications Tab
Once projects are linked to the contract, the Modifications Tab and the Contract/Project Modifications Subtask on this Tab can be used to view, create, and update signed and funded value modifications, as well as period of performance dates for the contract or the project related to the contract.
Contracts > Manage Contracts - Performance Assessment Tab
This tab can be used for the Contractor Performance Assessment Report system (CPARS) as well as company-specific assessments. Costpoint has defined the following assessment codes and descriptions, but companies can also add their own codes and descriptions for performance assessments to align with their key performance indicators.
Resources > Customer/Vendor/Employee Information > Manage Contract Management Customer Info - Prospective Customers
Prospective Customers can be entered into the Customer/Vendor/Employee Information section and approved through the Approve Prospective Customers screen. Once approved, prospective customers transition to active customer status and can be used in contracts, subcontracts, projects, and invoices. The Performance Assessment tab, which provides access to all contract performance assessment records associated with a customer, is exclusively available for active customers and remains hidden for prospective customers.
Resources > Manage Leads and Contacts
The Manage Leads and Contacts can track information on leads and contacts as well as track details on status, qualifications, sources, and ratings using Ask Dela, your digital assistant, inside Costpoint. Using voice commands, just Ask Dela what you need, such as in Leads and Contacts say, “call a lead”, “create an email”, “make a note in the file”, ”advance the status”, or “find a business affiliation”. Dela can create a contract summary report, check on Open Invoices, provide Project Revenue, or general information about employees, projects, customers, and tasks.
Admin > System Administration > Printing - Manage Word Templates
Word Templates can be added into Costpoint using a Word Add-in from MS Office 365. The screen allows the association of word templates to the specific application screens in Costpoint. The link below provides access to a PDF download of guidance on the add-in for Word as well as how to use the templates in Costpoint.
Deltek Costpoint Office 365 Word Templates
There are also several Contracts related template scenarios that may be helpful.
Breaking News/Items of Interest
On January 15, 2025, the Federal Acquisition Regulation (“FAR”) Council proposed a new FAR Controlled Unclassified Information (“CUI”) rule. The proposed rule will establish uniform requirements for handling CUI and will have applicability to solicitations and contracts from the federal government except for solicitations and contracts solely for the acquisition of commercially available off-the-shelf (COTS) items.
The FAR CUI Rule proposes numerous changes to the FAR intended to standardize CUI handling. There are three primary subject areas worth special consideration:
- FAR Clause 52.204-XX, Controlled Unclassified Information
- FAR Clause 52.204-YY, Identifying and Reporting Information That Is Potentially Controlled Unclassified Information
- Standard Form (SF) XXX, Controlled Unclassified Information Requirements
The proposed rule would create two FAR Clauses:
- FAR 52.204-XX “Controlled Unclassified Information” (when specified in the contract)
- This clause includes new form Standard Form (SF) XXX to instruct on safeguarding/training for CUI specific to the contract.
- Contractors are required to implement NIST 800-171 Revision 2.
- Contractors are required to report cyber incidents within 8 hours of discovery.
- Contractors are required to comply with any additional CUI safeguarding/training requirements of SF-XXX form.
- FAR 52.204-YY “Identifying and Reporting Information That Is Potentially Controlled Unclassified Information”
- This clause will apply if contractors receive a Standard Form indicating that they will not handle or generate CUI during contract performance.
- Contractors must report to agencies if they have received information that may potentially be CUI and to report cyber incidents impacting such information.
- If contractors receive CUI that is NOT reported on SF-XXX, they will have to report it to the government within 8 hours.
- Standard Form SF XXX
- The rule introduces a new mechanism, the Standard Form (SF) XXX, Controlled Unclassified Information Requirements.
- Agencies will be required to use the Standard Form (SF XXX) in solicitations and contracts that may involve CUI.
- While the contracting agency will provide SF XXX to prime contractors, higher tier contractors are responsible for generating and providing an SF XXX for each subcontract they expect to involve CUI.
- The SF XXX must identify the category or categories of CUI that the contractor may handle or generate during performance.
- Contractors are only required to use safeguards for the CUI specified in the form but may have additional reporting responsibilities under FAR 52.204-XX or FAR 52.204-YY if they discover potential CUI not identified in SF XXX.
Sample SF XXX is available here: federal register website.
Industry Happenings
Sunday, April 27 – Tuesday, April 29, 2025
The Greenbrier Resort
Greenbrier, WV
The Professional Service Council’s Annual Conference is the premier event for the government contracting industry. It brings together more than 450 industry executives to examine the most critical issues facing the government professional and technology services industry.
SECAF Government Contractor Awards 2025
Thursday, May 29, 2025
Hyatt Regency Reston
Reston, VA
Deltek is a proud Awards sponsor of the annual SECAF Awards Gala! This event convenes SECAF members, industry influencers, government agencies, professional service providers, and other key industry stakeholders for a night of recognition and success. The awards honor small and emerging government contractors along with the larger industry organizations that rely on smaller contracting businesses to create success.
Monday, November 10 – Wednesday, November 12, 2025
Gaylord Rockies
Denver, CO
Deltek ProjectCon is the destination for project-based business professionals and industry leaders — who are transforming the world we live in — to gather for unmatched inspiration, education, and collaboration. From inspirational keynotes and actionable breakout sessions to 1:1 meetings and unique networking opportunities, our annual customer conference will equip you with the tools and insights needed to transform your business.
Our Services & Approach
BDO’s Deltek ERP Implementation Team is comprised of diverse consulting professionals supporting unique business functions in multiple industry verticals. Some of these industries include government contracting, healthcare, life sciences, nonprofit, education and community resilience.
BDO’s implementation methodology and strategy is unique as we purposely employ consultants who have a blended set of skills including but not limited to accounting, systems, and heavily regulated industry compliance. Our services include design and implementations, data conversion, M&A integration and BI services, system review and reconfiguration, policies and procedures review, and outsourced accounting services. BDO also offers access to our broader in-house team for specialty subjects including compliance and tax. Taking a collaborative approach during implementations, led by our ERP consultants, our clients routinely choose BDO for our full solution.
Questions?
Reach Out for Support: To learn more about these enhancements or to request support, please contact BDO's Deltek team. Our professionals are prepared and dedicated to help you make the most of what Deltek Costpoint 8.2 can offer your organization.
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