NeoSystems has compiled a list of frequently asked questions regarding the  transition process from GCS to Costpoint. Answers to these questions are listed below.  You may also access a print-friendly version by clicking on the button to the right.
FAQ Sheet
Can I stay on GCS?
a. Some GCS clients may have a license agreement that permits the continued use of the product. However, NeoSystems would not recommend that a client attempt to continue using it even if permitted. When support ends, there will be no additional updates to the product, even if regulations change that might otherwise require an update.
 
b. Additionally, should you run into an issue that would require a bug fix or issues with compatibility with new releases of operating systems or browsers, no assistance will be available. Additionally, the vendors that supply some of the underlying software for GCS are discontinuing support, so as new versions of operating systems are released GCS may cease functioning.
I don’t like the way my GCS is currently configured. Can I change things if I upgrade?
a. Yes, there are several options for clients that want to take advantage of Costpoint’s advanced capabilities. You should speak with a consulting professional who can provide more information about the options available. Although advanced configurations are possible they will generally increase the implementation costs and extend the implementation timeline. 
I’m a small government contractor. Is Costpoint right for me?
a. Yes, Costpoint is used by government contractors of all sizes. The system is scalable and can grow along with your company.
What Costpoint upgrade/migration options does NeoSystems offer?  
The options differ depending on whether you are a NeoSystems client within our Managed Accounting Services (“MAS”) program or whether you are a client within our Consulting Services program.
For clients enrolled in our Managed Accounting Service (outsourced accounting), NeoSystems bears a large portion of the migration costs. Costs can be kept very low and the implementation timeframe reduced so long as the DMX tool is used (see approach “a” below) and the client is accepting of the structures it creates for accounts, projects and organizations without further customization. Although NeoSystems does not subsidize the implementation costs for customers in our Consulting program, there are still ways to minimize the costs. See below.
a. DMX conversions without customizations: 
     i. All defaults created by the DMX tool are accepted without further customization. Based upon how a company is            set up on GCS, NeoSystems can replicate very similar structures in Costpoint using the DMX tool. This is the                fastest, easiest, and least expensive option. Since we are performing day-to-day accounting functions for our MAS        clients and have a great degree of familiarity with their systems and data, we can complete DMX-based                        conversions within a 2 to 4-week window. If you are a client in our Consulting organization, the conversion can be        completed within 4 to 6 under this option.
    ii. All prior year transactions and project history are included in the conversion and will be accessible in Costpoint.
b. DMX conversion with customizations:
    i. All defaults created by the DMX tool are accepted, but customizations are completed based on the client’s unique        requirements. Structures created for accounts, projects and organizations are altered after being created by the            tool. Remapping for prior years’ transactions may be required, although the DMX tool is used to complete the                initial conversion. This option will increase the implementation cycle to 8 to 12 weeks, and perhaps longer                      depending on the degree of customization required, and will carry a higher cost as a result. 
c. Fresh Start setup (conversion from a system other than GCS or a greenfield start up)
     i. NeoSystems has established a standard Costpoint configuration using organizational, account and project                     structures that accommodate a typical small government contracting company. The standard configuration does           not include any transactions, but does include all configuration components.
    ii. Once the Costpoint database is established, ending balances and cumulative values from the legacy system can           be transferred to Costpoint to initialize the system. You do have the option of converting and transferring detailed           current or prior year transactions from the legacy system to Costpoint, however this approach will increase the             cost and lengthen the implementation cycle.
   iii. If the client is accepting of the standard structures used by NeoSystems and the initialization of Costpoint with              prior period ending balances and cumulative values, the implementation can be completed in 6 to 8 weeks.                    Customizations and conversion of current or prior years’ detail transactions will increase the implementation cost          and lengthen the implementation cycle.
d. Fresh Start setup (Detailed conversion, fully customized structures)
     i. Completely customized data conversion based on the unique requirements of a detailed business review and               system design. Custom conversions include:
          1. Redesign of Accounts, Orgs, Projects based on requirements
          2. Unleash the full power of Costpoint on existing projects
          3. Maximize efficiency and optimize data access
          4. Custom pricing
    ii. The DMX conversion tool cannot be used for completely customized conversions. Rather, a customized data                 conversion is completed based on mappings between the legacy systems data and the structures established in           the detail system design.
   iii. The implementation timeline for a detailed, customized conversion will run from 12 to 14 weeks and could take               longer depending on the size of the organization, the complexity of the design, the amount of data to be                         converted and any interfaces with ancillary systems that may be a part of the design. 
What modules are included in Costpoint?
a. Accounts Receivable
b. General Ledger
c. Labor
d. Projects
e. Cost Pools
f. Accounts Payable
g. Billing
h. Product Definition
i. Preprocessors for Journal Entry, PO Voucher, AP Voucher, Employee Basic, and Project
j. Workflow
k. System Administration
l. Optional modules include Procurement and Advanced Materials
m. Also available in Costpoint 7.1.1: Subcontractor Management, Time & Expense 10, Budgeting & Planning
How long will it take to implement Costpoint?
a. The experience for each client is different depending on their size, what Costpoint modules are required, the existence of custom interfaces, and many other factors. See the items above for typical timelines under the various options identified.

b. Since we are performing day-to-day accounting functions for our MAS clients and have a great degree of familiarity with their systems, we can complete DMX-based conversion within a 2 to 4-week window.  
Is it possible to get a rapid implementation?
a. Yes, we do offer a rapid implementation service for unique situations. Although NeoSystems recommends full test cycles and multiple conversions, there are methods to significantly decrease implementation time. 
Can Costpoint be integrated with other applications and programs?
a. Yes, Costpoint integrates well with other programs. Typically, the system is interfaced with Deltek Time and Expense and Payroll Providers.

b. Costpoint also interfaces frequently with HRIS, Procurement, and Budgeting systems.
What software licensing options are available?
a. Under NeoSystems’ MAS option, the client does not need to purchase a license at all. The use of Costpoint and Neo’s private cloud hosting is embedded in the outsourced accounting service as a part of the solution.

b. For clients opting not to take the MAS option, SaaS subscriptions are available:
     i. Subscription for Costpoint SaaS with on-premise self-hosting
    ii. Subscription for Costpoint SaaS, hosting in the Deltek cloud
Will my software costs increase?  
a. Not necessarily – some clients who have moved to Costpoint have done so at the same or less cost than their current GCS maintenance, but the situation will depend on the clients existing cost and license seat requirements.

b. Deltek is providing preferential pricing programs for existing Deltek clients which NeoSystems is authorized to offer under our reselling program with Deltek.

Does Costpoint have the same “look and feel” as GCS?
a. Costpoint isn’t an “upgrade” from GCS with only minor changes. It’s software that was developed as an improvement to GCS from the ground up. While some concepts will look very familiar, there are significant differences in the capabilities and the “look and feel” of the product. Basic user capabilities will be developed quickly for ex-GCS users while advanced topics will require additional time to master.
Would I have new functionality and capabilities with Costpoint?
a. Yes, Costpoint is a web-based platform and is designed and developed on modern technology. Costpoint is on a database-driven platform whereas GCS is on an outdated COBOL platform.
b. Many enhancements to the software’s core functionality have been made over recent years with Costpoint 7.1.1’s recent launch as the latest version.
I have never worked with Costpoint before. What training resources are available and when should I begin using them?
a. You should begin taking Costpoint training classes as soon as possible after making the decision to migrate. This will help lessen the learning curve from GCS to Costpoint.

b. With a Costpoint software license subscription, Deltek offers the following training resources:
     i. Over 300 confidence builder resources
     ii. Live instructor online training, specifically designed for GCS to Costpoint users
    iii. Access to Costpoint Knowledge Base
    iv. Access to online and in-person user groups

What happens to my old GCS database and data?
a. We recommend you keep an instance of GCS and your previous years’ data. To help with this, Deltek is offering a generous Audit License Program which we honor under our reseller program with Deltek. If you get audited after converting from GCS to Costpoint, having that previous years’ activity will be immensely helpful, and NeoSystems can help you through that process.
I like Deltek software but paying for software, implementation, and training isn’t appealing to me. Are there options?
a. Yes, our Managed Service offerings will operate your business on Deltek software without requiring you to purchase it outright or having to worry about system maintenance or employee training. Although outsourced to NeoSystems, the work will be performed at your location (unless you request us to work remotely) and the systems will be hosted in NeoSystems’ private cloud that is SSAE 16 SOC 1 and 2 certified and is FISMA compliant.
What steps do we need to take to migrate from GCS to Costpoint?
a. Although there are many elements to the migration, there are five main areas in the scope:
     i. Training
    ii. Data conversion
   iii. Data verification
   iv. Testing (we recommend parallel testing)
    v. Cutover planning and Go Live

b. We can go into much greater detail on these once we have some discussions about your current GCS configuration and your plan for Costpoint.

We prefer on-premise installation? Is that possible?
a. Yes, NeoSystems recommends evaluating all software deployment and pricing options, and making a decision based on a company’s unique requirements.
I’m not certain about Cloud SaaS; do I have options?
a. Yes. NeoSystems offers a number of deployment options, including hosting. However, there are advantages to using Cloud SaaS, including seamless upgrades and minimal downtime.

b. In addition, the Deltek Cloud can be used at various levels including core modules, Time and Expense, Cognos reporting, payroll, procurement, and multi-company/multi-currency.
How long does Deltek plan to support SaaS clients?
a. GCS will be available through maintenance support effective October 18, 2016, and will be moved to sustained support in April 30, 2018.
I need to evaluate my options and present these to management. Can you help?
a. Yes, NeoSystems is experienced at providing software selection guidance to assist clients in evaluating their options. Contact us for more information.
What are your pricing options for software, implementation and managed services?
a. Special pricing is available for MAS clients and is different on a case by case basis. The descriptions provided above will provide you with some guidance. However, please contact us for more information.

b. All options other than the MAS options described above a completed on a T&M Pricing with very competitive rates arrangement and, depending on the options selected, may include the following:
     i. Business review
    ii. Detail System Design
   iii. Data Migration Plan & Execution
   iv. Data Integration Plan and Execution
    v. Convert and Configure
   vi. Plan, Test, Train

Why should I choose NeoSystems for my implementation over Deltek or another partner?
a. NeoSystems is Deltek’s first and only platinum partner, with consultants having successfully completed over 200 migrations to Costpoint from GCS, more than any other Deltek partner. We deliver a methodology and toolset created specifically for GCS to Costpoint migrations, and migrate clients of all sizes. Additional benefits include:

b. Enhanced Operations:
     i. Continued performance of vital business operations
    ii. Billing, vendor payments and reconciliation, payroll

c. Learning the new software with extensive support, including Costpoint eLearning

d. Complete testing and ‘Go-Live’ readiness

e. Project Planning and Control
     i. Project Plan & Weekly Status Updates
    ii. Periodic Steering Committee Meeting w/ Neo Exec

f. Documentation playbook
     i. DMX Conversion Guide
    ii. Pre-written desktop procedure templates
   iii. GCS Pre-Conversion Clean up Guide
   iv. GCS to CP Reconciliation Procedures
    v. Cutover Plans


For more information, please contact: Matt Fogo mfogo@neosystemscorp.com or gcstocp@neosystemscorp.com
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