AdvancedDeltek Costpoint (on-prem)AI integration / Private architecture

Deltek Costpoint On-Prem AI Architecture for Government Contractors

Question
Deltek Costpoint AI integration on-prem CUI

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  • Costpoint private LLM CMMC
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  • Costpoint web services AI assistant

Short answer

Costpoint on-prem runs on SQL Server or Oracle and exposes data through its database, Deltek web services and import interfaces. A private AI layer reads a replica, answers with a local open-weight model, and keeps project, cost and personnel data inside your own boundary, which matters when CUI and DFARS 252.204-7012 are in play. Accounting entries are never written by the model.

Applies to: Deltek Costpoint on-premises, SQL Server or Oracle. Table and web service coverage varies by release; confirm in your schema and Deltek documentation.

Add a private AI layer to Costpoint in seven steps

  1. 1Decide scope with your compliance owner: which Costpoint data is CUI or export controlled, and whether the AI stack becomes part of your system security plan boundary.
  2. 2Create a read-only database replica for reporting and AI, with a restricted login and a schema of views for projects, organizations, accounts, labor and ledger summaries.
  3. 3Map Costpoint organization and project access onto the views so the assistant applies the same limits as the application.
  4. 4Use Costpoint web services or supported import interfaces for record-level reads and for drafted transactions that a person submits.
  5. 5Index contract documents, SOWs, CDRLs, rate approvals and policies inside the same boundary with their access controls.
  6. 6Serve an open-weight model with vLLM or Ollama on local GPUs in the enclave, with a gateway that logs all activity.
  7. 7Phase in read-only analysis, then drafts such as variance narratives, then approved low-risk actions.

Data access paths in Costpoint

Costpoint stores its data in a relational schema with short, readable table names in capitals: PROJ for projects, ORG for organizations, ACCT for the chart of accounts, EMPL for employees, and posting tables such as GL_POST_SUM for ledger summaries. Timesheet data, project budgets and billing tables are also available. Column and table specifics differ by release and by module, so build views from your own data dictionary.

Programmatic access options include Deltek-provided web services for selected objects, import interfaces for transactions such as timesheets and journal entries (typically run through the Costpoint Process Server), and Deltek reporting tools. For a read-only assistant, a database replica gives the broadest coverage with the least risk to the production system.

Government contract questions often cross projects, indirect rates and funding. Keep the relationships in the view layer, so the model asks for "project cost by organization and period" and does not try to rebuild the structure from raw posting tables.

-- Read-only view over the replica (verify columns in your schema)
CREATE VIEW ai_read.v_project AS
SELECT p.PROJ_ID, p.PROJ_NAME, p.ORG_ID, o.ORG_NAME
FROM dbo.PROJ p
LEFT JOIN dbo.ORG o ON o.ORG_ID = p.ORG_ID;

SELECT TOP 50 PROJ_ID, PROJ_NAME, ORG_NAME
FROM ai_read.v_project
WHERE ORG_ID LIKE '1.%';
-- Ledger questions: join GL_POST_SUM on PROJ_ID, ACCT_ID and ORG_ID and sum the amount columns in your schema

Reference architecture and the CUI boundary

Components: read-only replica; change tracking or CDC feeding the retrieval index; document index; tool server exposing approved read actions; open-weight model served on local GPUs; audit log. For contractors handling CUI, the whole stack should sit inside the same enclave as Costpoint, so there is no separate cloud service to qualify.

The architecture helps you meet your own obligations: data stays inside your boundary, access is logged, identities map to individuals, and no third-party AI service receives CUI. Netray does not claim certifications on your behalf; your system security plan and assessor decide what the AI components must demonstrate. Controls from NIST SP 800-171 such as access control, audit and accountability, and configuration management apply to the new servers like any other.

An air-gapped option is natural here: weights and containers arrive on approved media, and the gateway has no outbound path.

Permissions and write-back

Costpoint security restricts what a user can see by organization and project, and by function. The assistant must apply the same restrictions. Resolve the asker to their Costpoint user and apply their organization and project access to every tool call. Where a restriction cannot be expressed in a view, use the web service or reporting object that enforces it. Pay particular attention to labor and personnel data, which is both sensitive and often in scope for access limits.

Do not let a model post accounting entries. Costpoint supports compliant accounting that auditors examine; a model-written journal entry is a risk. Allow the assistant to draft timesheet corrections, journal narratives and billing explanations that a person reviews and submits through the standard screens or import interface. The approver, not the model, is the actor of record.

Sizing and phased rollout

Costpoint sites commonly have 100 to 1,500 named users but a smaller group of heavy analysts. Plan one to two data center GPUs for a 14B to 32B class model for a few hundred active users, and more headroom if contract documents are large. Document indexes for contracts, proposals and policies run to tens of gigabytes. Use these as planning ranges.

Phase 1: read-only questions about project status, cost to date, funding and ceiling remaining, with visible queries. Phase 2: drafts such as monthly variance narratives, invoice backup summaries and incurred cost submission support notes. Phase 3: approved low-risk actions through standard interfaces, each with an approver.

Honest limits

Deltek provides reporting, dashboards and its own AI features in some editions; if those answer your questions inside your boundary, use them. A custom layer pays off for cross-system questions and documents. A model is not a substitute for DCAA-ready accounting practice, and it should not be asked to interpret FAR or DFARS clauses without a human compliance reviewer.

Table coverage, web services and security models differ by release, and customisation (user-defined fields, custom screens) needs mapping. Totals must come from SQL, and rate calculations must come from Costpoint, not the model.

Try it here, free

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Generate an architecture plan for a private AI assistant on on-prem Deltek Costpoint: SQL replica, web services and import interfaces, organization and project permissions, local GPU model and audit.

Common pitfalls

  • !Sending Costpoint or contract data to an external AI API, which may breach CUI handling rules.
  • !Ignoring organization and project access so everyone can see every project through the assistant.
  • !Letting the model post journal entries or change accounting data.
  • !Leaving the AI servers out of the system security plan and asset inventory.
  • !Using model arithmetic for rates, burdens or ceilings instead of Costpoint calculations.
  • !Indexing contract documents without their access controls.

How an ERP-grounded AI assistant handles this

ERPray can connect read-only to Costpoint data on your own servers, show the query behind each answer and respect access rules. For regulated setups Netray designs the on-prem model server, retrieval index and approval workflow around your compliance team and Deltek partner, and describes the controls so you can map them to your own obligations.

See ERPray

Frequently asked questions

Can Costpoint AI run fully on-prem for CUI?

Yes. Replicate the data read-only, serve an open-weight model on your own GPUs inside the same enclave, and keep the gateway inside your boundary. Your assessor decides how the new components are scoped and evidenced.

Should AI write to Costpoint?

For accounting data, no. Let the assistant draft narratives and corrections for a person to submit through standard screens or import interfaces. The approver stays the actor of record.

How are project and organization limits respected?

Resolve the asker to a Costpoint user and apply their organization and project access to every tool call or view. Use web services or reporting objects where the restriction cannot be expressed in SQL.

Does Deltek already offer AI for Costpoint?

Deltek has analytics and AI features in some products and editions. If they work inside your boundary and answer your questions, use them. A custom layer is for cross-system questions, documents and strict on-prem requirements.

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A Costpoint connection error means a layer between your browser and the database failed: your network or browser, the web or application server, single sign-on, or the database. Test from outside your machine first to learn whether it is only you or everyone, then check each layer in order. If you are Deltek-hosted, check Deltek's status communications and open a support case.

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