Deltek Costpoint Data Validation & Post-Load Reconciliation

Deltek costpoint data validation is the post-load reconciliation discipline that proves every Costpoint record made it to Oracle Fusion intact and in the right shape. For a federal contractor, validation is not a final-week QA pass — it's a continuous workstream that produces signed evidence the controller, contract administrators and DCAA liaison sign off on before cutover commits. Syntra ETL's validation framework runs at six levels: record-count parity, sum-total parity (trial balance, AP aging, AR aging, billed-to-date), hash-signature parity (byte-level proof each row landed unchanged), business-rule parity (CLIN NTE not exceeded, PLC rate matches contract), indirect-rate basis-point parity (pool calculations match between Costpoint and Fusion), and DCAA audit-trail chain parity (every billed hour traceable to original signed timesheet).

Three reasons. First, the audit consumer of the validation evidence is not just internal finance — it's the DCAA contracting officer who may request rate-reconciliation lookback for any of the prior 7+ fiscal years and expects evidence that survives a formal audit. Second, the data model differences (Costpoint indirect cost pools vs Fusion Indirect Cost Recovery Schedules, Costpoint CLIN/SLIN vs Fusion Project Funding, Costpoint PLC effective-dated rates vs Fusion Bill Rate Schedules) mean simple field-pair parity isn't enough — validation has to prove business-rule equivalence. Third, federal contracts often have approved provisional rates and forward-pricing rate certifications that constrain what valid Fusion outputs look like — basis-point variance in pool calculation has audit consequences, not just accounting consequences.

Eight standard reconciliation reports per load cycle, signed and timestamped: (1) Record Count Parity — Costpoint source count vs Fusion loaded count per domain per fiscal period per business unit, zero variance threshold; (2) GL Trial Balance Parity — per-period per-account balance reconciliation to the cent; (3) AP Aging Parity — open AP balance by vendor by aging bucket; (4) AR Aging Parity — open AR balance by customer by aging bucket; (5) Indirect Rate Pool Parity — Costpoint pool calculation vs Fusion ICRS output per pool per fiscal period to the basis-point; (6) CLIN Billed-to-Date Parity — per-contract per-CLIN billed amount in Costpoint vs Fusion Project Billing; (7) T&E Labor Distribution Parity — per-employee per-day per-PLC labor hours; (8) DCAA Evidence Chain Parity — every billed labor hour traceable back to original signed Costpoint timesheet.

Indirect cost pool validation is the highest-stakes reconciliation in any federal-contractor migration. Syntra ETL's validation framework runs Costpoint's native pool calculation for the period in question (extracting the calculation workpapers, allocation base detail and approved rate certification context), runs Fusion's Indirect Cost Recovery Schedule calculation for the same period (extracting the Fusion-side allocation logic and outputs), and reconciles the two to the basis-point. Any variance is decomposed: was it caused by pool definition difference, allocation base difference, cost-object inclusion difference, rounding difference, period-cutoff difference, or genuine calculation error? Decomposition output is what the DCAA liaison signs off on — a variance of zero basis points is rare; a variance of less than 1 basis point with documented decomposition is acceptable; anything more requires correction before cutover.

T&E labor distribution is the second-highest-stakes reconciliation because it's where DCAA timekeeping evidence lives. The validation framework reconciles per-employee per-day per-project per-PLC per-charge-code labor hours between Costpoint T&E and Fusion PPM Expenditure Items with zero-variance threshold. Supervisor approval audit trail is reconciled separately — each Costpoint approval record has a corresponding Fusion approval reference. Floor check audit evidence (per-employee per-floor-check-date) is preserved as immutable archive and reconciled count-wise to ensure no records were dropped during extract or transform. Open timesheets (current pay period) get special handling: the validation framework reconciles entries as they exist at the cutover instant, then traces every subsequent post-cutover entry to confirm it was correctly captured in Fusion only.

Active multi-year contracts get a dedicated validation workstream because the contracting officer expects period-of-performance continuity to be auditable across the cutover. Per-contract reconciliation includes: CLIN structure parity (every CLIN and SLIN present with NTE ceiling and funding designation preserved); funding modification chain parity (every modification with effective date preserved); cost-incurred-to-date parity per CLIN per period; billed-to-date parity per CLIN per period; EAC/ETC parity at cutover instant; period-of-performance continuity (no break in active CLIN period of performance across cutover). The output is a per-contract continuity certificate signed by the contract administrator and Syntra ETL — produced before the contracting officer is formally notified of system-of-record change.

Validation runs continuously across the build, not as a final-week pass. During extract: every extract produces a signed manifest with counts, sums and hashes. During transform: every transformation rule produces a validation report against the source domain. During test load: full eight-report reconciliation pack produced per load cycle. During parallel run: monthly reconciliation packs produced for both Costpoint and Fusion for 1–2 fiscal-month cycles. During cutover: final reconciliation pack frozen and signed by controller, contract administrators and DCAA liaison. Post-cutover: monthly reconciliation packs produced for the first 90 days to confirm ongoing Fusion operations match Costpoint baseline. Total validation engineering effort runs 20–30% of the full migration build, but happens in parallel — not as a serial back-end phase.

The signed deltek costpoint data validation evidence pack handed to DCAA on request includes: (1) the final pre-cutover reconciliation pack signed by controller, contract administrators and DCAA liaison; (2) the parallel-run reconciliation packs for each parallel fiscal month with both Costpoint and Fusion producing matching outputs; (3) the indirect cost pool calculation reconciliation per pool per fiscal period with basis-point variance decomposition; (4) the per-contract continuity certificate per active multi-year contract; (5) the DCAA evidence chain parity report proving every billed labor hour traces back to its original signed Costpoint timesheet; (6) the immutable Costpoint archive manifest showing 7+ year retention of source-system data with hash-signed integrity proofs. This is the evidence pack that survives a DCAA business systems review or contracting-officer rate-reconciliation request.