How JSRa Gained Flexibility and Confidence with Deltek Ajera in the Cloud

Freedom from On-premises to Flexibility in The Cloud

Small Firm, Big Complexity

For smaller architecture and engineering firms, efficiency often hinges on the ability to do more with less: fewer people, limited IT resources, and complex operational demands. That's exactly the environment Sarah Van Osten manages at JSRa Architects and its sister company, Smitthipong & Rosamond Associates, Inc. (SRa).

As the business manager, Sarah plays a central role across both organizations. "I'm a business manager and I wear a lot of different hats. I do all of the accounting as well as payroll and HR, including all of the administrative tasks within the firm." Supporting a 14-person team across two closely connected companies, Sarah manages payroll, reporting and day-to-day operations.

JSRa, a 100% Native American–owned firm, operates alongside SRA in a multi-company setup. Sarah manages dual payroll systems, shared data structures, and intercompany transactions. That complexity makes reliability and access non-negotiable, and it quickly exposed the limitations of an on-premises solution.

Operational Challenges That Made the Cloud the Clear Choice

When Sarah first implemented Deltek Ajera, the system was hosted on-premises. But as the firm approached a renewal cycle, a new option emerged: migrating to the cloud.

The decision wasn't driven by a single event, but rather by a series of operational challenges. Relying on internal and contracted IT resources could impact the timing and efficiency of updates, according to Sarah, and the delays had real consequences: "I was waiting a couple of months sometimes for updates to be applied." For a business manager who depends on current tax forms and payroll features, that kind of lag isn't just an inconvenience; it can amount to a workflow problem.

Remote access added another layer of friction. Connecting to Ajera on-premises while working outside of the office required navigating internal VPN configurations for security’s sake, which could slow performance. In Sarah's words: "It just was very clunky." The conclusion she drew was straightforward: "If we were cloud-based, things like that would be a lot easier."

Addressing Concerns and Making the Move

Like many firms, JSRa prioritized security and data control. After consulting with Deltek and reviewing the documentation, any concerns were put to rest. As Sarah puts it: "We were comfortable with the security of having Ajera in the Deltek Cloud."

The actual migration process turned out to be far simpler and faster than expected. The firm uploaded their database on May 3rd and were live on May 4th. Even with a complex multi-company setup, the transition was seamless, Sarah said. "We didn't have any hiccups; the process was smooth.”

Same System, Smarter Access

One of the most positive outcomes for the firm was the lack of a learning curve. As Sarah describes the experience: "There's literally no difference. The on-premises and cloud versions are exactly the same." For staff, the transition was minimal, so at the next team meeting, she simply said, "This is how we log in now," and that was the sum total of onboarding for the team. They were off and running. This continuity allowed everyone to focus on their work, not on relearning systems.

Key Benefits of Moving to the Cloud

1. Work from Anywhere

For Sarah, one of the biggest improvements was the freedom to work without constraints. Before the migration, accessing Ajera remotely meant fighting through a cumbersome, unreliable remote desktop connection, which was frustrating enough that she often chose to come into the office rather than deal with it. The contrast now is stark: "I instantly was happier with being able to just log on from anywhere."

That flexibility matters, especially in a small firm where there's no backup for critical functions. As Sarah sees it: "In 2026, that's essential. You need to be able to work from anywhere. I've done work from vacations and places all over the country, and it's super easy because of being cloud-based."

2. Improved Efficiency Across the Team

Cloud access improved accountability beyond Sarah's own workflow. Staff who previously had legitimate obstacles to completing timesheets remotely no longer have that barrier. What used to be an operational bottleneck is now streamlined.

Automatic updates also eliminated the delays that had previously slowed critical processes, meaning Sarah always has what she needs to get the job done, without waiting on anyone else.

3. Reduced IT Burden

Moving to the cloud freed Sarah from depending on their IT vendor for system maintenance. "Now, we just don't have to worry about that anymore. I always know it's current." She draws a comparison that most professionals will recognize immediately: it's like going from a traditional Microsoft Office license you had to manually renew and update, to Office 365 where you simply know you're always on the latest version.

4. Stronger Security and Reliability

Sarah's perspective on security is similar to that of a lot of smaller firms, which can be vulnerable to risks from external hackers and ransomware attacks. These risks are compounded when system backups are managed in an unreliable or inefficient way. Her take: "I don't think that necessarily having [solutions] on-premise protects you. If anything, it makes you more vulnerable."

With Ajera in the Cloud, confidence extends to both security and recoverability. 

Advice for Firms Considering the Cloud

For firms still weighing their options, Sarah's advice is simple: start the conversation. "Take the call and get your questions answered one-on-one," she says, noting that every firm's needs are different and a direct conversation with a Deltek representative goes a long way toward understanding both the timeline and the technical aspects of the decision.

She also speaks to the broader industry direction: "Everything's going the way of the cloud. It's kind of like AI—you're not going to stop it. So you might as well embrace it."

And for those worried about disruption, her experience offers genuine reassurance: "It's so painless. It really is. It was literally a day or two and we were up and running with no problems at all."

The Case for Moving Forward

For JSRa, moving Deltek Ajera to the Cloud wasn't about changing systems, it was about removing barriers.

By eliminating IT delays, enabling true remote access, and strengthening security, the firm has positioned itself for greater flexibility and resilience. As Sarah's experience shows, cloud adoption doesn't have to be complex or disruptive. In fact, it can feel surprisingly seamless.

And in today's fast-moving environment, that simplicity may be the biggest advantage of all.