USA 
Log In
By Business Solution
Accounting & CPA
McGill Smith Punshon (MSP) Maximizes Efficiency with Ajera and Ajera Payments
An interview with Andrea Fullbeck, Director of Finance and Human Resources
McGill Smith Punshon is a consulting firm with deep roots dating back to 1856. Based in Ohio, with a team of 50 dedicated professionals, the firm specializes in architecture, engineering, surveying, landscape architecture, planning and civil engineering. Andrea Fullbeck is the director of finance and human resources and head administrator for their Deltek Ajera software solution, which has helped the firm manage its financial and project management tasks.
Leveraging Ajera for Project and Financial Management
The firm implemented Deltek Ajera project management and accounting software in 2017. MSP project managers use the Deltek Ajera project command center (PCC) to set up and manage projects. From setting up phases and work breakdown structures (WBS) to creating and managing schedules and budgets, the PCC is a one-stop shop to keep projects on track. To further maximize their use of Ajera, Andrea is looking forward to starting to use the schedule manager to track the workload of their teams and identify staff availability for upcoming projects.
On the financial side, Andrea shares, “I am using Ajera financials to run ledger reports that ensure accuracy during the month-end close before sending them to our third-party accountant for a final review. In addition, I use it to generate various management reports, which helps us make more informed decisions."
The firm also utilizes Ajera’s mobile timesheets so survey crews can enter their time from the field or anywhere. Ajera is also making expense reports an easier process. Andrea said, "Employees can upload their receipts from the mobile device, which saves time and is easier for the crews which is very helpful."
Ajera Payments Proves a Game-changer for Accepting Client Payments
The addition of Ajera Payments, using Payroc's (formerly i3) Bill & Pay solution, further enhances the firm's financial processes. Fully integrated with Ajera, Bill & Pay provides clients with access to an online portal to pay their outstanding invoices through ACH or credit/debit cards. Once payments are made, Ajera imports payment information and automatically applies the payment to the appropriate invoice and the company’s general ledger. According to Andrea, the ability to accept online payments has significantly improved client interactions and accelerated fee collection, minimizing the delays and communication issues experienced with previous methods. "Before using Bill & Pay, there were many back-and-forth phone calls with clients who wanted to pay with a credit card, and we sometimes missed their calls, and they missed our return calls. Now that the firm can accept credit or debit payments online, we can collect payments faster and the client experience is much better," she noted.
The Power of Ajera Alerts
One of Andrea's favorite Ajera features is the ability to set up alerts. These notifications are invaluable in keeping projects and tasks on track. Andrea schedules alerts for various jobs, such as setting up projects in other systems when a new project is created in Ajera, ensuring client details are accurate to ensure timely payment of municipality taxes, monitoring project status and managing accounts receivable collections. On the HR side, alerts notify teams about new hires, ensuring that materials like employee shirts and onboarding packages are promptly sent out. Alerts also remind managers when employee reviews are due, further streamlining administrative processes.
Advice for Firms Thinking About Implementing Ajera
Andrea offers some advice for firms contemplating the implementation of Ajera: “There is a lot this solution can do for a firm. I think it's a great platform for smaller companies, especially when you have limited staff." She emphasizes that Ajera's capabilities extend beyond finance and project management, allowing firms to track proposals and employee licensures, thus reducing the need for multiple Excel spreadsheets.
Andrea's experience with Ajera at McGill Smith Punshon highlights the significant impact the right software solution can have on a firm's efficiency and effectiveness. By fully embracing Ajera's capabilities, she has streamlined processes across finance, human resources and project management, ensuring that McGill Smith Punshon continues to thrive in a competitive industry.
Deltek Ajera
Improve project visibility, increase cash flow and make better, faster business decisions
Related Articles
Deltek Project Nation Newsletter
Subscribe to receive the latest news and best practices across a range of relevant topics and industries.
