Matrix Design Group Improves Business Operations with Deltek Vantagepoint

For architecture and engineering (A&E) firms, the foundation of a successful business isn't just great design; it's having the right tools to manage projects, finances, and people. A clunky, unreliable enterprise resource planning (ERP) system can be a significant roadblock, leading to inefficiencies, frustration, and a lack of trust in the data needed to make critical business decisions. This was the exact challenge facing Matrix Design Group, a prominent A&E firm with more than 230 employees across the U.S. and a growing portfolio of global projects.

Their journey from a system that hindered their progress to a solution that empowered them is a powerful case study for any firm considering a digital transformation.

Operational Challenges with Unanet System

Before adopting Deltek Vantagepoint, Matrix Design Group used Unanet. While the system seemed to function at a basic level, there was widespread frustration regarding everything from daily accounting tasks to high-level strategic planning.

Michael Walker, Matrix's CFO, described the core issue as a fundamental lack of trust in the numbers. "You'd run a report and suddenly the balance sheet wouldn't balance," he recalled. These weren't isolated incidents. The team discovered that routine software updates often caused key financial reports to break, creating anxiety. This instability meant the finance team couldn't rely on the system for accurate, real-time data, forcing them to spend valuable time troubleshooting instead of analyzing.

This inefficiency was a major drain on resources. Alyssa Sabin, Project Administrator, highlighted a painstaking workflow requiring her to export data from the system into other programs to manipulate it. "It was hard to drill down and find why the information was different. This lack of a seamless, integrated experience slowed down everything, especially the invoicing process, which directly impacted the firm's cash flow.” The company had to constantly pay third-party consultants to fix issues that would break again with the following software update.

The problems weren't confined to the back office. Zakary Payne, COO, revealed that Unanet's front-office capabilities were virtually unusable. The resource planning function was so limited and clunky that the firm had to rely on separate software tools to manage project staffing. This fragmented approach created silos of information and made it impossible to get a unified view of the business.

The Transition to Vantagepoint

Recognizing that their old system was an anchor holding them back, Matrix Design Group embarked on a deliberate and ambitious plan to implement Deltek Vantagepoint. With help from Deltek Professional Services, the firm used a phased approach, which made sense for the business.

The strategy was simple yet effective: ensure that core business functions were operational from day one. Zakary remarked, "You've got to get people paid, and you've got to make sure invoices go out the door." Everything else was considered a "frill" for the initial phase. This focus allowed the team to successfully migrate data, establish essential workflows, and quickly get the business up and running on the new platform.

Key Wins and Immediate Impact with Vantagepoint

Even in the initial months, the benefits of Vantagepoint were clear and transformative. The new system has not only solved the problems with the old platform but has also created new opportunities for efficiency and growth.

1. Empowering Project Managers and Fostering a Culture of Ownership

One of the most significant changes for the firm has been the shift in responsibility for project setup. Under the old system, this administrative burden fell almost entirely on the accounting team. With Vantagepoint, Matrix empowered its project managers to take ownership of their projects from the very beginning.

Project managers create project numbers, build project records, upload contracts, and set up the work breakdown structure (WBS) directly within the system. "This change has freed up project administrators and the accounting team to focus on higher-value activities like quality assurance and final approvals, a change that has improved efficiency and fostered a more accountable, collaborative environment,” remarked Zakary.

2. The Power of Automation and Workflows

Vantagepoint's automation capabilities were a welcome change from the manual, disjointed processes of the past. The team quickly began leveraging workflows and automated reports. "The ability to use Vantagepoint workflows and not have to remember those steps has been a huge benefit," said Alyssa.

For example, the firm set up an automated report that sends a daily email to the team responsible for approving new projects. This report and in-system notifications ensure consistency and follow-up without anyone having to track each task manually.

3. Data You Can Trust, and Fast

The most immediate and profound impact has been the newfound reliability of financial and operational data. The days of balance sheets that didn't balance are gone. The team can now run reports and trust the numbers. This has had a direct impact on productivity. As Alyssa noted, what used to take her 45 minutes to research and answer a question now takes her just two minutes. This significant reduction in time allows employees to be more responsive and gives them more time to focus on strategic tasks like winning new work.

4. A Firm-Wide Adoption of Dashboards

With Vantagepoint, the team has been able to create intuitive, up-to-date dashboards that people across the firm are using. "People are embracing the dashboards and looking for ways to improve them every day, which means they are being used, and they work!” Zakary explained.

The widespread adoption of these tools is a testament to their value. Project managers use them daily to track budgets, monitor performance, and manage their programs. This firm-wide access to reliable data ensures everyone is on the same page and can make better, faster decisions.

Looking Ahead: A Foundation for the Future

While the team is still in the early stages of its journey, it is excited about the future. The firm has a roadmap for rolling out additional functionality, including project planning and resourcing. Michael confirms, "Vantagepoint’s flexibility is already showing its value, with employees from departments like human resources asking if they can use the platform to document employee keys and pass assignments."

Deltek's constant updates and improvements have also instilled a great deal of confidence. "It's like Deltek is reading my mind, creating new features I want," Alison said, highlighting how the system is thoughtfully designed to meet the evolving needs of A&E firms. She added, "I recently started using Vantagepoint’s AI tool, Deltek Dela, and was immediately intrigued by its ability to query project-specific and client data. I'm definitely looking forward to exploring its capabilities further."

Deltek Vantagepoint is more than just a software solution for Matrix Design Group. It's a strategic partnership that has eliminated their most significant pain points, streamlined their operations, and created a solid foundation for their ambitious growth plans. For any firm struggling with an outdated or unreliable system, the story of Matrix Design Group is a clear message: the right technology can be the catalyst for a more efficient, profitable, and prosperous future.