API

API Post-Live Support

By Sandy Froonjian

If you have read the previous API blogs, you should have a good understanding by now of what is involved in the integration process here at PCI. But what happens after the integration process is over? Do we just say good-bye to our client and never interact with them ever again? Of course not! There is still a lot involved in the post-live support with our clients. PCI’s API team is available to any client with an active integration with PCI.

After a client’s integration is live, we have a final close-out call called the Dashboard Review. This meeting is dedicated to explaining how to navigate the Astrata Dashboard, a platform created by PCI. Astrata acts as a separate front-end interface to Costpoint and is connected to each client’s Costpoint system. It includes a module called the Dashboard Monitor, which every client can access. Through a red-light/green-light system, clients can easily view the status of every integration run and identify any errors. They can also expand each run to see the specific data processed and any associated errors.

The API team can create a personal Astrata account for all client team members. Plus, we can make multiple accounts for each client. Another nifty feature is each account can be configured to receive email notifications whenever an error occurs, eliminating the need for daily logins. Say goodbye to unnecessary hassle and stay on top of any issues with ease.

On our dashboard, clients have two convenient options to submit support tickets. The first option allows clients to easily inquire about specific logs and error occurrences. Submitting a support ticket automatically references the corresponding log, ensuring our API teams have all the necessary information.

The second option grants clients a platform to address any general questions, comments, or concerns about their integration. Whether it’s a broad issue or a request for modifications, clicking the “Support” button at the top allows clients to describe their needs in a convenient form. Rest assured, support tickets are promptly sent as emails directly to our dedicated PCI API team, with the developer of your integration being notified accordingly. Expect a response within 24-48 hours, although our goal is to reach out within a few business hours.

As you can see, whenever the API team finishes working with a client, we are never fully disconnected from them. We are simply just a click away if the client ever has a question or needs an update to their integration.

[Learn More] See how our Astrata Integrations can enhance your Costpoint User Experience

[Visit our API Webpage] Check out our third-party API integrations

The API Integration Process

Written by: Sandy Froonjian

In my previous article, I provided a general overview of what the API team at PCI does. In this article, I’m going to get more technical and explain the details of how we work with our clients to accomplish that integration. To begin integrating, the client must be set-up within both software programs. We typically integrate Deltek’s Costpoint and WorkBook products, but we can connect to various other software programs as needed. For the sake of simplicity, I will reference Costpoint in this article.

Once Costpoint is implemented, the customer will contact a PCI Sales Representative and describe the integration they require. For example, what third-party software are they using? Which module within Deltek/Costpoint do they want connected? Which fields within the module do they want populated? Which way(s) do they want the data to flow? Once the PCI Sales Rep has a good understanding of what the client needs, a proposal is created for them. The proposal will contain all the answers to the above questions, as well as the final cost of the integration.

After the proposal is signed, the API team jumps in! The API team consists of a Project Manager, a Principal Consultant, and Software Engineer(s). Once the team is assigned, we first meet for a kick-off call, where we introduce ourselves, outline the steps of your integration, and give you a timeframe for each part of process. We will also schedule a weekly meeting series so that both parties can stay up to date on the progress.

The first order of business for the API team is obtaining access to both your third-party system and Costpoint. Depending on the type of third-party software, we might need to get credentials to connect to its API’s, SFTP site, and/or SSL certificates. If we do not have access to your Costpoint system at this stage, we will connect through a VPN. The team then creates a WIC (Web Integration Console) environment for the client, which is an exact copy of their Costpoint system that is only used for testing purposes.

Once we have all the access components we need, the next step is to complete a mapping document with the client. This is where customization comes into play. Because we are working with two completely different systems, the fields found in each system don’t align perfectly. Therefore, we need to discuss with the client how they want data in one system to flow into the other. This often involves creating crosswalks because the two systems might contain data of the same field in different formats. For instance, the field “Organization” in system 1 might be a text format such as “Premier Consulting and Integration”, while in system 2 it might be a numerical format such as “1.01.01.02”.

After the API team and the client complete the mapping for every field, the Software Engineer can then code the function. The mapping file acts as the blueprints for the coder to create the API. Once they are done coding, we move into the testing phase. During this phase, we have the client make any possible test changes they see fit, so we can account for all possible scenarios while we are still pointed at the client’s WIC environment. Also, during this phase, the function is automated to run on whatever schedule the client asks for.

Finally, once both parties are confident that all testing scenarios have been accounted for and that the API is working as intended, the engineer then points the function at the client’s production environment. At this point, the API is officially live! The API team provides one last meeting for the client called the “Dashboard Review.” During this review, we provide access to our Astrata dashboard site where the client can monitor all the logs/run of the function moving forward. They also have the ability on this site to submit support tickets directly to the API team if they run into issues or concerns.

The amount of time that the entire integration process takes varies. If it’s an integration that we have done before, it can be as quick as 5-6 weeks, but if it’s a brand-new integration, it can take 7-8 weeks.

The diagram below summarizes the entire integration process:

API Acronyms Uncovered

We live in a world filled with acronyms. For those who are not familiar, an acronym is an abbreviated formed word, formed by letters of other words and pronounced as a word.

The Application Program Interface (API) world is no different when it comes to abbreviations and acronyms. We have outlined some common API acronyms below.

API – Application Program Interface
WIC – Web Integration Console
SOAP and REST– types of API calls that can be made
- SOAP – Simple Object Access Protocol
- REST – Representational State Transfer
CRUD – Create, Read, Update, Delete
SFTP– Secure File Transfer Protocol
AWS – Amazon Web Services
SSS – Simple Storage Service
VPN – Virtual Private Network
SQL – Structured Query Language
CSV– Comma Separated Values
- Type of file that can be used if SFTP sites are used
JSON and XML– Formats data from API calls can be in
- JSON– JavaScript Object Notation
- XML– Extensible Markup Language
200, 400, 500 responses– responses that tell you if the API call was successful or not
- 200– indicates successful API call
- 400– indicates an error caused by the user
- 500– indicates an error caused by the server
DNS– Domain Name System
- Service that enables a link between domain names and the IP addresses with which they are associated
IP Address– Internet Protocol Address
- unique string of characters that identifies each computer communicating over a network
SSL– Secure Socket Layer
- Uses a public key to encrypt data transferred over the connection to communicate securely with the web server
TLS– Transport Layer Security
- Authentication and security protocol widely implemented in browsers and Web servers
HTTP– Hypertext Transfer Protocol
- protocol for information systems that allows users to communicate data on the World Wide Web.
HTTPS– Hypertext Transfer Protocol Secure
- Adds SSL/TLS to the HTTP for added security
DB/DBMS– Database/Database Management System
- Secure system where data is stored
SDK– Software Development Kit
- Collection of software development tools in one installable package
CLI– Command Line Interface
- Processes commands to a computer program in the form of lines of text
GUI– Graphical User Interface
- Type of user interface where users interact with electronic devices using visual representations

We hope you have learned a new acronym or two from this today!

PCI offers cutting-edge solution integrations to complement and enhance your Deltek product investments. Our consultants help to identify and bridge gaps between various business systems, offering several third-party integrations into Deltek Costpoint and Deltek WorkBook. Our API capabilities include data pulls and custom-built integrations.

To learn more about API integrations, visit our LINK API Integration page.

Connect Everything

Is your firm using multiple tools to manage Financials, Payroll, CRM, HR and more? It may be time to consider connecting everything. Connect your applications quickly and easily with PCI’s LINK capabilities.

APIs can help connect all systems and data to one system to help you easily host all your data in one consolidated system such as Deltek Costpoint or Deltek WorkBook. In addition to data storage, API’s enhance productivity and help to drive revenue.

Still confused to how this may work for your organization? Here are a few examples: If you are using Insperity as your PEO, you can use API automation to move your employee data between the Insperity and Costpoint. If you are using HubSpot to move your marketing, sales, and service data we can sync it with Deltek WorkBook for consolidated project management and CRM tool.

Learn more about PCI’s LINK integrations here.

The Power of Integration

The question comes up with any software application, can this product keep up with our business needs or is it only solving the bare minimum?

Keeping Technology Fresh

Technology is constantly evolving to solve the needs of business problems. New features keep software platforms up to date and relevant. Developing new features is no easy task, which is why APIs are becoming more and more popular.

The Power of APIs

The ability to connect multiple systems increases the effectiveness of your solutions. APIs give clients extensibility, the capability to create connections between multiple software platforms.

Streamline your Business Process with PCI’s API Integration Support

PCI offers cutting-edge solution integrations to complement and enhance your Deltek product investments. Our consultants help to identify and bridge gaps between various business systems, offering several third-party integrations into Deltek Costpoint. Our API capabilities include data pulls and custom-built integrations.

Learn more about our Integration capabilities here. Interested in getting started? Contact us today for a quote!

API Analogy

We live in a world where software can automate and fix most of our business challenges. A large piece of this software success comes from APIs. To recap some of the information from our recent blogs, API stands for “Application Programming Interface.” API’s are built to connect systems to one another.

API’s allow us to purchase goods and services directly from our phones, make a dinner reservation, book travel through booking tools such as ARCH and so much more. But how does data get from one point to the other? How do different applications connect to other systems?

Ready for the ultimate API Analogy?

An API is a system that takes requests and tells the system what to do and response back to the original messenger.

When at a restaurant, you can choose from a menu of options. The kitchen is the part of the system that will prepare your order. Think of your waiter or waitress as your API. Sending the message between you and the kitchen to ensure you receive your request and delivering the response back to you (in this case, your food).

Connect with Us

Questions on API integrations? Are you interested in learning more? Join our LinkedIn Forum to discuss with experts and customers on questions and best use practices on APIs.

A Journey to the Center of the API

My name is John Trela, I am a principal consultant at Premier Consulting and Integration LLC (PCI). As you may know, PCI is a systems integrator for Deltek products.

When I first started my journey into understanding the Deltek API, there were many challenges and questions that arose regarding the programming and integration of systems. In our new blog series around API’s, I will share best practices and answer questions you may find helpful on your API journey.

What is an API?

API’s allow the integration of Deltek and many applications/systems. A company could be using various systems for HR, Accounts Payable/Receivable, Payroll, travel, etc. in which they need to connect to their other products.

API “calls” as they are referred to, allow the transfer of data between said systems. In simple terms, an API call is like writing a letter, there is a header and address section, the body of the letter and the closing signature and title block which ends the letter. These headers direct where the API call will go, the body section contains the actual data being transferred and the signature closes the call and generates a response. API calls are preferred over using Structured Query Language (SQL) programming because API’s use the data validation built into Deltek to qualify the calls and make sure the data is correct before accepting the calls.

Example: If you are creating a new employee in Deltek Costpoint and you tried to enter the Social Security Number (SSN) providing too many numbers or providing letters instead of numbers the system would fail to complete the call and send back a response letting you know the SSN did not pass validation.

What are some practical use cases for API’s inside of Deltek?

Practical applications for APIs range from HR functions such as setting up employees, updating employee records, importing travel data, issuing Accounts Payable vouchers for payment or EFT payments for travel data and/or updating Accounts Payable records from bill pay services. In short, the API can streamline many functions which employees are currently entering by hand or entering multiple applications. Inside of Deltek Costpoint, you can import or export data, run and return reports, or issue instructions to run any saved parameters inside of Deltek applications.

5 Things you need to know before diving into APIs:

Check to make sure the application you want to link into Deltek supports API’s and the level of business servicers you are currently being supplied with do not have any additional costs for accessing API’s.
Identify tasks inside of your organization in which duplications of effort exist, setting up an API can help streamline and automate these efforts.
Deltek provides a Web Integration Console (WIC) to generate API calls and test the integration methods. Programming knowledge is preferred when working with WIC.
Understand programming language such as JSON and WSDL will be helpful on your journey.
Build a team of individuals with programming expertise and employees who are familiar with Deltek and the applications you wish to integrate into.

Tips and tricks from the path to API perfection:

Employee information in Deltek’s API can be appended and the salary records can be updated. However, when integrating these modules, I have found that the calls need to be setup to enter one individual at a time instead of sending multiple blocks of employees. Costpoint think every new entry is a new employee until the validation is complete and the record is appended. If you only have 10 seat licenses left, you can only update 10 records at a time. As a workaround for rolling out applications across multiple clients it’s best to make the calls one employee at a time.

Make sure you have proper triggers in place when testing and implementing your API calls. I.E: If employees do not have employee ID’s setup but the salary records exist, do you want to send that date, or should the data wait until an employee ID is provided? Decisions on the quality for the data need to be mapped out before you start making calls.

I’ve found it easiest to start off designing an API call with all the provided fields inside of the Deltek application. Then limiting the items down to the fields that are provided in the application you are integrating in and identifying static fields that can be programmed into the feed as well as items that are required for your specific company.

API integrations and future projects:

This journey has been one met with great technical challenges. Every new integration presents technical challenges which must be overcome. I would love to hear how your Deltek API integration is going and what challenges you have had to overcome. If you are just staring out on your journey, I hope this article is helpful and if you need any guidance or direction PCI and myself are here to help!

Helpful Resources:

Join our Forum:

Request to join our WIC and API LinkedIn Group here.

Contact the Author:

John Trela
Principal Consultant
Email: [email protected]

API Much?

With the deployment of Costpoint’s cloud offering, there comes a shift in connection mentality. Historically, people have simply used SQL to write data directly into the Costpoint database. This required a very special skillset and a strong working knowledge of the database tables and fields. Putting invalid data in to the database is a risky process.

To alleviate this risk, Deltek provides a Web Integration Console (WIC). A window into the world of Costpoint, in which data can be automatically sent to Costpoint being validated along the way. This is a giant leap forward for automation and integration capabilities between Deltek and other systems.

However, like any new system, there is little information around the interworking of this service and even fewer best practices out there. While there are a lot of IT companies that specialize in API integration, there are few with the working knowledge of the Costpoint WIC.

We are posting this blog for users, developers and Deltek customers to share their questions, help answer questions and share solution best practices as you venture down this path. We will periodically post our success and failures in our LinkedIn Forum in hopes that you all will do the same. Together we can make this a better experience.

Welcome to the conversation. Request to join our LinkedIn Group here.