Ajera Visual Settings Guide

1. Connection Credentials

Definition

This is where you enter the credentials that allow Mosaic to connect to your Deltek Ajera Cloud environment and bring in your data.

Fields

Cloud deployments require three fields for the base API connection:

To Get Started

1. In Ajera, navigate to Utility > Setup Integrations and create a dedicated API user under the API User tab.
2. Ensure the API user has the required permissions, including List Employee Types (required for role sync).
3. Review the full setup instructions in the Ajera Cloud Integration Setup guide.

In Mosaic

After entering your credentials, click the Test Connection button to verify that Mosaic can successfully authenticate and reach your Ajera environment. Any connection errors will display below the button. If all information is correct, a "Connection Saved" confirmation will appear.

Credentials may expire or rotate over time. Periodically return to this section to update your credentials so syncing is not interrupted.

An API user is a separate entity from an Employee user. You cannot use a regular Employee user for integrating with Mosaic.

2. ODBC Connection (Optional)

Definition

This section configures the optional ODBC (Open Database Connectivity) connection to your Ajera Cloud database. ODBC enables Mosaic to access Time Entries and Work Categories, which are not available through the standard Ajera API.

Fields

If you are syncing timesheets, the following ODBC fields are required:

To Get Started

1. Your company's SaaS Customer Administrator must log into the Deltek Support Center, navigate to the Deltek Cloud Solutions page, and submit an ODBC Read Only Access service request.
2. Once Deltek processes the request, they will provide ODBC credentials via email.
3. Review the full ODBC setup instructions in the Ajera Cloud ODBC guide.

In Mosaic

After entering your ODBC credentials, click Test Connection to verify the ODBC link. If the test fails, double-check your credentials and refer to the Ajera Cloud ODBC Troubleshooting guide.

ODBC passwords expire every 120 days. When the password expires, time entry and work category syncing will stop. You will receive an error notification in Mosaic. Contact Deltek Support to reset the password, then update it in Mosaic under the Integration Settings gear icon > Update credentials > Update ODBC Credentials.

ODBC is required for syncing Time Entries and Work Categories from Ajera Cloud. If you do not connect ODBC, you can still manually import timesheets via CSV. See Ajera Cloud Time Entry Export for instructions.

3. Connection Name (optional)

Definition

An optional name for this connection. It distinguishes this connection from other Deltek Ajera connections on the same team, and appears wherever the connection is referenced in Mosaic. Leave it blank to show none.

This is a text input with a 50-character limit — for example, Houston Office.

1. Connection Credentials

On-Premise connection setup is not part of the integration settings modal. Credentials are configured separately during initial onboarding with the Mosaic Solutions team.

Fields

On-Premise (Hosted) deployments require SQL Server replication to be configured:

To Get Started

1. Ensure your replica database is set up and accessible, and that the SQL Server user has appropriate read permissions.
2. Review the full setup instructions in the SQL Server Integration Requirements guide.
3. Contact the Mosaic Solutions team to complete the connection configuration.

On-Premise integrations access data directly through the replica database. Time Entries and Work Categories are available without ODBC — they are read directly from the replicated Ajera tables.

2. Connection Name (optional)

Definition

An optional name for this connection. It distinguishes this connection from other Deltek Ajera connections on the same team, and appears wherever the connection is referenced in Mosaic. Leave it blank to show none.

This is a text input with a 50-character limit — for example, Houston Office.

1. Standard Roles

Definition

This setting controls whether Standard Roles (employee types / labor categories) from Ajera are transferred to Mosaic. In Ajera, these are the employee types configured in Utility > Setup Integrations > API Settings — sometimes referred to as labor categories or titles (e.g., Principal, Engineer II, Project Manager). Standard Roles define the set of available roles that can be assigned to members across the platform.

Transferring Standard Roles requires that the List Employee Types permission is enabled for the Ajera API user.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Standard Roles will be transferred to Mosaic after changes in Deltek Ajera. Required for syncing Labor Billing Terms. This setting will overwrite Standard Roles on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Standard Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the full list of Ajera employee types will appear as available Roles in Mosaic. These roles are used for resource planning, filtering, and rate calculations. Any changes to employee types in Ajera will overwrite the corresponding roles in Mosaic on each sync.

When set to Do not transfer, roles must be created and maintained manually within Mosaic. Choose this if your firm manages roles independently in Mosaic or if the Ajera role list does not align with how your team plans work.

2. Default Roles

Definition

This setting controls whether a member's default organizational role from Ajera is transferred to Mosaic. The default role determines which role is automatically assigned to a member when they are added to a project.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Member Default Org Roles will be transferred to Mosaic after changes in Deltek Ajera. This is required for syncing Labor Billing Terms. This setting will overwrite Member Default Org Roles on Mosaic.
• Transfer one time at first link — Deltek Ajera Member Org Roles will only be transferred to Mosaic when the Deltek Ajera Member is first linked.
• Do not transfer (Recommended) — Deltek Ajera Member Org Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, each member's default role is kept in sync with Ajera. Any time the member's role changes in Ajera, it will be updated in Mosaic on the next sync. This is useful when Ajera is the source of truth for organizational role assignments.

When set to Transfer one time at first link, the role is imported once when the member is first linked. If the member's role changes in Ajera after that point, the change must be updated manually in Mosaic.

When set to Do not transfer, roles must be assigned manually to members within Mosaic. Choose this if your team manages role assignments independently in Mosaic.

3. Employee Archive Status

Definition

In Deltek Ajera, employees can be marked as archived or inactive. This setting determines whether that archive status flows into Mosaic to archive the corresponding Member.

Settings Choices

• Transfer all + updates — Deltek Ajera Employee Archive Statuses will be transferred to Mosaic for all currently transferred Members. Additional updates in Deltek Ajera will also be transferred. This setting will overwrite Archive Status on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Employee Archive Statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer all + updates, archiving an employee in Deltek Ajera archives the corresponding Member in Mosaic, removing them from active member lists and project staffing. Reactivating the employee reverses the archive on the next sync.

When set to Do not transfer, Member archive status is managed manually in Mosaic under Settings > Members.

Archiving a Member in Mosaic does not delete their historical project assignments, time entries, or rate records — it only removes them from active lists and prevents future staffing.

1. Standard Roles

Definition

This setting controls whether Standard Roles (employee types / labor categories) from Ajera are transferred to Mosaic. Standard Roles define the set of available roles that can be assigned to members across the platform.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Standard Roles will be transferred to Mosaic after changes in Deltek Ajera. Required for syncing Labor Billing Terms. This setting will overwrite Standard Roles on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Standard Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the full list of Ajera employee types will appear as available Roles in Mosaic. These roles are used for resource planning, filtering, and rate calculations. Any changes to employee types in Ajera will overwrite the corresponding roles in Mosaic on each sync.

When set to Do not transfer, roles must be created and maintained manually within Mosaic. Choose this if your firm manages roles independently in Mosaic or if the Ajera role list does not align with how your team plans work.

2. Default Roles

Definition

This setting controls whether a member's default organizational role from Ajera is transferred to Mosaic. The default role determines which role is automatically assigned to a member when they are added to a project.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Member Default Org Roles will be transferred to Mosaic after changes in Deltek Ajera. This is required for syncing Labor Billing Terms. This setting will overwrite Member Default Org Roles on Mosaic.
• Transfer one time at first link — Deltek Ajera Member Org Roles will only be transferred to Mosaic when the Deltek Ajera Member is first linked.
• Do not transfer (Recommended) — Deltek Ajera Member Org Roles will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, each member's default role is kept in sync with Ajera. Any time the member's role changes in Ajera, it will be updated in Mosaic on the next sync. This is useful when Ajera is the source of truth for organizational role assignments.

When set to Transfer one time at first link, the role is imported once when the member is first linked. If the member's role changes in Ajera after that point, the change must be updated manually in Mosaic.

When set to Do not transfer, roles must be assigned manually to members within Mosaic. Choose this if your team manages role assignments independently in Mosaic.

3. Employee Archive Status

Definition

In Deltek Ajera, employees can be marked as archived or inactive. This setting determines whether that archive status flows into Mosaic to archive the corresponding Member.

Settings Choices

• Transfer all + updates — Deltek Ajera Employee Archive Statuses will be transferred to Mosaic for all currently transferred Members. Additional updates in Deltek Ajera will also be transferred. This setting will overwrite Archive Status on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Employee Archive Statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer all + updates, archiving an employee in Deltek Ajera archives the corresponding Member in Mosaic, removing them from active member lists and project staffing. Reactivating the employee reverses the archive on the next sync.

When set to Do not transfer, Member archive status is managed manually in Mosaic under Settings > Members.

Archiving a Member in Mosaic does not delete their historical project assignments, time entries, or rate records — it only removes them from active lists and prevents future staffing.

1. Default for new Projects

Definition

A Portfolio in Mosaic is a folder used to organize multiple projects — for example, by department, client, manager, or type of work. This setting determines which Portfolio newly linked Ajera projects are placed into by default.

Settings Choices

This is a dropdown that lists all Portfolios currently configured in your Mosaic organization, including:

• No Portfolio (default) — Newly linked projects will not be assigned to any Portfolio. They can be moved into a Portfolio manually later.
• Import — A built-in Portfolio provided by Mosaic specifically for integration-linked projects. This is a convenient default if you want all imported projects to land in one place before being organized further.
• [Your Portfolios] — Select any other existing Mosaic Portfolio to automatically place newly linked Ajera projects into that Portfolio.

In Mosaic

This setting only applies to new projects at the time they are first linked from Ajera. It does not retroactively move existing linked projects into the selected Portfolio.

To organize projects beyond the default, you can manually move projects between Portfolios at any time from the Projects view in Mosaic. Many firms start by selecting Import as the default, then periodically sort imported projects into department- or client-specific Portfolios. If your firm needs automatic routing of projects into different Portfolios based on criteria (e.g., client or department), contact the Mosaic Solutions team to discuss customization options.

1. Default for new Projects

Definition

A Portfolio in Mosaic is a folder used to organize multiple projects — for example, by department, client, manager, or type of work. This setting determines which Portfolio newly linked Ajera projects are placed into by default.

Settings Choices

This is a dropdown that lists all Portfolios currently configured in your Mosaic organization, including:

• No Portfolio (default) — Newly linked projects will not be assigned to any Portfolio. They can be moved into a Portfolio manually later.
• Import — A built-in Portfolio provided by Mosaic specifically for integration-linked projects. This is a convenient default if you want all imported projects to land in one place before being organized further.
• [Your Portfolios] — Select any other existing Mosaic Portfolio to automatically place newly linked Ajera projects into that Portfolio.

In Mosaic

This setting only applies to new projects at the time they are first linked from Ajera. It does not retroactively move existing linked projects into the selected Portfolio.

To organize projects beyond the default, you can manually move projects between Portfolios at any time from the Projects view in Mosaic. Many firms start by selecting Import as the default, then periodically sort imported projects into department- or client-specific Portfolios. If your firm needs automatic routing of projects into different Portfolios based on criteria (e.g., client or department), contact the Mosaic Solutions team to discuss customization options.

1. Linking Method

Definition

This setting determines how Ajera projects are connected to Mosaic. Importing means bringing a project from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes in Ajera are synced to Mosaic automatically.

Settings Choices

• Manually linked — No Projects will be automatically linked.
• Automatically linked (Recommended) — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera projects will not appear in Mosaic until you explicitly import them from the integration linking screen. This gives you full control over which projects exist in Mosaic, but requires ongoing manual effort as new projects are created in Ajera.

When set to Automatically linked, projects that match your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms, as it ensures Mosaic stays up to date without manual intervention. Projects that do not match the filter criteria can still be linked manually if needed.

Imported data includes: billable status, project status, start/end dates, client information, project fees (and consultant fees if selected), archived status, project number, and project title.

2. Linked Project and Phase Titles

Definition

This setting controls whether Mosaic keeps project and phase titles in sync with Ajera, or allows them to diverge after the initial link.

Settings Choices

• Overwrite (Recommended) — Mosaic Project and Phase titles will match the Deltek Ajera Project and Phase titles after changes in Deltek Ajera. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title of the Deltek Ajera Project or Phase until any value of the Project or Phase is changed in Deltek Ajera.
• Do not overwrite — If a Mosaic Project or Phase title is edited, it may not match the Deltek Ajera Project or Phase title making it hard to uniquely identify matching Projects.

In Mosaic

When set to Overwrite, Ajera is the source of truth for all project and phase titles. If your team edits a title in Mosaic, that edit will be overwritten the next time the project or phase syncs from Ajera. Choose this if you want consistent naming across both systems.

When set to Do not overwrite, titles can be customized freely in Mosaic. This is useful if your team uses different naming conventions in Mosaic than in Ajera, but be aware that mismatched titles can make it difficult to identify which Mosaic project corresponds to which Ajera project.

If you choose Overwrite, ensure that team members do not edit project or phase titles directly in Mosaic, as those changes will be lost on the next sync.

3. Linked Project and Phase Ref #s

Definition

Reference numbers (Ref #s) uniquely identify Projects and Phases. This setting controls whether the Deltek Ajera Project and Phase numbers overwrite the Ref #s on linked Mosaic Projects and Phases.

This setting is being rolled out gradually. If you do not see it in your integration settings yet, contact your Customer Success Manager.

Settings Choices

• Overwrite (Recommended) — Mosaic Project and Phase Ref #s will match the Deltek Ajera Project and Phase Ref #s after changes in Deltek Ajera. If a linked Mosaic Project or Phase Ref # is edited in Mosaic, it may not match the Ref # of the Deltek Ajera Project or Phase until any value of the Project or Phase is changed in Deltek Ajera.
• Do not overwrite — If a Mosaic Project or Phase Ref # is edited, it may not match the Deltek Ajera Project or Phase Ref # making it hard to uniquely identify matching Projects.

4. Project and Phase Billable

Definition

The billable status indicates whether a project or phase is charged to the client. This setting controls whether Ajera billable statuses are transferred to Mosaic.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase billable statuses will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite billable statuses on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase billable statuses will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase billable statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Project billable status appears as "Project Billable" (Yes/No) in exports and is editable in the Project Info modal. Phase billable status can be viewed under Organization Settings > Integrations > Projects > linked projects by clicking to see your phases.

5. Project and Phase Dates

Definition

This setting controls whether project and phase start and end dates from Ajera are transferred to Mosaic. Dates drive project timelines, scheduling, and resource planning in Mosaic.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase dates will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite dates on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase dates will only be transferred to Mosaic when the Deltek Ajera Project and Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase dates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, project and phase timelines in Mosaic stay in sync with Ajera. If dates change in Ajera, Mosaic schedules will update automatically. Choose this if Ajera is your source of truth for project timelines.

When set to Transfer one time at first link, dates are imported during the initial link and can then be adjusted independently in Mosaic. This is useful if your team refines schedules in Mosaic after the initial import.

When set to Do not transfer, dates must be manually set and updated in Mosaic. Values in Mosaic may not match what is in Ajera.

If you choose Transfer updates from today forward, avoid editing project or phase dates directly in Mosaic — those changes will be overwritten on the next sync from Ajera.

6. Project and Phase Fee

Definition

This setting controls whether project and phase fee amounts (budgets) from Ajera are transferred to Mosaic. The fee represents the total amount you plan to bill for a project or the portion allocated to a specific phase.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase Fees will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Fees on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase Fees will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase Fees will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the fee (budget) for each project and phase stays in sync with Ajera. Fee changes in Ajera will overwrite the corresponding values in Mosaic on each sync. This is the recommended approach to ensure budget tracking in Mosaic accurately reflects the contract values in Ajera.

When set to Transfer one time at first link, fees are imported during the initial link and can then be adjusted independently in Mosaic. This is recommended if fees change in Ajera but you don't want those changes reflected in Mosaic after first import.

The actual value transferred depends on the Project and Phase Fee Source setting, which determines whether only Labor Contract Amount or Labor + Consultant Contract Amount is used.

Project fee is shown in light gray in the Budget column of the Project > Budget > Edit Budget view. Phase fee shows per-phase in the Budget > Billing tab, where you can edit it directly via the Phase Info modal.

7. Project and Phase Rate Types

Definition

This setting controls whether project and phase rate types (billing types) from Ajera are transferred to Mosaic. The rate type determines how time is billed on a project — by member rate, role rate, or work category rate.

The transferred value configures Projects and Phases to use Role rates.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase rate types will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite rate types on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase rate types will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase rate types will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Rate types determine how billing rates are calculated for time entries on a project:

• Member-based (Employee) — Uses the specific employee's individual bill rate.
• Role-based — Uses the rate assigned to the member's role on the project.
• Work Category-based (Activity) — Uses the rate associated with the work category or activity.

Deltek Ajera only sends the Role rate type, so linked Projects and Phases are configured to use Role rates. Member and Work Category rate types have to be set in Mosaic.

When set to Transfer updates from today forward, rate types stay in sync with Ajera. This ensures that billing calculations in Mosaic match the billing method configured in Ajera.

Ajera rate groups that use mixed employee type + activity tables are not supported for auto-sync. If your Ajera rate tables use mixed types, you may need to manage rate types manually in Mosaic.

8. Project and Phase Rate Group

Definition

This setting controls whether the association between rate tables (rate groups) and specific projects and phases is transferred from Ajera to Mosaic. Rate groups define which set of billing rates apply to a given project or phase.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase Rate Group associations will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Rate Groups associations on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase Rate Groups associations will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase Rate Groups associations will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, projects and phases in Mosaic will inherit the rate group assigned in Ajera, and any changes to that assignment will be synced automatically. Projects with an associated role rate table will use those rates for billing calculations.

When set to Transfer one time at first link, the rate group association is set during initial link only.

To access role rates in Mosaic, this setting (or "Transfer one time at first link") must be enabled alongside the rate group transfer settings in the Rates section. Only role rates are brought in from Ajera — this setting allows the rate group association to be transferred or overridden at the project level.

If the project's rate type is set to "member rates" as a default, but setting #8 is set to "Transfer updates from today forward" and the project has a role rate table associated with it in Ajera, the rates on this project will reflect the role rates from that table.

9. Bill Rate Source for Role Rates

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that use Role Rates (role-based billing).

Applies to Projects using Role Rates.

Settings Choices

• Cost Rate (Recommended) — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Cost Rates as the base. Final Bill Rate = Role Cost Rate × Multiplier.
• Bill Rate — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Bill Rates as the base. Final Bill Rate = Role Bill Rate × Multiplier.

In Mosaic

Role Rates can be managed and set in Budgets > Rates > Role, and are applied when creating workloads for projects using role rates.

Role is the only rate type Deltek Ajera sends, so this is the only Bill Rate Source question that appears. There are no Member, Work Category, or no-Billing-Type variants.

10. Project Managers

Definition

This setting controls whether Project Manager assignments from Ajera are transferred to Mosaic. When enabled, members designated as Project Managers in Ajera will be assigned the Project Manager role within their linked Mosaic projects.

Existing Mosaic Project Managers will not be removed — the Ajera assignment is additive.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project Managers will be transferred to Mosaic after changes in Deltek Ajera. Existing Mosaic Project Managers will not be removed.
• Do not transfer — Deltek Ajera Project Managers will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, project manager assignments are synced from Ajera. This is additive — if a project already has managers assigned in Mosaic, those will be preserved, and the Ajera manager will be added alongside them.

Assigned managers appear in the project's member list and can be accessed via the person icon in the project's top-right corner.

PMs who do not log time in Ajera may not immediately appear as project managers in Mosaic, as member visibility may depend on sync timing.

11. Project and Phase Fee Source

Definition

Determines which Ajera field(s) are used to calculate the Fee (budget) for Projects and Phases in Mosaic.

Settings Choices

• Labor Contract Amount (Recommended)
• Labor Contract Amount + Consultant Contract Amount

In Mosaic

Labor Contract Amount uses the labor contract value from the Ajera Project Control Center > Manage tab. Choose this if you only want your fees to reflect internal billable work. Labor Contract Amount + Consultant Contract Amount adds the consultant contract value to the labor contract value. Choose this if you want fees to reflect the full contract value including external consultant costs.

The selected fee source populates the Fee field on Projects and Phases. Fee source changes apply to projects modified within the last 120 days on the next sync. For older projects, contact the Mosaic Solutions team to trigger a historical fetch.

Mosaic does not have a visible indicator showing whether a project's fee includes a consultant value. If some projects include consultant fees and others do not, the fee column alone will not distinguish between them.

Mosaic only syncs labor hours and labor cost from timesheets — not consultant or vendor expenses from Ajera. If consultant spend is managed in Ajera, consider using Labor Contract Amount only to keep fee and spent tracking aligned.

12. Project Status Matching

In Mosaic

Maps each Ajera project status to a corresponding Mosaic Project status. The mapping is applied any time a project's status changes in Ajera.

Default Mapping

For each Ajera status, select the Mosaic Project status that should be applied. The change is applied when the status is updated in Ajera.

How it works

• Each Ajera status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Ajera.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Linking Method

Definition

This setting determines how Ajera projects are connected to Mosaic. Importing means bringing a project from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes in Ajera are synced to Mosaic automatically.

Settings Choices

• Manually linked — No Projects will be automatically linked.
• Automatically linked (Recommended) — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera projects will not appear in Mosaic until you explicitly import them from the integration linking screen. This gives you full control over which projects exist in Mosaic, but requires ongoing manual effort as new projects are created in Ajera.

When set to Automatically linked, projects that match your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms, as it ensures Mosaic stays up to date without manual intervention. Projects that do not match the filter criteria can still be linked manually if needed.

Imported data includes: billable status, project status, start/end dates, client information, project fees, archived status, project number, and project title.

2. Linked Project and Phase Titles

Definition

This setting controls whether Mosaic keeps project and phase titles in sync with Ajera, or allows them to diverge after the initial link.

Settings Choices

• Overwrite (Recommended) — Mosaic Project and Phase titles will match the Deltek Ajera Project and Phase titles after changes in Deltek Ajera. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title of the Deltek Ajera Project or Phase until any value of the Project or Phase is changed in Deltek Ajera.
• Do not overwrite — If a Mosaic Project or Phase title is edited, it may not match the Deltek Ajera Project or Phase title making it hard to uniquely identify matching Projects.

In Mosaic

When set to Overwrite, Ajera is the source of truth for all project and phase titles. If your team edits a title in Mosaic, that edit will be overwritten the next time the project or phase syncs from Ajera. Choose this if you want consistent naming across both systems.

When set to Do not overwrite, titles can be customized freely in Mosaic. This is useful if your team uses different naming conventions in Mosaic than in Ajera, but be aware that mismatched titles can make it difficult to identify which Mosaic project corresponds to which Ajera project.

If you choose Overwrite, ensure that team members do not edit project or phase titles directly in Mosaic, as those changes will be lost on the next sync.

3. Linked Project and Phase Ref #s

Definition

Reference numbers (Ref #s) uniquely identify Projects and Phases. This setting controls whether the Deltek Ajera Project and Phase numbers overwrite the Ref #s on linked Mosaic Projects and Phases.

This setting is being rolled out gradually. If you do not see it in your integration settings yet, contact your Customer Success Manager.

Settings Choices

• Overwrite (Recommended) — Mosaic Project and Phase Ref #s will match the Deltek Ajera Project and Phase Ref #s after changes in Deltek Ajera. If a linked Mosaic Project or Phase Ref # is edited in Mosaic, it may not match the Ref # of the Deltek Ajera Project or Phase until any value of the Project or Phase is changed in Deltek Ajera.
• Do not overwrite — If a Mosaic Project or Phase Ref # is edited, it may not match the Deltek Ajera Project or Phase Ref # making it hard to uniquely identify matching Projects.

4. Project and Phase Billable

Definition

The billable status indicates whether a project or phase is charged to the client. This setting controls whether Ajera billable statuses are transferred to Mosaic.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase billable statuses will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite billable statuses on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase billable statuses will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase billable statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, billable statuses stay in sync — any time the billable flag changes in Ajera, it will be updated in Mosaic on the next sync. This is the recommended approach to ensure financial reporting in Mosaic accurately reflects what is billable.

When set to Do not transfer, Mosaic is the source of truth for billable status. This is useful if your team categorizes billable work differently in Mosaic than in Ajera.

5. Project and Phase Dates

Definition

This setting controls whether project and phase start and end dates from Ajera are transferred to Mosaic. Dates drive project timelines, scheduling, and resource planning in Mosaic.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase dates will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite dates on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase dates will only be transferred to Mosaic when the Deltek Ajera Project and Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase dates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, project and phase timelines in Mosaic stay in sync with Ajera. If dates change in Ajera, Mosaic schedules will update automatically. Choose this if Ajera is your source of truth for project timelines.

When set to Transfer one time at first link, dates are imported during the initial link and can then be adjusted independently in Mosaic. This is useful if your team refines schedules in Mosaic after the initial import.

When set to Do not transfer, dates must be manually set and updated in Mosaic.

If you choose Transfer updates from today forward, avoid editing project or phase dates directly in Mosaic — those changes will be overwritten on the next sync from Ajera.

6. Project and Phase Fee

Definition

This setting controls whether project and phase fee amounts (budgets) from Ajera are transferred to Mosaic. The fee represents the total amount you plan to bill for a project or the portion allocated to a specific phase.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase Fees will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Fees on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase Fees will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase Fees will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the fee (budget) for each project and phase stays in sync with Ajera. Fee changes in Ajera will overwrite the corresponding values in Mosaic on each sync.

When set to Transfer one time at first link, fees are imported during the initial link and can then be adjusted independently in Mosaic.

The actual value transferred depends on the Project and Phase Fee Source setting.

7. Project and Phase Rate Types

Definition

This setting controls whether project and phase rate types (billing types) from Ajera are transferred to Mosaic. The rate type determines how time is billed on a project — by member rate, role rate, or work category rate.

The transferred value configures Projects and Phases to use Role rates.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase rate types will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite rate types on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase rate types will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase rate types will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Rate types determine how billing rates are calculated for time entries on a project:

• Member-based (Employee) — Uses the specific employee's individual bill rate.
• Role-based — Uses the rate assigned to the member's role on the project.
• Work Category-based (Activity) — Uses the rate associated with the work category or activity.

Deltek Ajera only sends the Role rate type, so linked Projects and Phases are configured to use Role rates. Member and Work Category rate types have to be set in Mosaic.

When set to Transfer updates from today forward, rate types stay in sync with Ajera. This ensures that billing calculations in Mosaic match the billing method configured in Ajera.

8. Project and Phase Rate Group

Definition

This setting controls whether the association between rate tables (rate groups) and specific projects and phases is transferred from Ajera to Mosaic. Rate groups define which set of billing rates apply to a given project or phase.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project and Phase Rate Group associations will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Rate Groups associations on Mosaic.
• Transfer one time at first link — Deltek Ajera Project and Phase Rate Groups associations will only be transferred to Mosaic when the Deltek Ajera Project or Phase is first linked.
• Do not transfer — Deltek Ajera Project and Phase Rate Groups associations will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, projects and phases in Mosaic will inherit the rate group assigned in Ajera, and any changes to that assignment will be synced automatically.

When set to Transfer one time at first link, the rate group association is set during initial link only.

To access role rates in Mosaic, this setting (or "Transfer one time at first link") must be enabled alongside the rate group transfer settings in the Rates section.

9. Bill Rate Source for Role Rates

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that use Role Rates (role-based billing).

Applies to Projects using Role Rates.

Settings Choices

• Cost Rate (Recommended) — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Cost Rates as the base. Final Bill Rate = Role Cost Rate × Multiplier.
• Bill Rate — Calculates the final Bill Rates using the Project's or Phase's associated Role Rate Group's Bill Rates as the base. Final Bill Rate = Role Bill Rate × Multiplier.

In Mosaic

Manage role rates in Budgets > Rates > Role. The rates used come from the Rate Group associated with the project or phase (see Project and Phase Rate Group).

Role is the only rate type Deltek Ajera sends, so this is the only Bill Rate Source question that appears. There are no Member, Work Category, or no-Billing-Type variants.

10. Project Managers

Definition

This setting controls whether Project Manager assignments from Ajera are transferred to Mosaic.

Existing Mosaic Project Managers will not be removed — the Ajera assignment is additive.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Project Managers will be transferred to Mosaic after changes in Deltek Ajera. Existing Mosaic Project Managers will not be removed.
• Do not transfer — Deltek Ajera Project Managers will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, project manager assignments are synced from Ajera. This is additive — if a project already has managers assigned in Mosaic, those will be preserved, and the Ajera manager will be added alongside them.

Assigned managers appear in the project's member list and can be accessed via the person icon in the project's top-right corner.

11. Project and Phase Fee Source

Definition

Determines which Ajera field(s) are used to calculate the Fee (budget) for Projects and Phases in Mosaic.

Settings Choices

• Labor Contract Amount (Recommended)
• Labor Contract Amount + Consultant Contract Amount

In Mosaic

Labor Contract Amount uses the labor contract value from the Ajera Project Control Center > Manage tab. Labor Contract Amount + Consultant Contract Amount adds the consultant contract value to the labor contract value.

The selected fee source populates the Fee field on Projects and Phases.

Mosaic only syncs labor hours and labor cost from timesheets — not consultant or vendor expenses from Ajera. If consultant spend is managed in Ajera, consider using Labor Contract Amount only to keep fee and spent tracking aligned.

12. Project Status Matching

In Mosaic

Maps each Ajera project status to a corresponding Mosaic Project status. The mapping is applied any time a project's status changes in Ajera.

Default Mapping

For each Ajera status, select the Mosaic Project status that should be applied. The change is applied when the status is updated in Ajera.

How it works

• Each Ajera status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Ajera.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Linking Method

Definition

This setting determines how Ajera phases are connected to Mosaic. A phase is a distinct stage within a project's lifecycle, with its own date range, fee, and status. Importing means bringing a phase from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes sync automatically.

Settings Choices

• Manually linked — No Phases will be automatically linked.
• Automatically linked (Recommended) — All Phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera phases will not appear in Mosaic until you explicitly import them. This gives you control over which phases exist in Mosaic but requires ongoing manual effort.

When set to Automatically linked, phases matching your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms.

New Ajera integrations (connected after December 2023) support up to 5 levels of phase hierarchy. Ajera Billing Groups sync to Mosaic as parent phases in Cloud deployments — there is currently no setting to exclude them without also excluding their child phases.

Mosaic does not delete Phases when they are removed in Ajera. If a Phase has been deleted in Ajera but remains visible in Mosaic, it must be manually deleted in Mosaic.

2. Non-Billable Fee as Budget

Definition

This setting controls whether Ajera phase fees for non-billable phases are transferred to Mosaic as phase budgets. By default, fees are only meaningful for billable phases — this setting extends fee transfer to non-billable phases as well.

Applies to non-billable Phases.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Phase fees will be transferred to Mosaic Phase budgets after changes in Deltek Ajera. This setting will overwrite budgets on Mosaic.
• Do not transfer — Deltek Ajera Phase fees will not be transferred to Mosaic Phase budgets. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the ERP "Fee" value for non-billable phases is used to populate the Budget field in Mosaic. This is useful for firms that track budgets on internal or non-billable phases for resource planning and cost tracking purposes.

3. Order

Definition

This setting controls how phases within a project are ordered in Mosaic. You can choose to sync the phase order from Ajera or manage it manually in Mosaic.

Settings Choices

• Phase Order (Recommended) — Orders Phases using the explicit Phase order from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Ref# (Task Order) — Orders Phases using the Phase's reference number from smallest to largest from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Name — Orders Phases alphabetically by the Phase's name from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Set on Mosaic — Deltek Ajera Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

The first three options all sync ordering from Ajera and will overwrite any manual reordering done in Mosaic. Choose the method that best matches how your firm organizes phases in Ajera.

When set to Set on Mosaic, phase order is managed entirely within Mosaic. This is useful if your team prefers a different ordering in Mosaic than in Ajera.

Maintain a single source of truth for ordering consistency. If you choose an Ajera-synced option, avoid reordering phases manually in Mosaic. It is also best practice to create phases in one system only — either Ajera or Mosaic — to avoid ordering conflicts.

4. Phase Status Matching

In Mosaic

Maps each Ajera phase status to a corresponding Mosaic Phase status. The mapping is applied any time a phase's status changes in Ajera.

Default Mapping

For each Ajera status, select the Mosaic Phase status that should be applied. The change is applied when the status is updated in Ajera.

How it works

• Each Ajera status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Ajera.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Linking Method

Definition

This setting determines how Ajera phases are connected to Mosaic. A phase is a distinct stage within a project's lifecycle, with its own date range, fee, and status. Importing means bringing a phase from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes sync automatically.

Settings Choices

• Manually linked — No Phases will be automatically linked.
• Automatically linked (Recommended) — All Phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera phases will not appear in Mosaic until you explicitly import them. This gives you control over which phases exist in Mosaic but requires ongoing manual effort.

When set to Automatically linked, phases matching your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms.

On-Premise deployments handle Invoice Groups differently from Cloud — Invoice Groups in Ajera On-Prem live in a separate database table (AxInvoiceGroup) and do not sync as parent phases.

Mosaic does not delete Phases when they are removed in Ajera. If a Phase has been deleted in Ajera but remains visible in Mosaic, it must be manually deleted in Mosaic.

2. Non-Billable Fee as Budget

Definition

This setting controls whether Ajera phase fees for non-billable phases are transferred to Mosaic as phase budgets. By default, fees are only meaningful for billable phases — this setting extends fee transfer to non-billable phases as well.

Applies to non-billable Phases.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Phase fees will be transferred to Mosaic Phase budgets after changes in Deltek Ajera. This setting will overwrite budgets on Mosaic.
• Do not transfer — Deltek Ajera Phase fees will not be transferred to Mosaic Phase budgets. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, the ERP "Fee" value for non-billable phases is used to populate the Budget field in Mosaic. This is useful for firms that track budgets on internal or non-billable phases for resource planning and cost tracking purposes.

3. Order

Definition

This setting controls how phases within a project are ordered in Mosaic. You can choose to sync the phase order from Ajera or manage it manually in Mosaic.

Settings Choices

• Phase Order (Recommended) — Orders Phases using the explicit Phase order from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Ref# (Task Order) — Orders Phases using the Phase's reference number from smallest to largest from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Name — Orders Phases alphabetically by the Phase's name from Deltek Ajera after changes in Deltek Ajera. This setting will overwrite Phase order on Mosaic.
• Set on Mosaic — Deltek Ajera Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

The first three options all sync ordering from Ajera and will overwrite any manual reordering done in Mosaic. Choose the method that best matches how your firm organizes phases in Ajera.

When set to Set on Mosaic, phase order is managed entirely within Mosaic. This is useful if your team prefers a different ordering in Mosaic than in Ajera.

Maintain a single source of truth for ordering consistency. If you choose an Ajera-synced option, avoid reordering phases manually in Mosaic. It is also best practice to create phases in one system only — either Ajera or Mosaic — to avoid ordering conflicts.

4. Phase Status Matching

In Mosaic

Maps each Ajera phase status to a corresponding Mosaic Phase status. The mapping is applied any time a phase's status changes in Ajera.

Default Mapping

For each Ajera status, select the Mosaic Phase status that should be applied. The change is applied when the status is updated in Ajera.

How it works

• Each Ajera status is matched to a Mosaic status. The list of source statuses comes from your connected tool, so you'll need a tested connection before you can edit.
• Unmapped statuses sync as Active — if a status isn't listed, Mosaic sets the project or phase to Active.
• Click Reset to default at any time to restore Mosaic's recommended mapping for this integration.
• Changes apply on Save (the button reads Done when there are no changes). Updates affect future syncs; already-synced records keep their current status until they next change in Ajera.

For a full walkthrough of the mapping editor, see Project & Phase Status Matching.

1. Linking Method

Definition

This setting determines how Ajera work categories (activity codes) are connected to Mosaic. Work categories classify the type of work being performed (e.g., Design, Project Management, Research) and are used to categorize time entries.

Work Categories require an ODBC connection for Ajera Cloud. If you do not have ODBC configured, Work Categories will not be available for syncing. See the ODBC setup instructions.

Settings Choices

• Manually linked — No Work Categories will be automatically linked.
• Automatically linked (Recommended) — All Work Categories that meet the specified criteria will be automatically linked. Work Categories that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, you maintain full control over which work categories exist in Mosaic, but must manually manage the linking as new categories are created in Ajera.

When set to Automatically linked, work categories are imported and linked automatically using system matching logic. This is the recommended approach for minimal maintenance. Choose Manually linked if your firm needs tighter control (e.g., inconsistent naming conventions between systems or multiple Ajera categories that should be handled differently in Mosaic).

Mosaic exclusively syncs Activities and Transactions that have the Activity Type set to Labor. Activities and Transactions with Activity Types like Expense, Consultant, Finance Charge, or None are not synchronized by Mosaic.

1. Linking Method

Definition

This setting determines how Ajera work categories (activity codes) are connected to Mosaic. Work categories classify the type of work being performed (e.g., Design, Project Management, Research) and are used to categorize time entries.

Settings Choices

• Manually linked — No Work Categories will be automatically linked.
• Automatically linked (Recommended) — All Work Categories that meet the specified criteria will be automatically linked. Work Categories that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, you maintain full control over which work categories exist in Mosaic, but must manually manage the linking as new categories are created in Ajera.

When set to Automatically linked, work categories are imported and linked automatically using system matching logic. This is the recommended approach for minimal maintenance. Choose Manually linked if your firm needs tighter control (e.g., inconsistent naming conventions between systems).

Mosaic exclusively syncs Activities and Transactions that have the Activity Type set to Labor. Activities and Transactions with Activity Types like Expense, Consultant, Finance Charge, or None are not synchronized by Mosaic.

1. Transfer

Definition

This setting controls whether time entries from Ajera are transferred to Mosaic at all. Time entries are records of a member's actual hours spent on projects, usually entered on timesheets.

Time Entries require an ODBC connection for Ajera Cloud. The Ajera Cloud API does not expose time entry data directly. If you do not have ODBC configured, you can import time entries via CSV. See Ajera Cloud Time Entry Export for instructions.

Settings Choices

• Transfer one-way from Deltek Ajera to Mosaic (Recommended) — Deltek Ajera Time Entries will be transferred one-way to Mosaic after changes in Deltek Ajera. Mosaic Time Entries will not be transferred to Deltek Ajera.
• Do not transfer — Time Entries will not be transferred to or from Deltek Ajera. Select this option if manual management in Mosaic is preferred.

In Mosaic

When time entries are transferred, they appear in project Spent tabs, power budget analysis, and enable management features like approve/reject, billable overrides, rate resets, and bulk edits. Time entries also support compliance monitoring via the Timesheet Status Report. Importing time entries is highly recommended, as it enables accurate planned vs. actual budget comparison and supports forecasting across all projects.

When set to Do not transfer, no time entry data will flow from Ajera. You can still import time entries via CSV or enter them manually in Mosaic.

2. Billable

Definition

This setting controls whether the billable status of individual time entries from Ajera is transferred to Mosaic. The billable status indicates whether the recorded hours are chargeable to a client.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Time Entry billable statuses will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite billable statuses on Mosaic.
• Transfer one time at first link — Deltek Ajera Time Entry billable statuses will only be transferred to Mosaic when the Deltek Ajera Time Entry is first linked.
• Do not transfer — Deltek Ajera Time Entry billable statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, time entry billable statuses stay in sync with Ajera. This ensures the Spent tab and financial reports accurately reflect which hours are billable. If you need to change a time entry's billable status, make the change in Ajera and it will reflect in Mosaic.

When set to Do not transfer, billable statuses must be managed manually in Mosaic. If you need to change a time entry's billable status and you have this selected, make the change in Mosaic instead as Ajera billable statuses are not syncing.

3. Hourly Rates

Definition

This setting controls whether time entry hourly rates from Ajera are transferred to Mosaic. These are the rates associated with each individual time entry record.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Time Entry hourly rates will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite hourly rates on Mosaic.
• Transfer one time at first link — Deltek Ajera Time Entry hourly rates will only be transferred to Mosaic when the Deltek Ajera Time Entry is first linked.
• Do not transfer — Deltek Ajera Time Entry hourly rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Note about "Transfer updates from today forward" vs "Transfer one time at first link": if your team edits rates in Ajera after time is already entered, Transfer updates from today forward helps keep Mosaic aligned, but it can cause rates on linked items to change over time. Transfer one time at first link is more stable for historical consistency.

Setting this to Do not transfer is the only way to have Mosaic's own member rates applied to time entries instead of the rate reflected in Ajera.

Known display issue: in the settings modal, the Do not transfer option currently shows the Transfer one time at first link description. The option behaves as its label says — no hourly rates are transferred.

4. Time Entry Approval

Definition

This setting determines which type of Ajera approval will mark a time entry as "Approved" in Mosaic, rather than just "Submitted".

Settings Choices

• Approved by Supervisor or Accounting (Recommended)
• Approved by Supervisor
• Approved by Accounting

In Mosaic

With Approved by Supervisor or Accounting, a time entry is marked "Approved" in Mosaic if EITHER supervisor OR accounting approves it in Ajera. With Approved by Supervisor, it is marked "Approved" ONLY if the supervisor approves it — accounting approval alone leaves it at "Submitted". With Approved by Accounting, it is marked "Approved" ONLY if accounting approves it — supervisor approval alone leaves it at "Submitted".

This setting allows organizations to match their Ajera approval workflow to their Mosaic status expectations. Choose the option that aligns with your internal approval chain — flexible organizations may use "Supervisor or Accounting" while firms with strict workflows should choose the relevant single-approver option.

5. Hours Source

Definition

This setting determines which Ajera hours field populates Mosaic Time Entry hours.

Settings Choices

• Hours (Recommended)
• Billed Hours

In Mosaic

Hours uses tUnits (standard hours worked), which includes all hours spent on work regardless of whether you can bill for them. Billed Hours uses tBilledUnits (hours billed to client), which only includes the hours that translate into billable revenue.

If choosing Hours: understanding total effort vs. billable effort helps identify inefficiencies or scope creep. This also gives true visibility into resource allocation and availability, and labor cost accuracy is based on actual hours worked.

If choosing Billed Hours: you will only see hours that translate into billable revenue. This keeps budgets and spent tracking aligned with what you can actually invoice clients.

6. Rate Source

Definition

This setting determines which Ajera rate field populates Mosaic Time Entry rates.

Settings Choices

• Billed Rate (Recommended)
• Spent Rate

In Mosaic

Billed Rate uses tBilledRate (the rate charged to the client), so project spent amounts in Mosaic reflect actual revenue generated. Spent Rate uses tEarnedRate (actual cost of labor / employee's hourly cost to the company), which is what you need for calculating true project profitability.

This setting affects spent amounts in Mosaic. Keep in mind that this only affects values brought in via timesheets from Ajera; if you create timesheets in Mosaic, it will use the rates you have set in Mosaic.

If choosing Billed Rate: useful for invoice reconciliation — when time entry rates match what appears on client invoices, it is easier to reconcile Mosaic data with your accounting system.

If choosing Spent Rate: helps with budgeting future projects based on actual internal costs rather than client billing rates.

1. Transfer

Definition

This setting controls whether time entries from Ajera are transferred to Mosaic at all. Time entries are records of a member's actual hours spent on projects, usually entered on timesheets.

Settings Choices

• Transfer one-way from Deltek Ajera to Mosaic (Recommended) — Deltek Ajera Time Entries will be transferred one-way to Mosaic after changes in Deltek Ajera. Mosaic Time Entries will not be transferred to Deltek Ajera.
• Do not transfer — Time Entries will not be transferred to or from Deltek Ajera. Select this option if manual management in Mosaic is preferred.

In Mosaic

When time entries are transferred, they appear in project Spent tabs, power budget analysis, and enable management features like approve/reject, billable overrides, rate resets, and bulk edits. Time entries also support compliance monitoring via the Timesheet Status Report. Importing time entries is highly recommended, as it enables accurate planned vs. actual budget comparison and supports forecasting across all projects.

When set to Do not transfer, no time entry data will flow from Ajera. You can still import time entries via CSV or enter them manually in Mosaic.

On-Premise integrations access time entry data directly through the replica database — ODBC is not required.

2. Billable

Definition

This setting controls whether the billable status of individual time entries from Ajera is transferred to Mosaic. The billable status indicates whether the recorded hours are chargeable to a client.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Time Entry billable statuses will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite billable statuses on Mosaic.
• Transfer one time at first link — Deltek Ajera Time Entry billable statuses will only be transferred to Mosaic when the Deltek Ajera Time Entry is first linked.
• Do not transfer — Deltek Ajera Time Entry billable statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, time entry billable statuses stay in sync with Ajera. This ensures the Spent tab and financial reports accurately reflect which hours are billable.

When set to Do not transfer, billable statuses must be managed manually in Mosaic.

3. Hourly Rates

Definition

This setting controls whether time entry hourly rates from Ajera are transferred to Mosaic.

Settings Choices

• Transfer updates from today forward (Recommended) — Deltek Ajera Time Entry hourly rates will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite hourly rates on Mosaic.
• Transfer one time at first link — Deltek Ajera Time Entry hourly rates will only be transferred to Mosaic when the Deltek Ajera Time Entry is first linked.
• Do not transfer — Deltek Ajera Time Entry hourly rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Note about "Transfer updates from today forward" vs "Transfer one time at first link": Transfer updates from today forward helps keep Mosaic aligned with Ajera as rates change, but Transfer one time at first link is more stable for historical consistency.

Setting this to Do not transfer is the only way to have Mosaic's own member rates applied to time entries instead of the rate reflected in Ajera.

Known display issue: in the settings modal, the Do not transfer option currently shows the Transfer one time at first link description. The option behaves as its label says — no hourly rates are transferred.

4. Hours Source

Definition

This setting determines which Ajera hours field populates Mosaic Time Entry hours.

Settings Choices

• Hours (Recommended)
• Billed Hours

In Mosaic

Hours is standard hours worked, regardless of whether you can bill for them. Billed Hours is only the hours billed to the client.

Choose Hours for full visibility into resource allocation and labor cost accuracy. Choose Billed Hours if you only want to track hours that translate into billable revenue.

5. Rate Source

Definition

This setting determines which Ajera rate field populates Mosaic Time Entry rates.

Settings Choices

• Billed Rate (Recommended)
• Spent Rate

In Mosaic

Billed Rate is the rate charged to the client. Spent Rate is the actual cost of labor / the employee's hourly cost to the company.

This setting affects spent amounts in Mosaic. This only affects values brought in via timesheets from Ajera; if you create timesheets in Mosaic, it will use Mosaic rates.

1. Transfer

Definition

Work Plans are time-based allocations that assign people to a project or phase over a set period. They help manage the Project Time Budget, balance member capacity, and mirror allocations in the Project Budget so teams know how much time to spend on each project.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Work Plans will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Work Plans on Mosaic.
• Transfer one time at first link — Deltek Ajera Work Plans will only be transferred to Mosaic when the Deltek Ajera Project is first linked.
• Do not transfer (Recommended) — Deltek Ajera Work Plans will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

Find work plans in Mosaic under: Home (Work Plan widget), Planner space, or Workload space.

Ajera Cloud does not sync resource allocation data via the standard API. Work plan sync behavior may depend on your ODBC configuration and Ajera version. Confirm with your Solutions Engineer during onboarding.

Work Plans are not available for Ajera On-Premise connections — the On-Premise integration does not sync resource allocation data, so this section does not appear in the settings modal.

1. Rate Groups

Definition

This setting controls whether rate groups (rate tables) from Ajera are transferred to Mosaic. Rate groups define sets of billing rates that can be associated with projects and phases.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Rate Groups will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Rate Groups on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Rate Groups will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, rate groups from Ajera are synced to Mosaic and kept up to date. Any changes to rate tables in Ajera will overwrite the corresponding rate groups in Mosaic. Inactive rate tables from Ajera do not sync — only active rate tables are retrieved.

When set to Do not transfer, rate groups must be configured and maintained directly in Mosaic. Choose this if Ajera rate tables are inconsistent or if Mosaic should not rely on them.

Maintain either Ajera or Mosaic as the primary rate group definition source. If you choose Transfer updates from today forward, avoid editing rate groups directly in Mosaic, as changes will be overwritten on the next sync.

Rate tables using mixed employee type + activity columns are not supported for auto-sync from Ajera. If your Ajera rate tables use mixed types, rate groups may need to be managed manually in Mosaic.

1. Rate Groups

Definition

This setting controls whether rate groups (rate tables) from Ajera are transferred to Mosaic. Rate groups define sets of billing rates that can be associated with projects and phases.

Settings Choices

• Transfer updates from today forward — Deltek Ajera Rate Groups will be transferred to Mosaic after changes in Deltek Ajera. This setting will overwrite Rate Groups on Mosaic.
• Do not transfer (Recommended) — Deltek Ajera Rate Groups will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

When set to Transfer updates from today forward, rate groups from Ajera are synced to Mosaic and kept up to date. Any changes to rate tables in Ajera will overwrite the corresponding rate groups in Mosaic. Inactive rate tables from Ajera do not sync — only active rate tables are retrieved.

When set to Do not transfer, rate groups must be configured and maintained directly in Mosaic. Choose this if Ajera rate tables are inconsistent or if Mosaic should not rely on them.

Maintain either Ajera or Mosaic as the primary rate group definition source. If you choose Transfer updates from today forward, avoid editing rate groups directly in Mosaic, as changes will be overwritten on the next sync.