State Software USAS Redesign

Redesign Overview Overall Project Status Time Line Pilot Purpose and Scope Implementation Considerations Reference Tools Grid Functionality Reporting Capabilities

Overall Project Status Pilot Software Versions are complete and available User Acceptance Testing (UAT) is ongoing Two-Month Pilot Program is currently in process Project is operating under the guidance of the Fiscal Redesign Oversight Committee (FROC) Additional requirements have been defined for Accounts Receivable and Equipment Inventory Project updates are being issued to district treasurers, and also through the OASBO and SSDT Newsletters

Timeline Pilot Program – September through October 2017 September through December 2017 Improve and enhance based on feedback First Wave Begins – January 2018 4 ITC’s and 12 districts Second Wave Begins – July 2018 Includes additional ITCs and up to 40 districts Waves Three Through Eight – Every Six Months Includes up to 90 districts per wave Current Plan for Decommissioning Classic End of CY2021 Note: these are tentative wave numbers

Pilot Purpose and Scope Comprehensive parallel field test Identify software deficiencies and refinements Highlight any performance issues Identify additional reporting needs Validate required interfaces Security and audit controls ITC infrastructure and deployment

Implementation Considerations Exact Selection Process is TBD, but will be based on: Level of Interest Ability to Support Staffing & Technical Competence Required Functionality Key Processes: Data Migration – Overnight No Data Conversion or Cleansing Required User Training – Two to Three Days Software Deployment and Technical Training

USAS What does it look like? Grid Format Customizable Posting Periods Open vs. Current Template Reports Easily customizable Custom Report Generator Advanced queries Write your own report or customize a template report Exports directly to PDF, Excel, CSV…

USAS Grid View Grids can be: Customized Sorted Filtered Used for quick view Used for detail view Advance query Query can be saved

Purchase Order Grid Example Advanced Query Filter Row Add/Remove Columns on Grid

USAS-R Menu

Core Accounts: Replacement for Classic’s ACTSCN or USASWEB/Accounts Access to 4 account types on one screen

Core Vendors Replacement for Classic’s VENSCN or USASWEB/Vendors Default Payment Type controls type of vendor Check or Electronic Separate range of numbers for memo vendor no longer needed Multi-Vendor flag obsolete Vendor is not required during requisition and/or PO processing Will be required at invoicing Multiple Locations Designate default PO, check and 1099 address

Vendor Example

Transactions Requisitions Replacement for Classic’s REQSCN or USASWEB/Requisitions Vendor and account code not required Split quantity and price available Users may be restricted to accounts they have access to Audit trail handled correctly in Redesign Mass convert option available Both Requisition (grid) and Requisition Legacy available

Requisition Example

Transactions Purchase Orders Replacement for Classic’s POSCN or USASWEB/Purchase Orders Vendor not required Split quantity and price available Users may be restricted on accounts they have access to PO may be edited or ‘Amended’

Purchase Order Example

Transactions AP Invoices AP Invoices is Classic’s USASWEB format so it has all of the same functionality you are currently using in USASWEB’s AP Invoice option Will eventually be replaced with a grid-style format New features added to AP Invoice include: Change Full Invoice Item to Partial Change Partial Invoice Item to Full

Transactions Payables Classic’s INVLST in a grid format; contains all outstanding invoices awaiting payment Vendor or Detail tab views Vendor view displays outstanding invoice amounts summarized by vendor Detail view displays all outstanding invoice details

Payables – Detail and Vendor tabs

Posting Payables Grouping Options: Vendor: similar to Classic’s CKPROC Post Disbursement window Grouping Options: Vendor: similar to Classic’s CKPROC Invoice: separate checks per vendor invoice Click on ‘Post’ to post disbursements. Check numbers can be assigned to desired disbursements in disbursements grid

Transactions Disbursements Many check-related classic programs under one grid! Generate Print File: allows you to assign a check number Reconcile: replacement for RCNCLE/Reconcile Unreconcile: replacement for RCNCLE/Reverse Reconcile Auto-Reconcile: replacement for AUTOREC/Reconcile Resequence: replacement for CHKSEQ – options 1 and 3

Disbursement Grid Generate Print File Reconcile Auto-Reconcile Void Resequence

Report Manager Generate and download reports Various output formats available: PDF, CSV, Excel, etc. Email report definitions to others Upload report definitions from others Share reports with others within your district Advisors Principals Secretaries

Outstanding Purchase Order Detail Report

Custom Report Generator Select the data you want to report on Select the properties to display on your report Select filters Save report Select favorite reports Displayed on your individual home page Generate reports in various formats No more FTP clients!!

Custom Report Generator

Top Seven Ability to reopen “current period” for corrections Ability to have multiple “posting periods” open Ability to be in multiple working screens Ability to pull reports directly into Excel Ability to customize individuals grids Auto population of account codes Web based application

Reference Tools SSDT Public Wiki USAS-R Documentation SSDT Newsletters https://wiki.ssdt-ohio.org/display/p USAS-R Documentation https://wiki.ssdt-ohio.org/display/usasrdoc SSDT Newsletters https://wiki.ssdt-ohio.org/display/NEWS Recorded Redesign Videos https://wiki.ssdt-ohio.org/display/ssrd/Redesign+Recorded+Demos

Thank You Questions?