1. State Software
USAS Redesign

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

3. 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

4. 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

5. 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

6. 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

7. 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…

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

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

10. USAS-R Menu

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

12. 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

13. Vendor Example

14. 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

15. Requisition Example

16. 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’

17. Purchase Order Example

18. 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

19. 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

20. Payables – Detail and Vendor tabs

21. 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

22. 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

23. Disbursement Grid Generate Print File Reconcile Auto-Reconcile Void
Resequence

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

26. Outstanding Purchase Order Detail Report

27. 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!!

28. Custom Report Generator

29. 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

30. Reference Tools SSDT Public Wiki USAS-R Documentation SSDT Newsletters
USAS-R Documentation
SSDT Newsletters
Recorded Redesign Videos

31. Thank You
Questions?