1. State Software USAS Redesign
Both USAS and USPS Powerpoints are available at the following link:

2. Redesign Overview Overall Project Status Time Line Implementation FAQs
Redesign Updates since our demo at the FYE meeting
Grid Functionality
Reporting Capabilities
Reference Tools

3. Overall Project Status
Pilot Software Versions are complete and available
User Acceptance Testing (UAT) is ongoing
Two-Month Pilot Project is complete
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. Implementation Timeline

5. When does my district migrate?
The FROC committee and ODE Project Manager are overseeing ITCs participation in the production waves.  Currently, the plan for the 1st wave is to include a maximum of 12 school districts from the pilot ITCs.   
The software is ready! NWOCA would love for one of our districts to be on the first wave! If you are interested, please contact Michelle Drewes or ) for more information.

6. But I don’t want to be first
We get it, but you really don’t have anything to lose being first.
You don’t have to spend time converting your data before the import. We take what you currently have in Classic and load it into the Redesign
NWOCA fiscal staff are also SSDT staff.. we have been testing, training and assisting with the Redesign process.. You have competent, experienced support!
SSDT is in your backyard! Perk of being a NWOCA district and a first waver is our SSDT design team is easily accessible and you will have their undivided attention. Our experienced UAT group will be there to lend support as well. (Sandra Griscom, Dee Cramer and Rhonda Zimmerly)
You can start at any time. If you want to start in February or March, after CYE madness, that’s perfect. Whatever works best for you.
If after your parallel processing period, you decide to wait until another wave, you haven’t lost anything. You simply stop processing in the Redesign and continue on in Classic. And you have everything to gain if you continue on Redesign.. you’ve migrated!
I’m running out of room on my “Pros” slide for being first.

7. What do I need to do to get ready for the migration?
100% of your existing data will be imported into the redesign.  You are not required to do any housekeeping (i.e. clean up unused vendors or accounts) beforehand unless you want to. 
An evaluation import of your data will be completed in order to validate your existing data in Classic is migrated successfully.  NWOCA reviews the log files generated from the import in order to determine if anything needs to be done in Classic before the actual import. 
An example would be if a vendor's STATE field did not import over due to an invalid abbreviation in Classic.  This is a minor change that can be easily fixed in the classic system before migration.

8. Do you require a dual-processing period after importing our data?
Yes, at least the districts involved in the first wave. 
We will require a ‘pre-production certification’ where each district runs at least one complete payroll and processing USAS transactions in the Redesign simultaneously with Classic.
Example, we import your data after you complete your first payroll of the month in Classic.  This will allow you to process your second payroll simultaneously with Classic as well as process the rest of your USAS transactions and balancing reports for the month.  If everything balances with Classic, you could continue on live with Redesign only.
Note: you cannot import you data in the middle of a payroll. A payroll must be complete before importing your data.

9. What happens to my access in the classic system after I migrate over
NWOCA will allow access to the Classic systems.  However, your level of access will change to 'read-only' in order for you to still view information and run reports. 
You (and your auditors, etc) will still have access to your MONTHLYCD/PAYROLLCD reports, Farchive data, etc.
Eventually the Classic system will be decommissioned based on when all districts in the state have migrated.

10. What about training and support?
Training on both USAS & USPS will take 3-4 days depending on the number of employees you want trained.  We recommend training the staff in the treasurer’s office first. 
Requisition users can use the 'Requisition (Legacy)' option in the Redesign that mimics USASWEB's requisition program and eventually be trained on the Requisition (grid) UI. 
Support team is the same as you have now (lucky you!) and the help of the SSDT and UAT as well!
First wavers will get both NWOCA & SSDT’s undivided attention..

11. My district uses XYZ software
My district uses XYZ software. Will it be compatible with Redesign versions of USAS and USPS?
Many software vendors have integrated with State Software over the years and use the Classic "Web Services" (SOAP) to retrieve data and post transactions.  The Redesign systems also contain web services which provide a compatible interface.  Therefore, the majority of third party developer products will work seamlessly with Redesign.  The SSDT is currently working with many of these vendors to verify 100% compatibility.
We are also working with other vendors, such as check printing, which use import and export integrations with Classic to verify support within Redesign.  

12. USAS Major Enhancements since we last met
All Grids
Generate Reports from any of the grids
Transaction Menu
Activity Ledger Query option (similar to OINQ in Classic)
Disbursements
Show Printable
Ability to assign a check number to electronic (memo) checks
Budgeting Menu
Improved the user interface by enhancing the existing Scenarios option and adding an option for Proposed Amounts
Periodic Menu
Added Classic’s USACERT reports (Appropriation Resolution – APPRES and Certification/Appropriation Reports – CERTBAL).
Improved the Cash Reconciliation option
Report Manager
Added more template reports
Added Parameters to all existing template reports

13. USAS-R Menu
Menu above displays a user with USAS Group Manager Access (default)
NOTE: USAS Access is customizable.. the menu options displayed can be changed based on what you want a particular user to have access to.

14. Grids Grids can be: Customized Sorted Filtered
Automatic report generation
Used for quick view
Used for detail view
Advance query
Query can be saved

15. Purchase Order Grid Example
Generate Report
Advanced Query
Filter Row
Add/Remove Columns on Grid
Invoice Icon

16. USAS Reports Three ways to create reports:
automatically using any of the grids
Report Manager Available Template Reports
Via your own Custom Reports
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

17. Generate a Report via Grid
Use the Filter row to filter your data on the grid
Click on the button in right corner of screen.
Select report options and click
To save the report automatically to your Report Manager grid, enter a name in the ‘save as’ box and click on ‘save report’.

18. SSDT Template Reports Available under Report Manager

19. Template Report Parameters
Purchase Order Summary Parameters

20. Custom Report Creator 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!!

21. Review of USAS-R Menu Options
The rest of the slides in this presentation explain the rest of the menu options available in USAS-R

22. Core - Accounts Accounts:
Replacement for Classic’s ACTSCN or USASWEB/Accounts
Access to 4 account types on one screen
Generate Report from an account grid

23. Core - Vendors
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
Generate report from grid

24. CORE – Delivery Addresses
New Feature
By default, all deliver-to addresses stored on the reqs and POs in Classic will be imported over; all will be inactive by default
Simply check the active box on the delivery addresses you want your district to use.
When entering Req/PO, select an existing delivery address from the drop down or enter a new delivery address in the box provided.

25. Core - Posting Periods
Posting Periods is located under the 'Core' menu.  
Allows flexibility to keep several months open within the same fiscal year... in order to post transactions in previous and/or future months.
Rule can be enabled to restrict a period from being re-opened once it is closed. 

26. CORE – Other Options
USAS-R Classic Comparison Adds/Deducts (Legacy) USASWEB’s Adds/Deducts Option Bank Accounts New Feature OPUs OPUEDT Organization Some of the USACON options Posting Periods New Feature Projects PTD fields on the Cash Account

27. Transactions - Requisitions
Replacement for Classic’s REQSCN or USASWEB/Requisitions
Vendor and account code not required
Choose Delivery Addresses from import
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
Easily filter by account code or description when adding items
Both Requisition (grid) and Requisition Legacy available
Generate Report from grid

28. 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
Generate invoice from grid
Generate Report from grid
Easily filter by account code or description when adding items
PO may be edited or ‘Amended’

29. Transactions – AP Invoices
AP Invoices (Legacy)
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
Currently working on replacement with a grid-style format
New features added to AP Invoice include:
Change Full Invoice Item to Partial
Change Partial Invoice Item to Full

30. Transactions - Payables
Classic’s INVLST in a grid format; contains all outstanding invoices awaiting payment
Generate disbursements from the payables grid
Vendor or Detail tab views
Vendor view displays outstanding invoice amounts summarized by vendor
Detail view displays all outstanding invoice details

31. Posting Payables Grouping Options:
Post Disbursement window
Grouping Options:
Vendor: similar to Classic’s CKPROC; creates one check for all invoices issued to same vendor
Invoice: separate checks per vendor invoice
Click on ‘Post’ to post disbursements.
Check numbers can be assigned to desired disbursements in disbursements grid

32. Transactions - Disbursements
Show Printable
Generate Print File
Reconcile
Auto-Reconcile
Void
Resequence

33. Transactions - Receipts
Easily modify a posted receipt
Filter by account code or description when adding items
Generate Report from grid

34. TRANSACTION – Refunds (Legacy)
Refunds is currently in Classic’s USASWEB format so it has all of the same functionality you are currently using in USASWEB’s Refund option
It will eventually be replaced with a grid-style format

35. TRANSACTION – Transfers/Advances
Similar to ACTMOD’s Fund-to-Fund Transfer options in classic
Go to Transaction/Transfers/Advances
Click the button to create a transfer or advance.
Enter the transaction details.
Click the button.
NOTE: No longer requires Vendor, PO and Check!

36. TRANSACTION – Distributions/Error Corrections
Similar to ACTMOD’s Distribution/Error Correction option in classic; may use this option for both expenditure and revenue accounts
Go to Transaction/Distributions/Error Corrections
Click the button to create a distribution/error correction.
For transaction using expenditure accounts.
Enter a positive amount for reduction of expenditure (incorrect account)
Enter a negative amount for a negative reduction of expenditure (correct account)
For transaction using revenue accounts
Enter a negative amount for incorrect account
Enter a positive amount for correct account
Click the button.
NOTE: No longer requires Vendor, PO and Check; Net amount must be $0 per transaction

37. TRANSACTION – Activity Ledger
New Feature
This is a query only grid allowing you to filter existing transactions under the TRANSACTIONS menu
Similar to EIEIO options or USASWEB’s query screens all rolled into one grid!
Includes the following transactions:
Purchase orders
Invoices
Disbursements
Receipts
Refunds
Transfers
Distributions

38. TRANSACTION – Pending Transactions
Similar to classic’s AUTOPOST
Contains transactions currently sitting out there from a different system/software waiting to be posted to USAS
Example – payroll, BRDDIS or BRDRET file from USPS-R
Click on Edit to review transactions and either Post, Reject or Validate
Reject sends a message back to USPS-R and removes the pending transaction in USAS-R

39. BUDGETING
Allows for the creation of budget scenarios and the saving of multiple scenarios for a given fiscal year.
Each scenario consists of one or more budgeting (Excel) spreadsheets.   A district may choose to use a single spreadsheet containing all accounts, or create a separate sheets for different management areas.  
An example scenario may be your “High School” and within that scenario, you have several spreadsheets including HS principal, HS Athletic Director, HS Band Director, etc.  
Once the budgets are completed, the entire scenario can be ‘promoted’ to the “Next Year Proposed” amounts on the budget and/or revenue accounts. The amounts will then be displayed under the ‘Proposed Amounts’ tab under Budgeting

40. BUDGETING – Scenarios Replacement for APPROP in classic
Go to Budgeting/Scenarios.
Click to create a Scenario.
Enter the Scenario Name and Description
Click on at the bottom to create a budgeting spreadsheet for the scenario. You can create several spreadsheets for one scenario
Once the spreadsheets have been created, click on the button.

41. BUDGETING - Scenarios
Click on to download the spreadsheet to EXCEL. Enter the proposed amounts and save the completed spreadsheet.
Click on to upload the saved spreadsheet into your budgeting scenario. Save changes
From the grid, click on the to promote the entire scenario. This will upload proposed amounts from the spreadsheets into Proposed Amounts in the system.

42. BUDGETING – Proposed Amounts
Use the “Proposed Amounts’ option under Scenarios to make any further adjustments to your proposed budget and anticipated revenue amounts by clicking on the ; click on to delete.
You can also manually create proposed amounts by clicking on
When ready to upload the proposed amounts into initial budget and revenue figures, click on to apply the proposed amounts to the initial budget and/or revenue figures for the selected fiscal year

43. PERIODIC – Cash Reconciliation
Similar to CSHREC option of USAEMSEDT in classic
allows the user to create a monthly reconciliation sheet. 
Click
Select the desired posting period
Enter the reconciliation information for selected posting period
NOTE: Total balances amount (what was entered in) will be automatically compared to the ‘Total Fund Balance’ amount (system amount).
Click on to add the reconciliation sheet to the grid.

44. PERIODIC – Appropriation Resolution
Similar to APPRES option of USACERT in classic
allows the user to create an appropriation resolution report based on ‘amounts to use’ selected

45. PERIODIC – Certification/Appropriation Report
Similar to AMDCERT option of USACERT in classic
allows the user to create a summary or detail report 

46. EXTRACTS – GAAP & Positive Pay
Similar to the GAAPEXP option in USAEXP.
allows you to extract fiscal year end activity in order for it to be uploaded in the WEBGAAP system.
Positive Pay
Similar to AUTOREC’s EXTRACT option
Allows you to select the extract fields and starting disbursement date, selecting either CSV or Fixed format.

47. SYSTEM - Custom Fields
A field you define and place in various interfaces can be used when creating, editing, querying and reporting
Available in nearly all interfaces
Can be used anywhere a normal field is used including queries and reports
Enabled or disabled
Specify to be included in grid
Any Type
Text, code, money, number, date, date/time, web address, user or Boolean.
Code type – user can define their own list of codes with definitions which will produce dropdown boxes in interface
Special custom fields – created date/time, last modified date/time
Created user and last modified user will automatically be updated by the system

48. SYSTEM - Custom Fields
Example: create a custom field to track W9s on Vendor record
Before (no W9 field on vendor record below)

49. SYSTEM – Custom Fields Under System menu
After (1st field under 1099 section of Vendor record)

50. SYSTEM - Configuration
Configuration details for installed modules
Disbursements – how many line items, check stubs, etc
This option allows the user to enter configuration details for any installed modules.
Preencumbrance module confirmation
USPS Configuration
Usually a one-time setup. Example modifying check stub information.

51. SYSTEM - Modules
Displays all available modules within the software version the entity is using
Required
Won’t be able to uninstall
Installed
+ = not installed
- = installed
This option will display all available modules within the software version the entity is using, whether they are required, and whether they are installed.
Required modules will be grayed out and optional modules will either display a + or - . If the - is displayed beside the module it means that it is installed.

52. System - Roles
Roles defined to represent the basic functions, responsibilities, or tasks of users in the district.  
Each role is granted one or more "Permissions", each of which allows a specific functionality within the software.  
For example, default Roles in USAS-R include
SSDT encourages districts to create custom roles for their users. Allows much more flexibility and control over “who has access to what” in the system.

53. Roles Permissions
When creating a role, there are many permissions that can be granted.
For example, creating a Role for an AR user who creates receipts and refunds.
To grant access to all options within receipts, I can click “USAS_RECEIPT”, which gives them access to create, delete, report, update and view receipts.

54. SYSTEM - Rules
Allows for various types of business rules to be written and easily applied to the system.  USxS-R comes with sets of required business rules, and optional rules that the district may enable or disable as they desire.  
Customized rules can also be written for each district, either by district personnel with the appropriate access to do so, or with help from their ITC or the SSDT.  
Customized rules can also be used in conjunction with Custom Fields 
Bundled Rules means it came with the software
Mandatory Rules means it cannot be disabled or modified
Bundled Examples: Vendor number can’t be modified (not mandatory); Prevent opening a previously closed period (not mandatory)
Mandatory Ex: OPU must have a valid IRN; prevent deleting a transaction when the associated posting period is closed

55. UTILITIES CHANGE PASSWORD
If the user knows their old password they can change their password using the 'change password' link found on the USAS-R Login page or by the 'change password' option under the Utilities Menu
FIVE YEAR FORECAST
The Five Year Forecast option allows you to extract forecast data for the fiscal year that is current.
This is similar to the CSV file automatically generated in Classic's USASFF program.
MASS LOAD 
The Mass Load program allows a district to import cash, expenditure and revenue data into the USAS-R from an outside source (i.e. Excel, Access, Lotus and other third party software's that have the option to export data in a CSV (Comma Separated Values) format.
The Mass Load program reads the data, imports and validates it, then writes it to the USAS file structures, thus eliminating manual entry. This might be useful for a district processing mass updates to varying fields
Similar to USALOAD’s ACCLOAD option
SHOW PROFILE
Show profile will give detailed information about the user account currently logged into the USAS-R application.
Similar to USASWEB’s ‘show profile’ option

56. Utilities - Account Filters
Located under the Utilities menu
Controls what accounts a user can create, read, update, delete and process transactions against on the system; similar to Classic’s USASEC Account Filters screen
‘C’ create; ‘R’ read; ‘U’ update’ ‘D’ delete’ ‘P’ pre-encumbrance; ‘E’ encumbrance
Each user is assigned an account filter via the System/Users option. 

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