A Redesign Technical Setup and Migration Guide is available in an effort to consolidate the various pieces of our documentation relevant to setting up a new school on USXS-R.
SSDT strongly recommends ITCs run test imports on their district's data two months before the dual-processing period. When running a test import, please review the Balancing Reports listed below to ensure account and transaction totals are correct.
There are a few processes that need to be setup and verified after the USAS data has been imported.
- Review the entire usasimport.log file for errors. The summary at the bottom will show the number of records loaded and any errors encountered. Those errors will be detailed below the summary. In addition to the summary it is imperative that you scroll up and review the entire log for Exceptions. If you encounter an exception you may need to contact SSDT to assist in troubleshooting.
- Review the Application Health. This can be found by opening the Messages by clicking on the Notification tab at the top right of the screen. For any import related job that does not have a status of "COMPLETED" the Application Health will be set to a warning and the following message will be visible: "There was a problem during the post import process; not all jobs completed successfully. Check the import log for errors." If you see this message, review the import log (from the server) for errors and check the System/Monitor Status tab to review jobs that FAILED.
- Go to System/Modules to install the following modules:
- Classic Requisition Approval Module: must be installed if they use Onbase
- EIS Classic Integration Module must be installed if they want to flag invoiced items for inventory extraction
- File Transfer Notification Services: must be installed if they use RAM
- USPS Integration Module: must be installed in order to post USPS-R payroll, Board Retirement and Board Share of Distribution files into USAS-R
- User-Based Balance Checking module: must be installed if district wants to control, per user, the ability to allow posting to negative balances on budget and appropriation accounts.
- Windows Active Directory Service Authentication: must be installed if they would like to use Active Directory
- Go to System/Configuration
- Classic Migration Configuration: Verify the 'Fiscal Year Closed' date and time from Classic's USASDAT/USACON. This is the date and time Classic's ADJUST program was run when closing the fiscal year prior to extracting the district's data.
- EIS Classic Integration Configuration: If the district is currently using Classic's EIS (Equipment Inventory System), verify the 'Pending Threshold' amount from Classic and the 'Automatic' checkbox value. The box should be checked to automatically update the pending file for 6xx object codes or left unchecked to prompt the user for both 5xx and 6xx object codes.
- EMIS SOAP Service Configuration: Enter the fiscal year the district will be reporting for the next Period H submission. This is required before running the EMIS extract option under the Extracts menu.
- Transaction Configuration: Specify the highest transaction number used instead of the system using the highest number retrieved from the database. This will be helpful in eliminating gaps in transaction numbers.
- Go to Core/Delivery Addresses: By default, all delivery addresses imported from Classic are inactive. Check mark the 'Active' box to activate a delivery address.
Once your data has been imported successfully into the Redesign, the following balancing reports need to be run in both Classic and Redesign and compared for accuracy. Don't be surprised if you notice a few differences, especially with the Carryover Encumbrances. See the Differences in Carry Over Encumbrances page for more information on locating possible differences.
At minimum, the following reports in both Classic and the Redesign should be run to check totals and ensure all of your amounts balance.
|APPSUM||SSDT Appropriation Summary||When your run these reports, if your Carryover Encumbrances do not match you will want to run a Budget Summary report to narrow it down to the Budget that was impacted. You'll also want to run the SSDT Carry Over Reconciliation Report, see explanation below.|
|BUDSUM||SSDT Budget Summary||Compare the totals on the Budget Summary Report report to Classic's BUDSUM figures.|
|BUDLED||SSDT Budget Account Activity Report||Compare the totals on the Budget Account Activity report to the totals on Classic's BUDLED. You can run it for the current month and/or the current year on both systems to make sure everything is in balance.|
|FINDET||SSDT Financial Detail Report||Compare the totals on the Financial Detail to the totals on classics' FINDET report. You can run it for the current month and/or the current year on both systems to make sure everything is in balance.|
|FINSUMM||SSDT Cash Summary Report||Compare the totals on the Cash Summary report to the totals on Classic's FINSUMM.|
|REVSUM||SSDT Revenue Summary||Compare the totals on the Revenue Summary report to Classic's REVSUM.|
|REVLED||SSDT Revenue Account Activity Report||Compare the totals on the Revenue Account Activity report to the totals on Classic's REVLED. You can run it for the current month and/or the current year on both systems to make sure everything is in balance.|
|PODETL||SSDT Purchase Order Detail Report|
If you run this report for outstanding purchase orders, you'll want to take into consideration that the Redesign does not consider purchase order amounts that have been invoiced to be outstanding. You will need to compare an outstanding Classic report to an outstanding Purchase Order Detail Report and includes invoices from the Payables UI. You can run a report from the Payables grid to get a total of filled invoices and add it to your Purchase Order Detail Report in the redesign to equal the amount you see on Classic's PODETL.
The PO Total on the report is the original PO amount. 'Adjusted' in classic is taking into consideration any cancelled amounts. Currently, PO cancelled amount is not included in the Redesign so when comparing against the PO adjusted in classic, you have to take the PO original amount minus cancelled PO amounts.
|CHEKPY||SSDT Disbursement Summary||You can run reports for all checks and/or outstanding checks. If you want to run a report for outstanding checks, select 'outstanding' on the Disbursement Summary report and compare the figures to Classic's outstanding CHEKPY. Classic includes transfer checks.. redesign doesn't. Reconcile memo checks.|
|REQSUM||SSDT Requisition Summary Report||You can run both reports for outstanding requisition amounts. If the amounts do not balance (and Redesign amount is higher), there may be requisitions appearing in the Redesign as outstanding when they are considered closed in Classic. This is caused by closed (converted) requisitions in Classic where the associated PO is no longer on file in Classic (i.e. PO was deleted). In this case, the requisition will be imported with 'converted' equals false (outstanding requisition) and if the requisitions amount are being tracked, the amounts will be included on the accounts. If these requisitions should not be included in the import, please delete the requisitions in Classic before doing a live import of the district's data.|
|SM2||SM2 Spending Plan Summary||If the districts runs the SM2 on a monthly basis, compare the SM2 Spending Plan Summary to Classic's SM2M from the SM12 program to compare totals.|
|SSDT Classic Carry Over Reconciliation Report||This report summarizes the differences between Classic's imported carryover encumbrances and the Redesign's calculated amount. The adjustments are derived by taking the carryover encumbrance imported from Classic, calculating the carryover encumbrance according to the Redesign's more correct calculations, and finding the difference between the two amounts.|
|SSDT Impact on Encumbrance Report||If you run the report for a particular PO, you will see all associated transactions that had an impact on the original encumbrance for that PO. Please keep in mind, this will NOT list every transaction associated with the PO, only those that had an impact on encumbrance. For example, creating an invoice that partially fills a charge for less than the total amount does NOT impact encumbrance. However, partially filling an item for more than the original charge amount DOES impact encumbrance, increasing it by the difference of the original charge and the invoiced amount.|