December 2017

Implementation Timeline

Within the past few months, SSDT has been demonstrating the Redesign software to various groups throughout the state including the OASBO AP regional seminars, OSBA Capital conference, OEDSA conference and ITC fiscal support staff.  We have received some great feedback and districts are excited about the progress that 's has been made. After we demonstrated demonstrating the software to the ITCs, their response was overwhelmingly positive. Many of the ITC fiscal staff have since demonstrated the software Redesign to hundreds of districts across the state with many having expressed an their districts any many districts have expressed their interest in migrating as soon as possible.  With the pilot districts sites wrapping up a successful twoClassic-month dualRedesign parallel-processing period during the last few months, SSDT has been diligently working on any support issues encounteredmany suggested software refinements, fixes, new reports and documentation additions in preparation for the live production of the Redesign.  We are currently in the process of preparing for our production release early next year.With our production release comes the projected implementation timeline.  ready to begin rolling out the Redesign on a live production basis.

The first wave of districts is scheduled to run ITCs/districts will begin production operations using the Redesign between January and June 2018.  This does not mean they first wave participants are required to start in with the January processing period.  In fact, we know SSDT understands January is a very busy time with W2s, 1099s and year-end closing.  The wave runs six months first production wave can begin any time during the six month period to give participating districts flexibility in deciding when, within that time frame, is the best time to migrate. Due   Also, due to the nature of the migration, it does not have to be done on a particular processing period boundary.  If your district feels March is a good time, then you So for example, a first wave district can migrate in March or even in the middle of March.  The First wave participants have been selected from the ITCs who participated in the 2017 Pilot program.   The table below is the current projected timeline the ODE Project has releasedsummarizes the implementation for the Redesign's production wave release.

Redesign Implementation FAQs

When does can my district migrate to the Redesign?

Contact your ITC to express your interest in moving to the Redesign.  The FROC committee and ODE Project Manager will be working with ITCs on 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 up to four ITCs.   First preference will be given to ITCs which participated in the pilot phase. Those ITCs include OMERESA, LACA and NOACSC.   

When I decide what wave my district is on, what do we need to do to get ready for the migration?

100% of your existing data

What is needed for migration to the Redesign? 

First, you need approval from your ITC to participate in a particular production wave.  Each ITC may have their own implementation strategy and process.  Once your district is approved for a production wave, 100% of your existing data, maintained by your ITC, will be imported into the redesignRedesign.  You are not required to do any housekeeping beforehand (i.e. clean up unused vendors or accounts) beforehand unless you want to.  It 's is recommended that an evaluation import of your data be completed in order to validate your existing data in Classic can be migrated successfully.  Your ITC will review the log files generated from the your test import and will contact you if any changes need to be made in Classic before the actual production data 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 Classic system before a live migration to the Redesign occurs.

How long will it take to import my district's data?

As The importing of your data will take as little as an hour to possibly as long as 24 -48 hours.  It depends on how large your districts is the size of your district and the number of years you currently have in your live data.  A district with 15 years worth of data in their live files will take longer than a district who may have only 7 years worthof data.

Do you recommend a dual-processing period after importing our data?

Yes, especially districts involved in .  At least for the first wave.  Once your data has been imported and validated, we recommend running production wave sites, we will require a 'pre-production certification' where each district must first pilot USAS transactions in the Redesign simultaneously with Classic for at least one processing period, and run at least one complete parallel payroll and processing USAS transactions in the Redesign simultaneously with Classic. Note: you cannot import you in both Classic and the Redesign. Once everything balances between the Redesign and Classic systems, your district can just continue to proceed on live production basis using the Redesign while discontinuing any further Classic operations.  Keep in mind, when beginning Redesign operations, you cannot import your data in the middle of a payroll.  A payroll must be complete before importing your data. For example, you decide to import after completing 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 would just continue on live with Redesign only.you can import your data in the Redesign.  

What happens to my access in the classic Classic system after I migrate over to Redesign on a live basis.  Will it my Classic access be taken away?

The SSDT expects that your Your ITC will be expected to allow you to continue to access the Classic systems.  However, your level of access will change.  Obviously, you will no longer be able to process transactions in Classic so your access will be changed to 'read-only' in order for you to still view information and run reports.  You will have access to your MONTHLYCD/PAYROLLCD reports as well so if an auditor is working on your prior fiscal year audit, they will still be able to access those reports.  It will be up to the district you and their your ITC as to how long the classic system Classic access will be made available to the districtyou.   Eventually the Classic system will be decommissioned based on when all districts have migrated.  OR Eventually Classic will be decommissioned entirely, tentatively planned for the end of Calendar Year 2021.

What about training?Hopefully, many of you Redesign training will be made available to my district?

Many districts have already seen a demonstration of the software.  Your ITC's fiscal support staff will be training you and your staff on the new systemRedesign.  They are Each ITC is currently able to set up test instances containing a copy of your live data so that you can begin to get comfortable with the new system Redesign now.  Training on both USAS & USPS will probably take a full minimum of 2 to 3 days depending on the number of employees you want need trained.  We recommend training that ITCs train the staff in your treasurers Treasurers office first.  After the data import to the Redesign is completed, any Classic requisition users will need to log into the Redesign but will be able to use the 'Requisition (Legacy)' option that mimics USASWEB's requisition program.  Once you and your staff feel comfortable enough with the systemRedesign, you and/or your ITC can help train requisitions users on how to process requisitions using the 'Requisition' option in the Redesign.

What about supportHow will the districts be supported for the Redesign?

Your ITC's fiscal support staff is there to help you with the Redesign just like they always have in with Classic.  Any questions or assistance they need needed by your ITC will be directed to the SSDT.  We are more than happy and excited to help out in any way we can.

My district currently uses XYZ software. Will it third-party software in conjunction with Classic. Will the third-party software be compatible with Redesign versions of USAS and USPS?

Many software vendors have integrated with State Software over the years.  Many of them 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 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.  

If you have any questions regarding a specific software product, we encourage you to contact your ITC or the software vendor directly.  You may also wish to enquire if an update to the software will be involved and any related fees.