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It's the Final Countdown!

Happy New Year!  We are nearing the end of our migrations with the start of wave 9 this month! CY2021 included our largest number of migrating districts!  Approximately 320 districts migrated during waves 7 and 8!  With the remaining districts scheduled in wave 9 (ODE stated has reserved wave 10 is reserved for emergency migrations), the light at the end of the tunnel is getting brighter! We appreciate both ITC and district staff's staffs on-going efforts and dedication in making this happen!

Just a reminder, our classic software applications will be retired in December 2022. This means we will no longer support the classic software after calendar 2022 closing is complete nor will districts be able to process a payroll for calendar year 2023 in the classic software.  If you are still using our classic applications and are unclear of your migration plan, please contact your ITC immediately for further assistance. To state it clearly once more, you will not be able to process 2023 payrolls in the classic software, so it is imperative that you have migrated from classic before you need to run your first 2023 payroll.

As with every January newsletter, we like to review some of the features and improvements added to the software in the prior year.  Many of these were requested from user feedback with assistance from the State Software Steering Committee.  Listed below are just a handful of the new features/enhancements  enhancements in USXS-R that took place in 2021:

• USAS-R: 
  • Ability to post Purchase Orders, AP Invoices and Vendors from an imported CSV file
  • Ability to email AR billings to customers
  • Repair option implemented in Purchase Orders
  • Performance Improvements made to various grids and reports
  • Created the Appropriation Resolution 'recap' report
  • Creation of an audit report bundle
  • Various canned reports added
  • Ability to modify or delete refunds that do not contain an associated check
  • Requisition Workflows implemented
  • Various improvements made to Account Filters
  • Proration Utility improvements

• USPS-R:
  • Performance Improvements made to various programs, grids, and reports
  • Various Mass Load options added
  • New Mass Change features added related to COVID fields
  • Allow users to modify pay amounts when creating attendance and posting to payroll.
  • Ability to post voided payroll checks to USAS
  • Implemented STRS Merge 
  • Legacy Data File Archive folder added
  • Save and Recall feature added to various reports
  • Convert personal leave to sick leave - Add employee and pay group selections
  • Employee Onboarding Workflows implemented
  • Various W2 improvements and new features

Inventory Update

The Inventory application made its debut in August 2021 with several districts so far having migrated their classic EIS data.   We've encountered some very unique situations with some of the district's Classic data that have required requiring adjustments to be made to the software and import process.   We greatly appreciate the assistance and feedback from the ITCs that have been heavily involved during these first few months of migration.  Like USXS-R, Inventory is releasing a new version of the software every two weeks. 

With Classic sunsetting at the end of CY2022, it's imperative districts who haven't migrated to Inventory begin the process of preparing their classic data for Inventory migration.  SSDT's Inventory Appendix documentation includes procedures for migrating and non-migrating districts as well as .  The SSDT has also provided a detailed user manual.  We are also in the process of documenting general procedures and answers to frequently asked questions.  We know ITCs are currently very busy with CYE support for USXS-R so we are holding off any further train-the-trainer Inventory sessions with them until later in Januarythis month.  

So how does my district migrate from Classic EIS?  Contact your ITC.  SSDT has provided an Inventory Installation and Migration Guide to assist the ITC (and district) with steps on how to migrate a district from Classic EIS.  

1. Pre Data Extract Procedures
2. Extract classic EIS data
3. Environment configuration
4. Setup the inventory database container
5. Import extracted data into Inventory
6. Connect the created network to the nginx proxy (if applicable)
7. Setup the inventory application container
8. Post Import Procedures

• • Pre Data Extract Procedures should be reviewed by both ITC fiscal support and district staff and address any necessary clean up in classic
  • Extracting classic EIS data may be handled by ITC technical or fiscal support staff.  The extract log should be reviewed to ensure it completed successfully.  If the ITC has any questions, they can create a service desk ticket to SSDT
  • Steps 3 - 7 are handled by the ITC technical staff.  After the data has been imported (Step 5), an inventoryImportResults.txt file will be generated.  Both technical and fiscal support staff MUST review this file for possible warning or error messages and to ensure all data imported successfully.  Common import errors and warnings are documented.  A video explaining the extract log and InventoryImportResults file is available for ITC staff.
  • Step 8 is handled by the ITC support staff.  SSDT strongly recommends ITCs run imports and complete the balancing reports in the Post Import Procedures in a test environment first to ensure they balance it balances with the district's classic data.    Once balanced, the district may being processing in the Inventory application.

And what if my district doesn’t plan on migrating or doesn't use EIS and wants to start new in Redesign?  Again, contact your ITC.  They will start with  SSDT and ITCs primary focus is migrating districts that are currently using Classic EIS due to the impending sunset of the Classic system.  However, we are currently working on mass-import capabilities that will allow you to import spreadsheets of fixed asset data.  Spreadsheet importing should be in place within the next month or two.  ITCs can refer to the Inventory Installation and Migration Guide.  performing as well performing steps 3, 4, 6 and 7.  The Most of the other steps may be ignored since they deal with migrating districts.  NOTE: Some parts of the Application Setup in Step 8 will be applied to districts starting new in Redesign.   

• Access Core>Configuration
  • Click on ‘Edit’ to enter the district information such as IRN, District Name, Last Closed Inventory Fiscal Year and Foundation Percentage (if applicable). If the district is GAAP compliant, the GAAP box must be checked in order to activate the necessary GAAP settings in the software.  
• AccessCore>Fiscal Years
  • Create the current Inventory fiscal year and enter the capitalization criteria.  This consists of a dollar threshold and/or life limit.  These values are determined and set by Board policy.  The figures entered will determine which items will be capitalized and included on the GAAP reports. 
• Create Pending Item Data.  Please refer to the 'Pull from USAS' option under Pending Items for steps on how to pull USAS-R PO items marked for inventory into the Inventory application.
  • In USAS-R, ensure theEIS Classic Integration Module is installed as well as the EIS Classic Integration Configuration pending threshold criteria is set up.  Both should have been completed as part of your USAS migration (USAS-R Post Import steps).   Once in place, when a PO item meets the pending threshold (during AP Invoice processing), it will be marked for inventory and may pulled into the pending file using the 'Pull from USAS' option under Transactions>Pending Items.
• Access System>Users to create user accounts for Inventory
• Begin processing.