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When creating a Redesign This guide describes the steps to create an instance for a district new to State Software.  This page assumes no dependency on Classic for any processes.  We also make available instructions for using Docker, however using Docker is not required.

Step-by-step guide

1. Install Docker
2. Set up nginx-proxy or other reverse proxy to provide secure application access
3. For Each District
   1. Configure the docker instance on the server, see Setting up a District Instance
      1. New to Docker?  Here are some Useful Docker Commands
      2. Make sure you review the JVM Configuration for suggested container memory settings

Post Instance Startup Steps

These are the steps you need to follow once you are able to log into the USAS instance.

1. Go to Core/Posting Periods:  When a new district starts up on state software they need to start by creating the July posting period for the fiscal year they are beginning in.  It is imperative that they have a full fiscal year of posting periods the year they begin on USAS.  When you start up the new districts, regardless of what month it is, you'll create the July posting period and then any subsequent periods to get them to the current period in whatever fiscal year they start up in.  See warning below for details and example.

   Warning
   title Posting Periods
   Right now the system won't force you to create July, but we have an issue to implement that restriction.  Currently, in a new database, the first posting period you create cannot be deleted and you cannot create a period prior to it.  So it is imperative that you create the July period for the calendar year that starts your first fiscal year on USAS. Example: District wants to start in January of 2021.  The first posting period you would create would be July using calendar year 2020.  You then would create the posting periods in order from August 2020 through January 2021.  If the district does not intend to post transactions in July - December, those periods can be closed in order beginning with July. Please remember, when creating a posting period you select the month and then enter the calendar year for the posting period you are creating.  See the documentation to Create a New Posting Period for details.  If you make a mistake and don't create the correct initial posting period, you'll need to destroy this instance and start over with a new one.

   
   

2. Go to System/Modules to install the following modules:
   • Classic Requisition Approval Module: must be installed if they want to use Onbase Onbase.
   • EIS Classic Integration Module:  must be installed if they want to flag invoiced items for inventory extraction. 
   • Email Notification Services: must be installed if they want to send reports via email using the Job scheduler or Report Bundles.
   • 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.
3. 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 to be used instead of the system using the highest number retrieved from the database.  This will be helpful in eliminating gaps in transaction numbers.  
4. Go to CoreSystem/Delivery Addresses: By default, all delivery addresses imported from Classic are inactive.  Check mark the 'Active' box to activate a delivery addressRoles:  ITCs will need to work with the district to define roles that will be used to grant permissions to users.
5. Go to Core/Organization: Review  District will need to enter the Organization Detail information from Classic - district Namefor their district, including name, address , and ID numbers. Update as needed.   The Central Office Square Footage and ITC IRN should also be added. 
6. Go to Periodic/Spending Plan: If the district has entered SM1 Estimates into Classic, these figures are not contained in the SSWAT Extract and will need to be manually entered into the Redesign Spending Plan grid under the Periodic Menu.
7. Go to Transaction/Transfers/Advances: Link legacy repay transactions to the appropriate advance. Click here for details on this process.
8. Go to Utilities/File Import: The Classic MonthlyCD reports can be imported to the File Archive in USAS-R via the File Import option. Click here to navigate to the File Import documentation page.
9. Go to Core/Posting Periods: 
10. When new districts come on to the Redesign they need to start in July in order to have a full fiscal year of posting periods.  Right now the system won't force you to create July, but we have an issue to implement that restriction.  Currently, in a new database the first posting period you create cannot be deleted and you cannot create a period prior to it.  When you

    
    

These are the steps you need to follow once you are able to log into the Inventory application.

1. Go to Core to configure the following

   1. Fiscal Periods:  When a new district starts up on state software they need to start by creating the current fiscal period for the fiscal year they are beginning in.  When you start up the new districts, regardless of what month it is, you'll create the July posting period and then any subsequent periods to get them to the current period in whatever fiscal year they start up in. 

   Even if they start up in January for example, you would still create July - Dec, even if they have no data to enter into those periods.  It's important to have the complete set of posting periods for the fiscal year.

...

1. 1. See warning below for details and example.

   2. whatever else needs done here
2. Go to System/Modules to install the following modules:
   • Email Notification Services: must be installed if they want to send reports via email using the Job scheduler or Report Bundles.
   • File Transfer Notification Services: must be installed if they use RAM.
   • USAS Integration Module: must be installed in order to pull inventory invoice items into Inventory.
   • Windows Active Directory Service Authentication: must be installed if they would like to use Active Directory.
3. Go to System/Configuration
   • Transaction Configuration: Specify the highest tag number to be used instead of the system using the highest number retrieved from the database.  

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