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The following steps are a general guideline to follow when setting up Financial Report access for district personnel via direct access to log in to USAS (similar to Classic's FISCWEB). ITCs
ITCs may customize these steps to better suit their district's needsGather report information from the districtIf the district had FISCWEB set up in Classic and had filters created in USASEC that were linked to their FISCWEB reports, the USASEC filters will be imported under Account Filters in the Redesign. If the ITC (or district) has a spreadsheet or something documented on the district’s current FISCWEB setup (including the reports, usernames, USASEC filters), it needs to be reviewed to check for any reports or account filters that are no longer used or are incorrect. Once these are reviewed, make any necessary changes to the Account Filters under Utilities.
User Account
When creating User accounts to be used by district staff to access USAS-R reports, there are two main options that will be discussed below:
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If USASEC filters in Classic were used, those filter names will also create User accounts when imported into the Redesign (by default, they will not be active user accounts).
For example, if I had a USASEC filter called FISCWEB_CAFE, it will be brought over as an inactive user account in the Redesign with the USASEC filter already loaded into the Filters field
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Once the accounts have been enable/created. The users should be assigned a role to allow them access to run reports. While the standard USAS_RO role will allow this access, this also gives additional view access. To assign access to only the reports needed for that user, a custom role can be created. Click here to view the basics of how to Create a Role. The permissions added to the role depends on the reports you want them to have access to. Districts may grant a standard Financial Reports role to give all users the same set of reports to run (which will then be filtered to their accounts) or unique roles depending on which reports certain users may need. Once a Reports Role is created, assign the role(s) to User accounts that were enabled/created in the previous section.
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NOTE: Permissions ENCUMBRANCEIMPACT_REPORT & ENCUMBRNACEIMPACT_VIEW should be included on report roles. These permissions are utilized in calculating encumbrance totals. Without this permission users may not be able to properly generate some reports. |
Account Filters
Share Custom Reports
Create the custom reports that can be shared with this role. For example, customize the Financial Detail report removing some of the configured parameters and adding one for the account filter. 
Once my reports are Account filters will determine which account codes are accessible to the user when running reports. If the district had FISCWEB set up in Classic and had filters created in USASEC that were linked to their FISCWEB reports, the USASEC filters will be imported under Account Filters in the Redesign. If the ITC (or district) has a spreadsheet or something documented on the district’s current FISCWEB setup (including the reports, usernames, USASEC filters), it needs to be reviewed to check for any reports or account filters that are no longer used or are incorrect.
If USASEC filters were used in Classic, review the filter on the Utilities > Account filter page to make sure the included accounts are up to date. If USASEC filters were not used in Classic, Account Filters can be created in USAS-R. Click here to view the basics of how to Create an Account Filter.
Once the filters have been reviewed/created, filters can be attached to a User account. Edit the user on the System > Users grid and choose the filter from the "Filters" drop down.
Share Custom Reports
Users will have access to run the standard SSDT template reports based on the permissions assigned to their role. Custom reports or reports that have been imported can also be shared with a role.
Once the reports are imported or customized, click on the 'share report definitions with roles' icon 
on the report grid to share each report with the custom Role.
Customize User Access
After User accounts have been enabled/created a password should also be set.
Log into the user account (using the password you created) and go to the report grid, checkmarking use the shared reports as 'Favorites' and if necessary, for any activity leger account (i.e. Financial Detail, Budget Activity, etc), click on 'generate report and enter the account filter name the user has access to. The filter name will be saved to the parameter so the end-user will not need to re-enter it. We recommend running all reports the user has access to ensure everything is running properly.
Managing Accounts
- Notify the District
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check box to select any reports that should show by default on the user's home page.
For users that have access to accounts for multiple departments, Save and Recalls can be created to make it easier to run reports.
For example, for a user that has an account filter that allows them access to both Student Activities and High School related accounts, they may want to be able to easily run a Budget Summary for only one or the other. If a save and recall is created for the report to include the appropriate query parameters then the user will simply choose from their Save and Recall drop down upon login.
Managing Accounts
Once the accounts have been created, each ITC may determine guidelines for managing the upkeep of financial reports and accounts.
- Account Access
- If individual accounts are created for each user, this likely will me handled via the same procedure the ITC uses for creating normal USAS-R accounts. For standardized accounts, the credential may be managed by either the ITC or the district. For example, a spreadsheet with the the User Account usernames, passwords and Filter Names
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- may be provided to a district employee in charge of maintaining this data. They can then pass the login credentials onto the individuals who will be accessing the Financial Reports.
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- Adding a new Financial Report User This
- depends on who (ITC or district) is creating the new user account. For example, if the ITC is responsible, District
- District needs to inform ITC of the username and password they would like createdDistrict
- created District needs to provide ITC an account filter name and the specified account access to that filterDistricts
- filter Districts needs to provide ITC the reports they would like the user to have access to.
- Updating Accounts that appear on the reports
- District has
- If an update is needed to accounts that a user can access, the Account Filter associated with the user can be modified. Users with the USAS_FILTER or USAS_FILTERS_UPDATE permission have the ability to modify the account access for each user
- this. This permission is included in the USAS_MANAGER role. For details on Editing an Account Filter click here.
- Go to UTILITIES/ACCOUNT FILTERS Search for
- Locate the account filter you want to edit
- and click on the 'Edit' icon.
- Make any necessary changes and click on Save. Granting access to a set of Financial Reports
- District can give the login credential to the new individual that should have access to the Financial Reports If a password needs to be changed, depending on who has the ability to change passwords (ITC or District),
- Go to SYSTEM/USERS
- Search for the user account you want to change the password for Click on
to reset the password.- Adding a New Report to an existing set of Financial Reports
- If you want to add another report for all Financial Report users to see, in the Report Manager grid, find the report and click on
- Additional reports can be shared with the financial report role(s) at any time using the
share role icon on the Report Manager grid. It will display a popup listing of all Roles for the district. Checkmark - Select the Financial Reports custom role that was created and click on
- appropriate role(s) and save. The additional report will be shared with all users who have the custom
- selected role(s). If the user wants to see the report at the home page, they need to checkmark
- check the 'Favorites' box in the report grid. If you want one to add another
- To add a report for one user account (not to all Financial Report users), in the Report Manager grid, find the report and click on the
download report definition icon. Next, log into the users account and - , go to the Report Manager, and click on Import to import the report. If the user wants to see the report at the home page, they need to check the 'Favorites' box in the report . Checkmark it as a favorite so that is display on their home page.
- grid.
Financial Reports via Email
The following options allow districts to schedule sending Financial Reports to district personnel via email. Prior to sending reports, the Email Notification Services module will need to be enabled and the appropriate information should be entered in the Email Configuration.
Job Scheduler
The job scheduler can be used to schedule individual reports to send to district personnel via email at a regular interval. See the Appendix section Scheduling a Report to run via a Cron Job for details.
To send reports to district personnel, follow the process to schedule the report to run via Cron Job and enter the email address of the employee that should receive the report. Reports will be sent on the specified interval and will not require the employee to log into USAS-R (no USAS-R user account required). Jobs can be viewed in the Job Scheduler by the user that scheduled them and any Admin users. To stop a scheduled Job, delete the row from the Job Scheduler.
Report Bundles
Report Bundles can be used to schedule a group of reports to send to district personnel via email at a regular interval or upon a specific system event. Details on how to Create a Report Bundle can be found on the Report Bundles page.
To send reports to district personnel, follow the process to create and schedule the report bundle and enter the email address of the employee that should receive the report. Report bundles will be sent on the specified interval or event and will not require the employee to log into USAS-R (no USAS-R user account required). Jobs related to report bundles can be viewed in the Job Scheduler by the user that scheduled them and any Admin users. To stop a scheduled report bundle, disable or delete the bundle in the Report Bundles grid. Report bundles can be modified as needed to add, edit, or remove reports. The reports within the bundle can also be modified to update report parameters. If the email address for the employee that should receive the report bundle changes, this can also be updated by using the scheduling icon
to edit the scheduling information.
Financial Reports via Link
A direct report link can be generated by users in USAS to allow them to generate real time reports. For details on the Report Direct Link see the Report Manager page.