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 one to two months before the dual-processing period. When running a test import, please review the Data Cleanup section on the 'Post Import Procedures to ensure account and transaction totals, including running a Carryover Reconciliation Report, are correct and any necessary corrections addressed.
Before extracting a district's data from the Classic system (in order for it to be imported in USAS-R), the following may need to be addressed:
- Review outstanding .BATCH files
- Future PO files with .BATCH, .INPROGRESS and .REJECTED extensions in Classic will automatically import into the posting period based on the PO date in the batch file. Recommend districts review all future PO files with these extensions to see if any need to be included in the extract. Any old future PO files that do not need to be posted in Classic should be cleaned up in the district's data directory before extracting data for the Redesign.
- Outstanding BRDDIS batch files must be posted in Classic before extracting data. If some of those batch files are old BRDDIS batch files that do not need to be posted in Classic, they should be cleaned up in the district's data directory before extracting data for the Redesign.
- Outstanding PAYROLL batch files must be posted in Classic before extracting data.
- Review outstanding requisitions
- If you have outstanding requisitions from prior years that you do not intend on converting to purchase orders, you can delete the unnecessary requisitions before extracting your data.
- Classic Reports REQSUM or REQDET an be used to review Requisitions
- Review outstanding invoices
- Run an outstanding INVLST report with all dates. Any outstanding invoices will be imported to the Redesign Payables page. If there are old transactions that are no longer needed these should be cleaned up.
- Please review invoices with future period dates. These transactions can be located in USASweb/AP Invoice or after running a test import of their data, go to Core>Posting Periods to see if there are periods created after the current period. (i.e. If your test import was done in February 2020 and when reviewing your posting periods, there was a posting period automatically created for December 2020, chances are there is a transaction in Classic with a future date. ) Under Transactions>Activity Ledger Query, you can enter a date range for the future period to locate the transactions with a future period date. Because Classic invoicing doesn't contain future date restrictions, it could be users inadvertently created an invoice for a future period. If you find outstanding invoices that need to be changed to reflect the correct date, they can be updated in Classic before the final import is performed.
- Review encumbrances on accounts
- The Classic program FIXENC can be run as a precautionary step to ensure that the encumbrances reflected on the Classic accounts are properly calculated to the actual transactions in the system. In certain cases, like when Future PO batch files are removed or manual updates are performed, the calculated figures may not be consistent with the transactions. All figures in Redesign will be calculated based on transaction data so this would ensure that the correct figures will be compared when balancing.
Re-Import Data Precautions
If a district's Classic data has been imported into a Redesign test instance or live instance for the district and the Classic data needs to be re-extracted and re-imported into the Redesign, the following may need to be addressed:
- Prior to re-importing the data into the Redesign, save any custom reports reports created using the 'download report definition'
in the Report Manager. Save them to a folder on your PC using the default .rpd-json file format. Once the data has been re-imported to the Redesign, any custom reports will be removed so the user will need to use the 
option under Report Manager to re-import the report definition back into their grid. - If user grids have been customized, users will want to make screen shots or write down how their grids are currently set up. When data is re-imported, it defaults back to the original grid settings so after the re-importing of the data, the user will need to reset their grids to their prior setup.