New District Setup - No Classic Data to Migrate

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Last updated: Jun 13, 2023 by Jodi BecherVersion comment

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.

    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.
    • 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
    • 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.  
  4. Go to System/Roles:  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: District will need to enter the Organization Detail for their district, including name, address and ID numbers.  The Central Office Square Footage and ITC IRN should also be added. 

Under Construction

The following documentation for the Inventory application is currently being written and is not intended for use.

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.  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.