District Treasurers currently using USAS/USPS, ITC USAS/USPS Fiscal Support
Staff, ITC Directors
November 2, 2017
Fiscal Redesign Oversight Committee (FROC) met in June and in August, and has
made recommendations to ODE intended to assure the long term financial health
of the State Software project. This includes establishing a revenue
stream funded through modest fees from school districts so the project will not
be as impacted by the biennial budget process. No decisions have been
made and implementation of such fees would only occur following input from
schools and would require ODE approval. The FROC recommendation involves
a gentle phase in of fees over several years.
The Pilot sites (Lisbon, C-TEC, Elida, OMERESA) have now been using the
USAS/USPS Redesign in parallel with USAS/USPS Classic for approximately 6
weeks. Each Pilot site began operations with all of their same data, in its
same form (including historical information), as exists in Classic. Pilot sites
are doing "dual entry" of all monthly transactions into both the
Classic and Redesign systems. As the Pilot sites close their books on
September processing, any discrepancies between the Payroll systems are being
rectified and financial results are being reconciled. Most significantly,
Pilot users and their supporting ITC/hosting support staff have quickly become
comfortable with the new software after just a few days of formal
training. Some of the users had not seen the Redesign until right before Pilot
operation began. This is a testament to the user-friendly application of
During The Pilot
- No data translation or data
cleansing is required when moving from Classic to Redesign.
- The data migration from Classic
to Redesign is both quick, and seamless.
- Transactions entered in the
Redesign are yielding virtually the same results as those entered into
Classic. Where dollar totals have differed between the two systems, the
differences have been researched, explained and fixed.
- The Pilots are identifying some
software “bugs” in the testing process. SSDT has been able to
correct these minor bugs as they have come to light.
- The Pilot sites are reporting
some instances of slow response times (SSDT had requested response time
feedback as part of the Pilot testing). SSDT has been able to improve the
majority of these response times. A handful of computationally
intensive transactions (e.g. process payroll) will require several seconds
to complete because of the number of calculations the system needs to
perform to complete the task.
- Transactions can be
performed in the “background” allowing the user to do other online transactions
while the background tasks complete. The Redesign allows for
multiple windows to be open simultaneously. For instance, a user can
generate a payroll while have another window open for entering new
employees for a new month.
are grateful for the hard work, positive attitudes, and great suggestions made
by the Pilot users. Everyone at SSDT has been pleased with the Pilot
users’ feedback and suggestions.
SSDT and all of the Pilot sites continue to teleconference on a weekly basis to
discuss progress, answer questions, and address issues.
user feedback is transforming the Redesign into an improved, more user
friendly, product. The SSDT is anticipating it will roll out the
production Redesign system to as many as a dozen school districts as 2018
calendar year begins. Potential users should recall the rollout schedule
from earlier updates, which indicated that the Accounts Receivable and
Inventory modules are slated to be completed by the end of Calendar Year
2018. Users contributed significantly to the requirements for those
modules earlier this summer.
you are interested in more information regarding the Redesign, contact your
ITC. The new software and a training database is available for you to
review. A wealth of related Redesign information is also available on
SSDT’s Wiki website https://wiki.ssdt-ohio.org/display/ssrd .
Redesign Oversight Committee (FROC) co-chairs
Ohio Department of Education