[Mail_treas] FW: Project Message #14: Update on USAS Redesign - July, 2019

[Debra Dinnen]

Hello MVECA Treasurers!

Here's an addendum to the email you received regarding the Redesign.

1.       MVECA will not bill our districts for the $.50/ADM charge, at this time.

2.       If you did not submit a wave request form, please complete the attached form and forward it to me by the end of this week.  The waves are in 6 month periods.  It doesn't take 6 months to migrate your data.  We will start testing and training 2 months before your requested go live date.  Please consider the best time for parallel processing when requesting a wave.  You will need to parallel at least 2 payrolls and one month in USAS.

Let us know if you have any questions.

Deb, Ashley and Marsha


From: Ohio-K12 DoNotReply <donotreply at ohio-k12.help>
Sent: Tuesday, July 23, 2019 10:50 AM
To: Debra Dinnen <dinnen at mveca.org>
Subject: Project Message #14: Update on USAS Redesign - July, 2019


To:  District Treasurers currently using USAS/USPS or Redesign, ITC USAS/USPS Fiscal Support Staff, ITC Directors

Date:  July 23, 2019

This Redesign Project update focuses on key questions about recent changes to State Software and the State Software Development Team. To keep those interested in the progress of Redesign adoptions informed, attached please find an updated map showing names and approximate locations of those now using Redesign in production, or intending to migrate in the current wave (July - Dec. 2019). Questions about this update may be directed to fiscal.redesign at ohio-k12.org<mailto:fiscal.redesign at ohio-k12.org>.

Why must the Classic software be retired?

There have been many opinions, concerns and candidly, frustration from districts regarding the retirement of Classic state software.  The State Software Development Team (SSDT) very much understands your concerns and frustrations and we, along with the State Software Advisory Committee and the Management Council of the Ohio Education Computer Network (MCOECN), felt that a special communication addressing your questions would help everyone better understand why the software needed to be redesigned and why the Classic software has a 'sunset' date.  We hope after reading this edition you come away with a better understanding of the migration effort and the future of state software.

Why retire Classic?

Classic State Software is dependent on an operating system and associated applications and hardware that are obsolete and being retired by the companies that created and supported them for decades. Though a possible upgrade path for an untested iteration of the operating system exists through a different company, the replacement system would cost nearly five times more, it would not address hardware issues, and such a move would place additional burdens on technical staff supporting Classic across the state. From multiple perspectives-financial, support and functional-it is in our collective interest to move to the modern Redesign solution as quickly as possible.

When will Classic retire?

Recognizing the financial and labor costs of maintaining Classic State Software as well as the time it will take to move hundreds of districts to a modern infrastructure, the timeline SSDT is pursuing and planning around has Classic retiring at the end of December 2022.  After that date, no updates to the software are anticipated, including all tax forms and tables.  Of course, W2s and 1099s for 2022 will be available in early 2023.  Additionally, we are developing a capability for accessing archived data for historical purposes after 2022.

There is a new support fee for State Software for districts.  Why is it needed, how much will it cost and when will it be assessed?

On July 1, the Management Council of the Ohio Education Computer Network assumed fiscal responsibility for the State Software effort.  In order to migrate all districts that wish to move to the Redesign prior to the December 2022 sunset date cited above, funds are needed to maintain Classic through the transitionary period, as well as to expedite Redesign development. This will enable the Management Council to hire more programmers and support staff at the SSDT, which will in turn assist schools and ITCs in their migrations to Redesign.  Also, due to the additional complexity and sophistication of the technical tools being used for the Redesign, there is a need for a scalable technical environment that requires investment in hardware and consulting.  To meet this array of needs, ITCs will be collecting a support fee of $.50 per ADM for districts using State Software, regardless if they are using Classic or Redesign, beginning in FY 2020. The funds generated are necessary to sustain current development momentum, continue district migrations and help build and support a much more robust and modern financial application that will serve Ohio schools for many years.

What are the timelines for A/R (Accounts Receivable) and Inventory?

Within Redesign, the accounting and payroll functions are in place and the software has the necessary reports to assist districts with their daily processing.  The Accounts Receivable module, Inventory module, and various workflow functions are in early stages of planning and development.  Accounts Receivable is projected to be live in summer of 2020.  In the interim, districts can continue to use the Accounts Receivable module in Classic State Software, importing results into Redesign's accounting system via pending transactions.  User also have the option to post summary receipts. Inventory is projected to be live in summer of 2021.  In the interim, districts can continue using EIS for their inventory.  SSDT has an inventory extract in Redesign that will extract data which can then be imported into the pending file in Classic EIS.  While these module developments are still in the future, it is appropriate to note that 63 Ohio school districts are already running their fiscal operations live on Redesign and another 54 are scheduled to migrate in the second half of 2019.

Has a statewide wave migration schedule been established?

Work has begun on establishing a Statewide migration schedule in six month "waves," in coordination with all ITCs.  Waves start every six months, beginning each January and July.  Information Technology Center (ITC) fiscal staff are working with the districts they serve to determine when each district will be able to migrate.  If your ITC has not been in touch with your district regarding wave placement, please contact your ITC for further information.

How will input from the field be gathered and used to inform Redesign?

Recently, the Fiscal Redesign Oversight Committee (FROC)-established in 2015-met for the last time after helping the project get to a point where there are now over 60 districts successfully using the product for accounting and payroll purposes. FROC co-chairs Ed Weisenbach from ODE and Geoff Andrews from the Management Council expressed sincere appreciation to FROC members for completing their oversight responsibilities.

Acknowledging the need for continuous feedback from the field as the Redesign matures, FROC members heard updates on the State Software Advisory Committee that was reconstituted in October 2018. Agreeing to meet quarterly to help the SSDT guide and direct the development of State Software, bylaws adopted by the State Software Advisory Committee call for ITC representatives to be split evenly between district and ITC fiscal staff. This will ensure end-users have direct input into software development decisions. To this end, members have also created three working groups that focus on prioritizing development, creating reports and organizing training support and documentation efforts.

How will recent fiscal agency and leadership changes affect the development of Redesign?

On July 1, 2019 the Management Council assumed fiscal agency responsibilities for State Software and Matt Calmes became Director of the SSDT. These developments promise continued steady growth in the Redesign that will provide a path away from the brittle Classic system. No changes to the development timelines cited previously are anticipated. With the additional funds cited above, the Management Council will work with the SSDT to augment existing programming, infrastructure and support resources over the course of the current fiscal year. This staffing, combined with continued support from ODE, the Management Council's resources, the support of all of the state's Information Technology Centers, and guidance from the State Software Advisory Committee bode well for the continued success of Redesign.

Current Redesign Adoption Map- See file attachment



Respectfully,



State Software Development Team (SSDT) and

Office of Field Relations, Ohio Department of Education



fiscal.redesign at ohio-k12.org<mailto:fiscal.redesign at ohio-k12.org>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://listserv.mveca.org/pipermail/mail_treas/attachments/20190723/86eba21a/attachment.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: REDESIGN MIGRATION QUESTIONNAIRE V3.docx
Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document
Size: 28246 bytes
Desc: REDESIGN MIGRATION QUESTIONNAIRE V3.docx
URL: <http://listserv.mveca.org/pipermail/mail_treas/attachments/20190723/86eba21a/attachment.docx>