W2 and 1099 Wrap Up

We are wrapping up the W2 and 1099 process for Calendar 2017. We are happy to report that we were able to print the majority of the W2s in record time this year.  We also believe that the new process for storing the electronic versions of the forms has been a hugh timesaver and convenience for everyone.  Having the ability to access the employee or employer copies of a W2 from the CD-ROM files, instead of a physical CD, is much more efficient and eliminates the risk of losing the files.  This year's W2 count was 20,312 and the 1099 count was 1,661.

eFinancePLUS 5.2 Upgrade Progress

Plans to upgrade to eFinancePLUS 5.2 are progressing well.  PowerSchool is now installing 5.2 on new servers in the Management Council’s environment.  Tentatively, a core group of TCCSA districts will pilot eFP 5.2.  PowerSchool plans to convert approximately 10 districts at a time after the pilot group is successful.  The MCOECN work collaboratively with all ITCs to establish a schedule for these conversions.

State Software Redesign Update

The first wave of ITCs/Districts will begin production operations using the Redesign between January and June of this year.  The NEOnet Fiscal staff will be attending training on the Redesign in May. The table below summarizes the implementation for the Redesign’s production wave release:

Redesign Implementation FAQs (Source: State Software Redesign Committee)

When can my district migrate to the Redesign?

Contact your ITC to express your interest in moving to the Redesign.  The FROC committee and ODE Project Manager are overseeing the ITCs participation in the production waves. 

What is needed for migration to the Redesign? 

First, you need approval from your ITC to participate in a particular production wave.  Each ITC may have their own implementation strategy and process.  Once your district is approved for a production wave, 100% of your existing data, maintained by your ITC, will be imported into the Redesign.  You are not required to do any housekeeping beforehand (i.e. clean up unused vendors or accounts).  It is recommended that an evaluation import of your data be completed in order to validate your existing data in Classic migrates successfully.  Your ITC will review the log files generated from your test import and will contact you if any changes need to be made in Classic before the actual production data import.  An example would be if a vendor's STATE field did not import over due to an invalid abbreviation in Classic.  This is a minor change that can be easily fixed in the Classic system before a live migration to the Redesign occurs.

How long will it take to import my district's data?

The importing of your data will take as little as an hour to possibly as long as 24 hours.  It depends on the size of your district and the number of years you currently have in your live data.  A district with 15 years of data in their live files will take longer than a district that may have only 7 years of data.

Do you recommend a dual-processing period after importing our data?

Yes.  At least for the first production wave sites, we will require a 'pre-production certification' where each district must first pilot USAS transactions in the Redesign simultaneously with Classic for at least one processing period, and run at least one complete parallel payroll in both Classic and the Redesign. Once everything balances between the Redesign and Classic systems, your district can continue to proceed on live production basis using the Redesign while discontinuing any further Classic operations.  Keep in mind, when beginning Redesign operations, you cannot import your data in the middle of a payroll.  A payroll must be complete before you can import your data in the Redesign.  

What happens to my access in the Classic system after I migrate over to Redesign on a live basis.  Will my Classic access be taken away?

Your ITC will be expected to allow you to continue to access the Classic systems.  However, your level of access will change.  Obviously, you will no longer be able to process transactions in Classic so your access will be changed to 'read-only' in order for you to still view information and run reports.  You will have access to your MONTHLYCD/PAYROLLCD reports as well so if an auditor is working on your prior fiscal year audit, they will still be able to access those reports.  It will be up to you and your ITC as to how long Classic access will be available to you.  Eventually Classic will be decommissioned entirely, tentatively planned for the end of Calendar Year 2021.

What Redesign training will be made available to my district?

Many districts have already seen a demonstration of the software.  Your ITCs fiscal support staff will be training you and your staff on the Redesign.  Each ITC is currently able to set up test instances containing a copy of your live data so that you can begin to get comfortable with the Redesign.  Training on both USAS and USPS will take a minimum of 2 to 3 days depending on the number of employees who need trained.  We recommend that ITCs train the staff in your Treasurers office first.  If you have Classic requisition users, they will log into the Redesign but will be able to use the 'Requisition (Legacy)' option that mimics USASWEB's requisition program.  Once you and your staff feel comfortable with the Redesign, you and/or your ITC can help train the requisitions users on how to process requisitions using the grid-style format 'Requisition' option in the Redesign.

How will the districts be supported for the Redesign?

Your ITCs fiscal support staff is there to help you with the Redesign just like they always have with Classic.  Any questions or assistance needed by your ITC will be directed to the SSDT.  We are more than happy and excited to help out in any way we can.

My district currently uses third-party software in conjunction with Classic. Will the third-party software be compatible with Redesign versions of USAS and USPS?

Many software vendors have integrated with State Software over the years.  Many of them use the Classic "Web Services" (SOAP) to retrieve data and post transactions.  The Redesign systems also contain web services, which provide a compatible interface.  Therefore, the majority of third party developer products will work seamlessly with Redesign.  The SSDT is working with many of these vendors to verify 100% compatibility.

We are also working with other vendors, such as check printing, which use import and export integrations with Classic to verify support within Redesign. 

Fiscal Update