BOCES SAMS UPDATE: STATE AID SYSTEM

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BOCES SAMS UPDATE STATE AID SYSTEM

• PRESENTATION TO BOCES BUSINESS OFFICIALS
• DESMOND AMERICANA ALBANY, NY 11/6/2008

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SUBMISSION PROCESS

• All data transmitted in one or more XML files
• View imported data, run edit reports and certify
  form sets via form tree (menu)
• Revisions submitted only via transmission of
  revised XML file, for reviewed by SED before
  being accepted into the official data area
• No limit to number of revised XML file
  submissions (no more December update)

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SUBMISSION PROCESS

• No manual data entry or revision
• SED can enable manual entry capability for BOCES
  in emergency
• Prevention of manual entry necessary to prevent
  override of revisions, help SED data set stay in
  synch with BOCES internal data set

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ORGANIZATION OF BOCES STATE AID DATA

• Form tree (main menu) will have 3 or 4 form
  sets
• Each form set contains forms/schedules with
  logically related data
• Each form set has its own edit report and must be
  certified separately

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PURPOSE OF FORMS

• To view/check data after import
• To access data to research data anomalies
  identified on edit reports
• As a last resort method of data collection
• Many reports also will display summarize data

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EXAMPLES OF FORM SETS

• Financial Schedules Data from SA-111
• Most other data related to individual service
  PSNs deductions, unapproved svcs, cost basis
• Excess Salaries Sch.31, allocation of excess
  salaries purchased (E) provided (X)
• Capital Expenditure estimates (old DEA 002)

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FORM SET EXAMPLE

• Financial Forms/Schedules data from SA-111
• Pick fund General, Special Aid, Capital
• Pick schedule 4, 5, (gen) 8 (spec), 20 or 21
  (cap)
• Pick PSN
• View all expense, revenue and transfer info for
  PSN

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FORM SET EXAMPLECONT.

• Form data will be tabular, like a data collection
  form
• Many reports will be available for alternate
  views of data
• Example report displaying data from the SA-111
  in SA-111 format
• Example report showing purchasing BOCES excess
  salaries charged from all other BOCES

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ORGANIZATION OF SERVICE DATA DISPLAY BY PSN

• Is this the most useful, efficient approach
  i.e. being able to view all info about a PSN
  within a few keystrokes?
• Combined with being able to view summary reports
  e.g, by major coser group

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WHAT HAVE WE DONE LATELY?

• Finalized which data from the SA-111 will be
  collected
• Completed requirements for the collection,
  display and reporting of financial data from the
  SA-111
• Completed requirements for the collection, edit,
  display and reporting of excess salaries

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WHAT ARE WE WORKING ON NOW?

• The form tree (organization of data)
• Requirements for collection, display and
  reporting of other deductions including
  unapproved services and all other data elements
• Additional edits
• Testing, training and deployment strategy for
  COSER portion of system

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Recent Decisions

• Will not collect Schedule 7 excess salary (ES)
  projections, contrary to earlier thinking
• Will collect cost basis data FTEs, etc.
• Will not collect unapproved services (UAS)
  expense for totally unaidable COSERS, only
  partially unaidable
• Will collect Other BOCES ES and UAS data by
  individual component instead of by BOCES

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PERSISTENT CHALLENGES

• CODING HEADACHES!

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ESTIMATED COMPLETION TIMELINE

• Requirements November 2008
• Design December 2008
• XML definition and structure to BOCES and
  vendors Winter 2009
• Development Winter 2009
• Testing Spring 2009
• Deployment Summer 2009

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1st YEAR DEPLOYMENT

• DATA WILL NEED TO BE SUBMITTED VIA THE DEA AND
  VIA THE NEW SAMS SYSTEM