Introduction to State Aid Management System NYS Education Department

1
Introduction to State Aid Management
SystemNYS Education Department
2
What is SAMS?

• State Aid Management System
• Developed in August 2005
• Replaces DEA (Data Entry Assistant)
• Integrated on-line Web based data management and
  communication system between SED and school
  districts for
• Data collection
• State aid calculations (future)
• Revisions

3
Benefits of SAMS

• Better communication through improved technology
• Better turnaround time on data collection,
  review, and audit
• Expanded online correction/revision processing
• Improved workflow
• No more DEA software distribution issues
• Faxing back and forth disappears and is replaced
  by email and online workflow giving users ability
  to make changes themselves.

4
How to Get to SAMS
http//portal.nysed.gov
Click Log On
5
Sign in to SAMS
Enter User Name Password
Click Login
6
Welcome to SAMS
Click State Aid Management System
7
SAMS Homepage

• District / BEDS Code / Claim Year
• Menu Bar
• Entity Info
  Activity Log
• Forms
  Reports
• Claim Verification
• Hot Keys
• Home
  Help
• Issue Reporting
  Logout

8
Home, Help and Logout

• Home Returns you to SAMS Homepage
• Help Takes you to SED Help Screens
• To leave Help, hit X
• Logout Officially ends time on SAMS
• Be sure to SAVE data before logging out (Alt S)
• SAMS will warn you that you are about to Logout
• without saving
• SAMS will automatically logout after 3 hours of
  no interaction with the server (Alt S)

9
Set Values

• Use to identify the claim year you want to work in

1. Select the Claim year you want to work in from
drop down box
2. Click SET VALUES
10
Entity Info
Use to update contact information for your
district
Click Entity Info
11
Update contact Information for the following

• State Aid Designee
• Director of Special Education
• Fiscal Advisor
• ST-3 Contact
• Transportation Supervisor

To update Superintendent info/email address
please send an email to emscsupinfo_at_mail.nysed.g
ov
Keep your Email Address updated for better
Communication
12
Forms Menu
Official Data Used to enter and submit initial
Form A, FB, FT and ST-3 and required
certifications Displays all data accepted by SED
Revision Data Used to make changes and
corrections to data that has already been
certified.
Import Form Data Used to merge data from other
sources
Print Multiple Forms Used to print multiple
forms
13
How to Enter Data Step 1

• Select the type of data under Forms

Click Official Data
14
How to Enter Data Step 2
To view all Forms Sets Click Expand All
or
To view a specific Form Set Click the sign
15
How to Enter Data Step 3

• Choose a form from the form tree

Click Form A
16
How to Enter Data Step 4
Most Data Form Sets are 3 column format which
consist of Prior year (read only)
Current year Forward year
(projected)
Enter your data in the white boxes only. Gray
boxes are read only.
17
How to Enter Data Step 5
The most important step is saving your data!!!

• Three buttons are found at the bottom of each
  form.
• Save
• Saves your data to web based server
• Use when data entry is in progress (Use often)
• Do not close your form until you SAVE!
• Use the SAVE button, Enter Key or Alt S
• This is not your final save in preparation for
  submission to SED
• Reset
• Allows you to clear all data entered since last
  time you saved data
• Use cautiously!!
• Use this button or Alt C
• Save and Ready
• Saves and marks the form as Ready indicating you
  completed the form and it is know ready for the
  next step. (Superintendent Certification)
• You can still enter data and make changes until
  the Superintendent Certification even if the form
  is marked ready.

18
Edit Exception Report

• You can use the Edit Exception Report to help you
  complete the form entry process by identifying
  problem areas in your data entry process.

• Incomplete data

• Incorrect data

• Data outside of parameters

Each form set has an Edit Exception Report. Edit
Reports can be found at the end of the following
form trees Form A (Attendance) - Form F
(Transportation) Form FB (Building) - ST-3
19
Running the Edit Exception Report
Click on Edit Report
20
Selecting Edit Exception Report
To Run a new Edit Exception Report click on Run
Report. You also have the option of viewing
previously run Edit Reports. Click on the drop
down box to select a previously run Edit
Exception Report.
Click Run New or
Select from the drop down box
Click on Run Report
21
Edit Exception Report
The results of the Edit Exception Report are
displayed. The report will display field items
that have exceptions such as

• Incomplete data

• Data outside of parameters

• Incorrect data

Click to Print Report
Click to Display Fields and Values used in Edit
Add Comments
22
Adding Comments

• Using the Comment Section in Edit Exception
• Used to explain why data is correct
• All comments are retained and can be seen
• Always look here for comments from SED

Enter your Comment
23
Addressing Edit Exceptions

• Go back to Form and make corrections
• OR
• Explain why the data is correct in the Comment
  area.
• If you make revisions- run the Edit report again
• Final step Click Save and Ready

24
Save Ready the Edit Report
After reviewing the Edit Exception Report you
must Save Ready the form in order to complete
the next step which is Certification by the
Superintendent for submission to State Aid.
Click Save Ready
Edit Report must be in the Ready state before
Superintendent can Certify.
25
Official Form Certifications

• Each form set must be Certified by the
  Superintendent
• Each form sets Edit Report must be in the
  Ready state before Certification
• Certification Forms are found under Official
  Forms for each Form Set (A, FB, FT ST-3)

To Certify a Form Set Click on Form Certification
Ready
26
Certify Submit
To Save only Click Save. This does not Submit
data to State Aid .
To Certify Submit your Data to SED
Click Certify Submit
27
Notes Shortcuts

• Use tab key to move between fields
• If you enter an invalid value, an error message
  will appear at the top of the page and a !
  will appear next to the field. Roll mouse over
  field to see error message
• To display help for a field item place cursor in
  field and press F2.
• To display what items created a value for a field
  item place cursor in field and press Alt J to
  see what items created that field item value.
• ? indicates a comment has been entered for
  that field item. Place cursor in field item and
  press F7 to view comments.
• To Save your data entry press Alt S

28
Importing Data

• SAMS will import data in the same file format as
  supported by SAMS.
• From Forms menu click on Import Data

Click and select data area
Click to select a file from you computer
29
Activity Log

• Allows you to review all the current activities
  and status associated with the data you have
  submitted to State Aid.
• Information displayed with each activity log
  record
• Claim Year Claim year for which Activity occur
• Form Set Form A, FB, FT or ST-3
• Activity Type Data State, Correspondence, Action
• Description Describes the Activity, i.e. Saved,
  Saved and Ready, Certified, Edit in Progress,
  Clean with Issues, etc.
• Date Date Activity occurred
• User District user or SED Reviewer
• Can sort by Form Set or Activity

30
Activity Log Filter

• The activity Log has the ability to filter
  information by
• Form Set, Category, Activity Type, Data Range

Click Apply Filter after selections are
made from the dropdowns.
31
Printing Forms

• How to Print Multiple Forms at the same time.
• Go to Forms

Click on Print Multiple Forms
32
Selecting Forms to Print
Options for data types (Official, Revision) are
located in the Select Data Area. The value is
defaulted to Official but can be changed by
clicking on the drop down box. Remember to
Turn off Pop Up Blocker to Print
Click the box next to the form to be printed. A
? will display.
After selections Click Print Multiple Forms at
the bottom of the page.
33
Revision Data Area

• Changes to Official Data are kept in the
• Revision Data Area
• until you submit the changes and SED approves
  them.
• When do I use the Revision Data area?
• Always use the Revision Data Area for any form
  set that has already been Certified and
  Submitted.

34
How to Revise Data

• Follow the same steps as Official Data except
  click Revision Data under Forms. Revision
  will be watermarked in background
• Select Form to revise (A, FB, FT or ST-3)
• Make correction to desired fields
• Save ( Alt S, Enter or Save)
• Run Edit Exception Report
• Address errors, make comments, Save and Ready

35
Submitting Changes

• You must submit your changes to State Aid.

Click on the Change Submission button from the
form tree for the form you have revised. This
will display all pending revisions for that Form
Set (A, FB, FT or ST-3) entered previously.
Click Submit Changes
IMPORTANT Changes will be reflected on
Official Data Form only after approved and
accepted by SED
36
Corresponding with SED

• No more faxing!
• Messages from State Aid Unit
• Email messages
• Indicating you should check SAMS
• Checking SAMS periodically for SED actions on
  claims
• Monitor Activity Log
• View the Form Tree to determine status of Forms
  with SED

37
SED Status
Edit in Progress SED is in processing of editing districts submitted data. Districts cannot submit changes to data while in this status.
Edit Rejection SED has rejected an Edit Exception Report from the district during SED edit process.
Corrections Submitted District has submitted corrections to SED during the edit process.

38
SED Status contd.
Clean All Edit Exceptions have been adequately explained or there are no edit exceptions when submitted.
Clean with Issues Edit Exceptions still exist but the data is acceptable for State Aid projections.
Revision Submitted Revised data has been submitted to SED by the district
Revision Review in Progress SED has begun reviewing revised data submitted by the district.

39
Tips for Success

• View Activity Log
• SAVE OFTEN!
• Run Edit Exception Reports
• SAVE OFTEN!
• Use x to leave Print, Comments and Help
• SAVE OFTEN!
• F7 used to open Comments
• SAVE OFTEN!

40

• What's new in SAMS?

41
Claim Verification Process

• Replaced the manual audit process
• The Claim Verification Process is designed to
  insure the accuracy of data used to calculate aid
• SAMS sends notices and tracks the progress of the
  CV projects

42
Claims Verifications is located on the Menu Bar.
43
State Aid Calculations Output Reports

• State Aid Calculations (Output Reports) for Claim
  Years 2005-06, 2006-07 and 2007-08 are now
  available within SAMS
• District users can immediately see the effect of
  district-initiated SAMS data changes on
  calculated aids in the Official, Revision and new
  "Sandbox" data area.
• Using the Sandbox, users can enter changes and
  immediately see the effect on calculated aids and
  the edit reports without actually affecting
  official or revision data.

44
The Output Reports are located on the Menu Bar
under Reports

45
Approved Operating Expense Report (AOE)
46
Where to get Help

• Help button
• Help Desk
• 518-474-2978
• omssams_at_mail.nysed.gov