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BOCES SAMS UPDATE

BOCES SAMS UPDATE. Conversion of COSER application and approval system to SAMS Conversion of State Aid claim from DEA to SAMS Merging two separate systems into one . BOCES SAMS UPDATE. PRESENTATION TO THE BOCES STATE AID OFFICE OFFICE OF EDUCATION MANAGEMENT SERVICES & SAMS PROJECT TEAM

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BOCES SAMS UPDATE

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  1. BOCES SAMS UPDATE • Conversion of COSER application and approval system to SAMS • Conversion of State Aid claim from DEA to SAMS • Merging two separate systems into one

  2. BOCES SAMS UPDATE PRESENTATION TO THE BOCES STATE AID OFFICE OFFICE OF EDUCATION MANAGEMENT SERVICES & SAMS PROJECT TEAM NYS EDUCATION DEPARTMENT AUGUST 26, 2008

  3. CONVERSION OVERVIEW WHAT ARE THE MOST SIGNIFICANT CHANGES?

  4. METHOD OF DATA SUBMISSION WILL CHANGE • COSER SYSTEM : Current submission of COSER application/renewal information replaced by on-line web-based submission after period of parallel collection/testing • STATE AID : E-mailing DEA software replaced by XML file transmission, manual data entry in emergencies only

  5. INTERACTION WITH SED WILL CHANGE • COSER APPROVAL/RENEWAL PROCESS: Most faxing, phoning, snail mail replaced by automated e-mail notifications of approval, rejection, requests for more info & comment areas within SAMS forms • STATE AID: Same

  6. INTERACTION WITH SED WILL CHANGE (cont.) • ONLY BOCES will be able to revise their submitted COSER or State Aid data, not SED staff • BOCES will respond to automated edit exceptions within SAMS by providing explanations in comment areas or submitting revisions (manual entry for COSER system, revised XML file for State Aid)

  7. DATA TRACKING CAPABILITY • Data entering the system will be date and time stamped, and associated with a particular SAMS user

  8. ELECTRONIC CERTIFICATION • Only the district supt., using his/her SAMS account password, will be able to certify/submit the annual COSER request/renewal application and initial State Aid claim • Legally equivalent to a written signature, the DS will certify electronically to the accuracy of the data being submitted

  9. DELEGATED ACCOUNT ADMIN • BOCES DS, or BOCES staff person designated by DS, will be responsible for granting and rescinding access to SAMS system and for assigning passwords

  10. CONTACT INFORMATION LINKED TO SED MASTER CONTACT LIST (SEDREF) • Contact information can be entered only for titles included in SEDREF • State Aid: “State Aid Designee” must be chosen as primary contact/notification recipient for all State Aid matters, including capital construction issues • COSER: same as above for COSER matters

  11. ALL FINANCIAL DATA WILL BE COLLECTED AT THE PSN LEVEL • Aggregation to major COSER areas will become SAMS calculations… • Except for direct expenses which will be collected at the state activity code level

  12. ONLY STATE AID WILL COLLECT UPDATED FINANCIAL INFO • Certain financial/budget info will be collected once by the COSER system with application for new services, BUT • COSER system will no longer collect updated financial info over the course of the year • Projected State Aid claim data will replace the A Amendments; Actual State Aid claim data will replace the Q Amendments

  13. COSER / STATE AID LINKS • SAMS will not accept State Aid claim data for COSERs which have not yet been approved by Office of Education Mgt. Svcs. • COSER system data will be used by State Aid to associate each BOCES PSNs with appropriate state activity code

  14. MORE COSER/STATE AID LINKS • Reports linking COSER & State Aid data will be used to enhance mid-year State Aid claim verification • Example: verify State Aid unapproved svcs reporting against aid restrictions for COSER • Verify State Aid cross contract excess salary reporting against cross contracts reported in COSER system

  15. FACILITIES • Conversion of project management (including leases), building aid and bond files underway, but • Initially SA-116A (rent) and SA-109 (cash/bond) will still be required

  16. FACILITIES (cont.) • When both are fully implemented, links between SAMS facilities and BOCES systems will reduce data collection substantially • Example: Components’ annual debt service expense from bond file will be accessible to BOCES state aid system and will not need to be re-reported by BOCES on SA-109

  17. FACILITIES (cont.) • Example: Approved lease info will be accessible to state aid via SAMS and will not need to be re-submitted every year (except cmp allocations) • To facilitate this in the future, OFP will require leases to be submitted for approval before the school year begins

  18. CONVERSION OVERVIEW WHAT WILL NOT CHANGE (OR WILL NOT CHANGE A LOT)?

  19. DATA ITEMS • Initially, there will be no significant changes to the data items required in either the COSER or State Aid system • Later, analysis facilitated by COSER/State Aid links and PSN-level data may result in data collection changes

  20. DATA ITEMS (cont.) • Example: Comparison of Sch.31 and Sch. E/X excess salary data may result in data item changes • Example: Mid-year claim verification inquiries regarding content of some revenue deductions may result in more revenue code-specific deduction reporting

  21. CONVERSION OVERVIEW PROJECT SCHEDULE

  22. COSER SYSTEM: PROJECT COMPLETION DATES • Requirements: Completed • Development: January 31,2009 (Est.) • Internal SED testing: 1st part of February 2009 (Est.) • Pilot testing: early March 2009 (Est.) • Deployment: March 31,2009 (Est.)

  23. STATE AID SYSTEM: PROJECT COMPLETION DATES • Requirements: September 2008 • Development: January 31,2009 (Est.) • Internal SED testing: 1st part of February 2009 (Est.) • Pilot testing: early March 2009 (Est.) • Deployment: Summer 2009, with parallel DEA collection required

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