BOCES SAMS UPDATE: STATE AID SYSTEM

1. BOCES SAMS UPDATE: STATE AID SYSTEM PRESENTATION TO BOCES BUSINESS OFFICIALS DESMOND AMERICANA ALBANY, NY 11/6/2008

2. 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)

3. 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

4. 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

5. 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

6. 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)

7. 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

8. FORM SET EXAMPLE:CONT. • 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

9. 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

10. 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

11. 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

12. Recent Decisions • Willnot 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

13. PERSISTENT CHALLENGES: CODING HEADACHES!

14. 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

15. 1st YEAR DEPLOYMENT: DATA WILL NEED TO BE SUBMITTED VIA THE DEA AND VIA THE NEW SAMS SYSTEM