BOCES SAMS UPDATE STATE AID SYSTEM

PRESENTATION TO THE BOCES

STATE AID OFFICE/SAMS PROJECT TEAM

NYS EDUCATION

DEPARTMENT AUGUST 26, 2008

DATA SUBMISSION

DATA SUBMISSION All data to be transmitted in one or

more XML files generated from & by their own or vendor software system

All data revisions will be resubmissions of the XML file(s)

Revisions submitted will go into a SAMS “revision area,” to be reviewed by SED before being accepted into the “official” data area

DATA SUBMISSION (cont.) XML Revision files can be

transmitted at any time, except when SED review of your data is “in progress”

No limit to number of times XML revision files can be submitted

DATA SUBMISSION (cont.) Manual data entry capability will

be available only in emergency technical situations, upon request to SED

Use of manual entry restricted to reduce risk of BOCES internal systems, XML files and SAMS dataset being “out of sync”

DATA SUBMISSION (cont.) SED will provide Document Type

Definition (DTD) for generation of XML files

AGGREGATION LEVEL

ALL SERVICE AND ADMIN DATA EXCEPT DIRECT EXPENSES WILL BE COLLECTED AT THE PSN LEVEL

DATA VALIDATION Validation checks will prevent

invalid data items from entering SAMS

E.g. financial data for a COSER not approved by Office of Education Management Services

E.g. data fields that are formatted incorrectly

DATA VALIDATION (cont.) SAMS will notify user of data errors

identified by validation checks Validation checks will ensure that

only valid account codes & properly formatted data are imported, while edit reports will evaluate content for trend anomalies and logical consistency

VIEWING LOADED DATA Data imported successfully can be

viewed immediately at various levels of aggregation, for BOCES and components, via various reports

Viewing these reports will help users identify data problems

VIEWING LOADED DATA

Except in 1st year of deployment, 3 years of data will appear in data displays wherever possible; e.g., for 2009-10 Aid claim: 2007-08, 2008-09 actual, 2009-10 projected

THE EDIT PROCESS After importing data BOCES must

run the edit report(s) Data should either be revised

(upload new data) or comments provided

Edit report must be marked as “Ready” before DS can certify the data submission

THE EDIT PROCESS (cont.) Only DS can certify the SAMS state

aid claim Certification includes attestation to

accuracy and completeness of data, etc.

THE EDIT PROCESS (cont.) After Certification (data submission)

SED will review each edit report and either “Clean” each data set or “Reject” after entering comments which the BOCES will be able to view.

BOCES must address the issues in each edit report and submit changes or comments back to SED

DATA COLLECTION ITEMS

GENERAL APPROACH Collect same data as we collect now,

except at the COSER level, not major COSER group

Collect new data in some areas; e.g. all SA-111 Sch.4 revenues, cross-contracted unapproved services

Leave option open to make changes later

GENERAL APPROACH (cont.) Use data analysis, claim verification,

Criteria Guidelines, COSER system data & the GAAP manual to better understand the content of / variations in current reporting

Possibly make changes in the future to data items, but not overall structure

GENERAL APPROACH (cont.) Example: Sch. 2. Expenses Eligible for

Transportation Aid other than the 200 COSERS

Continue to collect this BOCES general deduction item by COSER

Do data analysis, statute, criteria guideline & GAAP review to determine whether SAMS can automatically calculate this deduction by summing expenses of a universe of possible, applicable activity codes

GENERAL APPROACH (cont.) We acknowledge that we do not have

time to incorporate such determinations into SAMS requirements now

We don’t want to chance eliminating data items that it turns out later we need for aid calculation

We don’t want to chance forcing a reporting change that unknowingly creates a large burden for BOCES

GENERAL APPROACH (cont.)

Ultimate goal of approach: comprehensive, specific, published definition of what should/should not be included in all the deductions

SA-111 BOCES SAMS project timeline &

resources do not allow for full automation of the SA-111 comparable to that of district ST-3

ST-3 automation was conversion of already fully automated DEA ST-3

Full SA-111 not needed for BOCES Aid calculation

SA-111 (cont.) Will not collect entire SA-111, only

what is needed to calculate aid/verify claim

Will not program any SA-111 subtotals, totals, fund balancing calculations

SA-111 (cont.) Current procedure for submitting

hardcopy SA-111 to SED and OSC will not change

SA-111 data collected via SAMS will be formatted/structured so as not to preclude expansion to full SA-111 automation in the future

SA-111 data for BOCES aid in current SAMS project

Entire Schedule 4: all direct expenses, all revenues, all transfers

Direct expenses by activity code (only data collected @ lower level than PSN)

Several other schedules

PROJECTION DATA

Projection data will be collected at the PSN level, except for direct expenses, which will be collected at the activity code / object code level

PROJECTION DATA (cont.) Calculated projected expenses for aid

will appear on output reports, but not calculations of aid or related to aid; e.g., no projected aid ratios

This makes BOCES consistent with district calculations, and avoids confusion with results of official modeled aid projections; e.g., for the executive budget

DATA COLLECTION

EXCESS SALARIES (ES)

EXCESS SALARIES Continue Sch. E, where “seller”

BOCES lists ES amounts for its components, noncomponents and other BOCES

Continue Sch. X, where “buyer” enters cross-contracted ES for services purchased by its components

EXCESS SALARIES (cont.)

Schedules E/X to be collected by PSN, not major COSER grouping

EXCESS SALARIES (cont.) May require seller BOCES to break

out Sch. E ES charged to other BOCES by buyer component

SAMS will require update of Sch. X by buyer BOCES, if seller BOCES alters Sch. E information for other BOCES

EXCESS SALARIES (cont.) Seller BOCES will complete Sch. E

for seller PSNs Buyer BOCES will complete Sch. X

using buyer PSNs COSER system tables linking PSNs

to 4-digit activity codes for each BOCES will allow for cross-BOCES ES review

EXCESS SALARIES: SCH 31

Will be collected via SAMS

SED WILL VERIFY ES DATA USING:

COSER system cross contracting info

SAMS tables linking PSNs to 4-digit activity codes for each BOCES

Sch E/X , SCH. 31

ES DATA VERIFICATION

Cross-BOCES reports will identify missing/inconsistent ES data

Reports will be used to notify BOCES of missing/inconsistent ES data

Verification will be via up-front edit and post-edit claim verification

ES DATA COLLECTION CHANGES:

SED recognizes variation across BOCES in current ES reporting methods

SED will study data received on Sch E/X & Sch.31

Data collection items may be added/deleted/modified later

EXCESS SALARIES (cont.) Projections will continue to be

collected on Schedule 7 Analysis of Sch. 31 data may result

in elimination of Sch 7 later

DATA COLLECTION

UNAPPROVED SERVICES (UAS)

UNAPPROVED SERVICES (UAS)

Will collect by PSN Structure of collection will change

to Excess Salary Sch. E/X type format

CROSS-CONTRACTED UNAPPROVED SERVICES

“Seller” BOCES will distinguish among own components, noncomponents, and other BOCES, comparable to Excess Salary Sch.E

Seller will need to provide buyers with UAS amounts for purchased services

CROSS-CONTRACTED UNAPPROVED SERVICES (cont.)

Buyer will need to allocate UAS amounts from other BOCES, comparable to Sch.X

SAMS will require update of buyer BOCES UAS cmp allocations, if seller BOCES alters UAS information for other BOCES

CROSS-CONTRACTED UNAPPROVED SERVICES (cont.)

SED will use same tools as noted above to verify data, identify missing data & identify inconsistencies between seller and buyer data

UNAPPROVED SERVICES (cont.)

SED will use data analysis, claim verification inquiries, the Criteria Guidelines, COSER system descriptions and the GAAP manual to better understand the content of / variations in current UAS reporting

UNAPPROVED SERVICES

Possibly make changes in the future that affect file contents, but not overall structure

UNAPPROVED SERVICES (cont.)

Example: If the aid restriction for a COSER is a single object code, SED may pull that UAS amt. directly from the Sch.4 for that PSN

Object code for textbook purchases for Textbook Co-ordination COSER

ADDITIONAL MISCELLANEOUS DATA COLLECTION

Various additional data items may be added in converting from DEA to SAMS

Additional data items needed for SED analysis and reporting

Specific items will be made available by the next update, well before SAMS release

CLAIM VERIFICATION

CLAIM VERIFICATION Office of State Aid no longer

conducts full audits of every district’s claim

Up front edit of data has been greatly expanded

Risk management principles applied to post-edit claim review

CLAIM VERIFICATION (cont.) Each year, some districts are selected

for post-edit review in selected areas Usually, review consists of providing

backup documentation for claim data submitted

E.g., districts are asked for student listings to support Form A student with disability totals reported to State Aid

CLAIM VERIFICATION (cont.) District SAMS now includes a Claim

Verification module used to manage this post-edit claim review process

Similar module will be used to convert the current BOCES audit to a similar risk-based claim verification process

CLAIM VERIFICATION (cont.)

BOCES should be prepared to provide documentation of State Aid claim from internal accounting and record-keeping systems.

BOCES FACILITIES

FACILITIES: SHORT TERM Assuming Facilities conversion is

not complete: no change 1st year of SAMS

Continue collection of Sch.002 & Excel files for SA-116A & SA-109

FACILITIES: LONG TERM Debt svc. payments & bond %

already in SAMS SED population of Sch. 002 debt

svc. Info Elimination of borrowing portion of

SA-109 No major change to collection

method for capital outlay

FACILITIES: LONG TERM Info on OFP-approved leases in

SAMS, including annual lease expense

Goal to maximize use of on-file info & eliminate the SA-116A

Move to SED display of annual expense and allocation

BOCES can modify if needed, but need not re-enter

BOCES OUTPUT REPORTS

BOCES AID OUTPUT REPORTS Various reports to view data

entered into SAMS (TBD) BOCES Aid calculation output

reports

OUTPUT REPORTS: GENERAL Combined BOC-IN & BOC-OUT reports Combined CMP-IN & CMP-OUT reports Different organization of aid calcs on

reports Reports at PSN level; some available

at multiple aggregation levels Output reports will be available with

SAMS release & published on web

OUTPUT REPORTS: SPECIFIC BOC: Admin expense for allocation,

including expenditure check BOC: Service expense for allocation, PSN

level BOC: Debt svc, capital outlay & rent Calculation of Aid ratios CMP: Service Aid, PSN level CMP: Aid payable summary including

Admin. Aid, Capital Aid & summary of all Service Aid

CONCLUSION Conversion to SAMS will be a big challenge Submitting, reviewing, changing data will

be simpler compared to DEA SED & BOCES will benefit from unified

COSER approval, State Aid and Facilities systems

Less data will be collected due to unified system

SED will continue to reach out to BOCES for guidance