Introduction to BOCES SAMS Financial and CoSer Systems NYS Education Department August 2013

Introduction to BOCES SAMS

Financial and CoSer Systems

NYS Education Department

August 2013

Introduction

Andrea Hyary

David Fedorchak

Jay O’Conner

Lisa Brandt

What we will cover in this training

How SAMS is organized

How to: Log on to SAMS Import data in SAMS Respond to the edit exception report Certify and submit your data Understand the activity log and how/when to use it Do revisions in SAMS View your output reports (Aid Calculations) and other useful reports

Understanding Financial System Edits

CoSer System Overview

SAMS Log Onhttp://portal.nysed.gov

The State Aid Unit no longer issues SAMS user ids and passwords. If new SAMS accounts

are needed, or if passwords need resetting, you must contact your SEDDAS administrator which is your BOCES Superintendent..

SEDDAS (SED Delegated Account System) is a program that enables districts to create and maintain their own accounts and reset passwords for SAMS and other SED applications. For more information you can visit: http://www.emsc.nysed.gov/seddas/seddashome.html

SEDDAS Help (518) 473-8832

http://www.emsc.nysed.gov/seddas/seddashome.html

Click State Aid Management System

Welcome to SAMS

BOCES SAMS Menu

Entity Information

Use to update BOCES contact information for: BOCES State Aid Designee * Board of Education Contact Co Ser System Designee Contact SA-111 Contact Procedures to update/change Superintendent information: http://

www.emsc.nysed.gov/sedrefupdate.html

All State Aid correspondence will go to the State Aid Designee. Whoever is in that role will be communicating as appropriate with other business office personnel.

Significant communications from State Aid will also be copied to the District Superintendent

Please ensure the Entity Information is up-to-date for your BOCES in order to get State Aid correspondences.

http://www.emsc.nysed.gov/sedrefupdate.html

http://www.emsc.nysed.gov/sedrefupdate.html

Importing Data

BOCES Financial Data must be imported into BOCES SAMS using a pre-defined XML file format. The XML file is the only mechanism that a BOCES can use to submit BOCES Financial Data into BOCES SAMS

BOCES XML Data file Import

How to look at your data

Use to enter your own CoSers

Use to enter when purchasing CoSers from another BOCES

The SED EXCEL Template

BOCES can create their own spreadsheet from any saved “XML” file by using the template which can be found on the State Aid homepage under SAMS Training Material. Template for converting XML files to EXCEL

BOCES should not send SED XML files

https://stateaid.nysed.gov/sams/xls_docs/BO%20xxxxxx%20mmddyy%20V6.xls

Using the SED EXCEL Template

1. Create a new XML file from your financial data system

2. Save the XML file to your PC

3. Open your most recent BO xxxxxx mmddyy V7.XLS spreadsheet

4. Choose Data, XML, Import from the top menu

5. Select the file saved in step 2 above and click Import

6. Choose File, Save As, and save your spreadsheet with a meaningful name *

* SED would prefer that you use a naming convention that contains at least your

BOCES six digit BEDS Code and our XML schema definition version number V7. The

date that your data was imported to SAMS is also helpful. For example BO 123456

100211 V7.xls

7. After you have completed importing the data into SAMS we suggest that you copy and

paste the Import Validation Error Report (which SAMS emails to the user) into the

second tab of this template.

8. Save your file again.

10 submitted data items that most directly affect Aid Calculations and appear on Component Output Reports

SPREADSHEET TAB LABEL ITEM DESCRIPTION

1. BOC_CAP_EXP_CMP Component allocation of approved capital outlay and debt service expense

2. BOC_RENT_EXP_CMP Component allocation of approved rent expense

3. BOC_AIDABLE_EXP_CMP_DATA Component allocation of aidable expense for admin and services

4. BOC_SCHEDE_CMP Component allocation of excess salaries for services provided by your BOCES

5. BOC_SCHEDX_CMP Component allocation of excess salaries for services purchased by your BOCES via cross contract

6. BOC_UNPRV_SVC_PROV_CMP_DATA Component allocation of the restricted portion of expense for services provided by your BOCES

7. BOC_UNPRV_PURCH_CMP_DATA Component allocation of the restricted portion of expense for services purchased by your BOCES via cross contract

8. BOC_PRIOR_EXP_REFUND_CMP_DATA Component allocation of Sch.4 revenue item refund of prior year expense (A2701)

9. BOC_MISC_DEDUCT_CMP Component allocation of other miscellaneous deductions, including components' federal aid used to fund service

10. BOC_ADMIN_DEDUCT_CMP Component allocation of the selected admin deduct (for most BOCES this is the same as excess salaries total for admin)

Edits: Who Needs Them?

You: to ensure the data you have reported is as you intended

Us: part of our ‘due diligence’ in paying /projecting the correct aid `amount

Others: that request explanations behind aid /data fluctuations

Edit Report

Edit Exception Report

To run the edit exception report: Select the edit report from the Form tree Click Run New Report You must Review the edit exception report and change/correct any data

items if needed before submission. All unresolved edits must be explained in sufficient detail.

Edit report must be marked READY before the BOCES Superintendent can Certify and Submit to SED

The BOCES financial form set edit exception report must be run and all edit exceptions addressed before the BOCES Superintendent can Certify and Submit

to SED. The Edit Report can be found at the end of the form set.

Edit Exception Report

Edit Report Guidance

Common edit exceptions include:

Missing data Logically inconsistent data Large increase/decrease in year to year trends Significant discrepancies between component allocation

totals and BOCES-level totals More about edits later…

Official Form Certification

The Certification Form can be found under “Official Forms” for the Form Set.

The form set must be Certified by the District Superintendent

The Edit Report must be in the “Ready” state before Certification

Certify and Submit your data to State Aid.

To verify that SED has “received” your submission, check that the activity log has a data state entry of “Certified” for the form set you submitted.

Do not upload another file until you receive a “Clean” or “Rejected” email notice from SED

Revision Data Area

The Revision Data area is used to make changes/corrections to your data ONLY after your initial data has been “Certified and Submitted.”

STEP 1

Make your Changes Generate a new data file from your financial

system. Import new data file into REVISION data area Run the Edit Exception Report Address errors, make comments, “Save and

Ready”

STEP 2

Submit your Changes You must submit your changes to State

Aid for any form that was modified. Select “BOCES Financial Change

Submission Form. Click Submit Changes Wait for SED to Clean or Reject before

uploading another XML file.

Step 2: Submit your changes

Change Submission Summary

Activity Log

Allows you to track all activities and status associated with the data you have submitted to State Aid and the CoSer System.

Information displayed in the activity log will let you: Verify the data state and data state date of any form set: (e.g.

Certified, Clean) Identify when a Form Set has been Rejected and needs your

Attention (edit rejected, correction rejected, revision rejected) Review automated correspondence sent by SED Identify BOCES or SED staff responsible for the activity log Can filter sort by Form Set Can sort by any column on the log by left-clicking on the column

heading.

Activity Log

Using the Activity Log

Use Activity Log to confirm all interactions with SAMS

BOCES should confirm that each action they take; e.g., Certify, Submit Revision, etc. appears on the log

Watch for Rejected State – the ball’s in your park; you must respond to SED

Your State Aid Form Set has not been accepted by SED for inclusion in the Nov 15 DB until activity log shows Clean or Clean with Issues!

SED Status

(samples – see training manual for a full list)

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.

Corrections Submitted BOCES has submitted corrections to SED during the edit process.

Edit in Progress SED is in process of editing district’s submitted data. BOCES cannot submit changes to data while in this status.

Edit Rejection SED has rejected an Edit Exception Report from the BOCES during SED edit process.

Revision Review in

Progress

SED has begun reviewing revised data submitted by the BOCES.

Revision Submitted Revised data has been submitted to SED by the BOCES

Edit in Progress SED is in processing of editing district’s 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.

State Aid Calculations and Reports

State Aid Output Reports Detailed service area-level showing how expenses and aids are

calculated. Output reports include the reports available pre-SAMS (e.g. Svc Area

Aidable Expense, Component Output Report, SA-114 and the RWADA Report

Other BOCES Financial Reports - Various PSN Level Reports PSN Service Expense for Allocation PSN level Component Aid Report (NEW) SA-111 Schedule 4 Report Excess Salary Charges: Purchasing BOCES Report Unapproved Service Expense: Purchasing BOCES Report EPE Aid for BOCES Component Output Report can also be viewed from the public state aid

website https://stateaid.nysed.gov under “View District Data” (available late fall).

https://stateaid.nysed.gov/

BOCES Financial Menu Links

Hint: Click on BOCES Financial to display all Menu choices

Financial Reports

Financial reports that can be accessed in BOCES/SAMS.

BOCES Report DEMO

https://stateaid.nysed.gov/ASBO/html_docs/boces_report_demo.htm

Accessing Output Reports

Under Reports select “Output Reports” Select Expand All

Select Data Area Official Revision – check here after uploading revisions

Select Data Version Date Midnight Last Night (always source of Public View) Current Date/Time Snapshot – Select an available snapshot (E.g. Nov. 15, 2012

database)

Select Output Report Scroll down to title and click on date

Snapshots Display data as it existed at a point in time

Currently only available for Service Area -Level Reports, not PSN-level reports

Use to compare current aids with aids computed as of a payment date, November database, etc.

Understanding the Edit Report

Major Co-ser area trend edits

Means that parameters above are applied to changes in the total of expense items listed above for all PSNs in the each major service area

Report will show you only the service areas for which the total svc area expense change exceeded the parameters in either the actual or projected year

Major Co-ser area trend edits

You see this at the start of this section of the edit report:

Schedule 4, Edit 1 - Total Expense: Trend Edit

Description: Total Expense changed by more than plus or minus 15% AND $300,000 for the major CoSer areas listed below, in the actual and/or projected year.

Item(s): Schedule 4 Total of Direct Expense + Subtotal Undistributed Expense + Subtotal Net Transfers for each CoSer area.

Example: Edit kicks out for 500B Area

Means that total of items listed above, for all PSNs in the 500B area, changed by at least plus or minus 15% and $300K in either the actual or projected year

Click View Details

Report displays data described in the “Items” list for every PSN in the service area, and the service area summary data at the bottom that generated the edit exception

The Service area totals and total change data at the bottom tell you whether the prior to current change, current to projected change, or both, generated the edit exception

Detail Report Example

PSN 2009-10 2010-11 2011-12 $ CHG % CHG $ CHG % CHG

A B C B-A C-B

501 38,595 26,361 26,625 -12,234 -32 264 1

507 1,551,994 1,164,074 1,175,693 -387,920 -25 11,619 1

516 502,379 585,018 590,868 82,639 16 5,850 1

522 14,738 26,355 26,619 11,617 79 264 1

525 48,396 25,809 26,067 -22,587 -47 258 1

535 1,730 0 0 -1,730 -100 0 100

541 2,400 0 0 -2,400 -100 0 100

544 0 20 20 20 100 0 0

Totals: 2,160,232 1,827,637 1,845,892 -332,595 -15 18,255 1

Major Co-ser area Trend Edits

How to Respond Do’s and Don’t

Do: explain the trend in total change, for one or both yr to yr comparisons

Don’t: explain the change in each PSN listed

But: trend in total change may be due substantially or primarily to change in one or two PSNs, in which case OK to only explain fluctuation in that PSN

Trend Edits Suggestions

Look at prior to actual change and actual to projected change separately……and together

Provide best insight you can into the fluctuation in the service areafor example:

one year ‘spike’ because.… multiple yr downward trend because… Participation in PSN 456 fluctuates a lot from year to year and is the

source of most of the fluctuation in the whole service area…

Rent and Capital Edits

4 separate, “0” edits that will tell you that you have reported no data in rent for aid, projected rent, capital for aid, projected capital: BOCES must confirm in comment area that “0 is OK” or resubmit

Rent and Capital Trend Edits Trend edits will be based on totals of component allocations Edit will kick out if either prior to actual or actual to projected

parameters are exceeded Please provide substantive explanation for edit exceptions; e.g., for

large increase/decrease in capital expense: Not enough detail: Project started or Project finished Too much detail: Started/finished Project # 003 adding 3 classrooms to

Building 2, Project #004 replacing windows in Bldg 3, Project # ___, etc.

Just right: Anticipate starting/finished HVAC project and addition of several classrooms

How to Investigate a Rent or Capital Trend Edit Go to the Rent and Capital form in SAMS

Choose from top menu bar: BOCES Financial, State Aid Forms, Official or Revision, then click on State Aid BOCES Claim Form Set, then on Capital and Rent Expenditures

Form displays the component allocations for rent and for capital that are in SAMS; shows 3 years of expense

Missing or very wrong data is immediately visually obvious

REMEMBER: Expense for rent and capital should be reported for same year as aid year; e.g., 13-14 expense for 13-14 aid

About Admin & Service Totals Check Edits

For Admin and each PSN:

These edits compare SED’s calculation of BOCES level expense to

be allocated across components

To The total of the component level expenses you allocated for the

PSN

About Admin & Service Totals Check Edits (cont.)

Total BOCES level Sch. 4 expense, less certain BOCES level expense & revenue deductions, yields the BOCES level expense for allocation

That should equal or be very close to the total of the expense allocated to each component


New this year: collection of an additional data item (expense allocated to other BOCES & non-components) refines SED’s calculation of BOCES level expense for allocation

Anticipated result of this change: fewer edit exceptions!


For PSNs where difference between the two compared totals exceeds the edit parameter, ‘view details’ for these edits shows both BOCES level amt. for allocation and corresponding total of your cmp allocations

Those two numbers are displayed both for current and projected years



This is not a trend edit

Please review each line displayed in ‘view details’ and explain the discrepancies in the comment area below the edit

Please include the PSN number of each discrepancy you refer to in your comments


Where do the two totals come from that are being compared in these edits?


BOCES level expense for allocation comes from item #32 on the “BOCES Service Expense for Allocation-PSN Level Report” for the selected PSN

This report shows total SA-111 expenses for the PSN and the expense and revenue items deducted to arrive at the expense for allocation

Actual BOCES Total - REPORT

BOC-SVC-PSN: BOCES Service Expense for Allocation


Component level allocated expense comes from the component allocation form

Choose ‘Component Allocation Forms’ from the State Aid Form Set menu

Then for services choose ‘Aidable BOCES Expense Allocation,’ select a PSN to view allocations & total allocation at the bottom

Aidable BOCES Expense for Allocation Form

Aidable BOCES Expense for Allocation Form


At the very bottom of this component allocation form, you will also see the BOCES level expense for allocation brought over from item #32 of the BOCES Service Expense for Allocation report

NEW: Text for totals check edits will direct you to these reports to research discrepancies

Aidable Expense / No Deductions Many instances of aidable expense allocation reported without

accompanying deductions for the service; e.g., no excess salaries

If you allocate aidable expense for a service for the prior or current (projected) school year, related deductions, especially excess salaries, must also be reported

Problem greater in projection year: Must estimate excess salaries for existing contracts

Currently no edit addresses this; will add if resources allow and if it can be done without significantly increasing runtime of edit report

Display all ‘View Details’

Option to check a box that will display all the ‘view details’ reports for all edit exceptions, instead of choosing view details for each edit (Report will take longer)

UAS allocated to non-cmps BOCES providing services with Unapproved Service Expense must notify other

BOCES purchasing such services via cross contract of their components’ portion of the total UAS.

Starting 2012-13, BOCES providing services with UAS expense must report in SAMS the portion of UAS expense allocated to each non-component district or other BOCES (new)

BOCES purchasing services via cross contract that have UAS must report in SAMS the UAS expense allocated to their components by provider BOCES (not new)

The new data being collected will allow SED to reconcile UAS expense charged by providers with the UAS expense reported by the purchaser, in much the same manner as the annual Excess salary reconciliation.

Deadlines for Submission

October 1 – BOCES Financial Data Set must be Certified

Reminder - Edit Report must be marked “Ready” before District Superintendent can Certify

Submissions must be substantially complete for both current and projected year before being certified

Questions?

State Aid Office:

518-474-2977

Email: [email protected]

Website: https://stateaid.nysed.gov

Documents

Introduction to BOCES SAMS Financial and CoSer Systems NYS Education Department August 2013