2007-08 BOCES AID SOFTWARE

Due Dates for BOCES State Aid Claim
October 1, 2007 SA-111
Schedule 31		 Annual Financial and Statistical Report (Paper Form)
Excess Salary Worksheet
October 1, 2007 BOCES DEA Data Entry Assistant (Database)
Must include best estimate for building, rent and projections.
December 1, 2007 SA-116A Rent (MS Excel File).
March 1, 2008 SA-109 Building (MS Excel File).

Please Note the Following Important Reminders:

  1. The 2007-08 State Aid Software/Data Entry Assistant (DEA) is developed and distributed in Windows format only. School districts and BOCES will need access to a microcomputer equipped with Windows 95, 98, NT, XP or Windows 2000 in order to install and operate the software.
  2. The DEA help files, instructions, and related documentation are published as Web pages and will require a current Internet Web Browser to view and print. Your internet connection must be live when you access the DEA help (F1 key).
  3. The initial software/DEA distribution will consist of one file (w95b071.exe).
  4. BOCES will continue to submit data to SED via our Internet Web Server using their State Aid PIN and Password, or they may send data to their Regional Information Center (RIC) as they have in previous years.
  5. For Windows 2000/XP operating systems only, click on the following link for specific instructions for installing the DEA software.

Minimum Installation Requirements:

Hardware: A Windows/Intel compatible/emulating Pentium class personal computer is strongly recommended for installing and running the 2007-08 software/DEA. Approximately 10 megabytes of free disk space must be available on your hard disk drive in order to install and operate this year's version of the State Aid software.

It is strongly recommended that you install the software on a computer that has a live Internet connection.

Instructions To Download, Install, Operate and Send the BOCES Data Entry Assistant (DEA)

Download the DEA Software and Data:

Follow steps 1-3 below to create a diskette containing the software and data. When you click to download the file your browser will ask you where you would like the file saved. Always specify that you want the file downloaded or saved to the "A:\" drive or other external drive letter.

  1. Insert a formatted diskette in the A:\ drive of your PC or insert other external drive (thumb drive, flash drive, etc).
  2. Download the software/data file: w95b071.exe (click here).
  3. The save as dialog box will pop up.
    Be sure Save In: shows 3 1/2 floppy (A:) or drive letter where you will be saving DEA and File Name: shows w95b071.exe.
    Click Save.

Install the DEA:

  1. Be sure the diskette/drive used above with the file w95b071.exe on it, is inserted into the 3 1/2 floppy drive (A:)/other external drive.
  2. From the Windows desktop, double-click (left) on the My Computer icon.
  3. Double-click (left) on the 3 ½ floppy (A:) icon/drive letter of your external drive.
  4. Double-click (left) on the file w95b071.exe
  5. Make sure Unzip to folder:shows C:\Bo07 (or where your BOCES DEA is located), then click UnZip.
  6. Close UnZip and drive windows.

Launch the DEA:

  1. Double-click (left) the My Computer icon on your Windows desktop.
  2. Double-click (left) on the (C:), then double-click (left) on Bo07 folder (or where your BOCES DEA is located).
  3. Double-click (left) on the shortcut labeled 2007-08 BOCES DEA.
  4. Important! Once the software is running, the first thing you must do is select 1. BOCES Code Form from the Main Menu. A screen entitled DESIGNATION OF CONTACT PERSON FOR THE BOCES will be displayed. THE FIRST THING YOU MUST DO IS ENTER YOUR CORRECT 6 DIGIT BOCES CODE.

Note: You can create a desktop shortcut to launch the DEA software. From the C:\Bo07 folder (or where your BOCES DEA is located), right click and drag the shortcut labeled 2007-08 BOCES DEA to your desktop. Choose Copy here in the message box.

Enter Data and Check Data with Edit Exceptions:

  1. Enter the data and revise it, if necessary. For more information on how to use the DEA see the Help Pages.
  2. Run all edits and explain any edit exceptions. When you run an edit, a message box will ask, Continue to Calculate Forms in the BOCES DEA Database? Click Yes.

HINT: If you just ran an edit and did not subsequently enter data, you may skip the forms calculation by clicking NO. A message box will appear Calculation Aborted. Click OK and the program will skip the calculations.

CAUTION: If you entered data without forcing a calculation, you must calculate to ensure the data is correct and saved.

Respond to Edit Reports: Make Corrections or Explain Edit Exceptions:

  1. Revise data for Edit Exceptions that require correction:
    • A Edit and F Edit Exceptions (BOCES to Component Comparisons)
      These exceptions require correction of the data to make the sum of the Component level data equal the BOCES level data for a specific item. If the difference is a rounding error, it is not necessary to correct the exception.
    • G Edit Exceptions (Negative Aidable Expense)
      These exceptions require correction and/or explanation.
    • B Edit (BOCES Level) and D Edit Exceptions(Component Level Summary)
      These exceptions require correction and/or explanation.The edit flags large changes between the Claim and Projection.
    • After correction, rerun the edit (be sure to calculate).
  2. Explain any edit exceptions that have not been corrected.
    • B Edit Exceptions (BOCES Level)
      Either print (F10) the B Edit form, fill in explanations and FAX to Amy Palmer, or enter explanations on the B Edit form.
    • D Edit Exceptions (Summary Component Level)
      Either print (F10) the D Edit form, fill in explanations and FAX to Amy Palmer, or enter explanations on the C. Edit form separately for each component. The D Edit report summarizes C. Edit for all components in one report.
      • To choose a specific component:
      • Go to the CMP-IN or CMP-OUT report, press the F2 key twice, choose the component, press enter.
      • Return to the C Edit Report (do not calculate when changing to a different CMP) and enter explanations for the selected component.
      • Repeat this process for all Components that are listed on the D Edit.
    • You may transmit Edit explanations in the following ways:
      1. Print the Edit Report, write explanations on the report and FAX it to Amy Palmer
      2. Click here for the BOCES DEA Edit Explanations Form, write in your explanations and FAX or Email to Amy Palmer.
      3. Enter explanations in the DEA and they will be included when you send the DEA data.
      4. SUBJECT LINE: Please indicate the BOCES LEA code and DEA Edit Explanations
      5. FAX: Amy Palmer at 518-474-3547
        EMAIL: Amy Palmer apalmer@mail.nysed.gov

Send Data to SED:

  1. Open the DEA, go to the Main Menu and choose N. DATA: Make Data File for SED.
  2. Follow the prompts to save the data to a floppy in your 3 1/2 floppy A: drive or external drive of your choice. When finished, return to the WEB page.
  3. Then CLICK HERE. This link will take you to a Web page that will upload your data file using HTTP, which works on most computers with Internet access.

Respond to Follow Up Inquires:

  1. The data and explanations you send to SED by October 1st will be reviewed by State Aid Staff for consistency and reasonableness. Because the edited data will be sent to the State Legislature for consideration in the Legislative Budget, State Aid staff may request additional explanation of the data.
  2. If additional data changes are necessary, click here for the BOCES DEA Edit Corrections Form, fill in the form and Fax explanations to Amy Palmer at 518-474-3547 or email the completed form to apalmer@mail.nysed.gov.
Overview of BOCES State Aid Dates for 2006-07
August 2007 SA156 BOCES Data Report - Disabil & Equiv Att
Send to Districts - Needed for September 1 filing of Form A and ST-3 Aid Claim
September 2007 Notice of Charge of Excess Salary - Other BOCES.
Send to Other BOCES - Excess Salaries needed for October DEA Filing.
October 1, 2007 SA111 and Schedule 31 Due at State Aid and Office of DS and BOCES.
October 1, 2007 DEA Due at State Aid.
November 1, 2007 Data Revisions Finalized at State Aid Edited Data  Finalized for transmission to Division of Budget and Legislature.
November, 2007 Notice of Charge of Excess Salary - Other BOCES.
Send to Other BOCES - All outstanding Excess Salaries needed for DEA Refiling.
December 1, 2007 SA116A Due at  State Aid and Office of DS and BOCES.
December 30, 2007 Refiling of DEA Due at State Aid .
Must include all Excess Salaries from provider BOCES.
January 15, 2008 Data Revisions Finalized at State Aid
Edited Data Finalized for February Database and Feb Payment.
March 1, 2008 SA109 Due at State Aid.
April 15, 2008 Data Revisions Finalized at State Aid
Data Finalized for May Database and June Payment.
June 30, 2008 Revisions Due at State Aid for Current Year (CY) Payment.
July 30, 2008 Data Finalized for September Current Year Payment.
August 15, 2007 BOCES Print BOC/20, CMP/20 and SA-114 From WEB for CY Aid Record.
June 30, 2009 Revisions Due at State Aid for Prior Year Revision (PYR) Payment. (2007-08 Aid)
After PYR BOCES Print BOC/20, CMP/20 and SA-114 From WEB for PYR Record

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