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April 1, 2010

BOCES State Aid Designees

BOCES SAMS Project Team

BOCES SAMS State Aid Conversion Update


The COSER application and approval component of the BOCES State Aid Management System (BOCES SAMS) has been implemented, and development is near complete on the BOCES SAMS financial component. Your 2010-11 BOCES Aid claim, including projections, will be made via BOCES SAMS.

Critical information about project status/timeline:

  1. Current plans are for release of the new BOSAMS State Aid software in August 2010 to collect 2010-11 BOCES Aid claim and 2011-12 projection data in the new SAMS system, with no DEA collection.

  2. 2009-10 is the parallel testing/pilot year; the 2009-10 BOCES State Aid Claim (2008-09 school year data and 2009-10 projections) must be re-submitted to SED in the new SAMS XML file format for testing against the 2009-10 claim already submitted via the DEA. (Please contact your vendor for more information.)

  3. December 31, 2009 was the deadline for BOCES to submit 2009-10 BOCES claim data to SED in the new XML file format, to allow SED to begin system testing. To date, SED has received XML file format data for testing in the new SAMS system from only one BOCES.

  4. A full day of training in the new SAMS state aid claim system will be held during summer 2010 (date and location TBD).

Critical assistance needed from BOCES to ensure success:

  1. Submission of 2009-10 BOCES claim data (2008-09 expenses, 2009-10 projections) in the new XML format as soon as possible,  using the file format provided to BOCES and vendors in August 2009 and subsequent communications. (Please contact your vendor for more information.)

  2. Prompt response to SED communications/requests after SED receipt of data/during testing period.

  3. Prompt resolution of any discrepancies between the list of services for which BOCES aid is claimed in the new XML SAMS system and the list of services approved by the program office for the 2008-09 school year. (See #2 below)

  4. In addition to SED testing, active engagement of BOCES State Aid designees in review of SAMS COSER level data and output reports to ensure accurate expense, deductions and aid calculations. (BOCES will be notified when data and reports are available for review, and will be provided with specific instructions for review.)

  5. At this time, BOCES business personnel should obtain access to the BOCES SAMS COSER system from the individual at the BOCES that already has been assigned to administer SAMS accounts. Access to this system is needed to review the LAS and cross contract reports that are critical to the SAMS financial submissions.

  6. At this time, BOCES should ensure that their SAMS Cross Contract Form for the 2008-09 service year is complete and accurate with regard to provided and purchased services. The PSN information on this form is critical to BOCES reporting of financial data for cross contracted services.

Critical information about the new SAMS system:

  1. BOCES SAMS COSER applications/approvals/cross contract reporting and BOCES SAMS State Aid data collection, calculation and reporting are now a single, integrated system.

  2. BOCES Aid will only be paid for expenses associated with a) provided services that have been approved by the BOCES program office as “Active” for the base year, and appear on the BOCES LAS and b) purchased services that have been approved by the BOCES program office as “Active” for the base year, and approved on the providing BOCES’ LAS.

  3. Unlike the DEA which collected data by major COSER area, all data collected will be at the individual COSER level and BOCES Aid calculations will be driven primarily by electronically reported SA-111 Schedule 4 expenditures.

  4. Your financial and State Aid-related data must be converted into XML file format to submit data to SAMS initially and to revise data; there will be no manual data entry.

  5. The State Aid and financial reporting system includes the automation and incorporation into SAMS of  statewide uniform and local cost reporting.

Thank you in advance for your assistance with this exciting and challenging conversion project. Please feel free to send any questions at all regarding the SAMS State Aid software conversion to omssams@mail.nysed.gov and include the phrase “BOCES SAMS” in the subject line.

Last Updated: April 1, 2010