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December 07, 2009
BOCES State Aid Designees
BOCES SAMS Project Team
Deadline for submission of 2009-10 BOCES State Aid Claim Data and Projections via BOCES SAMS (BOSAMS)
As stated in the August 12, 2009 memo sent to BOCES State Aid Designees,
BOCES must submit 2009-10 State Aid Claim data and projections in the
existing DEA software and in the new XML format for import into the
new SAMS system. While we realize the inconvenience of two submissions,
it is absolutely necessary in this case due to the substantial difference
in the two systems. SED must compare the aid calculations of these systems
and make any necessary corrections in time to release the BOSAMS software
in summer 2010.
The August 12, 2009 memo provided a mid-December time frame for submission of
the 2009-10 claim and projection data in the new XML file format. The file definitions/formats
were provided to you at that time. At this time, we are providing a specific
deadline of Thursday, December 31st for submission of the 2009-10 BOCES State
Aid claim data and projections in the BOSAMS XML format. However, if it is possible
to submit the files earlier than that, it would be greatly appreciated.
Following is a link to a document containing some changes to the XML
schema provided in August. The changes are primarily additional
data fields. In addition, we would like to advise you to defer
preparation of the uniform cost portion of the XML file, as
changes to that portion of the schema are forthcoming.
https://stateaid.nysed.gov/boces/pdf_docs/xml_documentation_sample_v2.pdf ( 
146
KB)
Please note that BOCES are responsible for “validating” the XML files for transmission against the supplied XML schema. There are various free and low cost software tools available to accomplish this; XMLSpy by Altova is one example.
We would also like to remind you that in the new system, BOCES Services Aid will only be paid for aidable services that have been approved by the BOCES program office. Therefore, it is imperative that your LAS for 2008-09 services in the new SAMS Coser system be up-to-date with all approved 2008-09 services.
Finally, if you have not already done so, please view the SAMS data screen mockups via which you will be able to view your BOCES State Aid claim data when resolving edit exceptions and to make sure data has loaded into BOSAMS correctly. These screens will help you get a feel for how the new system will look and feel. They can be accessed via the State Aid home page (https://stateaid.nysed.gov) in the BOCES topic area, or from the following link BOCES SAMS Project Information page.
Please send any questions or comments to omssams@mail.nysed.gov and include the phrase "BOCES SAMS" in the subject line.
Thank you.