Students & Families Adult Education Adult & Community Learning Services
SMARTT Update, September 2008

1. Site Rollover Status
   The SMARTT system was officially moved to FY09 on August 20th.

• One hundred six sites were rolled over that day. These sites had submitted the site rollover request, and their program plans were approved. Sites are now automatically rolled over once the site rollover request is submitted and the program plan is approved.

2. Steps to Start the New Fiscal Year
   The Steps to Start FY08 are posted on the ACLS website under SMARTT System Information. Please review the steps carefully when starting data entry for FY08.

• Since there are no new assessments this year, the copy icon is available for all tests administered in FY08. The copy icon appears next to all May or June assessments so programs can click on this icon if they want to use the assessment as a pre-test for FY09.

3. Update Work E-mails for Staff
   Please make sure that correct work e-mails are entered for all agency, project, and site coordinators. If a staff member has left your program, be sure to exit the staff member so he/she will not continue to get our ESE/ACLS updates.
   • Our ACLS listservs are based on the work e-mails entered by the program in the staff section in SMARTT. ACLS uses these listservs for periodic mailings and for special announcements, so please make sure that current staff have the correct e-mail listed in the work e-mail field.

4. Additional Changes for FY09
   The additional changes for FY09 are:

   • Further refinement of the staff salary panels are:
   1. A dynamic staff title dropdown was added that is linked to the classification dropdown which is similar to what exists currently in the staff plan section of program planning.
   2. The title field is enabled only when classification field is selected.
   3. The Classification and Teacher code fields are now the same size.
   • A new class navigation frame has been released to make it easier for users to navigate class screens across all classes. Once a class is selected, you will see the option on the left menu to "Show list," which allows you to navigate to classes without returning to the search menu. This feature is also available for student assessments.

5. GED Data Matching - Match Completed on 8/19/2008
   The last GED data match with Oklahoma Scoring Service was completed on 8/19/2008.
   
   

   • One hundred and ninety one (191) records were matched for students who attended classes in FY08. One hundred and sixty (160) students set the goal, which is eighty four percent (84%). Thirty one (31) students, or 16%, did not set the goal and will not be included in the Federal Report.
   • Remember that we cannot include in the Federal Report the achievement of any goal, if that goal was not set. It is important to meet with students on a regular basis to make sure goals are set, new goals are identified, and the dates set are entered into the system

6. Performance Standards Reports Are Now Available in Cognos
   The Performance Standards Reports for Community ALC and Corrections are now posted in the Adhoc Section in Cognos.

• The report sections are:
1. Attendance
2. Average Attended Hours
3. Pre Post
4. Learning Gains
5. Goals
6. NRS EFL Completion
7. Summary Report
8. Summary Report: All Years
• Please refer to the document on the ACLS website in the Performance Standards section that explains the criteria for each report. A new section ahs been added to the documentation that indicates inclusions and exclusions for each report.

7. SMARTT Server Downtime

   • All of the SMARTT servers will be down for a few days in November due to the relocation of all the Department servers. The SMARTT system will not be available from the end of the day on Friday, November 21st through Monday, November 24th (and possibly Tuesday, November 25th). More information with exact details will be sent out when the time is closer.
   • MAPT testing will still be available, but programs need to make sure that any new students who will need testing during this timeframe are entered into the system by 3PM on Friday, November 21st so that the SMARTT ID's are sent to the UMass OWL system.

8. SMARTT Training Schedule
   The updated training schedule is now posted. Note that three SMARTT New User Trainings are scheduled at the following locations:
   
   

   10/9/08	Northern Essex CC	9:30 - 3:30
   10/16/08	ALRI Boston	9:30 - 3:30
   11/06/08	Quinsigamond CC	9:30 - 3:30

   • In order to ensure that the program has at all times the required two staff trained in SMARTT and Cognos, program directors are requested to have appropriate staff attend the scheduled upcoming trainings. Programs are encouraged to have several staff attend SMARTT and Cognos update trainings to be aware of additional new features. Please notify the SABES regional office as soon as possible with future training needs, so that SABES can schedule appropriate trainings.
   • SMARTT Updates focusing on "Starting the New Fiscal Year" are being held in each region in September. Check the SABES calendar for dates and times. To register for these and other trainings, please go to http:\\www.calendar.sabes.org and click on your region; or, you may contact your regional office directly.

Questions? Please contact Donna Cornellier at dcornellier@doe.mass.edu