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SMARTT Update, February, 2012

  1. NRS Changes for FY13
    There are several changes that will take place starting in FY13 and we will be holding webinars in late spring to go over the changes. State directors, adult education stakeholders, and Office of Vocational and Adult Education (OVAE) staff met in August 2010 to discuss proposed changes to the National Reporting System (NRS). Using participant input from the meeting, OVAE decided to make changes related to reporting of the follow-up measures and to add new measures. OVAE presented the recommended changes for further input and comment from state directors and then submitted a revised data collection request for the changes to the Office of Management and Budget (OMB). Following a period of public comment earlier this year, OVAE made additional refinements and OMB approved the changes, which will become effective July 1, 2012.

    If you want to review the changes now, please go to the NRS website.

  2. Data Entry Timelines
    Please review the date entry schedule below for entering class and match attendance as well as DL curriculum hours. Note that requests for technical assistance that come to the SABES techs late in the month may not be resolved before the cutoff date so please submit any problems early. If the SABES techs need time to research issues and then forward them to the SMARTT team for assistance, the SMARTT team needs 2 weeks notice to resolve issues since they are working on many development tasks.

    Listed below is the data entry close out schedule for the rest of the year:

    FY12 Monthly AttendanceMonth/Day Data Entry Closed
    DecemberFebruary 28th
    JanuaryMarch 31st
    FebruaryApril 30th
    MarchMay 31st
    AprilJune 30th
    MayJuly 31st
    JuneAugust 31st

  3. GED Data Matching - Match Completed on 1/10/12
    The last GED data match with Oklahoma Scoring Service was completed on 1/10/2012. One hundred and ninety eight (198) records were matched for students who attended classes in FY12. Out of this, one hundred eight two (182) students set the goal which is 92%. Sixteen (16) students or 8% did not set the goal and will not be included in the Federal Report.

    Remember that we cannot include in the Federal Report this year 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.

    Please note that if a student receives the GED certificate from another state and if you have documentation, please e-mail, Donna Cornellier ( so that we can manually update the student record. The data matching with Oklahoma Scoring Services only provides us with information on students who test in Massachusetts test centers. Please provide the student name, SMARTT ID, and credential date so that the record can be updated.

    If you find that a student did receive the GED and the record was not updated in SMARTT, please e-mail Ruth Derfler ( to determine what data element was incorrect so that the student's record can be corrected. It is important to capture all GEDs met and credit all students who meet the goal.

  4. Cognos Tip for Printing MAPT Student Score Reports
    If you want to print several individual MAPT Score Reports, it is easier and quicker if you access them via Report #2: Student MAPT Scores by Test Number which has hyperlinks to the student score reports listed in report #3. . Here is an example of Report #2 which is located in the OWL tab in Cognos:

    Number of Tests# Students
    One Test Only3
    Two Tests Only5
    Total Students8

    Student StatusFirstTestSecondTest
    Student #1C200220
    Student #2C266 
    Student #3C200225
    Student #4C351 
    Student #5C372366
    Student #6C459408
    Student #7C381368
    Student #8E368 

    To print all the reports, click on each hyperlink which opens new windows. Don't wait for each to finish opening. It will take several seconds to open them all, but you can then export them to PDF and print them. This is quicker than selecting each individual student name in score report #3.

    This is the list of all MAPT reports that are available under the "OWL" tab in Cognos:

    #1 Test Count of Students by Class (this summary information is repeated in report#2)
    #2 Student MAPT Scores by Test Number (this report has hyperlinks to the student score reports in report #3)
    #3 MAPT Math: Student Score Report by Content Strand
    #4 MAPT Math: Class Report By Content Strand
    #5 MAPT Math: Class Report By Content Strand - - Customized
    #6 MAPT Reading: Student Score Report by Content Standard
    #7 MAPT Reading: Class Report by Content Standard and Topic
    #8 MAPT Reading: Class Report by Content Standard and Topic - Customized

    Please remember that the MAPT Reading score reports were released after 8/10/2010 when the reading frameworks were revised.

    There are several MAPT Score report trainings listed on the SABES website so check the website for dates/times and registration information.

  5. SMARTT/Cognos Trainings and Support
    Please make sure that you take the time to fill out the SMARTT Tech survey regarding the new model for requesting technical assistance that was sent to you from the SABES techs on January 20th. This will help us determine if this new model for technical assistance is meeting your needs. The categories are:

    • Ease of Use: How easy was it to access and fill out the form? (1-4)
    • Timeliness/responsiveness of techs to the request: Should be within 24 hours (1-4)
    • Quality of response: Did the tech answer your question to your satisfaction or refer it to DESE for further assistance (1-4)
    • What do you feel is going well at this point? What things are you happy with about this process?
    • What would like to see improved? How would you suggest improving the process?

    The form can be accessed by either sending an email to and requesting it or by going directly to the Form: SMARTT or Cognos technical assistance page.

    If you need SMARTT / Cognos help, please send an email to Please do not contact the SABES field technologists or the SMARTT team directly for assistance. For an email request, be sure to include a clear subject header. You do not need to include detailed information in the initial email to smartthelp. A short subject is adequate because once you send an email, you will receive an auto-response containing a link to a form. Please fill out this form completely and hit the "Submit" button at the end. You will be contacted either by phone or email shortly afterwards by a SABES field technologist if he/she needs further information. Or, if you like, go directly to SMARTT or Cognos technical assistance web page to access the form to cut out the intermediate step of emailing.

Questions? Please contact Donna Cornellier at

Last Updated: February 10, 2012
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