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Adult and Community Learning Services (ACLS)

SMARTT Update, May, 2012

  1. NRS Webinars Regarding Changes for FY13
    Please review the e-mail sent by Anne Serino on May 9th regarding the webinars on June 8th to review the NRS changes for FY13. In preparation for the webinars, please read the materials posted on the NRS website and the Questions and Answers posted on our ACLS website.

  2. Student Intake Form for FY13
    Thanks for all the feedback we received regarding recommendations for the revised student intake form. A committee is reviewing the recommendations which will then be forwarded to Anne Serino for final input. We will post the revised intake form on our ACLS website by June 1st.

  3. Site Rollover Link Available
    The site rollover link is available so that programs can review the site rollover report to make sure that all the FY12 information is updated. This report will help programs determine whether student goal, assessment, and attendance data needs to be updated. Remember that the report always lists only current students at the site. When you exit a student from the site, you verify that all the information has been updated. One new section was added this year for programs to indicate if the site is continuing into the next fiscal year.

    The sections of the site rollover report are listed below and data should be reviewed in this sequence:

    • Unenrolled Classes: lists classes with no enrollments this fiscal year
    • Unenrolled Students: lists students who have never been enrolled in any classes or volunteer matches this fiscal year
    • Inactive Student Attendance: lists students who have been enrolled in classes or volunteer matches and no attendance has been entered
    • Inactive Student Assessments: lists names for each assessment area where data has not been updated/reviewed since May 1st
    • Inactive Student Goals: lists names for each goal area where data has not been updated/reviewed since May 1st
    • Inactive Follow-up Goals: lists names for each follow-up goal area where data has not been updated/reviewed since May 1st
    • Active Staff: lists staff names who were active and had salary records
    • Professional Development Activities: lists staff names who participated in trainings/activities offered by providers other than SABES (participation in SABES trainings and activities is entered directly by SABES rather than by the participating program)
    • Transition Students: College Courses: lists college courses taken during the calendar year

    The report has functionality to track the student goal and assessment data that has been reviewed. When you review the list of student assessments and goals and check off the box next to the student name, you can save that list. Click on the button at the top of the report labeled "Save Current Work". The report will then show the list of names that still need to be reviewed.

    The next time you access the report, you will get the "Working" version which is the list of remaining students to review. You should keep reviewing each student's assessment and goal information until no names appear on this list. If, at any time, you want to go back to see the original list, you can click on the "Original" button at the top of the report. You still have the option to click on the "Working" button to list the students who still need to be reviewed to verify that the information is updated and accurate. This functionality helps programs go through the list of names without having to record the information on paper.

    When you are ready to submit the site rollover request at the end of the fiscal year, no names should appear in the assessment or goals section. Site rollover requests must be submitted by September 1st. If names appear, you will need to check off each remaining box indicating your review of the data before you can submit the request for site rollover. The request indicates that all the information contained within this report is true and accurate and does not need to be updated or corrected. This checkbox is equivalent to the Program Coordinator's Signature.

  4. Cognos Reports
    The following reports have been enabled and updated in Cognos for FY12. Please remember that assessments are at the student level this year, and all tests will be included in all sites and projects where the student is enrolled regardless of where the test was administered. The site assessment report in SMARTT lists only those students tested at the site.

    Performance Reports - 9
    Learning Gains by Project
    Learning Gains by Project Fund Code
    Learning Gains Class
    Learning Gains by test: Project Level
    Learning Gains by test: Site Level
    Pre Post by Project
    Pre Post by Project Fund Code
    Pre Post by Site
    Pre Post Class

    Learn At Work - 2
    Pre Post by Project Fund Code
    Learning Gains by Project Fund Code

    Transitions -1
    Pre Post and Learning Gains

    Distance Learning - 2
    Pre Post by Project Fund Code
    Learning Gains by Project Fund Code

    Desk Review - 1
    Pre Post Status Report

    Distance Learning - 1
    Student MAPT scores

  5. "User" Section in SMARTT
    We strongly suggest that all programs review the list of active accounts and deactivate any accounts for staff that have left your program. The "Users" module allows staff with "agency" level access in SMARTT to:

    • activate new SMARTT accounts for other staff within their projects and sites
    • view the status of all accounts --active, pending and disabled - and deactivate any accounts for staff who have left

  6. Professional Development Entered by SABES and ACLS
    If you want to view the professional development activities for your staff that were entered by SABES, ACLS staff, or your own staff, clicks on the "Project" link in SMARTT. You will see four links for Professional Development (PD) reports.

    • Staff SABES PD
    • Staff Non-SABES PD
    • Staff ACLS PD
    • Staff SABES/Non-SABES PD

    The last link, Staff SABES/Non-SABES PD, lists all professional development activities entered. This report shows the following information:

    • Staff Name
    • PD Topic
    • Date Taken
    • Title
    • Number of Hours
    • PD Type ( SABES, Non-SABES, or ACLS)

  7. SMARTT/Cognos Trainings and Support
    There are two distance learning Cognos trainings available.

    1. DL: Intro to Cognos (Statewide)
      This online workshop will cover all of the topics discussed at previous face-to-face workshops, but will have the convenience of you taking it when you want and from where you want. It will contain over 20 videos not only telling you how to do things, but showing you how to do them.
      Participants will be able to
      • Locate and navigate to the three main sections of Cognos: Cubes, Ad Hoc Reports and Federal Reports
      • Locate and run Ad Hoc and Federal Reports for their site
      • Open the Attendance, Goals, Student By Site and Volunteer cubes and select their site's information
      • Navigate to the Desk Review area and run their site's Performance Reports
      • Save and run reports from their "My Folders" area
    2. DL: Cognos Update -- Accessing Performance Standard Reports (statewide)
      This course consists of downloadable print and video tutorials about how to access Cognos Performance Standard reports and definitions, a discussion forum, and a short three-question quiz, including an assignment that demonstrates a working knowledge of accessing the reports.
      Participants will be able to:
      • Access Cognos Performance Standard Reports
      • Access Performance Standard Definitions
      • Find their project's performance points for prior fiscal years
      • Participate in an online discussion regarding performance standards

    You can register on the SABES Calendar by clicking on the register icon on workshop title on the SABES calendar.

    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: May 11, 2012
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