Adult and Community Learning Services (ACLS)

Revised FY19 Rollover and Summer Data Entry Instructions

June 29, 2018

Dear Program Directors:

We will have a new data management system in FY19 (to be announced soon), and as soon as the contract is signed and scope of work finalized, ACLS will release a training and deployment schedule. Unfortunately, the system will not be ready in time for programs that run summer classes.

In order for those programs to intake and assess students and enter that data into SMARTT, all programs must complete the steps outlined below.

1. Make any changes to the current FY18 Program Plans in SMARTT by June 27
2. Any request to enter late attendance data must be made by June 27
3. Enter May attendance by June 30
4. Request Program Plan Rollover into FY19 by July 8:
   1. When you are certain all of your remaining edits and changes to the FY18 plan are done (made in working plan, submitted, approved);
   2. Go to the Program Plan Rollover Request form, and fill it out.
5. Complete the SMARTT Data Verification/Site Rollover Checklist by July 31
   1. Select "Site" from the Main Menu.
   2. Next, select "Site Rollover."
   3. Complete the checklist.
   4. At the bottom of the checklist, select "Yes" for the question: "Will site be continuing into 2019?"
   5. Next, check the box (if true) that states: "The information contained within this report is true and accurate and does not need to be updated or corrected."
   6. Select, "Submit Rollover Request."
6. Enter June attendance and remaining assessment data by July 31.
7. Please note: The whole system will roll-over in early August.

Important: These steps are necessary to close out the present fiscal year for reporting purposes and nothing else. Please note the following:

1. There is no need to create an actual FY19 program plan.
2. Programs that have summer classes will continue to intake students and enter assessment data in SMARTT, but will not be able to enroll students in classes or record attendance. Enrollment and attendance data must be kept offline in an Excel document, to be kept until the new system goes online.
   1. This includes programs with FY18 Program Plans that contain classes with a start date of July 1, 2018 or later. These programs will follow the same procedure as outlined above.
3. Waitlist data will continue to be entered in SMARTT for the time being.
4. Follow Up screens will continue to be active, and programs are required to conduct follow up.
5. Programs can still administer the MAPT-CCR during the transition.
6. Programs can still enter Staff Non-SABES PD

Sincerely,

Jolanta Conway
MA AE State Director