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RI Department Of Education Wireless Classroom Initiative. WCI LEA Update May 2, 2014. Cynthia Brown, Director Office of Statewide Efficiencies Craig Hockenbrough, PMP, Gurnet Consulting. Q&A Protocol. Audience is on “mute” while Presenter is talking. - PowerPoint PPT Presentation
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W C I L E A U P D A T EM A Y 2 , 2 0 1 4
RI Department Of EducationWireless Classroom Initiative
Cynthia Brown, Director Office of Statewide Efficiencies
Craig Hockenbrough, PMP, Gurnet Consulting
2
Q&A Protocol
Click here to “raise your hand”
Type brief description of your question here
Audience is on “mute” while Presenter is talking
You will be unmuted when called upon
3
Agenda
RIDE WCI LEA Conference Call
1. WCI Status
2. The Grant Packet…contents and actions
3. Implementation and Vendor Management
4. The Grant Reimbursement Process
5. How to handle potential implementation issues and risks
4
WCI Status
$12.5M in WCI funds have been allocated
Grants have been issued for 39 LEAs total (covering 83% of schools)
31 LEAs have executed their grants
Based on self-reported status: 7 LEAs have projects in
progress 3 have completed
implementation
0. HOLD; 9; 3%3. Proposals Open; 14; 5%
4. Vendor Selected; 5; 2%
6. Grant Issued; 43; 15%
7. Grant Re-turned; 193;
68%
2. Proposals Received; 15; 5%
5. Analysis Complete; 6; 2%
Vendor Engagement/Grant Status by School
Distribution by Phase of Projects, Schools
Projects Percent Schools Percent0. HOLD 4 7% 9 3%1. Proposals Solicited 0 0% 0 0%2. Proposals Received 1 2% 15 5%3. Proposals Open 11 19% 14 5%4. Vendor Selected 2 3% 5 2%5. Analysis Complete 1 2% 6 2%6. Grant Issued 8 14% 43 15%7. Grant Returned 31 53% 193 68%
TOTAL 58 100% 285 100%
5
The Grant Packet
1. ApproachA. Reimbursement BasisB. Awards are by SchoolC. LEAs with SLD Discount at 75% must apply for ERATE Priority 2D. LEAs execute contract directly with selected vendor according to
local procurement rules
E. RIDE reserves the right to audit local records and inspect work
2. ContentsA. Parties and CoverageB. Terms & ConditionsC. Background / Overview / PurposeD. Scope Of WorkE. Payment TermsF. Budget Worksheet
6
LEA Actions“LEA Instructions for WCI Implementation Preparedness”
Action Provide to RIDE Comments
1) * Execute the WCI Grant Agreement provided by RIDE
LEA signs and returns for Commissioner approval
First page in packet is the signature page
2) * Obtain School Committee/Board Approval
Provide RIDE with presentation materials
Local procurement practices apply
3) Negotiate and execute a final WCI vendor contract
LEA must provide a complete copy of the final contract, including the final and accurate revision of the WCI Site Survey
Recommendations provided covering vendor analysis, performance clauses, vendor accountability under State MPA #482, and cash flow based on grant reimbursement approach
4) Engage and Manage Vendor Implementation
LEA must provide RIDE with planned and actual implementation milestone dates.
LEA is responsible for all vendor and project management. RIDE will provided forms to facilitate tracking by email.
5) Process Invoices for Reimbursement from RIDE
Milestone reimbursement request form with associated invoice(s)
Invoices must clearly indicate that milestone is complete
* Steps 1 & 2 are interchangeable based on LEA practice
7
Implementation and Vendor Management
1. LEAs are responsible for negotiating vendor contracts in compliance with WCI standards and LEA procurement policies
2. LEAs provide on-going management and supervision of vendor implementations. The RIDE WCI team is available for consultation and assistance as needed.
3. Follow the WCI Change Management Process as outlined in the WCI Grant Agreement for any circumstance which will impact the cost or materially impact the time or quality of the implementation.
8
LEA Self-Reporting Form
9
LEA Self-Reporting Form
10
LEA Self-Reporting Form
11
Grant Reimbursement ProcessFinancial Status & Cash Reimbursement Form
Reimbursement Milestones
Description
Reimbursement Comments
• The Reimbursement Form must be submitted on a school by school basis
• Milestones 1 and 2 can be submitted in any order and/or bundled with Milestone 3
• Invoices must clearly indicate that the milestone has been completed and must financially tie to proposal
Milestone 1 – Wiring Complete
• Cabling and wiring has been completed and signed off for a school and clearly indicated on an invoice.
• The Grantee District may request reimbursement for 25% of the total grant award.
Milestone 2 – Equipment Received
• All equipment has been received and inventoried by the Grantee District and clearly indicated on an invoice.
• The Grantee District may request reimbursement for 25% of the total grant award.
12
Grant Reimbursement Process
Reimbursement Milestones
Description
Milestone 3 – Implementation complete
• The vendor has completed the implementation and post-implementation walk-through with the authorized LEA representative
• The Grantee District is authorized to invoice for 25% of the total grant award.
• The WCI Implementation Quality Checklist must be completed by the vendor and certified by the authorized Grantee District representative to quality for reimbursement.
• RIDE reserves the right to audit and physically inspect the work at any time.
Milestone 4 – Final acceptance
• Following Milestone 3, a period of 30-90 days shall be set aside to work with the vendor to complete training, use the wireless access in normal classroom conditions, resolve any issues, and ensure Grantee District satisfaction with the solution as implemented.
• All reconciliation resulting from approved Change Orders will be finalized under Milestone 4 and the Grantee District can request reimbursement of the remaining balance of the adjusted total grant award at that time.
• The WCI LEA Implementation Acceptance Form is submitted to RIDE
13
Grant Reimbursement Process
Reimbursement Timeline RIDE will do everything possible to process
reimbursement payments in an expedient manner.
The first reimbursement payment takes longer due to initial set up for payments. LEAs will be asked to provide bank account number information to facilitate EFT.
There are no constraints related to fiscal periods
Our overall estimate from request to issuing payment is 2-4 weeks
14
Potential Implementation Issues And Risks
The RIDE WCI PMO is here to assist. Email us at [email protected] to stay in touch or for questions
The WCI Change Order process is in place for unanticipated implementation issues that result in a material change to schedule, quality control, or cost
Let RIDE know of any concerns with vendor performance or changes from the vendor proposal
Communicate to RIDE any concerns (issues or risks) that arise so that we can partner with you in avoiding obstacles to a quality implementation and smooth reimbursement process.