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STRATEGIC PLAN
Common Core 2013-14Math Logistics Deep Dive
June 6, 2013
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Logistics Deep Dive: Math
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Logistics Deep Dive: Math
• Overview
• Staffing and Operations
• Materials & Timeline
• What to do if…
• Invoicing & Other Logistical Details
• Next Steps/Final Prep!
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So when you say ‘massive training’….
8 Days of Training…
282 Math Coaches…
93 Training Sessions…
26 Different Training Sites…
298 Classrooms…
12,076 Registered Participants…
80,220 Interlocking 1-cm Cubes…
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How Does It Work? - Staffing
•Key players on-site:– Venue Contact
– Site Lead (TDOE/CCLC)
– Coach Leads (Core Coach)
• Off-Site Support:– UTK Action Team
– Divisional Coordinator (TDOE)
– TDOE Home Office
– TNCore Support ([email protected] & [email protected])
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How Does It Work? - Operations
• Materials/Venue– Shipped to each site the week prior
– Picked-up following Monday or replenished where applicable
– Site Info Sheets
• Registration/Check-In– Select sites still open; all registration closes one week prior to training session
– Rosters/numbers e-mailed to coaches; mailed to sites
– IMPORTANT: NO ON-SITE REGISTRATION/CHANGES
• Staffing– People lists distributed week prior to training
– Lodging/meals available to those traveling 50+ miles
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Materials
• TNCore Grab-n-Go™*– All boxes labeled, ready to go.
– Review included check-list to ensure all needed materials are there
• Grade-level presents every week!– Standard Kit – Markers, chart paper, etc.
– Additional Manipulatives/Materials – Counting blocks, etc.
– Participant Books and Slide Packets
• Registration/Check-In– Standard Set of Supplies
– Signage for parking, registration, and grade level rooms
– Agendas
*(not really ™)
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Materials
• Just in case…– I’m missing a box of books!
– None of my markers work!
– My sign-in sheets were eaten by the classroom iguana!
• For issues with supplies/materials:– Notify your Coach Leads
– Coach Leads will notify the UTK Action team
– Content questions/issues: E-mail [email protected]
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What To Bring…
• Laptop computer
• Videos Pre-Downloaded
• Speakers (not required, but highly encouraged)
• Candy/Goodies for Participants
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Registration
• Tuesday – High School Session
• Tuesday/Thursday – K-8 Sessions
• No On-Site Registration/Changes– Substitutions allowed for same grade level
• Sign-in at Registration for AM Day 1, in rooms for all others
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Timeline
• Monday: All grade levels set-up
• Tuesday: Registration/Day 1 for HS and K-8 Class A
• Thursday: Registration/Day 1 for K-8 Class B
• Friday: Tear-down & pack-up/storage
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Monday Setup
• 9:30a: Site Leads and Coach Leads Arrive
• 10:00a: Setup Call Time
• 10:00a-3:00p: Site, registration, room setup
• 3:00-3:30p: Final Huddle
Random thought: This would be an excellent time to wear a fun shirt. If only we had neat TNCore shirts or something…
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Tuesday - Day 1
• 6:30a: Call Time
• 7:00a: Registration Opens
• 8:00a: Sessions Begin
• 11:00a-12:15p: Lunch!
• 2:30p: Afternoon Sign-in Sheets Collected
• 4:05p: Debrief w/ Coach and Site Leads
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Wednesday - Day 2
• 7:30a: Call Time
• 8:00a: Sessions Begin
• 10:00a: Morning Sign-in Sheets Collected
• 11:00/11:15a-12:15/12:30p: Lunch!
• 2:30p: Afternoon Sign-in Sheets Collected
• 4:05p: Debrief w/ Coach and Site Leads
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Thursday - Day 3
• 6:30a: Call Time K-8
• 7:30a: Call Time HS
• 7:00a: Registration Opens (K-8)
• 8:00a: Sessions Begin
• 10:00a: Morning Sign-in Sheets Collected
• 11:00a-12:15p: Lunch!
• 2:30p: Afternoon Sign-in Sheets Collected
• 4:05p: Debrief w/ Coach and Site Leads
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Friday - Day 4
• 7:30a: Call Time
• 8:00a: Sessions Begin
• 11:00/11:15a-12:15/12:30p: Lunch!
• 2:30p: Afternoon Sign-in Sheets Collected
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Friday Wrap-Up
• 4:15p: Final venue clean-up– Ensure all rooms/spaces are returned to proper order
– Double check everything is packed or properly disposed
– Collect supplies for packing/storage
– FedEx shipment prep
• 5:00p: Departure
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What To Do If…
• You have a medical/family emergency– Contact TDOE immediately
• On-Site Medical/Safety emergency– If life threatening, call 911.
– Contact Site Lead/Coach Lead, who will notify TDOE Home Office
• Issue in your room/at your site– Contact your Site Lead/Coach Lead, who will notify the Divisional Coordinator, UTK Action
team, or venue contact
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What To Do If…
• Someone is not registered– Substitution is allowed either with written communication from the TNCore Team or by
producing the confirmation sheet from the originally registered person.
– Otherwise, refer them to the Site Lead
• A member of the media/press arrives on site– Direct them to the Site Lead
• Non-Participants– Direct them to the Site Lead
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July Invoicing
• Standard Claim Example:
• Total: $4,000 + travel
• Submission window: July 1-5; processing completed by July 12.
Service Description Qty Amount (per compensable increment)
Full day training facilitation (2 weeks) 10 $250.00/ per dayAdditional tasks (Prep Week) 5 $250.00/ per dayPrep/Follow-work 1 $250.00/upon completion
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Submitting Invoices
• UPDATED FORM!
• Two ways to submit:– E-mail: [email protected]– Fax: 615-532-6279
• Confirmation within 2 business days of receipt.
• E-mail notification of changes/corrections.
• Confirmation once processed successfully.
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Errors & Delays
• If error(s), we will notify you:– Corrections we make & submit (no action needed)– Errors/missing items we cannot fix (correct & resubmit)
• Common errors:– Not signed– Receipts not attached (lodging, parking over $8, etc.)– Missing travel worksheet, if claimed– Different address
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Assignments & Traveling
• Assignments– Final assignments coming from Hada– Any questions/concerns, please email [email protected]– Changes to hotel request: [email protected]
• Mileage– Everyone gets mileage!– Point-to-point v. City-to-City
• Lodging:– 50+ miles– Update on Direct Bill availability– Letter of Verification
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Next steps…
• Today:– Materials example station– Logistics Q&A station– Invoicing station
• Next Week:– Final Assignments, site information, people lists– Lodging (if applicable)– Final prep
• June 17– GO TIME!!! Rock out and do an AWESOME job!
