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

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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

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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

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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%

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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

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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

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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.

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LEA Self-Reporting Form

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LEA Self-Reporting Form

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LEA Self-Reporting Form

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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.

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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

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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

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Potential Implementation Issues And Risks

The RIDE WCI PMO is here to assist. Email us at WirelessInitiative@ride.ri.gov 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.