TRIG 2015 E-Rate Update & Training 1
E-Rate Update & TrainingTRIG E-Rate Activity
November 2015
Presented by:
Ann-Marie MapesTRIG E-Rate Activity Project Coordinator
Michael AndrewsTRIG E-Rate Activity Consultant
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TRIG E-Rate Activity Training
E-Rate Update & Training Agenda
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E-Rate Update & Training AgendaThe State of E-RateEPC Portal OverviewEPC Form 470Eligible ServicesFiber Rules & BiddingDirect BEAR Payment ProcessAudit DocumentationEPC Creating ContractsEPC DRAFT Form 471Q&A
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TRIG E-Rate Activity Training
TheState of E-Rate
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To Be Clear…
• E-Rate’s Focus, Funding, Process & Procedures
• HAVE Been Changing…
• ARE Changing…
• WILL Continue to Change…
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Be Aware That…• The E-Rate Modernization goal to “simplify the
E-Rate application process” requires significant changes initially on the part of USAC, E-Rate applicants, consultants and service providers
• Individuals new to the E-Rate process will have both an advantage and a disadvantage due to these changes
• Expect FCC E-Rate rule enforcement to be stepped up on an ongoing basis
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Highly Suggested…
It is highly suggested that E-Rate applicants stay current by utilizing:
• TRIG E-Rate Support Resources• USAC Website Resources• State of Michigan (SOM) Website Resources• E-Rate Central Website Resources
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TRIG E-RATERESOURCES
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TRIG E-Rate Support & Assistance
Request TRIG E-Rate coordinator support:Use: [email protected]: [email protected]
This distribution email will ensure all of the following individuals are aware of your request:
Ann-Marie Mapes (MDE) Michael Andrews (TRIG E-Rate Consultant)John Piznak (E-Rate Central PIA Support)
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Subscribe to TRIG E-Rate Resources
Subscribe to the TRIG Weekly Update
Subscribe to E-Rate 2-Way Listserv: erateinfoSend an email to [email protected] the subject blankIn the body of the message enter only:“subscribe erateinfo YourFirstName YourLastName" without the quotation marks
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TRIG E-Rate Training Dates
November 3, 2015 – Wayne RESANovember 18, 2015 - Kent ISDNovember 19, 2015 – Shepherd
Pre-training requirement: Participants are required to watch the EPC Video Tutorials.
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TRIG E-Rate EPC Portal Assistance
Technical Assistance Webinars for EPC Account Access: http://remc.adobeconnect.com/epc/1-888-398-2342 Access code: 355 0170
10/30 10-11 a.m.11/6 10-11 a.m.11/13 10-11 a.m.11/20 10-11 a.m.
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TRIG E-Rate EPC Form 471 Training
• EPC form 471 training webinars will be held once the form 471 has been released in EPC
• Anticipate form 471 and window opening to be simultaneous; anticipated early January 2016
• Anticipate 4-6 EPC form 471 webinars
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USACRESOURCES
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E-Rate Glossary of Terms (revised Oct 2015)
The E-Rate program is full of acronyms and terms that can be difficult to understand and remember. Here is the link to USAC’s E-Rate “Glossary of Terms”:http://usac.org/_res/documents/sl/pdf/handouts/SL-Glossary-of-Terms.pdf
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Latest News
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USAC Weekly News Brief:http://usac.org/sl/tools/news-briefs/Default.aspx
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USAC News Brief Archives:
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USACRESOURCES
E-Rate Productivity Center (EPC)(pronounced “EPiC”)
http://www.usac.org/sl/tools/e-rate-productivity-center/default.aspx
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EPC page on the USAC website
Log In Brings up EPC Portal
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Glossary
FAQs
User Guides
Video Tutorials
Terms & Conditions
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USAC’s Revised E-Rate Applicant Trackhttp://usac.org/sl/
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CASH
HANDLESAC H
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STATE of MICHIGANSOM Resources
MDE E-Rate: www.mi.gov/erate
CEPI Electronic Entity Master: www.mi.gov/eem
LoM E-Rate: www.mi.gov/erateforlibraries
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E-Rate Central Resources
Main Website: www.e-ratecentral.com
E-Rate Funding History: http://e-ratecentral.com/us/stateInformation.asp?state=MI
Application Tips: http://e-ratecentral.com/applicationTips/default.asp
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TRIG E-Rate Activity Training
Modernization Order Focus & Update
TheState of E-Rate
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E-Rate Program Changes
To close the Wi-Fi gapProvide adequate cost effective broadband access via fiber to schools and library buildingsTo make E-rate dollars go fartherTo improve administration of the programTo deliver faster, simpler more efficient applicationsTo provide a better stakeholder experience
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Benefits of E-Rate Program Changes
• Level playing field for all • Funding for C1 and C2 for everyone• Improved administrative process• Improved stakeholder experience• Data Transparency• Lower costs• Better fund administration
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E-Rate Program Changes Implemented
Instituted a budget for schools and libraries C1 and C2 - no more P1 and P2Added more data collection points Item 21 data required at application submission Electronic submission of all applicationsTarget deadline for application reviewStood up an E-Rate Portal (EPC)
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E-Rate Program Change Results
48,000 applications were processed
EVERYONE who submitted a timely application was eligible for C2 money
Enough money to fund all applications – demand did not outstrip available funds
PIA decisions were faster than the past
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E-Rate Program Change Results
Over 97% of all invoices were paid within 30 days
EPC Portal has over 17,000 users working
Over $800M of Broadband funded (100+ Mbps)
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ReminderE-Rate Discounts Have Changed
E-Rate discounts are calculated based on a school’s approved poverty level statistic e.g. National School Lunch Program (NSLP)
E-Rate discounts are provided on category of service:Category 1 – services to buildings, provides discounts ranging from 20-90%
Category 2 – services within buildings, provides discounts ranging from 20-85%
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Questions?
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TRIG E-Rate Activity Training
EPC Portal Overview
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Move to one location for all program activities.Complete and certify program forms
Obtain the status of applications
Submit requests
Receive timely reminders and notifications
Respond to PIA questions
Ask USAC questions
Improve the customer experience.
Streamline the application process.
Using the Portal
Why Move to a Portal?
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All of your forms, submitted documentation, and requests will be in one location online and easily accessible.
Users can access the portal from any device (e.g., desktop computer, laptop computer, tablet, smartphone) and any browser.
Using the Portal
Advantages of the Portal
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School districts and library systems can update and store address information and other data on their individual schools and libraries. This information can then be uploaded into online forms so that you do not have to re-enter it every year.
Consortia and statewide applicants will have a complete list of their members, and service providers and consultants will have a complete list of their clients.
Using the Portal
Advantages of the Portal
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Applicants will no longer need a Personal Identification Number (PIN) to certify forms.
Account administrators can create as many account users as they wish, and decide which activities the users can perform (i.e., set their permissions or user rights).
Using the Portal
Advantages of the Portal
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EPC Portal Overview& Form 470
Courtesy of Lorrie Germann, OHJeannene Hurley, NC
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The EPC design is changing frequently
The security and functionality of the system are in flux
Most State E-Rate Coordinators do not have access to most of the administrative functions within EPC
The ability to support and access much of EPC is just now being made available
No EPC library users ids were provided to test with
Feel free to question and correct this presentation if and when your actual experience exceeds our theoretical test system exposure…
EPC Portal Overview
Disclaimer
To access the EPC Portal, go to www.usac.org/sl and click on“E-Rate Productivity Center (EPC)” logo. You will then see the “Login” button.
Click on “I Agree” to accept the terms. Enter your email address as username.
If first time using EPC, click on “Forgot Password”.
Enter Username and click on “Request Password Reset”.
You will receive an email with a link to reset password, but it’s only valid of 15 minutes.
Username is your email address
My Landing Page View
Click on “USAC” logo at any time to return to Landing Page.
Click on header to sort listalphabetically .
Click on name of organization to see Organization Detail page. Note: Billed Entity will appear at the top of the list.
Menu options such as “Apply Now” are also included on the Landing Page.
User Profile
By clicking on the pull-down next to your user name, you can view your profile and change your settings. You can also edit your password , and the news you receive under the News Feed.
District Organization Detail Page
After clicking on your organization, you’re taken to the Details Page under “Records”, where you can create, add, or remove users, or click on the ellipsis for additional items.
As you move around in the system, the breadcrumb and main menu bar will show you where you are, as well as the side menu.
By clicking on the “Related Actions” menu, you have the option to manage users and your organization, or create an application.
“Related Actions” Menu
Please note, while under your organization's “Records” menu, if you click on “Records” from the main menu bar, you will be taken from your organization’s records to the “Records” listing at the national level. Just remember, you can return to your landing page at any time by clicking on the USAC logo.
National Level “Records” Menu
Here is the view when selecting a school building from the list of organizations.
By clicking on “Manage Organization”, you can edit information pertaining to this specific building, such as Student or NSLP Counts.
Note: You also have the option to provide information if there is an annex associated with this school.
School Detail Page
Modify An Organization – School Detail View
View after clicking on “Manage Organization”
From here, you can correct building addresses.
Modify An Organization - School Detail View cont.
You can edit the Student and NSLP counts, and then click on “Submit”.
These 4 number fields and the CEP status form the basis for the NSLP percentage
Creating New Users
From the landing page, click on “Manage Users” and then select organization from the list.
Click on “Create New User”
Creating New User
Enter User Details
Modify address if necessary. The Billed Entity’s address is listed by default.
Select permissions for the new user, which are defined on the site.
You can assign rights per form, or choose “Apply All”.
When done, click on “Continue”
Confirm New User
Confirm information and click on “Submit” and then “Yes” in the pop-up to proceed.
The new user will receive several emails prompting them to sign in to EPC, create apassword, and accept the terms and conditions.Note: The user must accept the terms and conditions before you can modify their role.
First Email Received by New User
Click on portal link, select “Forgot Password” and follow directions. The new user will receive an email with a link to create new password, and an email called “New Task: Complete Terms and Conditions.
Accepting Terms and Conditions
New user will receive the “New Task” email. Click on the link, and then initial “Accept”. Enter User Name and Password to see “Terms and Conditions”.
Scroll to the bottom of the page, and click on “Accept”
Displaying Users and Rights
Go to “Manage Users” and “Add and Remove Existing Users” to view user details.
Note: To remove a consultant, click on the “X” next to the user name. All other users can be deactivated, with the option to later reactive.
Removing (Deactivating) Other Users in Your Organization
• Select “Records” located on the main menu bar.
• Click on “Users”
Enter user’s name. After locating in list, click on user name link.
Removing (Deactivating) Other Users in Your Organization
The user profile opens. Click on “Related Actions” and then “Deactivate User”.
Removing (Deactivating) OtherUsers in Your Organization
Enter notes (a required field), click on “Submit”, and then “Yes” in the pop-up to proceed.
Note: User can be reactivated by following previous “Records” menu steps . Afterclicking on “Related Actions”, you will see a link to the right to “Reactive User”.
Click on “Manage Users” and then select organization from the list.
Click on “Manage User Permissions”
Managing User Permissions
We see an explanation of the permissions available.
Use the drop-down menu to assign the correct permissions, and click on “Submit”.
Managing User Permissions
Modify Account Administrator
From your landing page, choose your Billed Entity organization, and then “Related Actions”.
Modify Account Administrator
Click on “Modify Account Administrator”
Modify Account Administrator
EPC allows only one user to be designated as the account administrator. To change the current administrator, uncheck the box to the left of the current user’s name, and select the new administrator. Click on “Continue”, confirm information, and then select “Submit”.
Adding a Consulting Firm
From the landing page, select your organization, and then “Related Actions”. Click on“Manage Organizations”.
Adding a Consulting Firm
Select “Add a Consulting Firm”. Enter search information, such as name or CRN, and click on “Search”. Choose firm, and click on “Submit”.
Note: Once the firm has been added, you can go to “Add or Remove Existing Users” to add the individual consultant.
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Questions?
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TRIG E-Rate Activity Training
School District
EPC Form 470
Starting the Form 470
From the landing page, click on “Apply Now”. The new Form 470 will open. Enter a nickname for the application, and click on “Save & Continue”
Note the new buttons at the bottom of the screen: “Discard Form” and “Save & Share”
Completing the Form 470
Once you save the application, the “Task” is indicated on the main menu bar
Verify the information listed. If necessary, update your profile.
Click on “Save & Continue”
EPC Form Numbers
If you start an application, and cannot complete it, go to “Tasks” located on the main menu bar, and click on form to complete.
Tasks
Contact Information
Choose option for contact information. If “Yes”, your info will display.
If someone else will be the main contact, choose “No” and provide their information.
Click on “Save & Continue”
Choosing Category of Service
Choose the “Category of Service”
Remember, on the Form 470, you can list services from both Category 1 and Category 2
Click on “Save & Continue”
Adding An RFP
If you have RFP’s for any of the services that will be included on this Form 470, click on “Yes”.
You will then see the “Browse” option to attach the RFP file.
You can add multiple documents if necessary for both Category 1 & 2.
Click on “Save & Continue”
Choose RFP
If applicable, select the RFPs that apply to all new Category 1 services.
If you answered “No” previously to RFP’s, this screen will not display.
Click on “Save & Continue”
Adding Service Request
Click to add service request.
Click on the pull-down, and choose the service you are requesting.
Click on “Add”
Adding New Service Request
Enter the quantity. “Units” will be determined by the function chosen. Enter number of entities served.
Click on the pull-downs to choose “Minimum” & Maximum” capacity.
Note new questions regarding Installation and Maintenance.
Choose RFP if applicable.
Click on “Add”
Adding New Service Request
Verify information.
If you want to add additional Category 1 services, click on “Add New Service Request”
Note: If you indicated you were also including Category 2 service at the beginning of the application, you will scroll down the screen to add the Cat 2 requests.
Adding New Service Request
*Remaining portion of screen on next slide
You may add additional information in the narrative
If seeking fiber installation with special constructions charges, you may request payment plan.
If your are not adding Category 2 requests, click on “Save & Continue”
Narrative & Installment
Plans
If you choose both Category 1 and 2 when initially starting the Form 470, you will see the “Category 2” section.
Click on “Add New Service Request”
Requesting Category 2 Services
Choose “Service Type” and click on pull-down to select value.
Click on “Add”
Note: if choosing “MIBS”, the options are “Leased” or “Existing” equipment
Adding Category 2 Services
Choose “Manufacturer”. Note, the system adds the language “or equivalent”.
Enter “Quantity”, and indicate if you are seeking Installation.
Click on “Add”
Adding Category 2 Services
Click to add additional services.
You can also choose to “Edit” or “Remove” request.
Add a narrative if applicable.
Click on “Save & Continue”
Adding Category 2 Services
Choose “Yes” if you’d like to add a technical contact.
You can search and add an EPC user or manually enter contact details.
Click on “Save & Continue”
Adding Technical Contact
Indicate if there are State or Local procurement requirements.
Click on “Review FCC Form 470”
Procurement Requirements
When you advance to this screen, a PDF of your Form 470 is generated.
Click on “Refresh” to view document
Review Form 470
Click to view PDF. If correct, click box to certify. If not, click on “Back” to make corrections.
If you have the authority to certify application, click on “Continue to Certification” and choose “Yes” in the pop-up.
Choose “Send for Certification” if someone else will certify
Certifying Form 470
View of PDF
Certifying Form
Check each box, and click on “Certify”
Receipt Notification
The Receipt Notification will appear in the “News” feed
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Questions?
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TRIG E-Rate Activity Training
FY 2016Eligible Services
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• Category One
• Category Two
• Category Two Budgets
ESL updates: Fiber ISDN Data plans
Eligible Services
Overview
Firewalls Virtualization and cloud based
functionality
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Eligible Services
Category One
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Category One primarily supports broadband connectivity to schools and libraries.
Category One also supports voice service which is subject to a phase down of support as of FY2015.
This includes broadband connections to eligible locations that:
Connect multiple points
Connect eligible locations to the Internet
Services that provide basic conduit access to the Internet
Category One
What is Category One?
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Fiber (Lit and Dark)
Self-Provisioned Fiber
Wireless Service (e.g. microwave)
Satellite Services
DS-1, DS-2, DS-3
Category One
Eligible Data Transmission Services and Internet Access
– Ethernet– T-1, T-3, Fractional T-1– Cable Modem– DSL– ISDN– MPLS
• Some examples include:
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Starting with FY2015, voice services are subject to a 20% reduction continuing until FY2019 when all voice services are phased out.
For FY2016, the reduction to voice services is 40%.
Category One
Voice Service
Discount % FY2015-20%
FY2016-40%
FY2017-60%
FY2018-80%
FY2019-100%
90 70 50 30 10 0
80 60 40 20 0 0
70 50 30 10 0 0
60 40 20 0 0 0
50 30 10 0 0 0
40 20 0 0 0 0
30 10 0 0 0 0
25 5 0 0 0 0
20 0 0 0 0 0
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Local, long distance, 800 service
POTS
Interconnected VoIP
Circuit capacity dedicated to providing voice service*
Centrex
ISDN
Category One
Eligible Voice Services Subject to Phasedown
• Radio Loop
• Satellite telephone service
• Shared telephone service
• Wireless telephone service including cellular voice
– Excludes data and text messaging
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Circuits are subject to the voice phasedown if any portion of the circuit is dedicated to voice.
Circuits wholly dedicated to voice such as PRIs and SIP trunks are fully subject to the phase down.
A T-1 used for voice is subject to the phasedown if any of the channels are dedicated to voice.
If there is a voice application running over a data circuit with no portion of the circuit dedicated to voice (e.g. QoS), the circuit is not subject to the phase down.
VoIP service bundled with Internet access requires cost allocation to separate the voice from the Internet charges.
Category One
Circuits and the Voice Phasedown
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Eligible Services
Category Two
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Category Two includes equipment and services needed to bring broadband into and throughout schools and libraries.
Subject to five-year budgets for schools and libraries.
Category Two includes internal connections, basic maintenance of internal connections and managed internal broadband service.
Category Two
What is Category Two?
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Access points
Cabling
Caching
Firewalls
Switches
Routers
Racks
Category Two
Eligible Internal Connections
• UPS
• Wireless LAN Controllers
• Improvements, upgrades and software necessary to support eligible broadband internal connections components
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As part of the E-rate Modernization Order, broadband distribution services and equipment that can be virtualized in the cloud are eligible.
This includes virtual or cloud based functionalities so long as they support eligible internal connection functions.
For example, software virtualizing routing or switching in the cloud is eligible.
Equipment and functionalities must still be competitively bid and the most cost-effective solution must be chosen.
Category Two
Eligible Internal Connections: Virtualized and Cloud-Based Functionalities
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Services provided by a third party:
Operation
Management
And/or monitoring of eligible broadband internal connection components
The third party may manage the school or library’s equipment or provide the equipment as part of a lease.
Category Two
Managed Internal Broadband Services (e.g. Managed Wi-Fi)
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Support for basic maintenance of eligible internal connections such as:
Repair and upkeep of hardwareWire and cable maintenanceBasic tech supportConfiguration changes
Support for BMIC is limited to actual work performed under the contract.
Category Two
Basic Maintenance of Internal Connections
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Basic maintenance does not include:Services that maintain ineligible equipmentUpfront estimates that cover the full cost of every piece of eligible equipmentServices that enhance the utility of equipmentNetwork management services, including 24-hr network monitoringOn-site technical supportUnbundled warranties
Operations and management of eligible equipment not supported as BMIC but eligible as Managed Internal Broadband Services
Category Two
Basic Maintenance of Internal Connections
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Eligible Charges
Taxes, surcharges and other similar reasonable charges
Lease fees to rent or lease eligible components
Shipping charges
Training
Installation and configuration
Installation may be provided by a third party
Miscellaneous
Miscellaneous Charges
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Eligible Services
ESL updates
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The Second E-rate Modernization Order equalized lit and dark fiber.
Dark fiber special construction is now eligible both within and beyond the property line.
Modulating electronics to light dark fiber is eligible.
Due to the equalization of fiber, eligible costs for lit vs dark fiber have been removed.
ESL Updates
Eligible Category One Costs – Dark and Lit Fiber
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Special construction consists of Design and engineering
Project management
Construction of network facilities.
Special construction is limited to the one-time costs of physically deploying new or upgraded network facilities and services required to complete that deployment.
Does not include non-construction one-time costs such as Network Equipment or upfront IRU payments for dark fiber.
ESL Updates
Eligible Category One Costs – Special Construction
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Eligible costs for new or existing lit fiber, dark fiber and self-provisioned broadband networks include:
Monthly charges
Special construction
Installation and activation
Network equipment (Includes modulating electronics and other equipment to make the broadband service functional)
Maintenance and operation charges.
ESL Updates
Eligible Category One Costs – Dark and Lit Fiber
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Integrated Services Digital Network (ISDN) is added to the list of eligible Voice Services.
ISDN must be selected in the Voice Services category if it is being used for voice.
Data plans and air cards for mobile devices include additional explanations of eligibility.
ESL Updates
Other Category One Modifications
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Data plans and air cards for mobile devices are eligible only:
If you can demonstrate that individual data plans are the most cost-effective option for providing internal broadband access for mobile devices or
Installing a Wireless Local Area Network (WLAN) is not physically possible.
Seeking support for data plans or air cards for mobile devices for use in a school or library with an existing broadband connection and WLAN implicates the E-rate Program’s prohibition on requests for duplicative services.
ESL Updates
Eligibility Limitations of Data Plans
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This can be accomplished by seeking and comparing bids for both WLANs and individual data plans.
• The comparison may not include likelihood of receiving Category Two support.
• Program rules require applicants to use the pre-discount cost of the service and not the post-discount cost when evaluating price as the primary factor.
ESL Updates
Cost Comparisons for Data Plans
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Firewall protection provided by a vendor other than the Internet access provider OR priced separately is considered Internal Connections.
ESL Updates
Eligible Category Two Services - Firewall
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Bug fixes, security patches and online and telephone-based technical assistance still do not have to demonstrate work being performed to receive BMIC support.
Network monitoring and management functions remain eligible only as Managed Internal Broadband Services.
ESL Updates
Other Category Two Minor Clarifications
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Eligible Services
Category Two Budgets
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Each school or library receiving Category Two support between FY2015 and 2019 will have a five-year budget for Category Two products and services (those that distribute broadband within schools and libraries).
Category Two products and services include Internal Connections, Managed Internal Broadband Services, and Basic Maintenance of Internal Connections.
Products and services ordered in excess of an entity’s Category Two budget will not receive E-rate discounts.
There is no budget for Category One services (those that connect broadband to schools and libraries).
Category Two Budgets
What are Category Two budgets?
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Each individual school and each library outlet or branch has a pre-discount budget. School districts or library systems may not average their costs across multiple school or library budgets.
Non-instructional facilities (NIFs) – including school NIFs with classrooms and administrative buildings – do not have pre-discount budgets.
If a NIF is essential for the effective transport of information to or within a school or library, the applicant must allocate the NIF costs to the entities benefiting from the service while the costs for ineligible services to a NIF should be allocated out.
Category Two Budgets
Which entities have Category Two budgets?
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The pre-discount budget for a school is calculated by multiplying the total number of students at the school by $150, with a minimum of $9,200 if the school has fewer than 62 students.
The pre-discount budget for a library is calculated by multiplying the total area in square feet – including all areas enclosed by the outer walls of the library and occupied by the library – by $2.30, with a minimum of $9,200 if the library is less than 4,000 square feet.
Libraries located in cities and urbanized areas with a population of 250,000 or more are eligible for a budget of $5 per square foot.
Category Two Budgets
How much is my budget?
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Remember that the budget is PRE-DISCOUNT.
For example, for a school with 1,000 students:
At the 85% discount rate (the maximum discount rate for Category Two), the school will have a pre-discount budget of $150,000, but may receive E-rate discounts of up to $127,500.
At the 50% discount rate, the school will have a pre-discount budget of $150,000, but may receive E-rate discounts of up to $75,000.
Category Two Budgets
How much is my budget (cont’d)?
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The pre-discount budget calculation is for a five-year period, starting with the first funding year in which you receive Category Two support.
However, you can apportion your pre-discount budget in a manner that best meets your needs. You could spend all of it in FY2016, spend 1/5 each year, or any other combination up to your total.
Category Two Budgets
What period of time does my budget cover?
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Your pre-discount budget in FY2016 is decreased based on all commitments where your entity is listed as a recipient starting with FY2015 commitments.
It could go up in FY2016 if your student count or square footage increases, or down if your student count decreases.
Category Two Budgets
Can my budget change from year to year?
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For existing schools: If your student count decreases in subsequent funding years, you do not need to repay the fund for money disbursed in excess of the five-year budget in years when your student count was higher.
For new schools: If you overestimate your student count and exceed the five year pre-discount budget based on your actual student count, you must return any funds in excess of the allowable budget to USAC.
Category Two Budgets
Can my budget change from year to year (cont’d.)?
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On the FCC Form 471, you indicate how funding should be allocated among entities sharing services.
Your allocation can be:
Straight-line (all entities share the cost equally)
Proportional (based on student count/square footage of each entity)
Specific (you specify each entity’s share)
Category Two Budgets
How do I allocate costs for shared services?
TRIG 2015 E-Rate Update & Training 128
Any funding commitments that included your entity as a recipient of service in FY2015 count against your pre-discount budget for that entity.
If funding is remaining on a funding request, you can file an FCC Form 500 to return the funding to USAC.
If entities are sharing the service, we will need specific information so that we know how to apply the returned funds to specific entities.
If you need to return funds you will need to fill out a Payment Identification Worksheet.
Category Two Budgets
How are services counted against my budget?
TRIG 2015 E-Rate Update & Training 129
Questions?
TRIG 2015 E-Rate Update & Training 130
TRIG E-Rate Activity Training
Fiber Rule& Bidding Fiber
TRIG 2015 E-Rate Update & Training 131 131
Review of fiber options available as a result of the Second E-Rate Modernization Order
Expanding Access to Broadband for FY 2016 and beyond
Agenda
TRIG 2015 E-Rate Update & Training 132 132
Emphasis on providing additional flexibility for schools and libraries seeking high-speed broadband connections.
Lack of access to broadband, especially in rural areas, and high cost of those services are major obstacles in meeting program goals.
Order designed to help close the rural connectivity gap and increase affordability of high-speed broadband connections.
Everything presented will be in effect from FY 2016 forward.
Overview
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 133 133
New Options for E-rate funded special construction for new fiber*.
Cost of deploying new fiber (as opposed to ongoing cost of leasing or maintaining/operating fiber.)
Provides up-front capital that will reduce monthly recurring cost to applicants.
Previously only available for lit services, now also available for dark fiber and self-provisioned fiber.
* Potential exists for special construction of a non-fiber network
What’s New?
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 134 134
Regardless of the services sought (including new fiber options), E-rate rules continue to require that applicants:
Conduct fair and open competitive bidding process.
Selecting the most cost-effective bid.
What Stays the Same?
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 135 135
Old Requirement • Applicants had to amortize
large, up-front construction costs in excess of $500,000 over three years.
Amortization of Up Front Special Construction Costs
Expanding Access to Broadband
New Requirement
• E-rate will now pay the full discounted share of up-front special construction charges in the first year.
TRIG 2015 E-Rate Update & Training 136 136
Previous Requirement:• Applicants had to
pay their share of non-recurring cost of special construction within 90 days of the start of service.
Installment Payments for Special Construction Costs
Expanding Access to Broadband
E-rate will now allow:
• Applicants are allowed to pay their share of those up-front costs in installment payments over up to four years.
TRIG 2015 E-Rate Update & Training 137 137
Applicants interested in an installment payment plan option must indicate their interest on FCC form 470
Service providers are under no obligation to offer such installment payment options to applicants.
Installment Payment Plan of Up Front Special Construction Costs
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 138 138
Applicants can receive funding for Category One special construction costs incurred up to six months prior to start of funding year.
Occurs after selection of service provider via FCC Form 470Actual service start date is on or after July 1 the funding year. Can get one year extension due to unavoidable delays.
Special Construction Projects
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 139 139
Beginning FY 2016, funding for lit and dark fiber has been equalized.
Dark fiber leases allow the purchase of capacity separate from the service of lighting the fiber.
Equalizing Dark and Lit Fiber
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 140 140
Old Dark Fiber Rule• E-rate would only pay
special construction costs up to the applicant’s property line.
• Modulating electronics not eligible in Category One.
Equalizing Dark and Lit Fiber
Expanding Access to Broadband
New Dark Fiber Rule
• E-rate will now pay special construction costs beyond the applicant’s property line.
• Modulating electronics to light dark fiber will be eligible for category one support.
TRIG 2015 E-Rate Update & Training 141 141
Applicants that seek bids for dark fiber must also seek bids for lit fiber service.Before selecting a dark fiber solution, applicants must fairly compare dark fiber with other available options to ensure the most cost effective option is chosen.
Requirement to Compare Dark and Lit Fiber
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 142 142
To the extent an applicant intends to seek support for equipment and maintenance costs associated with lighting newly leased or purchased dark fiber, the request for support for those services must be included in the same application with the dark fiber lease.
Applicants will not receive support for excess capacity and may only receive special construction support for dark fiber lit in the same funding year.
Requirement to Compare Dark and Lit Fiber (continued)
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 143 143
Applicants may seek E-rate support for self-construction of their own high-speed broadband networks, or portions of such networks, when self-construction is the most cost-effective solution.
Applications for self-provisioned networks should reflect the total cost of ownership, including special construction, equipment, and maintenance and operation.
Self-Construction of High-Speed Broadband Networks
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 144 144
Requirements:Applicants soliciting bids for a self-provisioned network must also seek bids for lit service on the same FCC Form 470, unless the applicant already posted for broadband services for this same funding year and received no bids.Applicants must compare the cost of lit fiber service to the total cost of ownership over the life of the facility for self-provision option. Applicants seeking dark fiber or self-provisioning must upload an RFP in new the FCC Form 470 system.
Self-Provisioned Fiber Networks
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 145 145
• Be as specific as possible to enable a meaningful comparison of lit, dark, and self-provisioned options.
• Include estimated bandwidth sought. Terms such as “as needed” or “district-wide” are not sufficient descriptions of the quantity or capacity of the products and services requested. Applicants may identify a range, such as 100-200 Mpbs.
• Include expected growth rate in bandwidth demand over the relevant time period and seek pricing for the increased level of bandwidth over time.
Guidance on RFPs
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 146 146
• Include any state or local procurement requirements. • RFPs must be available for at least 28 days. • Fiber RFPs take time to write. • Potential bidders need more time to respond to these bids. • Start early!
Guidance on RFPs
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 147 147
Old Rule• Applicants must conduct fair and
open competitive bidding process.• Applicants had to select the most
cost-effective service provider. • Price of eligible products and
services must be the most heavily weighted bid eval factor
Competitive Bidding Considerations
Expanding Access to Broadband
New Rule• Applicants must conduct fair and
open competitive bidding process.
• Applicants had to select the most cost-effective service provider.
• Price of eligible products and services must be the most heavily weighted bid eval factor
TRIG 2015 E-Rate Update & Training 148 148
Comparing different fiber options:Determine a reasonable, defensible period of time for the comparison, based on their anticipated use of the assets. Applicants that choose to self-provision or purchase the equipment required to operate a dark fiber IRU may expect to recover their costs in 5, 7, 10, or even 20 years. Identify a comprehensive and specific total cost for each option.
Competitive Bidding Considerations
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 149 149
Comparing different fiber options:Applicants must be prepared to explain their assumptions, such as expected useful life. Divide total cost of IRU or self-provisioned fiber by number of years to determine annual cost. Compare to annual lit fiber charge.
Applicants cannot resell service.Applicants must secure access to necessary resources.
Competitive Bidding Considerations
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 150 150
USAC will focus on verifying the cost effectiveness analysis explained above in the bid evaluation phase.
When applicants add up the total anticipated costs over a reasonable, defensible time period, the most cost effective option will be clear in most cases.
Cost Effectiveness
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 151 151
For shared or multi-purpose fiber build projects, costs necessary to get the fiber to the school or library are eligible.
E-rate will not fund capacity beyond what the applicant needs in that funding year. Applicants may not seek E-rate funding for fiber that the applicant is not using.
Example: Applicant needs 12 strands of fiber. Construction is for 96 strands. If no plans for other customers, only remove cost for 84 additional strands, but all other special construction costs would be fully eligible.
Cost Allocation
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 152 152
Providing an incentive for state support of last-mile broadband facilities.
E-rate match of up to 10% of the cost of construction will be provided to match state funding for special construction charges for high-speed broadband connections.
E-rate match also provided for Tribal schools and libraries when matched by state, Tribal government, or federal agency.
Additional Matching Funds for Fiber Builds
Expanding Access to Broadband
TRIG 2015 E-Rate Update & Training 153
Questions?
TRIG 2015 E-Rate Update & Training 154
TRIG E-Rate Activity Training
Direct Bear Payment Process
TRIG 2015 E-Rate Update & Training 155
Current Process
Future Process
Timeline
FCC Form 498 Information
Common Invoicing Mistakes
Deadlines
Agenda
Agenda
TRIG 2015 E-Rate Update & Training 156
Applicant fills in Block 1, Block 2 – request information
Applicant fills in Block 3 – certifications
Applicant obtains service provider certification on Block 4
Applicant submits BEAR
Paper mailed to Kansas
Online – automatic after service provider certification
FCC Form 472 - Currently
Current Process
TRIG 2015 E-Rate Update & Training 157
USAC processes invoice
USAC approves funds
USAC sends BEAR Notification Letters 2 weeks prior to funds being paid
USAC electronically sends funds to service provider
Service provider passes funds to applicants
Must send funds within 20 business days
FCC Form 472 - Currently
Current Process
TRIG 2015 E-Rate Update & Training 158
Online Only - via EPC Portal
Paper BEAR will be discontinued July 1, 2016
Certifications to change
No longer require service provider certification
May require some information during invoice review
Applicants paid directly via electronic transfer
FCC Form 472 – Changes – beginning July 1, 2016
Future Process
TRIG 2015 E-Rate Update & Training 159
Applicant logs into EPC portal to access invoice
Applicant fills in information: SPIN
Applicant fills in request: FCC Form 471 number, FRN, Dates, Amounts
Applicant reviews and certifies information
Applicant submits BEAR – only online
No service provider Certification Required
FCC Form 472 – Changes – beginning July 1, 2016
Future Process
TRIG 2015 E-Rate Update & Training 160
Payments scheduled twice a week when invoice approved – no longer two week delay for service provider notification
BEAR payments only via electronic transfer to applicant
Billed Entities will be paid directly to bank account
Bank account information will be required
Direct Payment – beginning July 1, 2016
Future Process
TRIG 2015 E-Rate Update & Training 161
Future Process
Applicant fills out BEAR, sends to provider
Provider signs BEAR-returns to applicant
Applicant sends BEAR to USAC
USAC approves funds
USAC notifies providers
USAC sends funds to provider
Provider forwards funds to applicant
Current Process Direct Applicant Payment Process – beginning July 1, 2016
Applicant fills out BEAR online
USAC approves funds
USAC sends funds to applicant’s bank account
TRIG 2015 E-Rate Update & Training 162
Banking Information collection available from applicants after new FCC Form 498 released
Direct Payments begin July 1, 2016
Direct Payment
Timeline
TRIG 2015 E-Rate Update & Training 163
Contact information section
Applicant identification section
Banking information section
Direct Payment – What You Need on FCC Form 498
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 164
Identifies contacts for financial information
Company OfficerAn officer is a person who occupies a position authorized by the school, district or country, and consortium applicants, and would typically be a Superintendent, Assistant Superintendent, Principal or Assistant Principal, County or District Administrator, or state education department leadsAuthorized to certify that the data set forth in the FCC Form 498 is true, accurate, and complete
Direct Payment – What You Need:Contact Information section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 165
Identifies contacts for financial information
General ContactThis individual will be able to retrieve the FCC Form 498 information on file with USAC as well as be given access to USAC’s on-line filing system This person will also be able to input new FCC Form 498 ID data for Company Officer certification
Direct Payment – What You Need:Contact Information section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 166
Company Officer Cannot be a Consultant
Bank AccountCannot be owned by a Consultant
Direct Payment – What You Need: Contact Information section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 167
Federal Employer Identification Number (EIN/TaxID)
Dun and Bradstreet “Data Universal Numbering System” number (DUNS or D-U-N-S)
DUNS, is a proprietary system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity
Direct Payment – What You Need: Applicant Identification Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 168
Dun and Bradstreet Number (DUNS)
DUNS Number assignment is FREE for all businesses required to register with the US Federal government for contracts or grantsBefore applying, check to see if your organization already has a DUNS number
Direct Payment – What You Need: Applicant Identification Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 169
Dun and Bradstreet Number (DUNS)You can search for your organization, by name, through D&B’s online D-U-N-S database: https://iupdate.dnb.com/iUpdate/companylookup.html or call (866) 705-5711 to speak to a representative
If your organization does not have one, you can apply online through Dun & Bradstreet’s website: http://www.dnb.com/get-a-duns-number.html (This is neither an FCC nor a USAC website)
Direct Payment – What You Need: Applicant Identification Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 170
You will need all of the information listed below to obtain a DUNS number:
Name of organization
Organization address
Name of the chief executive officer (CEO) or organization owner
Legal structure of the organization (e.g., corporation, partnership, proprietorship)
Year the organization started
Primary type of business
Total number of employees (full and part-time)
Direct Payment – What You Need: Obtaining a DUNS Number
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 171
FCC Registration Number (FRN) or (CORES ID)
Note – this is a number that you also enter on each FCC Form 471 that you file
It should not be confused with the “Funding Request Numbers” (FRNs) that applicants fill out on their FCC Form 471 applications
Direct Payment – What You Need: Applicant Identification Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 172
Name of Financial InstitutionFinancial Institution Account Number
Checking account numberACH Financial Institution Transit Number ( 9 digits)
Routing Number
Direct Payment – What You Need: Bank Information Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 173
Billed EntitiesBEN (Billed Entity Number)Name
Enter as many as are reimbursed thru this bank account number
Direct Payment – What You Need: Bank Information Section
FCC Form 498 Information
TRIG 2015 E-Rate Update & Training 174
Invoice SubmissionServices not yet delivered – (Commitments are NOT simple grants)
Services billed for eligible costs – not for total FRN
Services not eligible
Service provider not on FCC Form 471
Services billed to party not on FCC Form 471
Services not listed on application line item (Item 21)
Services delivered outside funding year
Services delivered to location not on FCC Form 471
Common Invoicing Mistakes
Common Invoicing Mistakes
TRIG 2015 E-Rate Update & Training 175
Service Certifications
Customer bill does not identify services
Items on customer bill not found on Item 21
Service provider not certified
Service substitutions not requested
Services delivered outside contract dates
Name on bill does not match FCC Form 471
Common Invoicing Mistakes
Common Invoicing Mistakes
TRIG 2015 E-Rate Update & Training 176
Payment of beneficiary portion
Proof of payment not returned when requestedCheck does not demonstrate clearing bankCheck already shows payment for another invoiceDocuments not from bank websitePayment validation not verified by applicant
Common Invoicing Mistakes
Common Invoicing Mistakes
TRIG 2015 E-Rate Update & Training 177
Automatic
Late FCDL, AppealsSPIN Changes, Service Substitutions
March 1 key dateExtends until September 30 of the following year
Manual
Must be filed on FCC Form 500 – Contract Date alsoWill be requested to provide a reason By September 30 for non-recurring services
Service Delivery Extension
Deadline Extensions
TRIG 2015 E-Rate Update & Training 178
Invoice Filing Deadline
Invoices must be submitted to USAC
(1) 120 days after the last day to receive service, or(2) 120 days after the date of the FCC Form 486 Notification Letter, whichever is later – 54.514 (a)
Invoice Extension
Deadline Extensions
TRIG 2015 E-Rate Update & Training 179
Invoice Deadline Extension
In advance of the deadline pursuant to paragraph (a), service providers or billed entities may request a one-time extension of the invoicing deadline from USAC
USAC shall grant a 120 day extension of the invoice filing deadline, if it is timely requested – 54.514 (b)
Invoice Extension
Deadline Extensions
TRIG 2015 E-Rate Update & Training 180
Questions?
TRIG 2015 E-Rate Update & Training 181
TRIG E-Rate Activity Training
Audit Documentation
& Findings
TRIG 2015 E-Rate Update & Training 182
Requests for Proposals
Copies of bids received (winning AND losing)
Documentation supporting the selection of the service provider
E.g., individual evaluation score sheets, summary score sheets, bid meeting notes, meeting sign-in sheets, etc.
Correspondence with potential bidders, if any
Sufficient Documentation
Requests for Services
TRIG 2015 E-Rate Update & Training 183
Auditors determine whether the Beneficiary’s school(s) is recognized on the State’s Department of Education (DOE) website
If the school is not identified on the DOE website, the Beneficiary may provide:
A letter from the DOE recognizing the school as meeting the State’s definition of elementary or secondary education
Other support, such as certification of accreditation, school charter, by-laws, etc. demonstrating the school meets the State’s definition of elementary or secondary education
Sufficient Documentation
Eligibility for Schools, School Districts, or Consortia Containing Schools or School Districts
TRIG 2015 E-Rate Update & Training 184
A network diagram demonstrating Non-Instructional Facilities receiving Category 2 funds are essential for the transmission of data to educational buildings
Documentation demonstrating residential schools serve unique populations, as required by the FCC’s Sixth Report & Order
Schools on Tribal landsSchools that serve children with physical, cognitive, and behavioral disabilitiesSchools that serve children with medical needsJuvenile justice schools, where eligibleSchools with 35 percent or more students eligible for NSLP
Sufficient Documentation
Eligibility for Schools, School Districts, or Consortia Containing Schools or School Districts (cont.)
TRIG 2015 E-Rate Update & Training 185
Documentation demonstrating the library is eligible in accordance with the Library Services & Technology Act (LSTA)
Documentation demonstrating the library’s budget is separate and independent of a school
If a budget is not available, documentation demonstrating the library’s sources of revenue are independent of a school
Sufficient Documentation
Eligibility for Libraries or Consortia Containing Libraries
TRIG 2015 E-Rate Update & Training 186
Documentation demonstrating the Beneficiary is operating as a not-for-profit
IRS determination letter
Federal Form 990 return
Audited financial statement footnotes identifying the Beneficiary’s tax-status
Sufficient Documentation
Eligibility for Schools, School Districts, and Libraries
TRIG 2015 E-Rate Update & Training 187
For schools, school districts, and consortia containing schools or school districts, student enrollment reports supporting the number of students listed in the FCC Form 471
For libraries and consortia containing libraries, square footage floor plans as submitted to the LSTA
Sufficient Documentation
Category 2 Budgets
TRIG 2015 E-Rate Update & Training 188
Documentation supporting the enrollment data and NSLP eligibility listed in the FCC Form 471
Do not rely on the State to maintain the NSLP data
If the data maintained by the State contains data updated from a date other than the date used for completing the FCC Form 471, the auditor will rely on the State’s revised data if the Beneficiary did not maintain the original documentation, which could produce a lower discount rate
Sufficient Documentation
Discount Calculations
TRIG 2015 E-Rate Update & Training 189
Fixed Asset Listing (FAL), including the model, installation date, and location of the equipment
Delivery receipts, if available
Floor plans for wiring and cable drops
If equipment is non-operational, documentation demonstrating the Beneficiary has the necessary resources to make effective use of the equipment (e.g. repair and maintenance requests or agreements)
If equipment has been uninstalled or removed, documentation demonstrating why and current location
Sufficient Documentation
Category 2 Equipment
TRIG 2015 E-Rate Update & Training 190
Contract, including the list of equipment to be maintained with BMIC funds
FAL, including the model and location of the equipment maintained
Documentation, such as maintenance logs, demonstrating the maintenance was performed
Sufficient Documentation
Basic Maintenance of Internal Connections
TRIG 2015 E-Rate Update & Training 191
Documentation demonstrating an Internet filter was in place during the funding year audited
Copy of the filter log
Service provider bills for the purchase and/or renewal of the filter along with proof of payment
Copy of the Internet Safety Policy (ISP), or Acceptable Use Policy (AUP)
Sufficient Documentation
CIPA
TRIG 2015 E-Rate Update & Training 192
Documentation demonstrating a public hearing was held to discuss the ISP or AUP with the public
E.g., Meeting minutes
Documentation demonstrating a public notice was posted prior to the public hearing to discuss the ISP or AUP
The public notice should specifically state the ISP or AUP will be discussed
Sufficient Documentation
CIPA (cont.)
TRIG 2015 E-Rate Update & Training 193
If the Beneficiary’s non-discounted share has not been paid in-full, copy of the budget demonstrating funds have been budgeted to pay the non-discounted share
Documentation demonstrating training has been provided to personnel to properly use the services
Documentation demonstrating appropriate equipment and software have been secured to use the services
Sufficient Documentation
Sufficient Resources
TRIG 2015 E-Rate Update & Training 194
Copies of service provider bills
Proof that the Beneficiary’s non-discounted share has been paid
E.g., Cancelled checks, bank statements, accounts payable history
Reconciliation between the eligible services billed and the services invoiced on the BEAR
Documentation demonstrating the reimbursement or credit for the funded services has been received
Sufficient Documentation
Services Received
TRIG 2015 E-Rate Update & Training 195
Ensure procedures are designed to protect and maintain documentation in the event of employee turnover
Do not rely solely on a third-party to maintain documentation (e.g., the State to maintain NSLP data)
Sufficient Documentation
Avoid Common Findings – Lack of Documentation
TRIG 2015 E-Rate Update & Training 196
Residential area does not serve a unique population, as defined by the FCC’s Sixth Report & Order
No allocation of use, such as numbers of floors served, square footage served, bandwidth utilized, etc.
E-rate funds supported Pre-Kindergarten (Pre-K) students in a state where Pre-K students were not eligible
Sufficient Documentation
Avoid Common Findings - Eligibility
TRIG 2015 E-Rate Update & Training 197
No public notice made to discuss the Internet Safety Policy (ISP) or Acceptable use Policy (AUP)
Public hearing to discuss ISP or AUP was not held
ISP or AUP does not adequately address the elements required by CIPA
E.g., policy restates rule but does not address how students are monitored and protected
Sufficient Documentation
Avoid Common Findings – CIPA Violations
TRIG 2015 E-Rate Update & Training 198
Did not select the most cost-effective service provider
Price criteria included ineligible services
No support why a bid was not considered
Cost of service was substantially more than other bids for comparable services and not cost-effective
FCC 03-313, 18 FCC Rcd 26406 (2003), at 53 and 54
Evaluations were not conducted in accordance with the RFP requirements
Sufficient Documentation
Avoid Common Findings – Competitive Bidding
TRIG 2015 E-Rate Update & Training 199
Beneficiary did not pay its non-discounted share within 90 days of service
No evidence of bill disputes, late receipt of bills, etc.
Sufficient Documentation
Avoid Common Findings – Services Billed by Service Provider
TRIG 2015 E-Rate Update & Training 200
SLP was invoiced for ineligible services
Invoice did not exclude ineligible services
Services invoiced do not agree to the service and/or quantity in the Item 21 Attachment
Services used for ineligible purposes
Invoice did not allocate and remove the ineligible portion of services
Sufficient Documentation
Avoid Common Findings – Services Invoiced to SLP
TRIG 2015 E-Rate Update & Training 201
Equipment not installed or non-operational
Beneficiary did not notify SLP of equipment that was transferred within three years of installation
Lack of documentation demonstrating that BMIC services were performed
Insufficient or inaccurate Fixed Asset Listing
See asset register example at http://www.usac.org/_res/documents/sl/pdf/samples/samples-checklist-inventory-list.pdf
Sufficient Documentation
Avoid Common Findings – Category 2
TRIG 2015 E-Rate Update & Training 202
Information regarding audits is located on USAC’s website at http://www.usac.org/sl/about/program-integrity/bcap.aspx
Samples and examples of various documents are located on USAC’s website at http://www.usac.org/sl/tools/samples.aspx
Additional Resources
Additional Resources
TRIG 2015 E-Rate Update & Training 203
Questions?
TRIG 2015 E-Rate Update & Training 204
TRIG E-Rate Activity Training
Prototype - Subject to Change
DRAFT EPCCreating Contracts
TRIG 2015 E-Rate Update & Training 205
See Contracts from School District’s record
TRIG 2015 E-Rate Update & Training 206
Add New Contract from Drafts
TRIG 2015 E-Rate Update & Training 207
TRIG 2015 E-Rate Update & Training 208
Upload copy of contract
TRIG 2015 E-Rate Update & Training 209
Contract Detail Questions
TRIG 2015 E-Rate Update & Training 210
FCC Form 470
TRIG 2015 E-Rate Update & Training 211
Search and Select SPIN
TRIG 2015 E-Rate Update & Training 212
Contract Dates
TRIG 2015 E-Rate Update & Training 213
Contract Extensions
TRIG 2015 E-Rate Update & Training 214
Pricing Confidentiality
TRIG 2015 E-Rate Update & Training 215
After confirmation by user, contract now appears in profile
TRIG 2015 E-Rate Update & Training 216
Questions?
TRIG 2015 E-Rate Update & Training 217
TRIG E-Rate Activity Training
Prototype - Subject to Change
DRAFT EPCForm 471
TRIG 2015 E-Rate Update & Training 218
Draft Screen Shots of New Form 471THESE ARE LIKELY TO CHANGE AND ARE BEING PROVIDED TO
SHARE THE LOOK AND FEEL OF THE NEW FORM 471 INSIDE THE EPC PORTAL
TRIG 2015 E-Rate Update & Training 219
Create your own application nickname here.
Basic Information = Old Block 1. Information is taken from EPC Profile
TRIG 2015 E-Rate Update & Training 220
Contact Information
TRIG 2015 E-Rate Update & Training 221
Select Category of Service (C1 or C2) – Can Only Choose One Option 471 Category 1 Example
TRIG 2015 E-Rate Update & Training 222
Category 1 Category 2
Select Category of Service (C1 or C2) 471 Category 1 Example
TRIG 2015 E-Rate Update & Training 223
Old Block 4 – Discount Calculations and Recipients of ServiceEntities, Enrollment and NSLP information imported from EPC Portal.
If necessary, make changes and add entities in EPC portal.
All of this information is “hard coded” from EPC.
TRIG 2015 E-Rate Update & Training 224
Detailed Student Count/NSLP information
TRIG 2015 E-Rate Update & Training 225
Old Block 5 – Funding Request. First task is to assign a nickname to the FRN.
Nickname link (hard to read)
TRIG 2015 E-Rate Update & Training 226
Nickname and Service Type Selection
Choices here are either:Data Transmission and/or Internet Access ORVoice Service
TRIG 2015 E-Rate Update & Training 227
NEW – Associate a Contract. If contract information is uploaded in EPC Portal, select from there. If not, go to EPC Portal and input information
See Separate Slides on EPC Create Contract
Associate a Contract
TRIG 2015 E-Rate Update & Training 228
Detailed Contract Information for FRN
TRIG 2015 E-Rate Update & Training 229
Narrative Explanation of FRN
Text Box for you to enter description about FRN.
TRIG 2015 E-Rate Update & Training 230
Revised Questions to Ask About Purpose of C1 FRNs
TRIG 2015 E-Rate Update & Training 231
Specific Information about each Line Item (similar to FY 2015 Form 471)
TRIG 2015 E-Rate Update & Training 232
Firewall Protection Question / Questions about whether Connection is Directly to a Building or Supports Service to a Building
TRIG 2015 E-Rate Update & Training 233
Old Block 5 – Price Information for each FRN Line Item Note that the Form asks for Total Costs & Ineligible Costs.
Eligible Monthly Cost is a computed value – similar to FY 2014 and prior years)
TRIG 2015 E-Rate Update & Training 234
Completed FRN Calculations
TRIG 2015 E-Rate Update & Training 235
Manage Recipients – Identify Recipients of Service for Each Line Item
TRIG 2015 E-Rate Update & Training 236
471 Category 2 Example Note that the Nickname given to the 471 is “Routers”
TRIG 2015 E-Rate Update & Training 237
Select Category 2 Type of Application
Hard to read: Button says Category 2
TRIG 2015 E-Rate Update & Training 238
Old Block 4 – Discount Calculations and Recipients of ServiceLike Category 1, Entities, NSLP and Enrollment is imported from EPC
Make data corrections, revisions and additions in EPC
TRIG 2015 E-Rate Update & Training 239
Funding Request – Old Block 5Assign a FRN Nickname
TRIG 2015 E-Rate Update & Training 240
FRN Nickname and Service Type for C2 FRN
TRIG 2015 E-Rate Update & Training 241
NEW – Associate a Contract. If contract information is uploaded in EPC Portal, select from there. If not, go to EPC Portal and input information
TRIG 2015 E-Rate Update & Training 242
Narrative Description of C2 FRN
TRIG 2015 E-Rate Update & Training 243
Old Block 5 – Item 21 Details per Line ItemType of Internal Connection / Type of Product / Quantity / Make Model / Leased? Y/N
TRIG 2015 E-Rate Update & Training 244
Error Messaging When Fields are Left Blank
TRIG 2015 E-Rate Update & Training 245
Old Block 5 – Price Information for each FRN Line Item
TRIG 2015 E-Rate Update & Training 246
Block 5 – Link Line Item to Recipients of Service
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Manage Entities when Less Than All Entities Receive Service - Costs Shared Equally Among Entities
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Cost Allocation for Single School (formerly known as “Manage Entities”)
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Single FRN Line Item CompletedCould add more FRN line items by clicking Add New FRN Line Item
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Completed FRNCan add new FRN (Add Funding Request) or Continue to Certification
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Tasks Toolbar - Where to Re-Start Incomplete Form to finish
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471 Certification
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Once all of the Certification boxes are checked, click Certify to Submit/Certify Form
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Certification Confirmation Screen after Clicking Certify
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471 RAL Appears in News Feed
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Questions?
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TRIG E-Rate Activity Training
Wrap Up
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Feedback
You will receive a follow up email with a link to a survey regarding today’s training. Please provide us with feedback so that we can meet your needs.
If you want to take the survey now, go to http://tinyurl.com/q4rcyq9
The email will also contain a link to today’s presentation
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TRIG E-Rate Support & Assistance
Request TRIG E-Rate coordinator support:Use: [email protected]: [email protected]
This distribution email will ensure the following individuals are aware of your request:
Ann-Marie Mapes (MDE) Michael Andrews (TRIG E-Rate Consultant)John Piznak (E-Rate Central PIA Support)
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E-Rate Support & Assistance
Please use [email protected] Subscribe to the TRIG Weekly UpdateSubscribe to the E-Rate Listserv: erateinfo
Send an email to [email protected] the subject blankIn the body of the message enter only:“subscribe erateinfo YourFirstName YourLastName" without the quotation marks
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Thank you for attending…
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Questions?