RI Department Of Education Wireless Classroom Initiative

1. RI Department Of EducationWireless Classroom Initiative WCI LEA Update May 2, 2014 Cynthia Brown, Director Office of Statewide Efficiencies Craig Hockenbrough, PMP, Gurnet Consulting

2. Q&A Protocol Audience is on “mute” while Presenter is talking Type brief description of your question here Click here to “raise your hand” You will be unmuted when called upon

3. Agenda RIDE WCI LEA Conference Call WCI Status The Grant Packet…contents and actions Implementation and Vendor Management The Grant Reimbursement Process 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

5. The Grant Packet • Approach • Reimbursement Basis • Awards are by School • LEAs with SLD Discount at 75% must apply for ERATE Priority 2 • LEAs execute contract directly with selected vendor according to local procurement rules • RIDE reserves the right to audit local records and inspect work • Contents • Parties and Coverage • Terms & Conditions • Background / Overview / Purpose • Scope Of Work • Payment Terms • Budget Worksheet

6. LEA Actions“LEA Instructions for WCI Implementation Preparedness” * Steps 1 & 2 are interchangeable based on LEA practice

7. Implementation and Vendor Management LEAs are responsible for negotiating vendor contracts in compliance with WCI standards and LEA procurement policies LEAs provide on-going management and supervision of vendor implementations. The RIDE WCI team is available for consultation and assistance as needed. 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

12. Grant Reimbursement Process

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 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.