Transcript E-rate Year 2005

E-Rate for California
What’s New?
1
Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Background of E-Rate
Technology Plans
General Program Information
Competitive Bidding and the Form 470
Form 471
CALNET 2
PIA (Program Integrity Assurance)
Form 486 & Invoicing
Program Updates & Gotchas
Audits and Appeals
USAC Tools – Training Materials, DRT
California Teleconnect Fund
Q and A
2
1. Background of E-Rate
3
Background of E-Rate
• Funded by FCC
• Provides discounts between 20% and 90% to
assist most schools and libraries in the United
States to obtain affordable telecommunications
and Internet access
• Annual budget of $2.25 billion
• Annual application process
4
Who Administers the E-rate Program?
• The federal E-rate program is overseen by the
Federal Communications Commission (FCC)
and is administered by the Schools and Libraries
Division (SLD) of the Universal Service
Administrative Company (USAC)
5
How is USAC related to the FCC?
Comprehensive information about the E-Rate
program is available at the SLD website:
http://www.usac.org/sl/
USAC is a not-for-profit corporation appointed
by the FCC to act as the administrator of the ERate program
6
The California
Department of Education (CDE)
does not administer
the federal E-Rate program.
CDE has no statutory authority to administer the federal
E-Rate program
CDE only provides general information about the ERate program including: training and outreach, reference
materials, and other publicly available SLD/USAC
resources
7
Eligibility
• Schools – Elementary, Secondary, Charters,
Private, Religious, Adult Ed (conditional), Pre-K,
Juvenile Justice
• Libraries – public, separate from school libraries
• Consortia – any combination of the above
8
Funding Commitment Process
•
E-rate Technology Planning – What are my goals?
•
Form 470 - Starting the Application Process
•
Competitive Bidding
•
•
•
•
•
Form 471 – Selecting Your Vendors
PIA (Program Integrity Assurance) Review
Funding Commitment
Form 486 Receipt of Services Confirmation
Form 472 – BEAR and Form 474 – SPI – Invoicing
“Getting the Money”
9
2. Technology Planning
10
Technology Plan Help
• SLD - http://www.usac.org/sl/applicants/step02/
• Libraries http://www.library.ca.gov/services/libraries/erate.html
• CDE - http://www.cde.ca.gov/ls/et/rs/techplan.asp
• Recent News Brief from SLD http://www.usac.org/sl/tools/newsbriefs/preview.aspx?id=116
11
Required Elements
For E-Rate Plan:
1. Goals
2. Professional
Development
3. Needs Assessment
4. Budget
5. Evaluation Process
• Tech Plan Help
www.usac.org/sl/
applicants/step02/
For EETT/Federal/State funding:
• Executive Summary/Introduction
• Stakeholders
• Curriculum
• Professional Development
• Infrastructure
• Adult literacy
• Research
• Funding and Budget
• Monitoring and Evaluation
• E-Rate supplemental budget
analysis … and also see:
www.cde.ca.gov/ls/et/rs/techplan.asp
12
Documentation of Tech Plan Approval
1. E-rate only tech plan:
– You can expect to receive an approval letter from your
COE as the USAC-certified technology plan approver.
Ask your COE for projected approval date.
2. EETT tech plan:
– You can expect to receive an approval message via
email from CDE that confirms your EETT tech plan
has been approved.
– In general, CDE will make a determination regarding
the approval of your EETT tech plan within 60 to 90
days of due date for review cycle.
13
Technology Plan Reminders
1. Must cover entire funding year
2. Must be “written” prior to posting Form 470
3. Must include all services that E-Rate discount is being
requested on
4. Must be approved by a “Certified Technology Plan
Approver”
5. Technology Plan approver for 486 purposes is:
• If EETT & E-rate, the approver is CDE
• If only E-rate, the approver is COE or State Library
• Private Schools see USAC tech plan approver list
14
EETT Tech Plan
• 3 time periods (cycles) for EETT Technology
Plan Approval
– Oct 5, 2007 Cycle A (Best practice)
– Dec 7, 2007 Cycle B (May work)
– April 8, 2008 Cycle C (too late for E-rate)
15
E-Rate and Tech Plan
• Include supplemental budget analysis if using
EETT plan as your approved E-Rate tech plan
• Know what you are applying for
– Based on needs of District that are supported
by the tech plan.
• Note: Ensure all E-rate requested
services/products are included in your technology
plan
16
3. General Program Information
17
Discount Calculations
• Calculated based on two factors
1. Percentage of students eligible for National
School Lunch Program
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx
2. Urban or Rural status of Entity
http://www.usac.org/sl/applicants/step05/urban-rural/
18
Discount Matrix
% Eligible Students
Urban
Rural
Less than 1%
20%
25%
1% to 19%
40%
50%
20% to 34%
50%
60%
35% to 49%
60%
70%
50% to 74%
80%
80%
75% to 100%
90%
90%
http://www.usac.org/sl/applicants/step05/discount-matrix.aspx
19
Discount Calculations
• Instructional Facilities will have a discount
that comes straight from Matrix
• Non-Instructional Facilities will use District
Weighted Average (District Office,
Maintenance, Bus Barn, Gardener’s Shed, etc)
–For use on Block 4 of the Form 471
20
Free and Reduced Lunch Information
(NSLP)
• Reported to CDE in October of each year. (posted in
April/May)
• Where the numbers come from
– Claim Reimbursement from Food Services Manager
for month of October
– Program Integrity Assurance (PIA) looks at Dataquest
information that is posted in April/May
• Dataquest Link: http://dq.cde.ca.gov/dataquest/
– Keep all Free and Reduced lunch information in your
records for future USAC Inquiries
21
Note: Please submit by the claim submission target date of the 10th of the month following the month claimed. All claims must be postmarked by
the 20th day of the second month following the month claimed to be considered for payment.
California Department Of Education
Fiscal And Administrative Services Division
If label is not available, type or print
agreement number (county, district, school,
and sub codes), name, and address in the
space provided.
Claim for Reimbursement
School Nutrition Programs
CNFS 71-5 (06/05)
Return To: California Department Of Education
Child Nutrition Fiscal Services
1430 N Street, Suite 2213
Sacramento, Ca 95814
Refer to the claim instruction booklet for
All claims must be submitted with a copy.
County
District Code
School Code
Sub Code
detailed instructions.
1. Name Of Participant
Address
2. Month/Year
City
Zip Code
ZIP CODE
STATE USE ONLY
3.
/
a. Original Claim
4. ADJUSTMENT CODE
5. REASON CODE
6. Number Of Children Approved To Receive
Free Meals Or Milk
7. Number Of Children Approved To Receive
Reduced Price Meals
8. Number Of ½ Pints Of Fluid
Milk Purchased This Month
9. Total Cost Of Fluid Milk
Purchased This Month
b. Adjusted Claim
PART I – MONTHLY REPORT
10. Number Of Children Approved For Free Meal
Supplements
MEAL SUPPLEMENT
ELIGIBILITY DATA
11. Number Of Children Approved For Reduced Price
Meal Supplements
Report items 12 through 16a monthly.
A. Authorized
Sites Participating
B. Enrollment
C. Number Of
Operating Days
D. Paid Meals Or
Special Milk
Served
E. Free Meals Or
Special Milk Served
F. Reduced Price
Meals Served
G. Total Meals Or
Special Milk Served
12. National School Lunch (Program A)
13. Basic School Breakfast (Program B)
14. Especially Needy School Breakfast (Program C)
15. Special Milk (Program D)
16. Meal Supplements (Snacks) (Program E)
INCLUDE AREA ELIGIBLE COUNTS
16a. Area Eligible Meal Supplements (For Information Only)
PART II – REVENUE
Report items 17 through 26 annually. Participants in School Lunch, Basic Breakfast, Especially Needy Breakfast, and/or Meal Supplement Programs must report annual revenue and costs on the June claim. All monetary figures entered
on this claim must be rounded to the nearest whole dollar. Please refer to the claim instruction booklet for more detailed information. Yearly cost and revenue totals for the Summer Seamless Feeding Waiver sites must be included in the totals.
H. Daily Sales
(Actual Receipts)
I. Federal
Reimbursement
J. State
Reimbursement
K. Needy Meal Tax/
Rev. Add-On
M. Total
L. Other
(Columns H Through L)
17. National School Lunch (Program A)
STATE
USE ONLY
18. Basic School Breakfast (Program B)
19. Especially Needy School Breakfast (Program C)
20. Meal Supplements (Program E)
21. Miscellaneous Food Service
22. TOTAL (Lines 17 through 21)
PART III – COST INCURRED
23. Food
24. Labor
CERTIFICATION: I certify to the best of my knowledge this claim is true and correct in all
aspects, that the records are available to support this claim, that this claim is in
accordance with the terms of existing School Nutrition Program agreement(s), and that I
have not received payment for this claim.
25. Other
26. Total Costs
Name Of Person Preparing Claim
Telephone Number
Original Signature Of Authorized Official
Title Of Authorized Official
Ext # (
)
E-mail Address
Date
22
Eligible Services - Categories
Four categories of service
– Priority 1 (funded first)
1. Telecommunications Services
2. Internet Access
– Priority 2 (starts with neediest
applicants)
3. Internal Connections
4. Basic Maintenance of Internal
Connections
23
Eligible Services List
• Posted on USAC website
(http://www.usac.org/sl/tools/eligible-serviceslist.aspx)
• Provides guidance to applicants and service
providers on the eligibility of products and
services under E-rate
• Organized by category of service
• Revised and updated each year in advance of
the application window
24
‘08 Proposed ESL Changes
• Centrex as basic phone service
• How distance learning and video conferencing
may be eligible as Internet Access
• A definition of eligible web hosting
• “Failover” products or services added to the
Other Miscellaneous Ineligible Components
section as ineligible
25
Telecommunications Service
• The transmission, between or among points specified by
the user, of information of the user’s choosing, without
change in the form or content of the information as sent
and received.
– Examples: ATM, T-1, Centrex, Local and Long
Distance Telephone Service, Cellular Service and
Paging Service
– Rule of thumb:
• USAC funds the various types of services
• USAC does NOT fund end-user equipment - e.g.,
telephone sets
26
Internet Access
• Basic conduit access to the Internet
• Examples: T-1, DSL, DS-3, and Wireless service
– Rule of thumb:
• USAC funds the conduit to the Internet
• USAC does NOT fund content
27
Internal Connections
• Components at the applicant site that are necessary to
transport information to the school or library.
– Examples: Access Points, Routers, Switches, Hubs,
Wiring, PBXs and Codecs
– Rule of thumb:
• USAC funds items that get the information to the
classroom or room in the library
• USAC does NOT fund end-user equipment such
as telephones (including IP telephones) or laptops
28
Non-Instructional Facilities (NIFs)
• Are eligible for Priority 1 services,
telecommunications and internet access
• Are NOT eligible for Priority 2 services,
internal connections, UNLESS they are
essential for the effective transport of
information to an instructional building of a
school or to a non-administrative building of
a library
29
2 in 5 Rule
• Applies to Internal Connections funding requests
only
– Is entity specific
– Implemented in Funding Year 2005
30
Basic Maintenance of IC
• Ensures the necessary and continued operation
of eligible internal connection components at
eligible locations.
– Ex: Repair and upkeep of eligible hardware,
wire and cable maintenance.
– Rule of thumb:
• USAC funds basic technical support of
eligible hardware. (8 X 5, M-F)
• USAC does NOT fund end-user support or
help desk
31
Basic Maintenance of Internal
Connections (BMIC)
• Not subject to 2 in 5 rule
• Caution:
– If a contract goes beyond what the FCC defines as
basic maintenance, the entire contract will be denied
– Eligible as recurring monthly services, ie – SmartNet
– Include the components that the BMIC Contract will
cover on your Item 21 attachment
– BMIC can not be 24/7 coverage
32
Educational Purpose
• Activities that occur on library or school
property are presumed to be integral,
immediate and proximate to the education
of students or the provision of library
services to library patrons and therefore
qualify as educational purposes.
• Customary work activities of employees of a
school or library are presumed to fall under
the definition of education purposes.
33
Manage the Cycle - Teamwork
• Authorized signer ( Legally Authorized Signer )
• Designated contact person (Will receive E-rate calls)
• Organize paper trail
– Written Technology Plan
– Assessment of existing Contracts, with signatures
and dates (expiring contracts, etc)
– Prior years submitted applications
– Correspondence from SLD, Service Providers, etc.
– All bids received and evaluation documents
– Calendar of Deadlines
34
4. Competitive Bidding and the
Form 470
35
Preparation for Posting of Form 470
• Document ALL of your eligible existing services,
contracts and their expiration dates
• Expected growth – (P1 and P2)
• National School Lunch Program (NSLP) data for
discount percentage
• Identify bidding restrictions (i.e. CMAS,
geographic restrictions, etc)
36
File Online!
• Once the Form 470 is posted you must
1.Certify online using a PIN, OR
2.Print the certification page, sign and mail
• Mail this form immediately
• View form online to get the Allowable
Contract Date
– Also provided in the Receipt
Acknowledgement Letter
37
Special Notes for Form 470 Processing
•
When does the 28 day bidding period begin?
1. The day that ALL material for public viewing
(i.e. RFP) is made available
AND
2. The day the Form 470 is posted online
– If RFP is released AFTER the posting of the
Form 470 the 28 day bidding period begins
with the day the RFP was released
38
Form 470 Reminders
• Allow adequate time
– Competitive Bidding – minimum of 28 days
– Local Procurement
– Board Approval
– Signing Contracts
• CMAS - Letter of Intent (LOI)
• CALNET 2 – 3 signatures needed
• Understand
– Your existing services
– Products and services you will need in the coming year
• Identify E-rate category for each product and service, P1 or P2
39
Receipt Notification Letter (RNL)
• GOLDEN Opportunity to review application and
correct minor errors
• http://www.universalservice.org/_res/documents/
sl/pdf/sampleletters/470RNL.acc.pdf
40
Competitive Bidding
• Fair and open competitive bidding process
• Avoid conflicts of interests
–Independent Consultant vs. Service
Provider
–Applicant vs. Service Provider
• Follow the rules – FCC, State and local
• Read the contract fine print
• Document the process!!!
41
Competitive Bidding and Program
Compliance
• http://www.sl.universalservice.org/reference/Be
stPractices.asp
– Keep copies of all bids, winning and losing
– Documentation on the award process and
the rationale for the bid award
– Complete copies of all related contracts
• Best Practice: use standard evaluation
process for all bids. Keep evaluation
documentation for each bid.
42
Program Compliance
• If you get NO bids – document this for
audit purposes
–Same is true if you get only ONE bid
• You may need to be proactive in soliciting
for bids
43
Evaluation Criteria
Price must be the most heavily weighted factor
• Do not include Intent to Award or Evaluation
Criteria in CMAS Request for Proposal
• Can choose most responsive and responsible
response, but must DOCUMENT the choice and
process
• Have District official SIGN and DATE the
completed rubric as acknowledgement
44
SAMPLE SAMPLE SAMPLE SAMPLE SAMPLE
Vendor A
Selection Criteria
Weight* (%)
Vendor B
Raw
Weighted
Raw
Weighted
Score**
Score***
Score
Score
Prices/Charges
40%
1
0.4
2
0.8
Understanding of Needs
15%
2
0.3
1
0.15
Prior E-Rate Experience
10%
2
0.2
1
0.1
Prior District/Service Prov
experience
10%
2
0.2
1
0.1
Completeness of Response
15%
2
0.3
1
0.15
References
10%
2
0.2
1
0.1
Overall Ranking
100%
1.6
1.4
45
Form 470 – Multi Year Contracts
• You may not need to file Form 470 every year if:
– The language on the Form 470/RFP covered all
services on the contract AND
– The applicant indicated on the Form 470 that a
contract was being sought AND
– The applicant indicated on the Form 470/RFP that
a multi year contract (perhaps w/voluntary
extensions)
46
Contracts
• Must be signed AFTER 28 days have elapsed
but BEFORE you file your Form 471
• Must be signed and dated by BOTH parties –
applicant and service provider
– CALNET 2 ATO must have three signatures to
be binding contract
• Be prepared to explain documents that don’t
look like a traditional contract.
47
5. Form 471
48
Form 471 – Your application for
Funds
• Must be filed every funding year:
• This is your actual funding request
–Specific information on services, service
providers selected, and signed contracts
–Services Selected as result of your form
470
–Discount calculation information
–Contains certifications of compliance
–Includes one or more funding requests
49
Form 471 Deadline
• Best Practice:
– File Online
– Submit BEFORE close of window
– Certify BEFORE close of window
•Online if using PIN
•By trackable mail if you do not use your
PIN
** Bishop Perry Order – 15 day grace period for
certifications made after the deadline
http://www.usac.org/_res/documents/sl/pdf/List-of-CorrectableMinisterial-and-Clerical-Errors.pdf
50
Form 471 Do’s and Don’ts
• WAIT AT LEAST 29 DAYS BEFORE:
–Selecting a service provider
–Signing a contract (see slides)
–Submitting the Form 471
–Signing and dating the Form 471
–MUST OCCUR IN THIS ORDER
51
Item 21 Attachments
• Used to prove your request
– Substantiating documentation that proves the
pre-discount cost of services or products
– Should be clear and concise
– The item 21 total amount must match what is
on block 5
52
Item 21 Attachment
• Samples available on USAC website
–http://www.sl.universalservice.org/refere
nce/Form471item21Attachments.asp
• Remove ineligible costs – be careful
–30% rule – if 30% or more of the dollar
value is for ineligible products and
services, the entire request will be
denied unless- You can rectify this
during your PIA process: Remove it-Split
it up- separate FRN)
• Work with service provider(s) to create your
Item 21 attachment(s)
53
Recurring vs. Non Recurring
Costs
• Enter recurring and non-recurring costs carefully in
the cost summary of each Funding Request
– Services for recurring costs must ALWAYS be
received by June 30
– Services for non-recurring costs must be
received by September 30 following the
Funding year (deadline can be extended for
certain circumstances)
•On the Form 471 contract of Sept 30th should
be considered
54
Form 471 Reminders
• Mixing Priority 1 and Priority 2 services on the
same Form 471 will delay your funding
• Make sure you cite the correct establishing Form
470 Application Number on each Block 5
• Make sure you choose the correct category of
service
• Check your math, check it again
• Review your application, Validate the information
55
RAL Process
Applicants should
carefully review the
Form 471 RAL and
must notify USAC of
any data entry errors
within three weeks of
the postmark date of
the RAL.
http://www.usac.org/_res/documents/sl/pdf/samplel
etters/471RAL.pdf
56
6. CALNET 2
57
CALNET 2 - What is it and how does it fit
with E-rate?
• Contract (s) held and administered by State
– CALNET 2 Contract effective date: 1/30/2007
– CALNET 2 contract expiration date: 1/29/2012
• Master contract purchasing vehicle for all telecom
services
• Available to all “Public Sector” Customers
• Competitively bid contract - Result of an 18 month bid
process (already bid)
• Full range of products and services
• Service Level Agreements
58
CALNET 2 MSAs
•
All four MSAs were signed on January 30, 2007
•
Each MSA is for a 5-Year Term (to January 29, 2012) with the Potential for 2
One-Year Extensions at the State’s Option (2014)
•
Each MSA is a separate contract called CALNET 2, along with their MSA
number. They are also collectively called CALNET 2.
•
Until CALNET I expires you will see “I” and “II” or “1” and “2” after the
word CALNET to try to avoid “Contract Confusion”
•
In some cases you will see just “CALNET” - that will mean both CALNET I
and CALNET II as applicable; as CALNET I phases out, it will mean
CALNET 2
59
CALNET 2 MSAs
MSA 1 – Voice, Data & Video Services – AT&T
MSA 2 - Long Distance and Network Based Services – AT&T
MSA 3 – Internet Protocol Voice, Data, and Video Services
Verizon Business (VzB)
–
MSA 4 – Broadband Fixed Wireless Access Data Services – VzB
 10% Lower Pricing Overall From CALNET I
60
CALNET 2 MSAs
 Transition of Existing CALNET Services to MSAs I & 2 – No Cost
Transition Out Will Eventually Impact Your Agency; CALNET I Expires by
12/03/08 based on Individual ATO Agreements
 CALNET 2 – Each ATO is for a Two Year Term – When Term is Up,
Can Use the MSAs Without another ATO For Those Services
on the ATO; Adding Services Requires New ATO, New term
 New Pricing Starts Within 120 Days of Each Approved CALNET 2
ATO
http://www.dts.ca.gov/stnd/calnet-transition.asp
61
CALNET 1 to CALNET 2
• State Posted Form 470 267290000544188 on Sept 15, 2005
– Includes Telecommunications Services
– Did NOT Include ISP
– Limited Internal Connections (extended demarc)
– CALNET 2 Contract was signed on January 30th, 2007 (State
Master Contract)
– CALNET 2: http://www.dts.ca.gov/stnd/calnet-II/calnetII.asp
– RFP: http://www.dts.ca.gov/stnd/calnet-II/revised-calnetII-rfp.asp
• May wish to post your own form 470 for all services you will apply for
(See additional hand-outs)
• Do your own analysis to determine best choice for your agency
• Three Signatures are required on a CALNET 2 contract
62
CALNET 2 MSAs 1 and 2 includes
MSA 1
•
•
•
•
•
•
•
•
•
High Speed Optical Services
(Enhancements and Additional
Services)
– ATM
– Opt-e-MAN
– CSME
Enhanced Data Services
– MPLS (AVPN)
– Remote VPN (Anira)
– Interlata Data Services
Internet Services
Unified Messaging
Enhanced Centrex Features
– VoIP
Business Centrex lines
Voice mail
Local trunks
Frame relay
MSA 2
•
•
•
•
•
Enhanced Toll Free
Long Distance Voice
Audio Conferencing
Net Conferencing
Complete Suite of Call
Center Capabilities
– ACD
– IVR
63
IP Voice, Data, and Video Services (MSAs 3 & 4)
Internet Protocol (IP) based solutions to provide voice, video, and data services
• Voice Over IP (VOIP)
Services
• Converged Services – VOIP
• Converged Services - IP
Transport
• Converged Services Required Premise
Equipment
• IP Contact Center Services
• Other IP Services
• Wiring and Support Services
64
SLD Guidance for E-rate Yr 11
• See Page 5 of SLD Decision Grid for SLD
guidance (handout and next slide)
• Clients either:
– post own Form 470 OR
– use State’s Form 470 #267290000544188,
posted on 9/15/2005.
65
SLD Decision Grid
66
How to decide if schools/libraries should post their
own Form 470?
1. Are the services you are seeking included in State’s
RFP?
2. Are services you are seeking included in State’s Form
470?
A. Telecommunications services (Priority 1 services)
B. Limitations to State’s Form 470:
• Form 470 did not include Internet Access
• Form 470 included Internal Connections defined as: Service
or Function: Extended D-Marc
• Form 470 did NOT include Basic Maintenance on Internal
Connections (Priority 2 services)
• You can do a specific form 470 if the service you need is not
covered by the state form 470 (see the limitations described above
as examples)
67
Moving from CALNET to CALNET 2
“Steps in Ordering”
Work with your Account team to sign ATO &
create product list attachment
• To be legal binding contract, CALNET 2
contract requires 3 signatures: customer +
AT&T + State
– ATO
– Attachment to ATO (product list attachment
for svcs to be covered by ATO) has to be
initialed by customer
68
CALNET 2 – Multiple SPINS
CALNET 2 awarded to two service providers
•Each Service Provider may have multiple SPINs
•Verify SPIN with service provider BEFORE filing the Form
471
69
CONTACTS
• CALNET Transition Questions and Requests for Information
– Phone: (916) 657-9150
– Email: [email protected]
• CALNET Transition Homepage
– URL: www.dts.ca.gov/stnd/calnet-transition
• Statewide Telecommunications and Network Division Homepage
– URL: www.dts.ca.gov/stnd
• Department of Technology Services Homepage
– URL: www.dts.ca.gov
DTS-STND and Contractor’s CALNET Homepages, etc.
www.calnet.ca.gov
70
71
CALNET 2 Contract Resources
AT&T
www.CALNETII-Info.com
• Customer Sales & Support Center:
•
877-972-6279
• CALNET Billing:
•
877-9-CALNET, 877-922-5638
• Account Team:
– Contact your account team
– Bev Agron, E-rate Specialist (925) 824-0615
• calnet.ca.gov (select AT&T logo)
72
CALNET 2 Contract Resources
Verizon Business
• Verizon Business
– 800-477-0221
– http://calnet2.verizonbusiness.com
– http://CALNET.ca.gov (click on Verizon link)
73
7. Program Integrity Assurance
74
Program Integrity Assurance (PIA)
• Applications are reviewed for compliance with
program rules concerning areas such as:
– Properly executed contracts
– Discount calculation
– Establishing Form 470
– Eligibility of services being requested
– Eligibility of entities requesting discounted
services
– Proper completion of all of blocks/item 21
75
Be Responsive
• Respond promptly, be sure to answer questions in
their entirety
• Document communication with PIA, send email to
PIA as a confirmation of your phone conversations
• Ask for more time if you need it
– Be advised that if you ask for more time the
Reviewer will move on to another application
• Don’t assume that Reviewer has all of the
information you sent in as part of your Item 21
attachment.
76
Item 21 and PIA
• Opportunity to correct – new to Funding Year
2007
– Validate the reviewer’s findings
– Provide different cost allocation based on
“tangible criteria”
– Question reviewer’s eligibility assessment of
product – 3rd party supporting documentation
required
– Split product/amount to different FRN
77
What Happens After PIA Review
• A Decision – FCDL (Funding Commitment
Decision Letter)
– Funded
– Not Funded
– As Yet Unfunded (Priority 2 requests)
– Cancelled
• IMPORTANT – Check all entries in the
FCDL carefully to make sure there are not
data entry errors.
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Funding Commitment Decision Letter
• Otherwise known as FCDL
• Should be your “trigger” to file subsequent
forms
• Starts deadline clock for appeal on
denial(s)
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7. Form 486 & Invoicing
80
Purpose of 486
• Notifies USAC that services have started or are
scheduled to start and invoices can be paid
• Certifies that Tech Plan is approved and meets
program requirements
• Certifies the status of Children’s Internet Protection
Act (CIPA) compliancy
• Do NOT miss the 486 deadline for your district
–
http://www.universalservice.org/sl/applicants/step10/form4
86-filing-information.aspx
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When To File
• Filed AFTER receipt of FCDL.
–Form 486 must be filed online or
postmarked no later than
• 120 days after the Service Start Date
OR
• 120 days after the date of the FCDL
–Whichever is later
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What is the deadline?
• Filed AFTER receipt of FCDL
– Form 486 must be filed online or postmarked
no later than
• 120 days after the Service Start Date OR
• 120 days after the date of the FCDL
– Whichever is later
– Grace period from USAC – letter giving
additional 20 days to file 486 – (Alaska
Gateway order)
• Take this letter seriously
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Form 486 Notification Letter (486NL)
• Letter received after filing of Form 486
– Verify that ALL FRNs are on letter
– Verify service start dates for each FRN
• USAC is now ready to begin receiving invoices
for payment on these FRNs
– Form 472 – filed by Applicant OR
– Form 474 – filed by Service Provider
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Receipt of Funds
• One of two ways:
– Applicant pays entire bill up-front and gets
reimbursed
• Form 472, or BEAR – filed by Applicant
– Service Provider applies discounts to bills
and applies to USAC for reimbursement
• Form 474, or SPI – filed by Service
Provider
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Special Note on Form 472
• Note – Form 472 cannot be filed if Applicant is
also receiving the California Teleconnect Fund
discount.
• Resolution T-16763, effective May 27, 2004
• Bear is longer a valid method for CTF eligible
services
• Applies only to Telecommunications
86
Important Reminders
•Print and retain copies of everything
•Keep E-Rate files organized
•Create a timeline of E-Rate deadlines
•Share this information with others at
your site
87
8. Program Updates & Gotchas
88
Forms
• Form 470
– Specify only the eligible services on which
you are seeking discounts
– Can combine all services that cover Priorities
1 and 2 on the same Form 470
• Form 471
– File separate forms for Priorities 1 and 2
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California Pre-K and Adult Ed
 These student populations MAY BE eligible for ERate discount in California
 Obtain entity numbers and establish poverty level
– May use alternative discount method
 Treat same as traditional classrooms
 Be sure to add their plans to your District
technology plan to ensure compliance
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Non-Instructional Facilities
Internal Connections GOTCHA
 Educational Purposes – Priority 2
– Priority 2 services to Non Instructional
Facilities (NIFs) are NOT eligible unless those
internal connections are essential for the
effective transport of information to an
instructional building of a school or to a nonadministrative building of a library.
– Be careful when applying not to violate 30%
rule
 http://www.usac.org/sl/applicants/step05/noninstructional-facilities.aspx
91
2 in 5 Rule for IC
 Determined on an individual entity basis or shared worksheet
(bundle)
 2007 is the third year for the rule (if applicant applied in 2005)
 All entities on a Block 4 worksheet that utilize approved
funding for IC, are counted as taking a year
 Must file Form 500 to cancel FRN if approved and not utilized
 Establish a matrix for tracking the UTILIZATION of funds for
approved goods or services
 If you receive IC (Internal Connection) funding in 2005 and
2006, you are not eligible again until 2010
92
Opportunities to ensure a successful
Application
• Bishop – Perry
– Only certain errors can be corrected
– http://www.usac.org/_res/documents/sl/pdf/List-of-CorrectableMinisterial-and-Clerical-Errors.pdf
– 15 day window to respond
– Can accept corrections that result in an
INCREASE in discount calc or overall request
93
Alaska – Gateway (DA 06-1871)
• Addresses the Form 486 deadline issue
• Allows for ‘after the fact’ certification of Form 486
– Similar to Bishop Perry certification
corrections
• All other conditions MUST be met
– Tech Plan
– Start Date
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October Important Deadlines
• Complete your BEAR for 06-07 prior to Oct 28th, 2007
• Pay attention to 486 deadlines, Due 120 days after
FCDL (Note: this is due Oct 28th if you received your
FCDL for 07-08 on or Prior to July 1st)
• Have your tech plan written PRIOR to doing your form
470 for 08-09 if it expires June 30th 2008 or sooner
• File your form 470 for 08-09 NOW!
95
10. Audits
96
How To Prepare For The Audit
 Follow All E-rate Rules
 Document, Document, Document!
– Plan ahead for an audit by documenting every
step of the process
 USAC Compliance Documentation Checklist for
audits
– http://www.usac.org/sl/about/audits/documentationchecklist.aspx
– http://www.usac.org/sl/about/trainingpresentations/training-2007/fall/2007-fall-trainingpresentation.aspx (divider labels)
97
Prepare for the Audit
Technology Plan Documentation
 Copy of Technology Plan that covers entire year
being audited
 Proof of approval of Technology Plan
 Supplemental Budget analysis (if using EETT
Plan)
• Summary of the technology environment and a
high-level network diagram
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Preparing For The Audit
Bidding Documentation
 Copy of State and Local procurement
policies
 Form 470 and any RFPs used
 Copy of all bids received (winning and
losing)
 Bid evaluations
 Notice of Award to winning vendor
–Copy of any change orders
99
Preparing For The Audit
Invoicing Documentation
 Proof of payment to service providers
Copies of warrants and cancelled checks
 Copies of BEAR Forms and supporting
service provider invoices (if applicable)
 Reconciliation by FRN of service provider
invoices to BEARs submitted to SLD
100
Preparing For The Audit
Other Documentation
 Eligible Services List for year being audited
 Reports from any other audits conducted that
relate to either E-rate program or the NSLP
 Financial statements and annual budgets
 Supporting worksheets for the discount calculation
(see notes)
101
Preparing For The Audit
Other Documentation
 SPIN change requests including copy of
notice to original service provider
 ALL communication regarding E-Rate
–Service Providers
–SLD/USAC
102
Preparing For The Audit
CIPA Documentation
 Internet safety policy
–Local governing board adoption of the
Internet safety policy
 The date and a copy of the minutes of
the public hearing regarding the
Internet safety policy [Local Board
adopted policy]
 Copies of Forms 479 and/or Forms 486, if
applicable
103
Preparing For The Audit
Services
• Documentation
– Other services necessary to make effective use
of E-rate discounts, such as
• Training
• End user equipment
– Equipment purchased using E-Rate
• Vendor invoice
• SLD Invoice
• Serial Number
• Physical location
104
Preparing For The Audit
The E-Rate Team
 Description of the E-rate team, their roles and
responsibilities
–staff
–vendors
–consultants
–For consortia, letters of agency
105
Who Should Be Available
 Person who
– filed the E-rate forms
– managed the bidding and award process
– reviewed and approved invoices
– prepared E-rate invoices
– is responsible for budget (CBO)
– is knowledgeable about the network and
the location of equipment
106
Appeals
• Submitted to USAC if you feel program rules
were not upheld by the denial of funds
• Submitted to FCC if you are questioning the
existing program rules
107
USAC Appeals –
Approved for Limited Circumstances
• When the appeal makes it clear that USAC erred
in its initial review
• When the applicant provides USAC with
information it did not provide when the original
request was made
• When USAC obtains policy clarification or new
policies that impact the original decision
• http://www.usac.org/sl/about/appeals/appealsguidelines.aspx
108
11. Tools – Data Retrieval Tool and Other
109
Data Retrieval Tool
• Comprehensive data regarding status of applications, past and
present
– Search by Funding Year, Entity number, State, Type of Service,
etc
– Provides deadline information for forms
– Columns to look at on the DRT for deadline information
• B: 471 Status
• E: 470 Status
• P: Commitment Status (If funded then look at R to see if 486
has been filed)
• R: 486 SSD (If blank, no 486 on file)
• T: FCDL date (this date + 120 calculates the deadline for the
Form 486)
• AX: BEAR or SPI
– www.usac.org/sl
110
View Prior Years’ Applications
• www.usac.org/sl
– Apply Online
• Form 470 – Search Posted
• Form 471 –
–Application Status (if you don’t know the
application number)
–Display (must have application number)
111
12. California Teleconnect Fund
112
What currently are CTF-eligible services?
•
•
•
•
•
•
•
Measured business line or its functional equivalent
Switched 56 or its functional equivalent
Integrated Services Digital Network (ISDN) or its functional equivalent
T-1 line
DSL - even though this is a CTF-eligible service, the CPUC cannot
mandate carriers to offer the discount because the State is preempted
from regulating broadband internet services, pursuant to FCC 05-150,
released on 8/5/05.
OC 3 – OC 192 (fiber transfer that has a bandwidth of up to 1 Gbps)
Functional equivalents vary between service providers
113
SB 1102 – PU Code Section 884.5 (Statewide Average is 69% and
68% for FY 06-07 and FY 07-08, respectively.)
E-rate Discount Application - Five Categories:
1)
CTF participant with pending E-rate application – apply the statewide average E-rate discount
before applying the CTF discount. The E-rate and CTF discounts will be trued up to the effective
date of the E-rate.
2)
CTF participant that has not filed for E-rate – apply the current statewide average discount
before applying the CTF discount (69% for FY 06-07 and 68% for FY 07-08).
3)
CTF participant that applied for E-rate discount, but denied – 0% must be shown on the funding
commitment letter. Apply the 50% CTF discount to CTF-eligible services.
4)
CTF participant that is a necessary small school as defined in Section 42283 of the Education
Code – apply the 50% discount to CTF-eligible services unless the customer presents the actual
E-rate discount. In that case, apply the E-rate discount before applying the CTF discount.
5)
CTF Participant that has been approved for E-rate for the entire fiscal year, but the dollar amount
granted is not sufficient to cover all the CTF eligible services for the entire fiscal period. Apply
the actual E-rate discount before applying the CTF discount.
114
CTF Application Process
•
CTF Application and guidelines can be downloaded from the CPUC website
at: http://www.cpuc.ca.gov/static/telco/public+programs/ctf_faq.htm__
Steps:
1. Applicant completes and mails the application to the CPUC.
2. TD reviews the application.
3. TD sends the approval letter to the applicant.
4. Applicant notifies the carrier within 30 days of the approval letter.
5. Customer informs carrier their approved application number.
5. Carrier sends the applicant the discounted application form.
6. Customer completes and mails the discounted application service
the carrier.
7. Carrier reviews the form and it may take at least 3-4 months for
the customer to see the credit on their bill.
form to
115
Where to file the application?
California Public Utilities Commission
Communications Division – CTF Program
505 Van Ness Avenue
San Francisco, CA 94102
For further questions or information, please contact:
Fe N. Lazaro at [email protected]
116
13. Q and A
117
Contact Information
• State Library: Rushton Brandis, (916) 653-5471,
[email protected]
• CDE: Patrick McMenamin, (916) 322-5894,
[email protected]
• CDE: Tech Plans: Larry Hiuga, (916) 327-4629,
[email protected]
• Department of General Services (CMAS):
Mary Gilbert, [email protected]
(916) 375-4377
• K-12 HSN/Butte COE: Russ Selken,
530-532-5678 [email protected]
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