Transcript Kansas K-12 E-rate Training Nov 13, 2013 Southeast Kansas Education Service Center Nov 14, 2013 South Central Education Service Center Nov 19, 2013 Southwest.

Kansas K-12 E-rate
Training
Nov 13, 2013 Southeast Kansas Education Service Center
Nov 14, 2013 South Central Education Service Center
Nov 19, 2013 Southwest Plains Regional Service Center
Nov 20, 2013 Smoky Hill Education Service Center, Hays
Nov 21, 2013 Smoky Hill Education Service Center, Salina
Nov 25, 2013 Topeka
Today’s Topics:
O State & Federal Update
O General E-rate Information
O Understanding Eligible Services
O E-rate Process
O Avoiding Pitfalls
O Questions
Support for the Process
O www.ksde.org/take
O KSDE E-rate listserv weekly + posts
Send email to [email protected]
With message:
Subscribe KS_Erate Firstname Lastname
O USAC Weekly Newsbrief www.universalservice.org
O Service Center Staff!
O Kansas E-rate Hotline 1-866-372-8302 (thru 6/2014)
O Melinda Stanley: [email protected] 785-296-1204
State & Federal Updates
O E-rate Modernization / E-rate 2.0 /ConnectED
O Other Universal Service Programs: Lifeline
O State Broadband Initiative: Dept of Commerce
Community Pilots (Dodge City, Fort Scott/Bourbon
Cty, Shawnee County, Douglas County)
State Broadband Map: www.kansascommerce.com
O Gigabit Library Pilot
O Education Superhighway Partnership
O KS Speed Test Month www.ksde.org/take
O Internet Pricing Portal
General E-rate Information
O E-rate Organization
O Federal Communication Commission (FCC),
currently oversees E-rate program
O Universal Service Administrative Company (USAC),
administers the E-rate program
O Schools and Libraries Division (SLD) is the part of
USAC with responsibility for the E-rate program
General E-rate Information
O E-rate Timeline
O Commitments are made by funding year (FY)
which runs from July 1 through the following
June 30
O USAC refers to the funding year as the year in
which most services will begin
O FY 2013 is July 1, 2013-June 30, 2014
General E-rate Information
O Funding for E-rate
O The FCC capped program funding at $2.25
billion per year until 2010 when the FCC
began to adjust the cap annually for inflation
O Once a year, the FCC is required to roll over
all unused funds from prior funding years to
the next full funding year
General E-rate Information
O E-rate Eligibility
O Who is eligible for funding?
O Elementary and secondary schools and school
districts
O Libraries and Library Systems
O Consortia – groups of eligible entities that band
together to aggregate demand and negotiate
lower prices
General E-rate Information
O E-rate Discounts
O How large are the discounts on eligible products
and services?
O 20%-90% of eligible costs
O Discount level for a school or library depends
upon:
O Percentage of students who are eligible for the
National School Lunch Program (NSLP) in the
school
O Urban or rural location of the school
KSDE NSLP Free & Reduced Data: http://www.ksde.org/Default.aspx?tabid=1870
KSDE can provide F/R Validation if requested.
General E-rate Information
What’s My Discount? Understanding the Discount Matrix
INCOME
URBAN LOCATION
Discount
RURAL LOCATION
Discount
...and you’re in an
URBAN area, your
discount will be...
...and you’re in a RURAL
area, your discount will
be...
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%
% of students eligible
for NSLP
If the % eligible is...
USAC Urban/Rural Status:
http://www.usac.org/sl/applicants/step04/urban-rural.aspx
E-rate Cycles
Item 21 reviews
Additional Certifications
Hopefully receive Funding Commitment Letter
Understanding Eligible
Services
O E-rate Categories of Service
O Priority 1 (P1): funded first
O Telecommunications Services
O Internet Access
O Telecommunications
O Priority 2 (P2): funded second and starts with neediest
applicants
O Internal Connections
O Basic Maintenance of Internal Connections
O Miscellaneous
O Interconnected Voice over Internet Protocol (VoIP)
O Eligible Services List Published Annually (FY14 released Oct
22, 2013) http://hraunfoss.fcc.gov/edocs_public/attachmatch/DA-13-2037A1.pdf
Understanding Eligible
Services
Priority One
O Telecommunications Services
O Digital Transmission Services
O Digital Subscriber Line (DSL)
O Primary Rate Interface (PRI)
O T-1, T-3
O Satellite Service
Understanding Eligible
Services
O Not Eligible as Telecommunications Services
O Broadcast ‘Blast’ Messaging
O Monitoring services for 911, E911 or alarm
telephone lines
O Services to ineligible locations
O End-user devices
O Cell phones, tablet devices, netbooks and
computers
Eligible Services List 2014
Eligible Services List for FY 2014 has been approved by
the FCC. The following minor change was included:
O Applicants may seek web hosting services from a
single provider and may not request funding for
multiple web hosting providers (i.e., there can be only
one host of a school’s basic website)
O Interactive webhosting features, such as blogging, are
not eligible as stand-alone services
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Understanding Eligible
Services
O Internet Access
Priority One
O Support for Internet Access includes charges to
access the Internet and costs for the conduit to
the Internet
O Other eligible Internet Access services include:
O Email service
O Wireless Internet access
O Interconnected VoIP
O Web hosting
Understanding Eligible
Services
O Not Eligible as Internet Access
O Costs for Internet content
O Subscription services such as monthly charges
for on-line magazine subscriptions
O Internet 2 membership dues
O Website creation fees
O Web-based curriculum software
O Software, services or systems used to create
or edit Internet content
Understanding Eligible
Services
Priority Two
O Internal Connections
O Support for equipment and cabling on-site
that transport info to classrooms or public
rooms of a library
O Subject to the Two-in-Five Rule
O Entities can only receive funding every two out
of five years
Understanding Eligible
Services
Priority Two
O Basic Maintenance of Internal Connections
O Support for basic maintenance of eligible
internal connections such as:
O Repair and upkeep of hardware
O Wire and cable maintenance
O Basic tech support
O Configuration changes
Understanding Eligible
Services
O Not eligible as Internal Connections
O End-user components
O Computers, laptops, tablets, speakers, white
boards
O Most software
O Anti-virus, anti-spam, curriculum or productivity
software
O Spare parts
O Intercom or public address (PA) systems
Bundled VOIP Handsets
O The eligible services list states:
“The following charges are NOT ELIGIBLE for E-rate
support: End User Equipment. Support is not
available for end-user equipment.”
O Be wary of vendors trying to bundle phone
handsets with VOIP service, calling the
phones, “free”
O Leased gateway or router is eligible
O FCC going to issue more formal guidance in
the next few months on this issue
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FY 2014 & Beyond
Funding Projections
Funding Predictions for FY 2014
Let’s look at FY 2013
O $2.38 billion available
O Demand for Priority 1 (telecom and Internet) is
$2.709 billion
O an increase of 10.8% from last year
O FCC rolled over $450M in unused funds from prior
years to be able to fund all eligible Priority 1
requests
O Demand for Priority 2 (internal connections) at 90%
discount level is $1.76 billion
O If P1 grows again by 10%, P1 demand will be almost
23
$3 billion
Funding Predictions for FY 2014
• P1: Doubtful that FCC would not find
funding to cover all P1 requests
• P2: There is very little chance that any P2
funding will be available for FY 2014
unless the FCC institutes major reforms
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Questions Thus Far?
25
You already know the
process is simple….Right?
Tech Plan
470
RNL
486
472 or 474
Bear/SPI
FCDL
Contract
BID
471
RAL
E-rate Process
O Technology Planning
O FCC Form 470 and Receipt Notification Letter (RNL)
O Competitive Bidding
O FCC Form 471 and Receipt Acknowledgement Letter (RAL)
O Application Review and Funding Commitment Decision
Letter (FCDL)
O FCC Form 486
O FCC Forms 472 (BEAR) and 474 (SPI)
O USAC Flow Chart of Process:
http://www.usac.org/_res/documents/sl/pdf/handouts/ap
plication-process-flow-chart.pdf
E-rate Process
Acronyms and Terms
•
Billed Entity Number (BEN): an identification number assigned
by USAC to each school or library building
•
Personal Identification Number (PIN): a code assigned by USAC
to applicants for use in certifying online
 USAC issues a PIN to every new authorized person
•
Request for Proposals (RFP): a bidding document (not
required by Erate) that provides detailed information about
your services, locations, bid submission requirements
•
FCC Form 470 Receipt Notification Letter (RNL): a letter
issued by USAC to the applicant that summarizes the
information provided in the FCC Form 470
USAC Acronyms & Terms http://www.usac.org/_res/documents/sl/pdf/handouts/SL-Glossary-of-Terms.pdf
E-rate Processs
Acronyms and Terms
•
Allowable Vendor Contract Date/Contract Date (ACD): the date 28
which marks 28 days after the FCC Form 470 is posted to the
USAC website
•
Funding Request Number (FRN): the identification number
assigned to a funding request
•
Service Provider Identification Number (SPIN): the identification
number assigned by USAC to a service provider
•
Item 21 Attachment: the description of services associated with a
funding request
 Item 21 attachments can be submitted online, by fax, email, or
on paper
E-rate Process
Acronyms and Terms
•
Receipt Acknowledgement Letter (RAL): a letter issued by USAC to the
applicant and the service provider that summarizes the information
provided in the Form 471


Many of the entries on the form can be corrected after submission
Ministerial and clerical errors can be corrected until USAC issues the
Funding Commitment Decision Letter
•
Program Integrity Assurance (PIA): the USAC group that reviews
and makes funding decisions on your application
•
Funding Commitment Decision Letter (FCDL): a letter issued by
USAC to the applicant and the service provider that contains
commitment decisions on funding requests
•
Applicants and Service Providers should carefully review their
FCDL for details on approved or denied requests and your next
steps and next steps
E-rate Process
Technology Planning
O A technology plan must contain the following
4 elements:
O Goals and strategies for using technology to
improve education or library services
O Needs assessment
O Staff training
O Evaluation plan
O KSDE Tech Plan Info & Resources:
www.ksde.org/take
E-rate Process
Requesting Service
O FCC Form 470 Purpose
O Opens your competitive bidding process
O Notifies potential bidders of the types and
quantities of services that you need
O Must be posted on the USAC website at least
28 days before filing the FCC Form 471
E-rate Process
Requesting Services
O Applicants must ensure they post for the
correct category of services
O New FCC Form 470 combines
Telecommunications and Internet Access
O Sufficient detail in FCC Form 470 to enable
service providers to formulate bids
O Be specific on what you put on your Form
470….don’t copy and paste from the Eligible
Services List
Changes to Form 470
O Use old form until new one comes online
(expected to be the end of November)
O New form will consolidate Telecommunications
and Internet into a single “Priority 1 Services”
category on the Form 470
O Must continue to distinguish between
Telecom/Internet on the Form 471
O If you select the wrong category on the 471, PIA
will not deny, but will reach out to you and ask you
to change
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E-rate Process
Requesting Services
O Applicants may set some eligible services
requirements
O May require service providers to provide
services that are compatible with one kind of
system over another
O Cannot list specific make and model of
services sought without also allowing
equivalent products and/or services to be bid
Bid Equivalent Products
O 470s/RFPs cannot be manufacturer-specific
O known as ‘Queen of Peace Decision’
O Must use the words “or equivalent” or “or
compatible”.
For example:
NOT OK: ‘Cisco 3750 Switch’
OK: Cisco 3750 Switch or equivalent
O Must evaluate “equivalent” bids received
O In bid evaluation, may consider other factors, such
as the amount of staff training required to support
alternate manufacturer equipment
E-rate Process
Requesting Service
O Competitive Bidding Requirements
O Noone other than the applicant or an
authorized representative of the applicant
should prepare, sign or submit the FCC Form
470 or certification
O The Form 470 must describe the desired
products and services with sufficient
specificity to enable interested parties to
submit bid responses
New RFP Definition
O At the USAC training this year, it was
stressed that if an applicant posts a 470
and then provides additional written
instructions or information to bidders,
this would constitute an RFP for E-rate
purposes and therefore the box
indicating you have an RFP should be
used on the 470
O Providing building addresses is ok
O Answering written questions from vendors is ok
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E-rate Process
Requesting Services
O Competitive Bidding Process
O All potential bidders must have access to your
FCC Form 470 or RFP
O Applicants must ensure that the competitive
bidding process is open and fair
O You must keep all incoming
bids/correspondence with bidders and prepare
to evaluate bids equally
O You must evaluate the incoming bids fairly and
equally
O Encourage bidders to submit their most cost
effective solutions by providing options.
E-rate Process
Requesting Services
O Retain all vendor selection documentation for at
least 5 years from the last date to receive service
O Winning and losing bids, correspondences, memos,
bid evaluation documents, etc.
O Service Providers are required to offer
applicants their services at the lowest
corresponding prices charged to other similarly
situated customers throughout their geographic
service area
O Ensures schools in the Erate program are not
charged more for the same services because of
their participation
E-rate Process
Bid Evaluation Matrix Requesting Services
Sample Bid Evaluations:
http://www.usac.org/_res/documents/sl/pdf/samples/samples-checklist-vendor-selection-templates.pdf
http://www.e-ratecentral.com/applicationTips/bidAssessment/CompetitiveBidResponseDocumentation.asp
Erate Process
Competitive Bidding
O After the 28 day waiting period closes, on
the 29th day, you can:
O Evaluate bids received
O Choose your service provider (s)
O Sign a contract (if applicable)
O Submit an FCC Form 471
Erate Process
Competitive Bidding
O Examples of Rule Violations
O The applicant has a relationship with a
service provider that would unfairly influence
the outcome of a competition or furnish the
service provider with ‘inside’ information
O Someone other than the applicant or an
authorized representative of the applicant
prepares, signs, or submits the FCC Form
470 and certification
Erate Process
Competitive Bidding
O Examples of Rules Violations
O A service provider representative is listed as
the FCC Form 470 contact person and that
service provider is allowed to participate in
the competitive bidding process
O The FCC Form 470 does not describe the
desired products and services with sufficient
specificity to enable interested parties to
submit bid responses
Erate Process
Competitive Bidding
O After the 28 day waiting period closes, on
the 29th day you can:
O Evaluate bids received
O Choose your service provider (s)
O Sign a contract (if applicable)
O Submit an FCC Form 471
Erate Process
Ordering Services
O FCC Form 471 purpose
O Identify the service providers and eligible
O
O
O
O
services you have chosen
Identifies the eligible schools that will receive
services
Calculates how much support you seek for
the year
Includes your discount calculation
information
Certifies your compliance with program rules
New 471 Coming, Too
O New 471 will be available when window
opens in January
O Biggest Block 2 removed in lieu of other
questions in Block 5
O More info will follow!
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Erate Process
Begin Receiving Services
O FCC Form 486 Purpose
O Notifies USAC that your eligible services have
started or been delivered and invoices for
those services can be processed and paid
O Certify compliance with Technology Plan
requirements (if applicable)
O Certify compliance with the Children’s
Internet Protection Act
O MUST be filed within 120 days of Service
Start date or FCDL issue date
Erate Process
Invoicing
O Requirements before invoicing USAC:
O Applicants and service providers receive a
FCDL from USAC for the services being
invoiced
O Applicants must file an FCC Form 486 and
receive an FCC 486 notification letter
O Service providers must file an FCC Form 473
(Service Provider Certification) each funding
year
Erate Process
Invoicing
O 2 Methods of Invoicing:
O Billed Entity Applicant Reimbursement (BEAR) Form
472 filed by applicant after services have been paid in
full (refund method)
O Service Provider Invoice (SPI) Form 474 is filed by the
service provider after the applicant has been billed for
the non-discount portion of eligible vendors (discount
method)
 Note Applications can choose their method of
invoicing; service providers cannot force applicants
to use a particular method
Do you have $ on the table
for FY 2012?
List by district as of Oct 22, 2013
posted online at:
http://www.ksde.org/Default.aspx?tabid=2794
Missing Invoice = Completing homework & not turning it in .
Erate Process
Application Deadlines
O Form 470
O Posted at least 28 days before the filing of the Form 471, keeping in mind the
Form 471 application filing window has specific opening and closing dates
O Form 471
O Received or postmarked no later than 11:59 pm EST on the day of the close of
the Form 471 filing window
O Form 486
O Received or postmarked no later than 120 days after the Service Start Date
OR the date of the Funding Commitment Decision Letter, whichever is later.
O Form 472 BEAR (Unless Service Provider Discounts)
O Invoice the SLD no later than 120 days after the last date to receive service or
the date on the Form 486 Notification Letter, whichever is later.
O Can file an extension if you miss the date. Automatic extension for FY2012.
O Requires Service Provider signature.
Erate Process
Document Retention
All applicants and service providers are required to retain receipt and delivery
records relating to the technology plans, pre-bidding, bidding, contracts,
application process, invoices, provision of services, and other matters relating
to the administration of universal service for a period of at least five years
from the last date of service.
O
O
O
O
O
O
O
O
Technology Plan (drafted by
470 Posting- approved by SSD)
Technology Plan Approval Letter
RFPs or similar documents
All bid responses and
correspondence
Bid evaluation (scoring rubric)
Contracts, service agreements,
addendums, etc.
Eligibility (school charter,
accreditation)
Consortium LOA
Discount (NSLP)
Item 21 attachment(s)
Budget
CIPA compliance documents
Purchase requisitions, Pos,
packing slips, customer bills
O Delivery and installation
records
O Maintenance logs
O Inventory records
O
O
O
O
O
O Payments (cancelled
checks, credit card
receipts, etc.)
FY 2013 (Year 16) Details
 For services rendered 7/1/2013 - 6/30/2014
 FY 2013 is PINK
 Priority 1 FCDL’s: USAC very behind other years
 File the 486 after FCDL arrives
 Request discounted bills from vendors, if desired
 Watch KS E-rate Listserve closely
Is your Form 486 due? Check the list (as of 10/22/13):
http://www.ksde.org/Default.aspx?tabid=2794
Haven’t been funded? E-mail the USAC Ombudsman
 [email protected]
 Include your BEN and 471 #
FY 2014 (Year 17) Details
For services rendered 7/1/2014 - 6/30/2015
FY 2014 is BLUE
471 application window will likely open on or about
January 8 and will close on or around March 18
 Form 470’s being accepted now!
 Don’t wait until Jan to file, especially if you need to
take contracts to your board
 File by Thanksgiving!

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E-Certification/PINs*
 E-rate PINs can be used to file E-rate forms online
 PIN assigned to a person and is specific to that entity while
employed at that entity
 Not given to an entity
 No way to request a PIN
 Must sign a paper certification of a 470, 471 or 486
 SLD will mail them a PIN in a small white mailer
 Can still submit these forms online, but cert page must be signed
and mailed to USAC
 PIN then may be used to 470, 471, 486, and BEAR Forms
HINT: Don’t make the BEAR Form the first one you sign as
USAC will issue a BEAR-only PIN
Gifts and Donations
Prizes at Conferences and Training
Raffle tickets, prizes, or door prizes that have a retail
value of over $20 violate the gift rules unless the event is
open to the public.
“Open to the public” means the event is free of charge
and that members of the public at large typically attend
such a gathering.
Free Community 4th of July celebration could qualify.
State District IT Directors meeting would not qualify.
Gifts and Donations
Conferences – Impermissible Actions
O Training or conference regarding one or a few
vendors services would not meet the definition of a
Widely Attended Event even if many people attended.
O Travel expenses, lodging, meals, and
entertainment associated with the event would be
considered gifts and therefore violations.
O Free attendance when it would otherwise cost to
attend is also a violation.
O Meals at a Widely Attended Gatherings not provided
to all attendees would be subject to gift limits.
Avoiding Pitfalls
1.
2.
3.
4.
5.
6.
Submitting paper forms
containing errors
Missing deadlines
Not following competitive
bidding rules
Not communicating with
service providers after the
competitive bidding process
Mixed bucket funding
requests
Incorrect discount
calculations
7.
Incomplete PIA responses
8.
Missing or incomplete Item
21 attachments
9.
Ignoring USAC letters
10. Poor invoicing practices
11.
Inadequate document
retention
12. Not managing your E-rate
process
Additional Info: http://www.usac.org/_res/documents/SL/training/2013/Avoid-the-Dirty-Dozen-Mistakes.ppt
Avoiding Pitfalls
Missing deadlines
Many FCC forms and requests are subject to deadlines. Missing a
deadline can have negative consequences, including:
O An FCC Form 471 submitted after the close of the filing window will
not be considered for funding.
O An FCC Form 486 submitted after the deadline will have its service
start date adjusted to the date 120 days before receipt or postmark
of the form. Invoices for services delivered before the adjusted
service start date will not be paid.
O An appeal submitted after the 60-day deadline will be dismissed.
O An invoice submitted after the invoice deadline will be rejected. To
resubmit, an invoice deadline extension request must first be
submitted to USAC and approved.
O Ministerial or clerical error corrections submitted after the FCDL is
issued will not be made by PIA.
O PIA questions that are not answered result in a decision based on
the information at hand, which may lead to a reduction or a denial.
Avoiding Pitfalls: Closing the Loop
Show me the $: Avoid Poor Invoicing Practices
USAC must be invoiced – either through the applicant FCC
Form 472 (BEAR Form) or service provider FCC Form 474
(SPI Form) – for discounts on services actually delivered
and installed. Delays or denials can occur if:
O Invoices are filed after the invoicing deadline.
O Invoice-related forms are not filed first (FCC Form 486!)
O Invoice entries are incomplete or inconsistent.
O If the invoice undergoes review, provide requested
documentation!
Avoiding Pitfalls
Managing Your E-rate Program Process
O Plan Ahead
O Schedule time to complete/file forms—and include
O
O
O
O
O
O
upcoming deadlines on your calendar.
Subscribe to the E-rate Listserv & USAC Newsbrief!
File forms early.
Invoice to collect the funding as soon as the FY ends!
Identify a back-up, just in case.
File everything, keep all documentation.
Communicate with your Service Provider.
Managing the Process
O E-rate Binder: For Each Year
O USAC Binder Divider Labels
http://www.usac.org/_res/documents/sl/pdf/samples/samples-checklist-E-Rate-binder-dividers.pdf
O USAC Binder Table of Contents
http://www.usac.org/_res/documents/sl/pdf/samples/samples-checklist-E-Rate-table-contents.pdf
O USAC Process Flow Chart
http://www.usac.org/_res/documents/sl/pdf/handouts/application-process-flow-chart.pdf
O USAC Terms & Acronyms: http://www.usac.org/_res/documents/sl/pdf/handouts/SLGlossary-of-Terms.pdf
O USAC issued paperwork are color coded by Year
O FY 2013 is PINK
O FY 2014 is BLUE
O USAC Search Tools to check Forms Status:
http://www.usac.org/sl/tools/default.aspx
Managing the Process
We’ll help you along the way:
O Do you have funds from FY2012 yet to claim?
O Do you need to file a form 486 for FY 2013?
http://www.ksde.org/Default.aspx?tabid=2794
Resources
O www.usac.org/sl
O www.ksde.org/take Erate resources!
Melinda Stanley, KSDE [email protected]
785-296-1204
O [email protected]
O [email protected]
O KS E-rate Hotline: 1-866-372-8302 (thru 6/30/14)
Questions?