1. WCI LEA UPDATE MAY 2, 2014 RI Department Of Education Wireless Classroom Initiative Cynthia Brown, Director Office of Statewide Efficiencies Craig Hockenbrough, PMP, Gurnet Consulting

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

3. Agenda 3 RIDE WCI LEA Conference Call 1. WCI Status 2. The Grant Packet…contents and actions 3. Implementation and Vendor Management 4. The Grant Reimbursement Process 5. How to handle potential implementation issues and risks

4. WCI Status 4 $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 Distribution by Phase of Projects, Schools ProjectsPercent SchoolsPercent 0. HOLD47% 93% 1. Proposals Solicited00% 0 2. Proposals Received12% 155% 3. Proposals Open1119% 145% 4. Vendor Selected23% 52% 5. Analysis Complete12% 6 6. Grant Issued814% 4315% 7. Grant Returned3153% 19368% TOTAL58100% 285100%

5. The Grant Packet 5 1. Approach A. Reimbursement Basis B. Awards are by School C. LEAs with SLD Discount at 75% must apply for ERATE Priority 2 D. LEAs execute contract directly with selected vendor according to local procurement rules E. RIDE reserves the right to audit local records and inspect wo rk 2. Contents A. Parties and Coverage B. Terms & Conditions C. Background / Overview / Purpose D. Scope Of Work E. Payment Terms F. Budget Worksheet

6. LEA Actions “LEA Instructions for WCI Implementation Preparedness”LEA Instructions for WCI Implementation Preparedness 6 ActionProvide to RIDEComments 1)* Execute the WCI Grant Agreement provided by RIDE LEA signs and returns for Commissioner approval First page in packet is the signature page 2)* Obtain School Committee/Board Approval Provide RIDE with presentation materials Local procurement practices apply 3)Negotiate and execute a final WCI vendor contract LEA must provide a complete copy of the final contract, including the final and accurate revision of the WCI Site Survey Recommendations provided covering vendor analysis, performance clauses, vendor accountability under State MPA #482, and cash flow based on grant reimbursement approach 4)Engage and Manage Vendor Implementation LEA must provide RIDE with planned and actual implementation milestone dates. LEA is responsible for all vendor and project management. RIDE will provided forms to facilitate tracking by email. 5)Process Invoices for Reimbursement from RIDE Milestone reimbursement request form with associated invoice(s) Invoices must clearly indicate that milestone is complete * Steps 1 & 2 are interchangeable based on LEA practice

7. Implementation and Vendor Management 7 1. LEAs are responsible for negotiating vendor contracts in compliance with WCI standards and LEA procurement policies 2. LEAs provide on-going management and supervision of vendor implementations. The RIDE WCI team is available for consultation and assistance as needed. 3. Follow the WCI Change Management Process as outlined in the WCI Grant Agreement for any circumstance which will impact the cost or materially impact the time or quality of the implementation.WCI Change Management Process

8. LEA Self-Reporting Form 8

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11. Grant Reimbursement Process Financial Status & Cash Reimbursement Form Financial Status & Cash Reimbursement Form 11 Reimbursement Milestones Description Reimbursement Comments The Reimbursement Form must be submitted on a school by school basis Milestones 1 and 2 can be submitted in any order and/or bundled with Milestone 3 Invoices must clearly indicate that the milestone has been completed and must financially tie to proposal Milestone 1 – Wiring Complete Cabling and wiring has been completed and signed off for a school and clearly indicated on an invoice. The Grantee District may request reimbursement for 25% of the total grant award. Milestone 2 – Equipment Received All equipment has been received and inventoried by the Grantee District and clearly indicated on an invoice. The Grantee District may request reimbursement for 25% of the total grant award.

12. Grant Reimbursement Process 12 Reimbursement Milestones Description Milestone 3 – Implementation complete The vendor has completed the implementation and post-implementation walk- through with the authorized LEA representative The Grantee District is authorized to invoice for 25% of the total grant award. The WCI Implementation Quality Checklist must be completed by the vendor and certified by the authorized Grantee District representative to quality for reimbursement. RIDE reserves the right to audit and physically inspect the work at any time. Milestone 4 – Final acceptance Following Milestone 3, a period of 30-90 days shall be set aside to work with the vendor to complete training, use the wireless access in normal classroom conditions, resolve any issues, and ensure Grantee District satisfaction with the solution as implemented. All reconciliation resulting from approved Change Orders will be finalized under Milestone 4 and the Grantee District can request reimbursement of the remaining balance of the adjusted total grant award at that time. The WCI LEA Implementation Acceptance Form is submitted to RIDEWCI LEA Implementation Acceptance Form

13. Grant Reimbursement Process 13 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 14 The RIDE WCI PMO is here to assist. Email us at WirelessInitiative@ride.ri.gov to stay in touch or for questions WirelessInitiative@ride.ri.gov 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.