STRATEGIC PLAN Common Core Math Logistics Deep Dive June 6, 2013

1 Logistics Deep Dive: Math

2 Overview Staffing and Operations Materials & Timeline What to do if… Invoicing & Other Logistical Details Next Steps/Final Prep!

3 So when you say massive training…. 8 Days of Training… 282 Math Coaches… 93 Training Sessions… 26 Different Training Sites… 298 Classrooms… 12,076 Registered Participants… 80,220 Interlocking 1-cm Cubes…

4 How Does It Work? - Staffing Key players on-site: –Venue Contact –Site Lead (TDOE/CCLC) –Coach Leads (Core Coach) Off-Site Support: –UTK Action Team –Divisional Coordinator (TDOE) –TDOE Home Office –TNCore Support &

5 How Does It Work? - Operations Materials/Venue –Shipped to each site the week prior –Picked-up following Monday or replenished where applicable –Site Info Sheets Registration/Check-In –Select sites still open; all registration closes one week prior to training session –Rosters/numbers ed to coaches; mailed to sites –IMPORTANT: NO ON-SITE REGISTRATION/CHANGES Staffing –People lists distributed week prior to training –Lodging/meals available to those traveling 50+ miles

6 Materials TNCore Grab-n-Go* –All boxes labeled, ready to go. –Review included check-list to ensure all needed materials are there Grade-level presents every week! –Standard Kit – Markers, chart paper, etc. –Additional Manipulatives/Materials – Counting blocks, etc. –Participant Books and Slide Packets Registration/Check-In –Standard Set of Supplies –Signage for parking, registration, and grade level rooms –Agendas *(not really )

7 Materials Just in case… –Im missing a box of books! –None of my markers work! –My sign-in sheets were eaten by the classroom iguana! For issues with supplies/materials: –Notify your Coach Leads –Coach Leads will notify the UTK Action team –Content questions/issues:

8 What To Bring… Laptop computer Videos Pre-Downloaded Speakers (not required, but highly encouraged) Candy/Goodies for Participants

9 Registration Tuesday – High School Session Tuesday/Thursday – K-8 Sessions No On-Site Registration/Changes –Substitutions allowed for same grade level Sign-in at Registration for AM Day 1, in rooms for all others

10 Timeline Monday: All grade levels set-up Tuesday: Registration/Day 1 for HS and K-8 Class A Thursday: Registration/Day 1 for K-8 Class B Friday: Tear-down & pack-up/storage

11 Monday Setup 9:30a: Site Leads and Coach Leads Arrive 10:00a: Setup Call Time 10:00a-3:00p: Site, registration, room setup 3:00-3:30p: Final Huddle Random thought: This would be an excellent time to wear a fun shirt. If only we had neat TNCore shirts or something…

12 Tuesday - Day 1 6:30a: Call Time 7:00a: Registration Opens 8:00a: Sessions Begin 11:00a-12:15p: Lunch! 2:30p: Afternoon Sign-in Sheets Collected 4:05p: Debrief w/ Coach and Site Leads

13 Wednesday - Day 2 7:30a: Call Time 8:00a: Sessions Begin 10:00a: Morning Sign-in Sheets Collected 11:00/11:15a-12:15/12:30p: Lunch! 2:30p: Afternoon Sign-in Sheets Collected 4:05p: Debrief w/ Coach and Site Leads

14 Thursday - Day 3 6:30a: Call Time K-8 7:30a: Call Time HS 7:00a: Registration Opens (K-8) 8:00a: Sessions Begin 10:00a: Morning Sign-in Sheets Collected 11:00a-12:15p: Lunch! 2:30p: Afternoon Sign-in Sheets Collected 4:05p: Debrief w/ Coach and Site Leads

15 Friday - Day 4 7:30a: Call Time 8:00a: Sessions Begin 11:00/11:15a-12:15/12:30p: Lunch! 2:30p: Afternoon Sign-in Sheets Collected

16 Friday Wrap-Up 4:15p: Final venue clean-up –Ensure all rooms/spaces are returned to proper order –Double check everything is packed or properly disposed –Collect supplies for packing/storage –FedEx shipment prep 5:00p: Departure

17 What To Do If… You have a medical/family emergency –Contact TDOE immediately On-Site Medical/Safety emergency –If life threatening, call 911. –Contact Site Lead/Coach Lead, who will notify TDOE Home Office Issue in your room/at your site –Contact your Site Lead/Coach Lead, who will notify the Divisional Coordinator, UTK Action team, or venue contact

18 What To Do If… Someone is not registered –Substitution is allowed either with written communication from the TNCore Team or by producing the confirmation sheet from the originally registered person. –Otherwise, refer them to the Site Lead A member of the media/press arrives on site –Direct them to the Site Lead Non-Participants –Direct them to the Site Lead

19 July Invoicing Standard Claim Example: Total: $4,000 + travel Submission window: July 1-5; processing completed by July 12. Service DescriptionQty Amount (per compensable increment) Full day training facilitation (2 weeks)10$250.00/ per day Additional tasks (Prep Week)5$250.00/ per day Prep/Follow-work1$250.00/upon completion

20 Submitting Invoices UPDATED FORM! Two ways to submit: – –Fax: Confirmation within 2 business days of receipt. notification of changes/corrections. Confirmation once processed successfully.

21 Errors & Delays If error(s), we will notify you: –Corrections we make & submit (no action needed) –Errors/missing items we cannot fix (correct & resubmit) Common errors: –Not signed –Receipts not attached (lodging, parking over $8, etc.) –Missing travel worksheet, if claimed –Different address

22 Assignments & Traveling Assignments –Final assignments coming from Hada –Any questions/concerns, please –Changes to hotel request: Mileage –Everyone gets mileage! –Point-to-point v. City-to-City Lodging: –50+ miles –Update on Direct Bill availability –Letter of Verification

23 Next steps… Today: –Materials example station –Logistics Q&A station –Invoicing station Next Week: –Final Assignments, site information, people lists –Lodging (if applicable) –Final prep June 17 –GO TIME!!! Rock out and do an AWESOME job!

24 Next steps… THANK YOU!!!