E-Rate and Head Start
E-Rate Webinar Series: Session 2 Writing a Technology Plan
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
Writing a Technology Plan
Presenters Kenny Acklin OHS E-Rate Consultant Bill Welch E-Rate Training Facilitator
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Agenda
• • • • • • • E-Rate Team Resources Process Timeline / Milestones Terms and Concepts Tech Plan Requirements Tech Planning Guide - 5 Core Elements Next Steps
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 3
E-Rate Team
• Stakeholder representation
– – – – – Executive Fiscal Technology Manager Purchasing Human Resources (Professional Development)
• Approval
– Governing Body – Policy Council
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 4
E-Rate Team
• Writer • Goal setter • Authority to commit funds and resources • Executive Issues
– Letter of Agency (LOA) – Audits – Plan for staff and consultant turnover
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Resources and Support
ECLKC E-Rate Toolkit - E-Rate Technology Plan
– Reference Guide – Template
Head Start E-Rate Help Desk
– 866-878-6032 – erate@headstartinfo.org
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Resources and Training
Training Opportunities & Support • Webinar Series • E-Rate 101
• Fun with Forms on Friday
• Monthly Conference Calls
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Process Timeline
Multi-Step ~ Multi-Year • Annual Application • More than one application form/task, over a period about two years
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Process Milestones
1. Draft a Written Technology Plan
2.
3. 4.
Competitive Bidding Process
Select Service Provider Tech Plan Approval/CIPA Certification
5.
6. 7.
Funding Decision
Services Received Bill USAC
8.
Receive Discounts/Reimbursement
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 9
Application Process
Write a draft Technology Plan
Approximate Timeline: Now → prior to submitting Form 470 (the first form and begin the competitive bidding process; the next step)
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Review
Can a potential Service Provider assist you in writing your Technology Plan? Can you delegate the writing of your Technology Plan to a Consultant, without direct involvement from your Agency?
NO NO
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Terms and Concepts
3 Technology Plans
1. Draft Plan (does not have 5 elements)
2. Written Plan
• Completed/dated before posting 470/RFP (Fall)
3. Approved Plan (Final Plan, Approved)
• Written Plan Approved by TPA prior to July 1 (Spring) • Technology Plan Approval Letter
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Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
Terms and Concepts
• Written: When the plan first contains the five required elements in sufficient detail to support the services requested. (Date Completed) • The date this occurs is the Creation Date. The creation date must be prior to the date the associated Form 470 is posted to the USAC website
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Terms and Concepts
• Written Tech plan must:
– Be in writing before Form 470 is submitted – Cover the funding year (July 1 – June 30) – Contain a sufficient level of detail to support the request – Time Period: not more than 3 years – Signature/Date – Contain all five elements – May be in draft form…
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 15
Terms and Concepts
• Written Tech plan:
– retained by your organization 5 years – NOT SUBMITTED TO USAC – Can be corrected, with additional details and other “fluff added” prior to approval by Policy Council or before submitted to a certified technology plan approver (TPA). – Must be approved prior to July 1.
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 16
Terms and Concepts
• Approval Date: A technology plan is approved for E-rate purposes on the date it is approved by a Certified Tech Plan Approver (TPA). The approval date must appear on the approval letter. • Expiration Date: Is the date listed in the tech plan approval letter; NOT the Tech Plan.
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Polling Questions
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Tech Plan Requirements
Technology Plan Approver (TPA):
• Certifies your tech plan includes the 5 elements.
• Issue tech plan „approval‟ letter – Date of the approval – Effective start & end dates of the plan – Retain the approval letter for 5 years following your last date of service under the plan
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Technology Plan Requirements
The plan must contain the following five core elements:
1. 2. 3. 4. 5. Goals and realistic strategy for using telecommunications and information technology A professional development strategy An assessment of telecommunication services, hardware, software, & other services needed Budget resources Ongoing evaluation process
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Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
Technology Plan Requirements
Five Elements – Fun with Forms on Friday 1. 2. 3. 4. September 04 – Assessment September 11 – Set Goals September 18 – Budget September 25 – Professional Development & On-going Evaluation (Monitoring)
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Tech Planning Guide
Core Element 1
– Agency Profile – Technology Planning Committee – Agency Vision and Mission Statements – Goals and Strategies
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Tech Planning Guide
Core Element II:
– The plan must have a professional development strategy to ensure that staff know how to use the technology.
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Tech Planning Guide
Core Element III: Assessment
• Telecommunication services • Staff skills
• Hardware
• Software • New & Emerging Technologies
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Tech Planning Guide
Core Element IV: Budget Entire Telecommunications/IT Budget… not only the E-Rate portion.
– Hardware – Software – Professional Development – Services & Maintenance
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 25
Tech Planning Guide
• Future Budget Estimate • Don‟t forget to include:
– Professional Development Training costs – Non E-Rate items:
• Desktop computer, cell phones, monitors etc.
• Helpful calculations that some Head Start programs use is the 70/30 budget formula
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 26
Tech Planning Guide
Core Element V: Evaluation and Monitoring
– Monitor progress – Make mid-course corrections – Review & Update your Tech Plan • Annually (minimum) • Living Document
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Review
When is a new Technology Plan for E-Rate needed? Every time the approved plan changes the amount of a funding request.
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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Our Written “less is more” Tech Plan
• Goal – telephones with long distance service in all class rooms and on each bus route NLT 7/1/10. • Assessment – we have 10 centers and 100 classrooms and 60 have telephone service. We need an additional 40 phones in classrooms and 10 bus routes in need of cell phone service. • Our total IT budget of $XXX,XXX.XX will enable us to support the additional phone services with 87% of our E-Rate funding request approved. • The IT manager will monitor and evaluate the new system • Staff will receive Professional Development on the new phone system during in-service scheduled TBA.
Date: August 23, 2009 John Jacob Jinglehiemer Smith, Director
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 29
Next Steps
– Assign & Train Staff (Fun with Forms) – Gather Information in one place
• Conduct an Telecommunication Audit and IT Assessment • Agency Vision and Set Goals • Professional Development Plan • Budget • On-going monitoring
– Use the written plan to write an RFP/470 for services
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 30
Questions
• • • • • • • E-Rate Team Resources Process Time Line/Milestones Terms and Concepts Tech Plan Requirements 5 Core Required Elements Next Steps
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org 31
Thank You !
Presenters Kenny Acklin OHS E-Rate Consultant Bill Welch E-Rate Training Facilitator
Head Start E-Rate Help Desk | 866-878-6032 | erate@headstartinfo.org
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