Where to Start

The E-rate Process

ESL 470

486UtiliitesTools

BEARsSPIs

471ReviewProcess

AuditsSite Visits

Tech Plan

RALsFCDL

Find YourselfOn any given day, you will have three funding

years to be worried about. So today you have:Funding Year 2010 started July 1, 2010 and

ended June 30, 2011Funding year 2011 started July 1, 2011 and

will end June 30, 2012Funding Year 2012 PROCESS starts now, and

will end June 30, 2013

Funding Year 2010 July 1, 2010 - June 30, 2011

Services – have they been installed?Form 486 – 120 days after FCDL or service

start (later of the two)BEARs – have they been filed?

For recurring services October 28. For non-recurring services, that must have

been received by September 30, the deadline is January 28 of the following year.

Form 500s- have they been filed (turn in unused funds)?

Funding Year 2011 July 1, 2011 - June 30, 2012

Funded (You have received the FCDL):Services – have they been installed?Form 486 – 120 days after FCDL or service

start (later of the two)Discount on Bill – have you verified your

discount?BEAR – are you paying your bill in full?

Not Funded Yet:Have you responded to PIA questions?

Where do I go to find myself?

Where?www.e-ratecentral.comwww.usac.org/slhttp://www.mde.k12.ms.us/management-infor

mation-systems/mississippi-e-rate

Questions about FY2010 or FY2011

Funding Year 2012 July 1, 2012 - June 30, 2013

Are you ready?You are about to seek an unknown amount of

funding that is going to help your teachers teach.

You are about to become a heroKnow that you are not alone.

1st step - Needs AssessmentDetermine your discount rateDetermine what your schools need for

Internet Access.For Telephone Service (POTS).For Long Distance Service.For Cell Service.For LAN Connectivity.For WAN Connectivity.

2nd step- Can you afford it?Get estimates from local service providers on

the cost of what you think you would need.Examine your budget or check with your

Business Manager to see if you can afford it.Check with your Superintendent to see if

these services, and these expenditures, are consistent with his or her goals.

If not, revisit your needs (and wants).

3rd step – Now I know what I can do Develop a technology plan that supports what

you want to do, and can afford to do.Using the guidance offered by SLD and MDE,

make sure your plan covers all of the points.The technology plan is the first step in the

application process.

4th step – Procurement ProcessYour tech plan must be written (does not

mean approved) before you file a Form 470.File a Form 470 which is the basic

procurement process.After filing a Form 470 you must wait 28 days

before you select your vendor and sign a contract.

Execute the contract.

5th step – Ask USAC for some moneyFile a Form 471 which lists requests for each

category of service (cell, long distance, POTS, Internet Access…)

Provide a good description (Item 21 attachments) of what you plan to purchase and specify where it is going.

6th step - waitWait for PIA to call for clarification.Wait for SLD to issue you a Funding

Commitment Decision Letter (FCDL)Simple as jello

Tech Plan DosThe plan must be “written” before you file

your own 470, or before you file your 471 if you are using ITS SMCs

“Written” date is in Month/Year“Written” is determined by when you have

the Five ElementsGoals/strategy for using technologyProfessional development strategyNeeds assessmentSufficient budgetEvaluation process

Tech Plan Dos, continuedProvide sufficient detail to support and

validate the services requestedCover all 12 months of the funding yearBe approved by a USAC-certified Tech Plan

Approver (MDE) before the 486 is filed or services start, whichever is sooner

Keep a copy of your Approval Letter with your e-rate documents

Tech Plan Don’tsDon’t think that the plan is not important – a

weak or incomplete plan can get you deniedDon’t let a service provider help you write

your tech planDon’t neglect any of the Dos

You cannotPay for services to any residential home, even

the Super’sInclude ineligible services in your request

unless you perform a cost allocationDisguise ineligible services as eligible to

receive fundingAccept any type of free service from the

vendor unless it is part of the contract and available to everyone (cell phone, Blackberries, filtering, firewall)

Accept a gift from a vendor that exceeds $20 per event or $50 per year

You cannotTransfer equipment before three yearsEver sell equipmentReceive discounts for duplicative servicesReceive discounts for redundant servicesReceive discounts for backup/spare services

If you want to succeedThen you must respond to PIAThen you must keep up with every little detail

of every funding yearThen you must attend training sessions such

as Roadshows and RoundtablesThen you must be a member of the TC List

and the E-rate ListThen you must rely on your support

Questions