Sign South Dakota Terms of Use Agreement Later

Document type sign terms of use agreement south dakota later

we will stop the recording during the question and answer session so what we'll do first is i just want to outline for you some of the changes that are taking place for this filing year and i have a slide deck and a couple of powerpoint slides and then we'll go right into the training portal so first up and i'll i will send these slide decks out after the presentation i have learned through experience that i usually have a couple of tweaks i need to make before they're finalized so i want to go through them with another fine-tooth comb before i put them out there so right now this is where we are in the e-rate process we are now ready hopefully um to file your 471. if you're still in the bidding period which can start as early as july and continue up to february 25th um then you need to make sure you wait your full 28 days before you would file your 471 so notice that we have in here that we've done our 470 our bid evaluation we want to sign and obtain approval if your board or internal approvals require supervisory approval and get all that done and then you create the contract record so we have a different slide deck on creating the contract record and we're not going to go through that today but here we are in filing our 471. so the lessons we've learned from 2020 on category 1 filings is that it is important to create your frn line items by individual circuit cost and then the quantity of your circuits and then you'll want to list taxes and surcharges as a separate line item if they appear on your bill separately this year unlike prior years many of you did not update your enrollment and nslp data because of covid those numbers were somewhat skewed and therefore if you're relying on the data from fall 2019 as opposed to fall 2020 that's absolutely fine if you want to update your data and you've not done that you can do so after the 471 deadline of march 25th passes and there'll be a two-week grace period and then they will open up the profiles and you can update them then or you can also submit what's called a row or receipt acknowledgement letter correction we also have learned that on category 1 you're asked questions about whether the connection is a direct connection to a school or building and then it's also asked you whether it's a building to building connection and we've learned that it's best to answer the second question first and then if the answer to that question is yes then the answer to the first question always is no and internet frns are almost always answered no then yes so before we start the 471 for category one we want to make sure that if you're receiving contract service that you've got a signed contract signed by a school representative any multi-year arrangement in e-rate requires you to have a signed contract and you may also have a one-year contract whether you have contract service or month-to-month service is up to you and talking to the service provider and sometimes the price you will receive will be a more competitive lower price if you agree to a term or multi-year contract so then you do have to create your contract record in epic um before you would proceed to file your 471 if you have a multi-year contract and you're exercising an extension make sure that you also have the extension document signed again by school official and have the contract in front of you because you're going to need information from it to file your 471. okay so that will give us the update for category one and category two i wanna give you that update as well so i wanna just i'm gonna stop sharing and i'm going to go back and share just to make sure i've got the right one up so here you see the category 2 guide and again we're at the same place in the e-rate process but here's really the big news the category two budgets this year are one consolidated district-wide or library-wide budget which means you no longer have the intricate and complex accounting for these individual school budgets school by school you also don't have to do the allocation of costs across different schools receiving the category 2 equipment and your tool inside the portal there's a new there's a category 2 budget tool and for the first time since this program began the new category 2 program began that tool contains accurate information so inside epic to get your category 2 budget information you will see that when you go into epic and you're at your district's um landing page there'll be a new button that says category two budget when you click on that you'll get this screen that says get category 2 budget information and then you'll see the forecast and this forecast means it's forecasted because they have not yet validated the number of students for your school district multiplied by the um 167 dollars per student which is the current multiplier for your five-year budget so that's why it says forecast notice this is pre-discount so this is the base amount that you would have to you know sign contracts for in order to then get your e-rate discount amount also new this year is inside epic and when you're filing the 471 the language has become more user-friendly and the navigation between pages has become more intuitive so in past years it was difficult to figure out when you started an frn how to go to the frn line item page and that problem or difficulty has been resolved it's also much easier to draw to generate your draft 471. um it used to be in prior years that the form would sort of disappear for a couple of seconds or minutes while it was being generated and you didn't know what was happening and then last there's an edit form button that makes it much more obvious about once you generate the draft and you review it if you have to go and make edits okay so what we're going to do now is i'm going to take you into the training portal and first we're going to do a category 1 frn and then we're going to do category 2. okay i have access to the training portal i want to just make sure you can see my screen if you're seeing the e-rate website and we're going to go into the training portal and the training portal mimics the live portal so everything that you would experience in your epic portal we would see in the training portal now you know that when you now have to log in to your portal you do have multi-factor authentication so that you would log in and you would either get an email or a text message with your six digit pin to verify that you are who you are before you can then enter into the website so this is our landing page and we're lawrence school district and lawrence school district is going to file a 471 so to do that we're going to first select the lawrence school district and go to the district page and over here where the three dots are i call them ellipses we've got more options and one of those is to create a 471. so this should look familiar for those of you who have done this in past years these screens haven't changed so i'm going to do a nickname so that if i have multiple forms i would be able to pick this form out among all my other forms then i'm going to save and continue and it asks if i have a consultant and um if you have a consultant that person's name would show up here then it asks if the person who's filing the form is going to be the contact person the person who receives inquiries from the program integrity analysis or pia folks that are reviewing your application and doing the pre-funding review before they would authorize the funding to be approved so generally speaking the person creating the form is the contact person but if you're not then you would press no and you would have to select another user from epic see that person has to be registered in epic to be the contact person holiday and summer contact information is optional you do get inquiries over the summer unless your application is put on what's called summer deferral so if you want your application to continue being processed over the summer then you might want to put your cell phone number in here or if you're not using your official email if you have a private email i think most commonly people put their cell phones in there i'm going to leave it blank and i save and continue the next screen is a binary screen you have to choose either category 1 or category 2. unlike the form 470 where you can put all of your requests for quotes or your service requests on one form for both category 1 which is the data transmission and internet in category two which is where you've got the budget program where a certain amount of money is allocated to each applicant to buy equipment um and related services you have to choose so once i choose category 1 category 2 is in an inactive button and i can't file save and continue and here is a couple of pages that you have no action to take other than to review the information and determine whether it's accurate if you see something that's inaccurate the only way to change it at this point is to proceed with the form and request a correction after the fact of course if you see something that's major like the wrong entity name or entity number then you would want to call the client service bureau generally speaking this information is simply just click through it and you'll click through the next one which is going to give you the list of schools and it will tell you your enrollment numbers and the numbers that are going to be used for the school for your category two budgets so notice here it shows the number of students for category two budget it has the same numbers as the numbers that are being used for the school lunch program but it doesn't have to so you're now reporting in epic a number of students that apply that attend your school for purposes of calculating your e-rate discount it becomes the denominator the numerator is the number of your students that qualify for the school lunch program and then in another part you can enter the number of students that you're using for your category 2 budget in most instances these numbers will match but they don't have to here is where either showing you your district-wide discount which shows your number of students full-time so they roll up and sum up all of your student enrollments across your district as the denominator in your numerator here is the number of students that qualify for the school lunch program that calculates your school lunch percentage which then translates into your category 1 and category 2 discounts if you want to see the specific school information you would click the button show entities and it now shows us the total number of students in each of the individual schools that qualifies for the school lunch program notice again all of this information is hard coded so if these numbers are incorrect you would have to proceed to create your form and then submit a correction after the fact now we get to the part where we're going to add an frn which is our funding request which is the way in which we get our funding approved and you have one funding request per vendor contract or service arrangement and also for each different type of service so if you have a data transmission service you have one frn and if you have internet you have a second frn even if it's under the same contract with the same service provider so we have um we add funding request here we're going to have our nickname so first one we're going to do is internet access it asks us if this is a continuation from a previous year so if you have a multi-year agreement and you're into entering into the second or later year of that agreement you could choose yes that it is a continuation and then they would ask you to enter the previous frn number the reason that's beneficial is that theoretically the pia reviewer would then be able to refer back to that prior year's frn and would know and examine the types of questions that have been asked to verify this contract if however it's new or you don't have it handy then you could press you could select no and continue going back to if this is a funding request from a prior year you can also use the copy frn feature that allows you to basically copy and import the entire frn from a prior year but you would need to have either the frn number or the 470 number to do the search so we're going to go back and we are going to select no it's not a continuation and now it's asking us the service type and the service type is either going to be data transmission or internet access because that's the only option we have so then we're going to continue and it's going to ask us whether we have contract service or month to month or tariff service so tariff is a little bit of a legacy concept from when companies used to file all of their rates and prices at the public service commission and many of them don't do that any longer so i recommend that you either choose contract so if it's a one or multiple year agreement that you have a signed contract or if it's month to month which is when you just pay the bill monthly but you don't have an underlying contract if you select contract then you would have to associate the frn with a contract record if however it is month-to-month service then you would have to enter information about where you bid that service on a 470. so we're going to do month to month first and then i'll go back and demonstrate a contract frn so when you do month to month it asks you how many bids did you receive for the service if you received no bids and you're relying on your vendors your existing vendor's bill i would select one because you're counting that bill as a bid response if you received more than one bid then you would enter that number so in this instance i'm going to say there's one bid and it asks was there 470 posted most of the time the answer is going to be yes there's one very limited exception if you receive internet access service from a company that the up the downstream speed is at least 100 megabytes and the upstream speed is at least 10 megabytes and the price you're paying is 300 or less you are exempt from competitive bidding and you would be able to select no here and it would basically say exactly what i just said in a little less detail so in other words this is a commercially available internet service and you're exempt from bidding it if your speed is lower than the speed i just described 100 megabytes per second up downstream and 10 upstream or your price is 301 or greater you know per month or 3 600 a year then you don't qualify for that exemption so in this example i'm going to say yep we've hosted a 470 and the system automatically is going to help us search for the correct 470 because it automatically inputs our build entity number so we will search and all of the 470s that i've ever posted in this training portal are going to show up so i know i need to be able to show them that there's a 2021 form 470 that was posted for the service notice here i have a couple so if i'm not sure which one i have i'm going to have to go back into the system and look at my 470s to make sure i associate the 470 with the specific service that i've decided to purchase to associate with this funding request in this situation i'm going to say because i'm going to know that this 470 example has the service that i wanted so i'm simply going to then select the 470 i need and i'm going to continue the account number is an optional field and then it's going to ask me to find out who the service provider is so the service provider has a nine digit number that's uniquely i assigned to it if i don't know that number i'm either going to check with the service provider or i'm going to do a search and i do recommend that you check with the service provider to make sure that you get the correct spin because some companies have more than one here i know that the system uses usac as the first couple letters of all of the spins so i'm going to find the spin by doing the search and you have to have three characters for the search and then i'm going to select the spin now the system's asking what are the dates of my service so for the upcoming funding year all usually your service is going to be the first day of the funding year which is july 1 2021 and your last day of service is going to be the last day of the funding year which is 6 30 2022 then i'm going to co tinue it asks is there any statute or regulation that prohibits the pricing information from being published and the answer is no in our state then i'm going to continue and it's asking questions now about fiber and these are very specific for if you have a large construction project where you're either building your own fiber or a company is charging you a substantial you know one-time fee for building out the fiber otherwise the answers to these questions are going to be no to my knowledge no one in our state has taken advantage of these special construction or network equipment or maintenance and operations so the answer usually is no then it asks for our narrative so this is where we want to give the reviewers a little bit of information but you don't need to over explain so what i would say here is something like internet service for our colony school so they would know who the building is and they would know its internet um service and here's where one of the improvements um occurs where we now have a save and add or manage frn line item button it used to just be a continue button and now we're going to save it and now we get to the place where we have to add a line item so for every funding request you have to have at least one line item that i do that itemizes the specific service and the specific request and the costs so we're going to add a new fr online item and now it asks us our purpose and function questions so the purpose for a internet access service usually that is provided to a colony school is usually a service that is going to go directly from the service provider to the colony school so usually the purpose is the first one if you have building to building circuits then you would and it's not internet then you would select this data connection and if you were a very large applicant that was only buying internet and you were buying your transmission or your circuit to deliver that service separately it would be this last option you usually are not going to have a hub site this is what i call a middle mile circuit because these circuits are paid for by the state as part of the state network so now it's going to ask us function and nine times out of ten if you have um an internet circuit directly from the service provider to the colony school it's likely going to be a dsl circuit or a cable modem and it's possible that it's going to be like a fiber circuit with internet so it's possible that it would be fiber and if it's fiber then you're going to select ethernet which is you'd have to scroll down but nine times out of 10 it's going to be something else and if you want to select cable modem or dsl you have to select copper as the function and that then gives you the dsl option and it also gives you the cable modem option so here is where you would need to confer with the service provider to make sure that you make the correct selections here then it asks what's the bandwidth speed downstream meaning from the service provider to your computer and what is it upstream how long or what the speed is for uploading data so these are speeds they're called advertised speeds so it would either be on your bill or the service provider would be able to answer the question so i'm going to be optimistic and say that you're getting 200 megabytes per second so you get to choose megabytes or gigabytes and it asks the bandwidth speed and i don't if it's a cable modem it might be bilateral that it's the same oftentimes this upload speed is going to be slower than the down load speed in this example i'll keep it 200 then it asks count are you allowed to go above that speed which is called burstable bandwidth nine times out of 10 the answer is going to be no unless your service provider specifically tells you it's burstable then it i would just assume it's not here are where we're talking about those yes or no questions so we're asking is this a connection so answer the second question first is this the connection between schools so it's connecting a school to a school and the answer in our scenario is no and it helps us figure out that this is a connection to a single school or library or a non-instructional facility for internet access then it asks does it include firewall service again general rule is that these services do not include firewall service so again unless the service provider has told you it's included i would assume it's not then we continue and here's where we have to enter our costs this comes exact from your bill or from your contract so it asks you for the unit monthly cost what's the total amount of the base charge and then it says are any of these costs ineligible usually the answer is no for an internet access service and then it asks you the monthly quality quantity so this means how many lines are you receiving so we're going to put one and if we keep going then we have the one-time cost column and unless you're incurring um a installation charge or one-time setup fee most of these costs are going to be zero and you have to enter the zeros and make selections here otherwise the system won't let you continue if i try to continue i'm going to get the red boxes so i know i have to put a 0 here i'm going to put a 0 there going to put a 0 there and i'm going to continue here it asks who's receiving the service the default is set that every building in your district would be re receiving the service but we know that in this example where the colony school is the recipient of service the answer would be no so in my example i would say no and then i would get to select which of the specific buildings are going to receive the service since i don't have a colony school i will use the lawrence primary school as the stand-in so i'm going to select that building i'm going to add it if i've added the correct entity i'm going to save and continue if i've not then i'm going to go back and redo this save and continue this is verifying that i've selected the correct recipient of service so i'm going to save and continue it asks do i want to add another line item or if i'm done i would select save and continue now because my bill has a base charge but it also has taxes and surcharges which are eligible for e-rate i'm going to add a specific taxes and surcharge here it says show help for taxes and usf fees so what it's saying is to create a single line item for these fees choose the appropriate purpose and function so the purpose and the function is going to be miscellaneous and the type of connection is going to be taxes and fees so let's see the purpose will select the same purpose and here it's telling us it's miscellaneous then it's telling us that the type of connection is going to be taxes and fees so we go with the original purpose so it's the same line that is going from the applicant site to this service provider but our function is miscellaneous and our connection type are taxes and fees now it's not going to ask us the yes or no questions like we had to answer for the first line item it's going to take us directly to the cost page so let's say our costs are 55 dollars in taxes per month we don't we think all of them are eligible so we would then select the unit of one since we have one line again the system is going to calculate automatically the annual costs and the one-time cost column again are going to be zeros we're going to select the same recipient of service we're going to verify that we've selected the correct recipient of lawrence primary school and we now have our two line items and the system has automatically assigned line item one to our first cable modem line item and line item two to our taxes and surcharges now if we're done we would select save and continue if we have another line item so let's say you have a second cable modem with this different speed you would be able to add line items three and four for those taxes and surcharges as well as for the base charge but i'm going to select save and continue and that's going to take me to the funding request summary page now it's giving me basic information my summary so i have my frn that's been assigned by the system i've got two line items and it's showing me that this is the amount of funding i've requested so that's a hyperlink so if i want to go back into the summary it's showing me that the two line items summed together the 350 and the 55 dollars for taxes and surcharges equal 405 dollars per month here's our annual costs and here is showing us our e-rate discount of 80 percent which is how they arrived at the 3 888 for the amount of funding requested once i've reviewed the summary i'm going to go back and if i'm done i'm going to select review fcc 471 to generate a draft document i'm never going to use save and share because if i do it means that this form is going from my personal portal to all the other users in my portal and i no longer have access or control of that form so you would only use that when you are starting the form but somebody else is going to finish it if you're going to sort of have a different certifier you'll see that when we get to the review form 471 stage there is a separate button for sending it to someone else in the portal to certify it so i told you that we'll do a contract frn so now we're going to do the contract demo and it's going to be a new contract in this example so it's not a continuation of a funding request from a prior year so i'm going to select no and i'm not going to use the copy frn feature the service type is already inputted because there's only one type available for category one is the data transmission or internet access we're going to choose contract service this time so i can demo how you have to associate the contract so in the system i've already entered my contracts and the system automatically puts my build entity number in the search feature so i simply select search and now i have to find my contract so um we're going to i don't have a specific uh internet contract so for my example i'm just going to select this as an example this building to building land contract once i scroll down it gives me the summary of the contract so i'm going to want to make sure i selected the correct one if not if that i've corrected if i've selected wrong then i would start over and again if it's a multi-year contract then it may be an award date that was prior to 2021 so what i could do here for example is i've got my internet golden west contract so let's say it's that one so i can only select one contract so what do i do if i've selected two then i'm going to go back and deselect the wrong one now you can see that i've selected the correct contract and it says internet and my service start date is going to be the first day of the funding year and it asks me when does my contract expire for the initial term so you would need to have your contract document in front of you what i know and i would deduce this so when i first entered the contract i had a total contract month including extensions for 60 months well that tells me my award date was december 7th that tells me that the first year of my contract is july 1 2021. because i have four extensions that's telling me that i have a one-year initial contract term again you shouldn't have to do that kind of deductive reasoning you should have the contract document in front of you so i'm going to select 6 30 20 22 as my contract term look what happens if i make the mistake and i do 2021 the system smart enough to tell me that my contract end date is actually before my contract start date so i'm going to select my correct date there and continue now i've already associated my contract so the rest of this form is going to be the same screens that you saw for the tariff service so my fiber request key information i'm going to answer no i'm going to have my narrative again i'm going to save and add manage fr online items then i go back to the next screen which says add new frn line item and i have to now go back and select my purpose and function so my example here it's going to be similar it's going to be contracts so it's put contract internet service and this time i'm going to select fiber and just show you that fiber ethernet is usually the combination if you have a fiber circuit for internet or a building to building fiber circuit again it asks my bandwidth speed and because i'm on fiber i'm going to say it's one gigabit which is 1 000 megabytes i'm going to still say it's not burstable and i'm still going to answer the questions the second yes no question first is this a connection between schools or libraries as a wide area network and my answer remains no and is it a direct connection to a single school or library for internet and the answer is yes and it still doesn't include firewall service i go back to my monthly recurring service cost i'm still going to have a quantity of 1 in this example i'm still not going to have any installation costs so i'm going to put 0s in the one-time cost column i'm going to save and continue and here again i have to decide is every applicant is every entity receiving the service if it was internet for the entire district so it was coming into one building but it was being shared by the entire district then i would answer yes if however it is internet that's just being used by one building then i'm going to answer no again and this time i'm going to select the high school i'm going to save and continue save and continue i'm going to go back to my line item page so this is my fr online editing page and i'm going to add my taxes and surcharges so i'm going to go back and add the same purpose the miscellaneous function taxes and surcharges notice the other ones here are if you have maintenance as a separate charge or the more common one is installation activation and initial configuration i'm going to save and continue i'm going to go right back to my price screen so let's say this time my taxes and surcharges are a hundred dollars a month and i have no one-time costs again my recipient of service is going to be the same school that was the recipient for line item one which was my high school so i'm going to select the check box next to the entity name and then select add i'm going to verify that i've added the correct entity and i'm going to continue the summary page verifies this that the recipient is the lawrence high school so i'm going to save and continue and if i have more line items i'm going to use the blue add new frn line item and if i'm done this for funding request i'm going to save and continue in this example again i can go into my frn calculation which sums my line items monthly charges and then applies the 12 months multiplier to come up with my annual pre-discount charges and i apply my e-rate discount so i know that i'm requesting funding in the amount of twelve thousand four hundred and eighty dollars for this funding request once i've verified this information is correct i'm going to go to use the back button to take me back to the funding request summary page and now that i'm done this find this form i'm going to select the review fcc 471 button which you can do whether or not you're going to be the certifier of the form so once i select that button i get a pop-up and the pop-up explains that epic is going to run a few final validations and then create our draft form and then we can download the form and either send for certification or certify it yourself so it says do you wish to proceed and the answer for us is going to be yes but if you were done you could say no and then you could exit out of the form and then come back into it at a later time and it would appear in your taskbar as a form that would be completed so if i press no and i exit out of the form i don't want to discard it let's just say i go back to my home page now i've got a task that says create the form so it's going to take me right back to the page i was at when i left the form so i'm going to review 471 i'm going to use the yes button and here's where the system got user-friendly this year because it actually explains what's going on so it's telling you that the system is creating the form is going to take a couple of minutes and then just use click the refresh button once or twice a minute until it's ready so i'm going to select refresh and here we have t e draft form that's been created and it says download document link and that's a hyperlink so i'm going to download it to my system and open it up and here's where i get to review it and determine whether i've correctly entered all of my information so if i would find an error or something that needs to be corrected i would go back to the review for pdf page and i would use the edit form button and it would take me right back to the first page of the form i could scroll through it using the save and continue button until i get to the screen that i have to fix so i um i'm not going to change any information because in my example everything's good but it's going to take me back through the same series of prompts that it will generate a new version of the draft form so i'm back to the refresh page there's our draft again and if i'm satisfied that my draft is accurate i'm going to ch notice that this button continue to certification is not live only the send for certification button is so if someone else that's an epic authorized user is going to be the certifier i would send it for certification that everyone else in epic that is registered would get a notice or an email that there's a form waiting to be certified and they would then be able to log into their account and certify it i'm going to say i'm the certifier and once i check the box that i certify that the information is correct the continue certification button becomes live when i select that button it's going to take me to a summary page where i have a bunch of certifications that i have to um hit the check box otherwise the system won't let me certify the form which has to be done in order for it to be submitted so here's the summary of how much money we've asked for and how much the 20 is that we have to pay out of pocket it also asks an important question total budgeted amount allocated to resources not eligible for e-rate support so this is going to be how much money do you have from your own technology funds for your school budget or your library budget that you're going to put to get put toward technology so it doesn't matter what the number is just don't put a zero there because one of the requirements of the program is that schools have to have their own money to be able to make effective use of the discounts so let's say we've got a thousand dollars in our budget so i'm going to enter that then it asks two very important questions which the answers have to be no in order to be in program compliance and continue to submit your form it's asking are you receiving any of the funds to pay your share of the costs from a service provider that you've selected to be your vendor because if you say yes you're in program rule violation because you the school or library are responsible for paying your non-discounted share so we're going to say no here and then the related question is well did that school did a service provider that you're going to be receiving services from help you find your pa the fees to pay your non-discounted share and the answer again to be in compliance with program rules must be no then i'm going to continue through all of my certifications of course reading it carefully then once all of the certification boxes are checked the certified button goes live notice that if i forget one the button is inactive so i'm going to certify all i get another pop-up that reminds me that i'm doing this under penalty of perjury and i select yes and i know that i'm certified because the form now shows that i've in the certified status and it shows the certification date so now what you can do is you can click here to access your form copy before you close the screen so if you do that you now can scroll down to the bottom of the form and it does take a couple of minutes for the generated document to appear so if they haven't generated it yet so the other way to get that document is to go back to your home page and scroll all the way down to the bottom where it shows all of your forms that you filed so i'm going to select 471 and form funding year 2021 and i'm going to select today's form which takes me back to the same page that i clicked on from the certification page i'm going to scroll down and the form has now showed up so i now have the original version and it's going to be the pdf i'm going to save it to my system and now it's going to show that it's actually certified and it's not incomplete and i'm going to know that by scrolling all the way to the bottom and it's going to show that the certified timestamp so let me pause here before we go on to do the category 2 demo to see if there's any questions about category 1. there's not very many changes for category 1 this year and unless you are in independent school or public school district where you've got a school that you are responsible for providing service internet service to that's not connected directly to the state network you may not even have an frn for category one this year so we've got non-public schools and we have libraries that frequently will apply for category one but oftentimes the public school districts that have all of their schools connected or they don't have to pay any of the fees themselves will not apply for category one themselves okay just i'm going to take a sip of water and then we will continue to category 2. so now we're going to go back to our category two so we're going to go back to i'd like to go back to my home page as my starting place and i always get there by this is there's more than one way to do things what i do is i go to the news feed it sends me to the usac logo when i get that usac logo i know that's going to take me to my landing page again i'm going to select my school district that's going to take me to the page where i can create my 471. so now i'm going to have my category 2 demo i'm going to save and continue this is all going to look exactly the same format as starting a category 1. so now i'm going to select category 2 instead of category 1 for the type of 471 i'm filing i'm going to save and continue i'm going to look at the information verify it's accurate if it's not make a note to submit a request for a correction save and continue it's going to show me my summaries of my entities and let's say i want to see my category 2 budget before i keep before i proceed i want to make sure that whatever refunding requests i make i want to always make sure it's under my category 2 budget if you request more funding then you have money available those applications are some of the most complex ones for the pia team to review and to fix so they often will go in a pile and be dealt with towards the end of the processing cycle so you want to make sure your category 2 budget funding requests are within the allotted amount of money you've been assigned so i'm going to go to that category 2 budget option and that's going to take me to the page where i've got another button that says get category 2 budget information and again it's going to show me for my new budget cycle which begins 2021 the year that we're applying for and it's showing me that i've got a pre-discount budget for a hundred and eleven thousand dollars and um a lot 111 890 000. i said that wrong 111 comma 890.00 is my full budget here it's showing that i've got money already allocated to funding requests that's in review and that's because earlier this week i did a different 470 for category 2 for the slidejack that i'm going to be sending out and i pressed certify so i could create the screenshots for the slide deck so that's why it's showing that i've got money in review so then it shows how much money do i have left in my budget and these are all pre-discount numbers so it's saying that i've got 87 000 left and if i want to know the details it's going to show me the breakdown so it's showing me that in the application i filed earlier this week is showing exactly how much money i requested and you'll see that i have seven different line items okay so now going back to the form how do you get back to the form if you take this detour to category 2 budget go back to the tasks the task will take you back to where you were in the form before we took the detour so we're going to save and continue and now it is again this is information that's hard coded in the system so you're unable to change it now but again if some of the information appears incorrect or an accurate you would make a note and ask for correction after you file the 471 so i'm going to save and continue and we're now at the funding request screen so i'm going to create my first funding request my first one is going to be for internal connections so that's the equipment inside the school buildings and library buildings to ensure that you've got adequate connectivity to the classroom usually wi-fi and also your wired ethernet service so i'm going to say that this is going to be wireless equipment usually internal connections projects are one-time purchases so that you're usually not going to have a continuation from a prior year for the purchase of the equipment so we're not going to use the copy frn and here we have a selection the service type that you have to select of one of the three subcategories of category two so you've got maintenance you've got managed internal broadband services so both of those categories are service related categories the equipment purchases are under the internal connections the one exception is that if you contract with a company to manage your services internal to your network it's possible that the company would bundle its service along with leasing the equipment to you so that it would be an all-in-one turnkey solution and that could be the managed internal broadband service we're going to keep it simple here and say that we have internal connections all category two purchases maintenance managed internal broadband service or internal connection have to be under contract so you would need to select the contract button and find your contract record so it's good the associate contract record screen appears we've got our entity number inputted we're going to search and now we have to find one of our contracts for internal connections i happen to have one for wireless i scroll down and verify the information is correct here the system again inputs the ad the service start date of july 1 of 2021. the rules do allow you to actually order the equipment and have it delivered and installed on or after april 1 of 2021 but the system requires that you select the july 1 2021 as the service start date because that's the official start of the funding year the date your contract expires is usually going to be for internal connections you're going to put september 30th of the end of the funding year not june 30th for internal connections that's because the rules give you an extra three months after the end of the official end of the funding year to have your equipment purchased and installed but if you put a 630 date in here and you actually order and install and get invoiced after that date between the three months of september of june 30th and september 30th then you would have a problem with invoicing because your invoice date would be after your contract end date and invoicing would think that that is a violation of program rules because you can't get invoiced after the contract ends so you're going to want your contract end date to be september 30th of 2022 for category 2. now we're going to have our narrative you could identify here a little bit more specifically what you're doing what you're buying but i'm being very hyper high level and saying wireless project for the district now i'm going to use the save and add manage fr and line items button and i'm going to start with a wireless access point line item so i'm going to select the add line item button and here it asks what type of internal connections you have all of these types have different functions associated it with it and i'm going to select the type is wireless data distribution when i select that the type of product i have the option of access point antenna lan controller or wireless controller so i'm going to select my access point option it asks is installation included in the price so what that means is if the perch if the component you're buying for the price you're paying includes installation then you would say yes here if you are either installing it yourself or are paying a separate fee for an installation then the answer to that question is going to be no here it asks you for the make which is basically the manufacturer it has pre-loaded into the drop down box quite a few manufacturers but the list is not all inclusive so if the manufacturer you're purchasing equipment for is not listed you would simply select the other button and then you would write in the person the entity name in our example i'm going to say alcatel lucent and where would i get that from well i'd get it from my contract because my contract has to specify the make the model and the number of components and the unit price for each of the components all of which is information that the system requires you to enter to be able to calculate the line item funding request so here i'm going to get the model number from my contract and i'm going to make up the model number for this demonstration and it asks here am i leasing the equipment meaning is there some arrangement other than purchasing it and the answer i'm going to say is no because i'm buying it outright save and continue and now we have the cost calculation screen so unlike category 1 where you have recurring costs for category two for internal connections the equipment costs are usually one time cost meaning you pay for it you get it it's not an ongoing cost so now i have to put my zeros in on the monthly recurring costs column and you even have to select a type of unit in order for the allow the system to advance you so here i've got my unit cost and let's say i'm paying 565 per access point and i have no ineligible costs and let's say i'm going to buy a quantity of five so my summary of my pre-discount line item is calculated by the system i save and continue and here's where life gets simple last year in prior years you had to select who was receiving the service and how much they were receiving so let's go back to my example and let's say of those five access points two were going in the high school three were going in the high school and two were going in the elementary school but you couldn't just say that you had to then calculate the unit cost so it would be 565 per unit times two which i think would be 1300 and the balance then would be the amount going into the high school so i'd have to do all of this math offline and you can still do that if you want to i don't know why you would want to because the system no longer requires you to report that information or manage it your separate budgets but let's just say you did then you would have to show okay lawrence primary school and the high school are both going to receive some of these services and i would save and continue and here i no longer still i no longer have to do the calculations i would just show them oh some are going in high school some are going in the primary school which is so much easier than it was in prior years let's say however i don't really need to let them know who's receiving it and i'm just going to go with the flow of what the system says and here i'm going to say everybody's receiving the service and i'm not going to select the specific entities i'm going to save and continue and i'm done that's all there is to it it's that simple this year so now i'm going to have a more complex example which is i'm going to have a wireless controller so i'm going to go back to my wireless data distribution and my product this time is going to be a wireless controller installation is not going to be included so i'm going to select no now i'm going to continue to be alka toe lucent as my example and i'm going to say abc model number controller because i'm buying the equipment outright i'm going to say no that it's not leased and not a non-purchase agreement i'm going to save and continue here though is where it's going to get a little more complicated i'm going to keep doing my zeros for the monthly recurring cost column but now let's say this controller costs twelve hundred dollars and the controller is going to be used for access points that are in the school buildings my primary and high school building but i'm also going to have access points that this controller is going to control that's located in the admin building the administration building doesn't have classrooms it's considered a non-instructional facility we've just entered the complex world of cost allocations the program rules currently as written says that if that shared piece of equipment is supporting schools and supporting a non-instructional facility then the cost associated with the use of that component by the non-instructional facility has to be deducted so now what we have to do is an offline calculation to figure out golly how are we going to do this to figure out how much money we should deduct as being ineligible the program rules say that it has to be a tangible criteria that produces a reasonable result so one way to do it would be how many users do you have in the admin building that are using those access points as opposed to the schools the schools i can assure you are going to have a whole lot more users because that's where the students are going to be as well as all of the employees that are teaching those students and any other employee accessing the network so what you could do there is take the total number of users in the entire district as your denominator your numerator would be the number of employees or users using the network the wireless network in the admin building and that would be your numerator and you would create a percentage and that percentage would then be the amount of the cost you would have to deduct usually it's going to be somewhere between 0 and five percent in that example another way to do it would be based on the number of access points so if you have 30 access points in the entire district including the nif or the admin building then you would take the number of those access points as the numera in the admin building is the numerator 30 being the total number of access points in the district you would calculate the percentage of the amount of the use of the controller if you will by the admin building and multiply the twelve hundred dollars by that percentage so i'm going to try to do minimize my cost allocation amount and i'm going to use the um student or the user formula so let's say i have to calc i have to deduct let's say uh five percent um of it so that would be i think sixty dollars might or might just be six dollars let me get my handy dandy calculator out you can tell i'm not an accountant so let's see i'm gonna get my handy dandy spreadsheet out and it is the sixty dollars i'm going to have a quantity of one i'm going to save and continue and again i'm going to simply say yeah both the primary and the high school are receiving the service i'm going to continue and i'm done if i have no more line items for that frn i'm going to save and continue and now i want to do an frnd for maintenance so with maintenance they ask for a lot less information which means this is one time where i would recommend you put a little bit more information in the narrative so it's not going to be a continuation from a prior year and my service type is maintenance and i'm going to continue and it's going to be contract service so i'm going to associate with one of my contracts that's already in my records and i've got a maintenance contract here so i'm maintenance service like mibs is 12 month service it's um it's considered a recurring service oh i put my wrong date and i'm going to put 6 30 20 22 so i'm going to have 12 months of service even if i'm paying it as a lump sum so here i'm going to say what type of maintenance it is and there's a couple different flavors of maintenance the most common that applicants use are is what i call manufacturer support service so this is going to be software updates security patches technical assistance on technical assistance online and phone support this maintenance is considered needed and you don't have to prove that you've used it in order to get your reimbursement in contrast if you contract with a vendor for like an hourly fee or a set monthly price for having them basically on retainer for maintaining your eligible equipment you're only allowed to get your reimbursement to the extent you can prove that you actually used the service so generally speaking it's harder to cross those hurdles to actually get your funding for time and what's called time and materials maintenance so i generally will guide you away from applying for maintenance and use your funding instead for either your equipment purchases internal connections or if you're contracting with a third party to do the installation and management of your wi-fi networks under the mibs or the managed internal broadband service so here is another challenge when you apply for maintenance oftentimes these software updates security patches technical assistance is going to be a five-year prepaid or three-year prepaid or seven-year prepaid purchase under the e-rate rules you can only get the annual costs paid each year so you would have to apply year after year to get your annual costs reimbursed by the e-rate program so let's say it is a five-year pre-paid service that costs one thousand dollars so it's two hundred dollars per year which is what you're claiming as the pre-discount cost so you can see already how much work you have to go through to get the eighty percent e-rate reimbursement off of that two hundred dollars not off of the one thousand dollars because you'd have to apply year after year for your annual costs of that prepaid service so here i'm going to add my line item and all it asks me here is what's the total quantity of the equipment being maintained it doesn't even ask what type of equipment so let's say it is for my access points and i'm going to use the number 30. i'm going to save and continue and because maintenance is considered a recurring service i'm going to take that 200 and divide by 12 and come up with my monthly cost so my monthly cost is going to be 16.66 per month i'm going to not claim any of the four years of costs that 800 that i can't claim this year uh so i'm going to claim 1666 and because of rounding it's going to end up being 9 199.92 as opposed to two hundred dollars here on the one time class i'm gonna claim zeros now if you were to claim this as a one-time cost of two hundred dollars and not as a monthly recurring cost it's possible that the pia reviewer would let it go through but we have been taught that maintenance is supposed to be a recurring service that you get from july 1 through june 30th of each year which is why i'm advising that you make it a monthly recurring cost it now asks if everybody's receiving the service so i'm going to say yes i'm going to continue and while i'm done except that i think i want to go back and give a little bit more information in the narrative for that frn i want to tell them of those 30 components what kind are they that are being maintained so if i want to do that i'm going to check the box next to the frn i'm going to say edit the frn that's going to me allow me to get back to that frn narrative page i'm going to have to go through and here i am so i'm going to say maintenance is being used for 30 access points so now they know that that prepaid service is for eligible equipment and it's not for say computers or servers you know some piece of equipment that's not eligible for era so now i am done so i'm going to instead of going back to the line item page i'm going to save this and i'm going to go back to the frn page and i now have my two frns done again i can look at my frn calculation page to make sure my numbers are correct my wireless project and then i'm going to go back and do my review 471 so i'm going to hit my refresh page and here's my draft that shows up after about what 20 seconds and i save it to my system i open it i review it if it all looks good and i'm the certifier i'm going to go back to the certification page so i'm going to go back i'm going to check the box and i can either continue to certification or i can send so i'm going to continue to certify i'm gonna put my thousand dollars in here as my non as my budget i'm gonna put my no questions in here that i'm not getting help to pay my non-discounted portion from a service provider that's listed on my application i'm going to click on my certification boxes and i'm done again if i wait probably 30 seconds and i click on this link that draft is probably going to show up not the draft the certified 471 pdf so i'm going to give it a couple more seconds then i gave it last time and let's see if it's shown up yet ah it showed up so now i've got my certified version of the form so i'm going to stop sharing my screen now and i'm going to stop the recording and i am going to