Instructional Materials Coordinators Association of Texas Summer Institute 2012 Rev 5/15/12 Susan Lenox Director of Distribution/Copy Services, Plano ISD 469-752-1585 susan.lenox@pisd.edu Dana Wiest Instructional Materials Coordinator/ Records Management Officer, Ector County ISD 432.456.8979 dana.wiest@ectorcountyisd.org 1
Topics of Discussion O Instructional Materials TEAM O TEA SE Accounts O IMA & TEKS Certification O EMAT Requisitions/Disbursements O Accounting O Purchasing O End of Year Preparation WHO IS ON YOUR TEAM? 2
IMA TEAM O Finance O Purchasing O Superintendent O Technology O District IM Coordinator O Instructional Staff O Curriculum Finance: IMA FUNDS Monitor IMA Funds into the District and Insure Funds are Allocated to the Correct Accounts May Need to Have Access as Sign-on or View Only for Budget Needs Create a Budget to Cover District Needs Regarding IMA Purchasing: Insure District Purchasing Procedures are Followed Regarding Acquisition, Disposal, and Storage Superintendent: Certifies the School District is Following TEA s Guidelines Regarding Use of IMA Funds and TEKS 3
IMA FUNDS Technology: What are the Districts Goals for Technology in the Classroom? What is Needed to Meet these Goals in Regards to IMA? What, if any, Personnel Positions may be Needed to Meet these Goals? District IM Coordinator: Has Access to IMA Funds for Requisitions and Disbursements Assist in Locating Instructional Material Track Instructional Material for Accountability IMA FUNDS Instructional Support: Input from the Campus Level Curriculum: Input from the Administrative Level as to the Needs at the Campus Level Write Curriculum to Meet the TEKS or STAAR Standards 4
EMAT Your IMA Footprint APPLICATION IN EMAT TEA Web Applications are Protected by the Texas Education Agency Secure Environment (TEA SE) TEA SE Requires You to Log on With an Authorized User Name and Password. 5
APPLICATION IN EMAT Each District May Have 4 Users in the EMAT System 2 Users Will Place Orders 2 Users Will be Read Only Gateway to Instructional Materials! TEA SE 6
EMAT USER ID Procedure Steps 1.On a computer with Internet access, use a Web browser to go to https:// seguin.tea.state.tx.us/appsng/um/ apply.aspx. EMAT USER ID The Online Form Requesting a Login ID and Application Access Can be Filled Out by the Person Who Needs Access to a Web Application. The E-mail Address Provided in the Request Will Receive a Notification When Each Portion of the Request is Complete. 7
EMAT USER ID When you Submit an Online Request for an EMAT user ID, it May Take Up to 10 Business Days for Processing Your Request. IMA & TEKS Certification Your IMA Footprint 8
IMA & TEKS Certification IMA & TEKS Certification Subject Area Certification O Click Each Box in the Subject Area Offered and the Check to Certify Column in the Subject Area Certification Section of the Screen 9
IMA & TEKS Certification Grade Level Certification O Check the Appropriate Grade Levels Taught at Your School District or Charter School in the Grade Level Certification Section of the Screen SAVE IMA & TEKS Certification Printing the IMA & TEKS Certification Form O Click on the View/Print IMA & TEKS Certification 2012-2013 link to print the form as a PDF document. O Be sure to allow pop-ups on your computer since the document will open in a new window. 10
IMA & TEKS Certification The District Superintendent, Along with the Local Board of Trustees are Required to Certify that the District has Instructional Materials that Cover all Elements of the Essential Knowledge and Skills of the Required Curriculum, Other than Physical Education, for Each Grade Level as Required in the Texas Education Code, Section 28.002. IMA & TEKS Certification The Instructional Materials Allotment & TEKS Certification Form Must be Presented to the Local Board of Trustees. The Superintendent, Board President, and Board Secretary Signatures are Required Before the Form Will be Accepted. 11
IMA & TEKS Certification When the Instructional Materials Allotment & TEKS Certification Paper Form is Received, TEA Staff Will Update EMAT to Reflect the Receipt. Once All Prerequisites are Complete, Districts Can Begin to Order and/or Request Disbursements in EMAT. Mail Form to: Texas Education Agency Instructional Materials and Educational Technology 1701 North Congress Avenue Austin, TX 78701 Or Fax Form to: 512-475-3612 Requisitions Your IMA Footprint 12
Requisitions Requisitions are the Old Way of Doing Business within EMAT. Districts can Order State Adopted Materials with IMA Funds. TEA Pays the Freight on Materials Ordered Through Requisitions. Requisition Ordering Subscription Renewals New Adoptions Continuing Adoptions Supplemental Orders 13
Subscription Renewals Subscription Renewals Click on the Create New Requisition link, shown next to the Allotment Subscription Renewals EMAT requisition type. 14
Subscription Renewals Ship Date defaults to the first available or preferred shipping date. To select another shipping date, click Select an Available Shipment Date. Subscription Renewals Click on the Subscription Requisition Enter the Student/Teacher Requisition Quantity 15
Subscription Renewals After entering a quantity, the Extended Amount will be calculated as Standard Price. Save Work Subscription Renewals Click on the Submit to TEA button to submit for processing. 16
New Adoptions New Adoptions Click on the Create New Requisition link, shown next to the Allotment New Adoptions EMAT requisition type. 17
New Adoptions The requisition screen has a tab for grades Pre-k through eighth and tabs for each subject area for high school when there is newly adopted material. New Adoptions Click on the Pre-Kindergarten tab. 18
New Adoptions Enter the Student/Teacher Quantity. Extended Amount will calculate. New Adoptions The Requisition Summary displays the Total TEA pays to Publishers and Districts. Save Work 19
New Adoptions Click on the Submit to TEA button to submit for processing. Continuing Adoptions 20
Continuing Adoptions Click Create New Requisition shown next to the Allotment Continuing Adoptions EMAT requisition type. Continuing Adoptions The requisition screen has a tab for grades Pre-k through eighth and tabs for each subject area for high school when there is newly adopted material. 21
Continuing Adoptions Click on the 1 st Grade tab. Multi List Code (MLC) will show only if previously ordered. Continuing Adoptions Click on magnifying glass if needing an additional line item to a MLC. Enter the Student/Teacher Quantity. Extended Amount will calculate. 22
Continuing Adoptions The Requisition Summary displays the Total TEA pays to Publishers and Districts. Save Work Continuing Adoptions Click on the Submit to TEA button to submit for processing. 23
Supplemental Orders Supplemental Requisition Click on Create New Requisition link, shown next to the Allotment Supplemental EMAT requisition type. 24
Supplemental Requisition The requisition screen has a tab for grades Pre-k through eighth and tabs for each subject area for high school when there is newly adopted material. Supplemental Requisition Click on the Kindergarten tab. 25
Supplemental Requisition Enter the Student/Teacher Quantity. Extended Amount will calculate. Supplemental Requisition Click on the Submit to TEA button to submit for processing. 26
LUNCH Disbursements Your IMA Footprint 27
Allotment Disbursements The Allotment Disbursement in EMAT Enables School Districts to Order Non-State Adopted Instructional Materials, Technology Equipment, and Technology Services from the Instructional Materials Allotment (IMA) Available in EMAT KEY POINTS O Allotment Disbursement Transactions are Validated Against the District s Remaining Allotment Balance Throughout the Year. O Allotment Disbursements are Controlled by TEA, who Activate/Deactivate the Allowable Disbursement Types and Categories. O TEA Approves the Allotment Disbursement Transactions. Payments are Made Directly to the Districts. 28
TYPES OF DISBURSEMENTS Instruction Materials Technological Equipment Technology Services TYPES OF DISBURSEMENTS O Instructional Material O Non-adopted Instructional Materials O Technology Equipment O Computers, ebook Readers, Mobile Devices, White Boards O Technology Services O Training for Staff Directly Related to Student Learning O Salary for Technical Support of Student Equipment 29
Instructional Materials Instructional Materials Disbursement From the District Start Page, click the Allotment Disbursement link. 30
Instructional Materials Disbursement The Allotment Disbursement Summary page is displayed. Click Next under the Transaction ID. Instructional Materials Disbursement Select Instructional Materials option from the drop down list and click OK button. 31
Instructional Materials Disbursement Select the appropriate Disbursement category. Disbursement Categories are: BLM - Bilingual Materials OSR - Open Source SHIP- Shipping Cost SUP - Supplemental Materials INFORMATION YOU WILL NEED Once you Click on the Disbursement Category, You will Need to Fill in the Following Information: Publisher Title ISBN# Language Subject Course Name Material Type Grade # of Students Copyright Media Format TEK % Quantity Unit Price 32
Instructional Materials Disbursement User can add additional Instructional Materials by clicking on the plus + sign to add another line. Instructional Materials Disbursement Select Save Work button. New transaction ID is generated, when the work is saved. Once the user entry is complete, certify the transaction by clicking Certify & Submit button. 33
Instructional Materials Disbursement Enter the phone number to certify the transaction and click OK button. Technological Equipment Disbursement 34
Technological Equipment Disbursement Select Technological Equipment option from the drop down list and click OK button. Technological Equipment Disbursement Select the appropriate Disbursement category by clicking the magnifying glass icon. Disbursement Categories are: CAL - Calculators DSK - Desktop EBK ebooks EQS Equipment Support LAB - Learning Lab LAP Laptop MBD Mobile Devices RSS Response System SHIP Shipping Cost SML Supplies & Materials TAB Tablet WBD Whiteboard WRK - Workstation 35
INFORMATION YOU WILL NEED Once you Click on the Disbursement Category You will Need to Fill in the Following Information: Product Description Grade # of Students Served # of Admins Served Primary Use Manufacturer Assistive Technology Quantity Unit Price Technological Equipment Disbursement User can add additional Technological Equipment by clicking on the plus + sign to add another line. 36
Technological Equipment Disbursement Select Save Work button. New transaction ID is generated, when the work is saved. Once the user entry is complete, certify the transaction by clicking Certify & Submit button. Technological Equipment Disbursement Enter the phone number to certify the transaction and click OK button. 37
Technology Services Disbursement Technology Services Disbursement From the District Start Page, click the Allotment Disbursement link. 38
Technology Services Disbursement The Allotment Disbursement Summary page is displayed. Click Next under the Transaction ID. Technology Services Disbursement Select Technology Services option from the dropdown list and click OK button. 39
Technology Services Disbursement Select the appropriate Disbursement category by clicking the magnifying glass icon. Disbursement Categories are: CTS - Contracted Services PDV - Professional Development SAL- Salary INFORMATION YOU WILL NEED Once you Click on the Disbursement Category You Will Need to Fill in the Following Information: Service Description Service Audience Quantity Unit Price 40
Technology Services Disbursement Once the user entry is complete, certify the transaction by clicking Certify & Submit button. Once the user entry is complete, certify the transaction by clicking Certify & Submit button. Technology Services Disbursement Enter the phone number to certify the transaction and click OK button. 41
Reports Your IMA Footprint Reports O Once a Request or Disbursement has Been Submitted to TEA, Generate a Report in the EMAT System. O Reports can be Sent Electronically to Any Department Needing Such Information. Department who Placed the Order (Disbursement) Finance Warehouse Purchasing 42
Reports From the District Start Page, double-click the Allotment graph bar in the left center of the page. Reports The Allotment Summary Page displays. This page shows a summary of all transactions both pending and complete that affected a district's allotment balance. 43
Reports Click on Allotment Report to get more detail. Allotment Report PLANO ISD District / Charter: 043910 School Year : 2011-2012 Transaction Type Date Transaction ID Description Amount Allotment 08/03/2011 0000019929 School Year2012Allotment $5,834,699.00 Prior Year Balance 08/03/2011 Credit_Bal Credit Balance $1,229.84 Total Allotment $5,835,928.84 Allotment Disbursement 09/01/2011 D000021082 Instructional Materials ($2,441.88) Allotment Disbursement 09/02/2011 D000021234 Instructional Materials ($23,983.20) Allotment Disbursement 12/15/2011 D000023248 Instructional Materials ($589.85) Allotment Disbursement 02/02/2012 D000023939 Instructional Materials ($73,947.18) Allotment Disbursement 03/13/2012 D000024527 Instructional Materials ($2,238.80) Allotment Disbursement 03/13/2012 D000024528 Instructional Materials ($223.88) Allotment Disbursement 03/13/2012 D000024529 Instructional Materials ($8,800.00) Allotment Disbursement 03/13/2012 D000024530 Technological Equipment ($19,250.00) Allotment Disbursement 03/20/2012 D000024542 Instructional Materials ($12,120.00) Allotment Disbursement 03/21/2012 D000024568 Instructional Materials ($274,526.00) Allotment Disbursement 03/21/2012 D000024571 Instructional Materials ($26,032.50) Allotment Disbursement 03/21/2012 D000024570 Instructional Materials ($8,410.50) Allotment Disbursement 03/21/2012 D000024569 Instructional Materials ($101,547.25) Total Allotment Disbursements ($554,111.04) 44
Allotment Report PLANO ISD Allotment Requisition 08/18/2011 0000079487 Allotment - Continuing Adoptions - EMAT ($448,682.78) Allotment Requisition 08/26/2011 0000080999 Allotment - Supplemental EMAT ($1,962,296.37) Allotment Requisition 08/26/2011 0000081788 Allotment - Supplemental - EMAT ($76,648.16) Allotment Requisition 09/02/2011 0000082667 Allotment - Supplemental - EMAT ($12,185.28) Allotment Requisition 09/12/2011 0000084063 Allotment - Supplemental EMAT ($18,882.50) Allotment Requisition 12/02/2011 0000090098 Allotment - Supplemental - EMAT ($45,412.92) Allotment Requisition 12/14/2011 0000090439 Allotment - Supplemental - EMAT ($3,740.50) Allotment Requisition 12/15/2011 0000090466 Allotment - Supplemental - EMAT ($15,458.00) Total Allotment Requisitions ($2,583,306.51) Remaining Allotment $2,698,511.29 Purchasing Your IMA Footprint 45
PURCHASING Read and Learn Your District s Board Policies on Purchasing. If You do not Know How to Access Your District s Board Policies Contact Your Purchasing Department for Information. PURCHASING O IMA Purchases Valued at $50,000 for a 12-Month Period Must be Made Using One of the Purchasing Methods. Competitive Bids RFP-Request for Proposals Competitive Sealed Proposals Inter-Local Contracts Catalog Purchases Reverse Auctions Quote 46
PURCHASING UNLESS Sole Source Exception Applies, Meaning the Item is Available From Only One Vendor. New Editions of State-Adopted IMs Would be Covered by Sole Source Exception. PURCHASING Competitive Bid - 44.031(a)(1) O Must be Advertised O Must be Sealed O Opened at Deadline Date and Time O No Changes or Negotiations Allowed O Is Prohibited for Certain Types of Professional Services Including Architecture, engineering, Land Surveying, Attorney, Fiscal Agent, Real Estate Appraising GC2254.003(a)/TEC 44.031(f) 47
PURCHASING Competitive Sealed Proposal 44.031(a)(2) O Must be Advertised O Must be Sealed O Monetary Amount Not Disclosed at Opening O Negotiation is Possible O Specifications are Typically More Results Oriented Works Well for Services O Evaluation Criteria and Weights of the Criteria must be Included in Proposals for Construction TEC 44.035(b) PURCHASING Request for Proposal 44.031(a)(3) O Must be Advertised O Negotiation is Possible O May Open When Submitted; Do Not Have to Wait Until Deadline Date and Time O May NOT be Used for Construction Contracts 48
PURCHASING Interlocal Contracts 44.031 (a)(5) O Per GC 791 Interlocal Contracts Must be Authorized by Governing Board of Each Party to the Contract, Must State the Purpose, Terms, Rights and Duties of the Parties, Must Specify that Each Party Must Make Payments from Current Revenues O Watch Spending Thresholds for Purchases Requiring Board Approval PURCHASING Sole Source Purchase O Must Meet Established Criteria for Sole Source Purchase TEC 44.031 (j)(1) O Does Not Apply to Mainframe Data Processing Equipment and Peripheral Attachments with a Single Item Purchase Price in Excess of $15,000 TEC 44.031(k) 49
PURCHASING Quote O Refer to Board Policy (Each District May Vary) O Best Practice $0-$5,000-Request at Least Two Written Quotes $5,000-$49,999-at Least Three Written Quotes These Numbers are Not Written in Stone. Collect Quotes Sufficient to Prove that You Have Done Your Due Diligence Accounting Your IMA Footprint 50
IMA PAYMENTS Each District is Responsible to Order Materials Directly from the Publisher or Vendor Specified on the Allotment Disbursement Request. IMA PAYMENTS District s Must Receive a Quote or Bid or Verify Sole Source Materials Before Submitting a Disbursement in EMAT. 51
IMA PAYMENTS If There is Excess Disbursement Money, a District Must Account for the Overage. Having a Correct Quote or Bid Will Eliminate Any Excess Dollars. REVENUE & EXPENDITURES O Beginning with the 2011-12 Fiscal Year Fund Code 410 State Instructional Materials Fund (formerly State Textbook Fund) Revenue Object Code 5829 State Program Revenues Distributed by TEA Expenditure Object Codes 6321 Instructional Materials (formerly Textbooks) 6329 Reading Materials 6639 Furniture, Equipment, and Software 6669 Library Books and Media 52
O Org REVENUE & EXPENDITURES PISD District Defined 922 District Managed Accounts 865 Curriculum Managed Accounts O Sub-objects 003 Instructional Materials Allotment 665 Lost State Materials 765 Lost District Materials 922 Disposal of Old Materials REVENUE & EXPENDITURES O Fund 410 is Used to Record the Revenue and Expenses Related to the IMA Fund. Revenue 410.00.5829.003.000.2.00.000 - State Revenue Account Recognize and Record the IMA Revenue for the Year. Expenses 410.11.6321.003.865.2.11.000 - Pay Disbursement P.O. s 410.11.6321.003.922.2.11.000 - Expense Books from Requisition Orders District Defined 53
REVENUE & EXPENDITURES Local Revenue 410.00.5749.665.000.2.00.000 Lost State Textbook Local Expenses 410.11.6321.665.922.2.11.000 Textbook Replacement District Defined End of Year Preparation May Packet 54
End of Year Preparation May Packet O Audit Schedule O Copy of Campus Inventories O Copy of Inventory Procedure O Copy of Surplus Pull Back From Campuses O Copy of Out of Adoption Materials O Copy of Out of Adoption Procedure O Copy of Retained Out of Adoption Direction from Curriculum Dept End of Year Preparation May Packet The Following Campuses Will Have an Audit or a Surplus Pull Back Conducted by the Instructional Materials (IM) Warehouse. Each Campus Must Complete their IM Inventory Before the IM Team Arrives. Please Follow the Inventory Procedures when Preparing for the Campus Audit. The IM Staff will do Everything they Can to Find Materials but will Mark Materials Not Found as Shortages. To Avoid Shortages, Please Remove Materials from any Locked Storage Area or Unlock the Cabinets until the Audit is Complete. Locks Might be Cut off of Cabinets at the Expense of the Campus. 55
End of Year Preparation May Packet Audit Schedule is Listed by Campus, by Date. Each Campus Knows 6 Weeks in Advance if Their Campus was Chosen for an Audit. End of Year Preparation May Packet Date Audit Surplus Pull Back June 9 th Robinson MS - morning Jasper HS - afternoon June 10 th Plano East Sr. High all day Murphy MS - afternoon June 11 th Plano West Sr. High - morning June 11 th Renner MS - afternoon June 12 th Wells Elem - morning Vines HS - afternoon June 12 th Haggard MS - morning Plano Sr. High-afternoon June 15 th Thomas Elem - morning Clark HS - morning June 15 th Rasor Elem - morning Williams HS - afternoon June 16 th Hunt Elem -morning Carpenter MS - afternoon June 16 th Schimelpfenig MS - afternoon June 17 th Jackson Elem -morning Shepton HS - afternoon June 18 th Andrews Elem - morning Rice MS - afternoon June 18 th Hendrick MS afternoon June 22 nd Barksdale - morning Frankford afternoon June 22 nd Brinker - morning 56
End of Year Preparation May Packet Information is Given Out to Those Campuses Splitting into a New Campus O Which Campuses are Loosing Students How Many Student Books will be Moved? O Which Campuses are Loosing Teachers How Many Teaching Materials will be Moved to the New Campus? End of Year Preparation May Packet O What Courses will no Longer be Taught in the School District. Instructional Materials Associated with these Courses Need to be Picked Up. O What New Campuses May be Created. 57
End of Year Preparation May Packet To organize the Pick Up of O/A and Surplus Materials use Different Color Paper for Labeling. O/A Materials are Labeled with Pink Paper Surplus Materials are Labeled with Green Paper End of Year Preparation May Packet Criteria for an Audit O New Principal O New IM Campus Coordinator O More than a Certain Amount Lost the Year Before O Any Issues the Year Before O At Least Every 3 Years a Campus is Audited O Renovations 58
Out of Adoptions (OAs) Out of Adoption Materials Belong to the District. Districts Must Follow Legal and Local Board Policy when Disposing of District Materials. (CMD & CI) Out of Adoptions (OAs) O Options for Disposal O May Sell O Use in Future Years O Recycle O Auction 59
Absolutes O Must have Direct Support from Upper Administration O Must Partner with Curriculum, Technology, Purchasing, and Finance O Must Know Your District s Instructional Materials Allotment O Inventory Control is Important O Accountability and Paper Trails are Crucial O Must have Policies and Procedures in Place (Legal & Local) O Principals are Ultimately Responsible for Instructional Materials on Campuses O Must have Access to Enrollment Numbers O Materials are Not Free HAPPY SUMMER! 60