STRATEGIC PLAN
Common Core 2013-14
Math Logistics Deep Dive
June 6, 2013
Logistics Deep Dive: Math
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Logistics Deep Dive: Math
•Overview
•Staffing and Operations
•Materials & Timeline
•What to do if…
•Invoicing & Other Logistical Details
•Next Steps/Final Prep!
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So when you say ‘massive training’….
8 Days of Training…
282 Math Coaches…
93 Training Sessions…
26 Different Training Sites…
298 Classrooms…
12,076 Registered Participants…
80,220 Interlocking 1-cm Cubes…
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How Does It Work? - Staffing
•Key players on-site:
– Venue Contact
– Site Lead (TDOE/CCLC)
– Coach Leads (Core Coach)
•Off-Site Support:
– UTK Action Team
– Divisional Coordinator (TDOE)
– TDOE Home Office
– TNCore Support (TNCore.Questions@tn.gov & TNCore.Trainings@tn.gov)
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How Does It Work? - Operations
•Materials/Venue
– Shipped to each site the week prior
– Picked-up following Monday or replenished where applicable
– Site Info Sheets
•Registration/Check-In
– Select sites still open; all registration closes one week prior to training session
– Rosters/numbers e-mailed to coaches; mailed to sites
– IMPORTANT: NO ON-SITE REGISTRATION/CHANGES
•Staffing
– People lists distributed week prior to training
– Lodging/meals available to those traveling 50+ miles
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Materials
•TNCore Grab-n-Go™*
– All boxes labeled, ready to go.
– Review included check-list to ensure all needed materials are there
•Grade-level presents every week!
– Standard Kit – Markers, chart paper, etc.
– Additional Manipulatives/Materials – Counting blocks, etc.
– Participant Books and Slide Packets
•Registration/Check-In
– Standard Set of Supplies
– Signage for parking, registration, and grade level rooms
– Agendas
*(not really ™)
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Materials
•Just in case…
– I’m missing a box of books!
– None of my markers work!
– My sign-in sheets were eaten by the classroom iguana!
•For issues with supplies/materials:
– Notify your Coach Leads
– Coach Leads will notify the UTK Action team
– Content questions/issues: E-mail tncore.questions@tn.gov
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What To Bring…
•Laptop computer
•Videos Pre-Downloaded
•Speakers (not required, but highly encouraged)
•Candy/Goodies for Participants
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Registration
•Tuesday – High School Session
•Tuesday/Thursday – K-8 Sessions
•No On-Site Registration/Changes
– Substitutions allowed for same grade level
•Sign-in at Registration for AM Day 1, in rooms for all others
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Timeline
•Monday: All grade levels set-up
•Tuesday: Registration/Day 1 for HS and K-8 Class A
•Thursday: Registration/Day 1 for K-8 Class B
•Friday: Tear-down & pack-up/storage
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Monday Setup
•9:30a: Site Leads and Coach Leads Arrive
•10:00a: Setup Call Time
•10:00a-3:00p: Site, registration, room setup
•3:00-3:30p: Final Huddle
Random thought: This would be an excellent time to wear a fun shirt.
If only we had neat TNCore shirts or something…
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Tuesday - Day 1
•6:30a: Call Time
•7:00a: Registration Opens
•8:00a: Sessions Begin
•11:00a-12:15p: Lunch!
•2:30p: Afternoon Sign-in Sheets Collected
•4:05p: Debrief w/ Coach and Site Leads
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Wednesday - Day 2
•7:30a: Call Time
•8:00a: Sessions Begin
•10:00a: Morning Sign-in Sheets Collected
•11:00/11:15a-12:15/12:30p: Lunch!
•2:30p: Afternoon Sign-in Sheets Collected
•4:05p: Debrief w/ Coach and Site Leads
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Thursday - Day 3
• 6:30a: Call Time K-8
• 7:30a: Call Time HS
• 7:00a: Registration Opens (K-8)
• 8:00a: Sessions Begin
• 10:00a: Morning Sign-in Sheets Collected
• 11:00a-12:15p: Lunch!
• 2:30p: Afternoon Sign-in Sheets Collected
• 4:05p: Debrief w/ Coach and Site Leads
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Friday - Day 4
•7:30a: Call Time
•8:00a: Sessions Begin
•11:00/11:15a-12:15/12:30p: Lunch!
•2:30p: Afternoon Sign-in Sheets Collected
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Friday Wrap-Up
•4:15p: Final venue clean-up
– Ensure all rooms/spaces are returned to proper order
– Double check everything is packed or properly disposed
– Collect supplies for packing/storage
– FedEx shipment prep
•5:00p: Departure
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What To Do If…
•You have a medical/family emergency
– Contact TDOE immediately
•On-Site Medical/Safety emergency
– If life threatening, call 911.
– Contact Site Lead/Coach Lead, who will notify TDOE Home Office
•Issue in your room/at your site
– Contact your Site Lead/Coach Lead, who will notify the Divisional Coordinator, UTK
Action team, or venue contact
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What To Do If…
•Someone is not registered
– Substitution is allowed either with written communication from the TNCore Team or by
producing the confirmation sheet from the originally registered person.
– Otherwise, refer them to the Site Lead
•A member of the media/press arrives on site
– Direct them to the Site Lead
•Non-Participants
– Direct them to the Site Lead
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July Invoicing
•Standard Claim Example:
Service Description
Full day training facilitation (2 weeks)
Additional tasks (Prep Week)
Prep/Follow-work
Qty
10
5
1
Amount
(per compensable increment)
$250.00/ per day
$250.00/ per day
$250.00/upon completion
•Total: $4,000 + travel
•Submission window: July 1-5; processing completed by July 12.
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Submitting Invoices
•UPDATED FORM!
•Two ways to submit:
– E-mail: payments@tncore.org
– Fax: 615-532-6279
•Confirmation within 2 business days of receipt.
•E-mail notification of changes/corrections.
•Confirmation once processed successfully.
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Errors & Delays
•If error(s), we will notify you:
– Corrections we make & submit (no action needed)
– Errors/missing items we cannot fix (correct & resubmit)
•Common errors:
– Not signed
– Receipts not attached (lodging, parking over $8, etc.)
– Missing travel worksheet, if claimed
– Different address
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Assignments & Traveling
•Assignments
– Final assignments coming from Hada
– Any questions/concerns, please email Hada.Flores@tn.gov
– Changes to hotel request: TNCore.Trainings@tn.gov
•Mileage
– Everyone gets mileage!
– Point-to-point v. City-to-City
•Lodging:
– 50+ miles
– Update on Direct Bill availability
– Letter of Verification
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Next steps…
•Today:
– Materials example station
– Logistics Q&A station
– Invoicing station
•Next Week:
– Final Assignments, site information, people lists
– Lodging (if applicable)
– Final prep
•June 17
– GO TIME!!! Rock out and do an AWESOME job!
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Next steps…
THANK YOU!!!
TNCore.Trainings@tn.gov
Hada.Flores@tn.gov
Trent.Weaver@tn.gov
Tiffany.McDole@tn.gov
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