From lillie.gray at state.or.us Wed Jun 5 09:32:46 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Wed, 5 Jun 2013 16:32:46 +0000 Subject: [Busmgrs] Notice of closing dates for claims Message-ID: <01DA26882507CC49B771C7CE8082F4881173D83C@BL2PRD0410MB386.namprd04.prod.outlook.com> Attention Business Managers The Oregon Department of Education wants to alert you to dates which may have a fiscal impact on your entity. SEFA: All draws for claims through June 30th must be submitted in EGMS by close of business on July 26th to be included in ODE's 2013 Schedule of Expenditures of Federal Awards (SEFA). Your external auditor uses ODE's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. CONTRACT PAYMENTS: All invoices for contract payments for activities through June 30th must also be received by July 26th for posting to this report. Claims for June expenditures requested after July 26th will not be paid in the current fiscal year. This could result in a delay in your June payments. EGMS: EGMS system will be offline and unavailable to your entity from July 27th through August 4th to facilitate ODE rolling sub grants into the 2013-2015 Biennium. This period allows the roll and verification to be completed efficiently. ODE is committed to timely, accurate, efficient and reliable service to enable your entity to serve the students of Oregon. We hope by giving notice of these dates this will enable you to plan your work to correspond with these dates. Should you have any questions or need additional information please feel free to contact me. Respectfully, Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Jun 5 10:01:25 2013 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 5 Jun 2013 17:01:25 +0000 Subject: [Busmgrs] A message from Steve W. Smith Message-ID: Hi everyone, As some of you are already aware, I will be leaving my position at the Oregon Department of Education (ODE). My last work day will be Friday, June 28. I have accepted the position of Co-Associate Director at the Center for Technical Assistance and Excellence in Special Education (TAESE) at Utah State University. I begin my new duties on August 1. I just wanted to take the opportunity to express my appreciation for the opportunity to work with so many of you during my seven years at ODE. I will miss our interactions and wish you all the best. In the meantime, if any of you want to stay in touch, you can contact me at my personal e-mail address (dostoyevsky1 at juno.com). Sincerely, Steve W Smith | Director of Operations ______________________________________________________________________________________________________________________________________________ Office of Student Learning & Partnerships ? Oregon Department of Education 255 Capitol Street ? Salem, Oregon 97310 Phone: 503-947-5711 ? Fax: 503-378-5156 ? Email: steve.w.smith at state.or.us Special Education Data, Fiscal, Legal, & Information The Oregon Department of Education is an equal opportunity agency and employer. Messages to and from this e-mail address may be made available to the public under Oregon law. P Please consider the environment before printing this e-mail. -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Tue Jun 11 11:54:32 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Tue, 11 Jun 2013 18:54:32 +0000 Subject: [Busmgrs] ODE system outage Incident June 7th through June 10th Message-ID: <01DA26882507CC49B771C7CE8082F48811741225@BL2PRD0410MB386.namprd04.prod.outlook.com> To all Business Mangers, ODE experienced an unplanned system outage that began mid-afternoon on Friday, June 7th and did not stabilized until this morning, June 11th. Outage affected ODE applications on the district web site. Almost all services have now been restored. However, we did suffer data loss during the outage. Data submitted to the following systems after 4 A.M. on Friday, June 7 until June 10 was lost and will need to be resubmitted: ? EGMS data submitted through the EGMS web interface ? ARRA 1512 Reporting The Secure File Transfer (SFTP) application is still offline and is in the process of being restored. It is expected to be back on line by Tuesday, June 11th. Please check you data entry for Friday and Monday to make sure it is was not lost. We apologize for the inconvenience this outage has caused your entity. If you have any questions or concerns please feel to contact my office. Thank you for your understanding and the work you do to support the students of Oregon. Respectfully, Lillie Gray, CPPB, OPBC Director of Procurement Services | Office of Finance and Administration | Oregon Department of Education ? 503.947.5647 | 7 503.378.8713 | * lillie.gray at state.or.us | www.ode.state.or.us "Oregon Department of Education fostering excellence for every learner." Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Jun 12 16:13:29 2013 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 12 Jun 2013 23:13:29 +0000 Subject: [Busmgrs] Barbara Cruickshank Message-ID: Good afternoon, everyone - It is again with heavy heart that I must inform you Barbara Cruickshank passed away Tuesday, June 11, 2013, after battling pancreatic cancer for almost a year. She was at home with her family at the time of her death. Barbara was a devoted wife, a loving mother, an adoring grandmother, a friend to everyone she met, and she will be missed by everyone who knew her. The family would like to thank all those that contributed their time, leave, meals, support and made sure the family's needs were taken care of during Barb's illness. Also, thank you to everyone that called, visited, sent flowers, sent messages, or a card. She took comfort in knowing she had touched so many people in so many ways. With that, further details will be announced once funeral arrangements have been made. Thank you, Mike Michael Wiltfong | Director of School Finance Unit ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: From Wes.Rogers at orecity.k12.or.us Wed Jun 12 16:32:33 2013 From: Wes.Rogers at orecity.k12.or.us (Wes Rogers) Date: Wed, 12 Jun 2013 23:32:33 +0000 Subject: [Busmgrs] Barbara Cruickshank In-Reply-To: References: Message-ID: <46B11B9F0A1D2F428B459BDFEEBF12570116FFF13C@EXCH-MB-01.orecity.k12.or.us> Ahh Mike. My heart is heavy at her passing. Hang in there. ..wes From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of WILTFONG Michael Sent: Wednesday, June 12, 2013 4:13 PM To: 'Busmgrs at listsmart.osl.state.or.us' (Busmgrs at listsmart.osl.state.or.us) Subject: [Busmgrs] Barbara Cruickshank Good afternoon, everyone - It is again with heavy heart that I must inform you Barbara Cruickshank passed away Tuesday, June 11, 2013, after battling pancreatic cancer for almost a year. She was at home with her family at the time of her death. Barbara was a devoted wife, a loving mother, an adoring grandmother, a friend to everyone she met, and she will be missed by everyone who knew her. The family would like to thank all those that contributed their time, leave, meals, support and made sure the family's needs were taken care of during Barb's illness. Also, thank you to everyone that called, visited, sent flowers, sent messages, or a card. She took comfort in knowing she had touched so many people in so many ways. With that, further details will be announced once funeral arrangements have been made. Thank you, Mike Michael Wiltfong | Director of School Finance Unit ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: From sely at grantspass.k12.or.us Wed Jun 12 16:46:41 2013 From: sely at grantspass.k12.or.us (Sherry Ely) Date: Wed, 12 Jun 2013 23:46:41 +0000 Subject: [Busmgrs] Barbara Cruickshank In-Reply-To: References: Message-ID: <68c9e6c1955a415d9c8351c26a9a66c2@BN1PR06MB167.namprd06.prod.outlook.com> Thank you so much for letting us know Mike. She will be missed by so many - our thoughts and prayers go out to all of you at ODE as well as her family. Sherry From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of WILTFONG Michael Sent: Wednesday, June 12, 2013 4:13 PM To: 'Busmgrs at listsmart.osl.state.or.us' (Busmgrs at listsmart.osl.state.or.us) Subject: [Busmgrs] Barbara Cruickshank Good afternoon, everyone - It is again with heavy heart that I must inform you Barbara Cruickshank passed away Tuesday, June 11, 2013, after battling pancreatic cancer for almost a year. She was at home with her family at the time of her death. Barbara was a devoted wife, a loving mother, an adoring grandmother, a friend to everyone she met, and she will be missed by everyone who knew her. The family would like to thank all those that contributed their time, leave, meals, support and made sure the family's needs were taken care of during Barb's illness. Also, thank you to everyone that called, visited, sent flowers, sent messages, or a card. She took comfort in knowing she had touched so many people in so many ways. With that, further details will be announced once funeral arrangements have been made. Thank you, Mike Michael Wiltfong | Director of School Finance Unit ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: From DODD_SUSAN at salkeiz.k12.or.us Wed Jun 12 16:54:55 2013 From: DODD_SUSAN at salkeiz.k12.or.us (Susan Dodd) Date: Wed, 12 Jun 2013 23:54:55 +0000 Subject: [Busmgrs] Barbara Cruickshank In-Reply-To: <68c9e6c1955a415d9c8351c26a9a66c2@BN1PR06MB167.namprd06.prod.outlook.com> References: <68c9e6c1955a415d9c8351c26a9a66c2@BN1PR06MB167.namprd06.prod.outlook.com> Message-ID: <082DE71140ED9147B1BED22183D0E50B614952A2@DTCEMX07.athena.root> Mike - I'm so sorry! She will definitely very much be missed. It's going to be so hard to get used to not seeing her at many of our meetings!!! -Susan Susan Dodd, CPA Salem Keizer Public Schools Director of Financial Services 2450 Lancaster Dr NE PO Box 12024 Salem, OR 97309 dodd_susan at salkeiz.k12.or.us 503-399-3015 503-399-3407 (fax) From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of Sherry Ely Sent: Wednesday, June 12, 2013 4:47 PM To: WILTFONG Michael; 'Busmgrs at listsmart.osl.state.or.us' (Busmgrs at listsmart.osl.state.or.us) Subject: Re: [Busmgrs] Barbara Cruickshank Thank you so much for letting us know Mike. She will be missed by so many - our thoughts and prayers go out to all of you at ODE as well as her family. Sherry From: busmgrs-bounces at listsmart.osl.state.or.us [mailto:busmgrs-bounces at listsmart.osl.state.or.us] On Behalf Of WILTFONG Michael Sent: Wednesday, June 12, 2013 4:13 PM To: 'Busmgrs at listsmart.osl.state.or.us' (Busmgrs at listsmart.osl.state.or.us) Subject: [Busmgrs] Barbara Cruickshank Good afternoon, everyone - It is again with heavy heart that I must inform you Barbara Cruickshank passed away Tuesday, June 11, 2013, after battling pancreatic cancer for almost a year. She was at home with her family at the time of her death. Barbara was a devoted wife, a loving mother, an adoring grandmother, a friend to everyone she met, and she will be missed by everyone who knew her. The family would like to thank all those that contributed their time, leave, meals, support and made sure the family's needs were taken care of during Barb's illness. Also, thank you to everyone that called, visited, sent flowers, sent messages, or a card. She took comfort in knowing she had touched so many people in so many ways. With that, further details will be announced once funeral arrangements have been made. Thank you, Mike Michael Wiltfong | Director of School Finance Unit ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Thu Jun 13 17:30:26 2013 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Fri, 14 Jun 2013 00:30:26 +0000 Subject: [Busmgrs] Barb Cruickshank Funeral Message-ID: Good afternoon, everyone - We received word from Barb Cruickshank's family letting us know that services will be held at 2:00 PM on Monday, June 17, at First Baptist Church, 125 SE Cowls in McMinnville. Thank you to everyone who sent the kind responses for Barb, I really appreciate your messages. Take care, Mike Michael Wiltfong | Director of School Finance Unit ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Tue Jun 18 15:01:03 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Tue, 18 Jun 2013 22:01:03 +0000 Subject: [Busmgrs] Reminder of important dates for claims Message-ID: <01DA26882507CC49B771C7CE8082F48811765042@BL2PRD0410MB386.namprd04.prod.outlook.com> Attention Business Managers The Oregon Department of Education wants to alert you to dates which may have a fiscal impact on your entity. SEFA: All draws for claims through June 30th must be submitted in EGMS by close of business on July 26th to be included in ODE's 2013 Schedule of Expenditures of Federal Awards (SEFA). Your external auditor uses ODE's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. CONTRACT PAYMENTS: All invoices for contract payments for activities through June 30th must also be received by July 26th for posting to this report. Claims for June expenditures requested after July 26th will not be paid in the current fiscal year. This could result in a delay in your June payments. EGMS: EGMS system will be offline and unavailable to your entity from July 27th through August 4th to facilitate ODE rolling sub grants into the 2013-2015 Biennium. This period allows the roll and verification to be completed efficiently. ODE is committed to timely, accurate, efficient and reliable service to enable your entity to serve the students of Oregon. We hope by giving notice of these dates this will enable you to plan your work to correspond with these dates. Should you have any questions or need additional information please feel free to contact me. Respectfully, Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us "Oregon Department of Education fostering excellence for every learner." Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Wed Jun 19 13:34:45 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Wed, 19 Jun 2013 20:34:45 +0000 Subject: [Busmgrs] Kindergarten Assessment Project: ELC, ODE ARRA Grant Distribution Message-ID: <01DA26882507CC49B771C7CE8082F4881176BC91@SN2PRD0410MB395.namprd04.prod.outlook.com> The Early Learning Council was able to secure additional funding within the grant, which increased the amount for each district from $1,000 to $1,500. Lillie Gray, CPPB, OPBC Director of Procurement Services | Office of Finance and Administration | Oregon Department of Education ? 503.947.5647 | 7 503.378.8713 | * lillie.gray at state.or.us | www.ode.state.or.us "Oregon Department of Education fostering excellence for every learner." Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: ELC_ODE_KA_ARRA_Grant.pdf Type: application/octet-stream Size: 278855 bytes Desc: ELC_ODE_KA_ARRA_Grant.pdf URL: From lillie.gray at state.or.us Fri Jun 21 08:16:13 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Fri, 21 Jun 2013 15:16:13 +0000 Subject: [Busmgrs] Kindergarten Assessment Project: ELC, ODE ARRA Grant Distribution Update Message-ID: <01DA26882507CC49B771C7CE8082F4881176FDDB@SN2PRD0410MB395.namprd04.prod.outlook.com> Good morning, Yesterday, you received a letter with information regarding the distribution of ARRA funds for Kindergarten Assessment planning work. We have received some questions and want to provide some additional clarification regarding these funds. These are American Recovery and Reinvestment Act (ARRA) funds, which were allocated to the Early Learning Council. In partnership with the Oregon Department of Education (ODE), distribution to districts will be made via the ODE's Electronic Grants Management System (EGMS). These funds are to reimburse the districts for Kindergarten Assessment expenses incurred by June 28, 2013. Your sub-grant will be made available in EGMS on Monday and district financial staff which are familiar with the EGMS process have been included on the distribution list. You may submit your claim beginning Monday; however, ODE will not start processing claims until July 1. We are fully aware you have already incurred some expenses relating to the Kindergarten Assessment. These expenses may include but are not limited to: staff reviews, resource allocation/preparation tasks, meetings with District Test Coordinators, and data collections preparation tasks. These are some of the types of expenses for which your district can be reimbursed. Again, these funds are for Kindergarten Assessment related expenses incurred by June 28, 2013. Thank you for your participation and interest in the Kindergarten Assessment project. If you need additional information concerning the Kindergarten Assessment Project, please visit the links below: Early Learning Council: http://oregonearlylearning.com/kindergarten-assessment/ ODE KA Resource page: http://www.ode.state.or.us/SEARCH/PAGE/?ID=3908 Sincerely, Your Kindergarten Assessment Team This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Tue Jun 25 15:12:58 2013 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 25 Jun 2013 22:12:58 +0000 Subject: [Busmgrs] Kindergarten Assessment Funds: Deadline Extension In-Reply-To: References: Message-ID: Good afternoon: We wanted to provide some updated information regarding the Kindergarten Assessment funds announced last week. In our previous communications, we had noted that these funds were to be used for expenditures through June 28. We have been able to extend the deadline, and the ARRA Kindergarten Assessment funds will now be available to reimburse districts for $1500 of Kindergarten Assessment related expenses through August 30, 2013. This will provide your district with additional time to determine related Kindergarten Assessment Project expenditures and to process your claim. We have also received some questions regarding ARRA reporting requirements and will be providing additional details and clarification by the end of the week. As mentioned earlier, the types of expenditures include but are not limited to: training, testing supplies such as stopwatches, printing, data collections, database updates, staff reviews, resource allocation/preparation tasks, meetings with District Test Coordinators, data collections preparation tasks, or other related Kindergarten Assessment expenses. Thank you for your patience and our apologies for any confusion around these requirements. It is our hope this extension will make use of and claims for these funds much easier. Sincerely, Your Kindergarten Assessment Team -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Thu Jun 27 13:16:26 2013 From: lillie.gray at state.or.us (GRAY Lillie) Date: Thu, 27 Jun 2013 20:16:26 +0000 Subject: [Busmgrs] =?windows-1252?q?Kindergarten_Assessment_ARRA_Funds_=96?= =?windows-1252?q?_Final_Details?= Message-ID: <01DA26882507CC49B771C7CE8082F48811774588@SN2PRD0410MB395.namprd04.prod.outlook.com> To: Business Managers Re: Kindergarten Assessment ARRA Funds ? Final Details The recently announced $1,500 Kindergarten Assessment ARRA grants raised questions from a number of districts. The purpose of this message is address these questions. Q: Will there be reporting requirements for the use of these funds? A: Yes, but given the small amount of these grants, ODE will report on behalf of districts. It is not necessary for districts to submit itemized spending reports to ODE on the use of these funds. However, be sure to maintain local records of how these funds were spent for audit purposes. Q: Does using these funds to reimburse for past expenditures introduce supplanting issues? A: Since the Kindergarten Assessment is new statewide work that districts have not previously been engaged in, ODE does not believe supplanting is an issue in this case. Districts can use these funds to reimburse for work already completed this spring or for upcoming work that will be completed in July or August. However, if your district still has concerns over supplanting, you can certainly elect to spend the funds on new work to be completed later this summer. As a reminder, these funds can now be used to reimburse districts for expenditures through August 30. Q: What is the deadline for districts to make a claim for reimbursement? A: Districts must make their claim for reimbursement no later than September 20, 2013 for expenditures incurred through August 30, 2013. Q: What can these funds be spent on? A: Examples of reimbursable expenses include but are not limited to: staff training, staff meeting time, purchasing testing supplies such as stopwatches, printing, resource allocation/preparation tasks, and data collections preparations tasks. If you have additional questions about what these funds can be used for or about the assessment itself, please contact Kara Williams at Kara.Williams at ode.state.or.us. If you have questions about processing your claim or the grant management system, please contact Phyllis Reynolds at Phyllis.Reynolds at ode.state.or.us. This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: