Pre-Work

Thoroughly preparing the following work will expedite the purchasing process:

Pre-Work

Before beginning this process, instructional leaders and program sponsors should collaborate with relevant departments to conduct thorough research and identify promising digital content and service solutions. These solutions should align with district goals and effectively address the unique needs of their students.

1. All departments will be required to address the following:

• Subject Area(s)

• Grade Band(s)

• Priority Groups

• Demographics

• Alignment to OKCPS Initiatives

2. Content Status Review

The OKCPS/1EdTech Trusted Apps Management dashboard in Canvas (login required) provides district users an up to date list of district-approved applications. These apps have been reviewed for district alignment, interoperability, and data privacy.

Rating Definitions:

District Provided/Approved have been vetted by District Subject Matter Experts and verified to provide evidence-based resources that align with OKCPS Goals and Guardrails. To ensure strategic alignment and fiscal compliance, building leaders are expected to prioritize these providers when selecting resources to meet the needs identified in their schoolwide, 90-day, and school improvement plans.

Approved Limited items meet the minimum district privacy expectations and are recommended for use by OKCPS, but may require additional approvals from the appropriate Academic/Support department.

Under Review items are recommended for use by OKCPS but only partially meet privacy expectations and will require further review prior to purchase approval. This will DELAY purchase processing.

Not Recommended/Not On List items will be held for further review by Digital Procurement and Data Privacy, Academics, and District Leadership. These items either:

• Do not meet OKCPS Interoperability requirements

• Do not meet minimum data privacy expectations

• Do not meet OKCPS Instructional requirements

• Replicate programs already purchased by OKCPS

• Have not been reviewed by OKCPS

Click the program name to see additional information, including Digital Promise Product Certifications, ISTE Seal of Alignment, ESSA rating, and OKSDE Approved Title Rubric Rating.

3. Vendor quotes 

IMPORTANT! 

From OKCPS Board Regulation C-11-R1:

Individual purchases with a specific vendor between $10,000.01 and $250,000.00 must obtain three (3) written quotes.

Split purchasing shall not be used to circumvent the purchasing thresholds

Inaccurate quotes are the most common issue to delay purchase approval. Avoid delays by ensuring your vendor quote meets the following criteria:

• Unexpired quote: In order to allow enough time to process your request, your quote's expiration date should be no less than 30 days beyond the date of TPR submission. 

  • Example: If you are submitting your request on September 1st, the quote expiration date should be after September 30th.

• Start Dates: Subscription start dates cannot be prior to the date of the purchase order. 

  • Start date should state: Upon Purchase Order Receipt

• All subscriptions must end on June 30th.

If your quote does not meet these requirements, STOP. Contact the vendor and ask for a quote meeting all of the above criteria. 

Do not submit your request until all above criteria are met. 

TPR submissions not meeting these requirements will be CANCELLED.

ALL CONTENT will be submitted in IncidentIQ for review and next steps.

4. Inspire

Create your purchase requisition in Inspire. This number is required to start the purchase process in IncidentIQ and must be approvable by all departments before submitting your digital content purchase request.