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)

• Campus Indicators/KPIs

• Priority Groups

• Demographics

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:

• Prime Vendors meet the minimum district privacy expectations, and are recommended for use by OKCPS. Purchases will be expedited and will not require additional quotes or Ironclad processing as long as a district contract is in place.

• OKCPS Approved items meet the minimum district privacy expectations and are recommended for use by OKCPS. Purchases with a specific vendor between $10,000.01 and $250,000.00 must obtain three (3) written quotes. Legal purchase agreements will need to be entered and approved in Ironclad prior to implementation.

• Approved Limited items meet the minimum district privacy expectations but may require additional approvals from the appropriate Academic/Support department. In order to meet OKCPS data privacy requirements, some content will require SSO and/or rostering through Clever. Purchases with a specific vendor between $10,000.01 and $250,000.00 must obtain three (3) written quotes. Legal purchase agreements will need to be entered and approved in Ironclad prior to implementation.

• Under Review items are recommended for use by OKCPS but only partially meet data privacy expectations and will require further review prior to purchase approval. These purchases will be DELAYED. Purchases with a specific vendor between $10,000.01 and $250,000.00 must obtain three (3) written quotes. Legal purchase agreements will need to be entered and approved in Ironclad prior to implementation.

• Not Recommended items either:

  • Do not meet OKCPS Instructional requirements

  • Do not meet OKCPS Interoperability requirements

  • Do not meet minimum data privacy expectations

  • Replicate a program or programs already purchased 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. SAP

Create your purchase requisition in SAP. This number is required to start the purchase process in IncidentIQ.  and must be updated to a final status (K) and approvable by all departments before submitting your digital content purchase request.  A draft PR does not utilize budget and will not be processed.