EMAT REDESIGN Training Presentation

1. EMAT REDESIGNTraining Presentation Textbook Coordinators March 24 and 25, 2009

2. Getting Access to the system • All Textbook Coordinators will be granted access to the system via TEASE which authenticates the use and allows system privileges • Users with access to the existing EMAT system have been converted. • New coordinators and alternates will submit access requests to the IMET staff.

3. Getting Access to the system • During the Beta period we have encountered users who have restricted web access that has blocked access to the system. • Your system administrators will need to grant the rights to the new EMAT server.

4. Getting Access to the system • We strongly encourage you to login to https://seguin/apps/logon.asp to confirm your login credentials before April 10, 2009.

5. TEASE Login

6. TEASE Login

7. Standard Prerequisites for Creating EMAT Orders • Confirmation of Contacts and Addresses • Population (October enrollment) • Surplus (Based on October enrollment) • Local Board of Trustee Certificate submitted to TEA • Summer Shipment Dates (3 Preferred Dates & Unavailable Dates)

8. 2009-2010 Prerequisites for Creating EMAT Orders • Confirmation of Contacts and Addresses • Summer Shipment Dates (3 Preferred Dates & Unavailable Dates)

9. Prerequisites for Creating EVI Orders • Confirmation of Contacts and Addresses

10. Home Page - Before Confirmation

11. Confirming Contact Information 1 2

12. Confirming Address Information 1 2

13. Home Page – After Confirmation

14. Summer Ship Dates 3 1 2

15. Home Page – After Ship Dates

16. Population • Population defines eligibility. • Population will continue to be measured against PEIMS data, but on a graduated scale. • Population is required for FULL enrollment as of the last Friday of each October. • Population for EVI will be loaded based on EVI Annual Registration data. Districts can do off-level adjustments.

17. Navigate to EMAT Population 1

18. EMAT Population Page – 3rd Grade

19. EMAT Population Page – HS Math

20. What’s different with Requisitions? • Requisitions will be built on a single electronic form with tabs by Grade Level. • The Grade Level tabs will list all active Multi-List Codes in two sections (Eligible, Not Eligible) • The “Not Eligible” MLC Section will be collapsed as a default.

21. More differences • The Grade Level tabs will reflect those levels taught in the district. (This is more relevant to Charter Schools) • Population updates with certain limitations will be allowed on the Requisition form. • Requisition quantities will be validated against remaining eligibility as they are entered.

22. EMAT Requisition Order The IMET Administrators control which requisitions are valid for a School Year and the order in which they must be completed. The 2009-2010 order: • Subscription Renewal Requisitions • Annual Continuing Adoption Requisitions • Supplemental Requisitions

23. EMAT Subscription Renewal

24. Subscription Renewal Summary 1 2 Pressing the “Save Work” button allows the user to Save and return to the continue edit- ing the Requisition.

25. Subscription Renewal Summary 1 2 Pressing the “Submit to TEA” button submits the Requisition for approval and prohibits the return for continued editing.

26. Requisition Summary Report 1

27. Report Output

28. Home Page – After Subscriptions

29. Continuing Adoption Summary

30. Continuing Adoption Requisition

31. EVI Population • Each year the Texas School for the Blind and Visually Impaired (TSBVI) accumulates student information for the eligible EVI population. • At the start of each year we will load the eligible EVI (Braille, Large-Type, Audio) student counts by County District and Grade Level.

32. EVI Population Activities • Textbook Coordinators can see online in EMAT their eligible EVI student counts. • Textbook Coordinators can enter Bilingual or English as a Second Language student counts among the eligible EVI student counts, if necessary.

33. EVI Population Activities • EVI Textbook Coordinators can enter off-level adjustments among the eligible EVI student counts, if necessary. • EVI Textbook Coordinators can request additional population eligibility, if necessary.

34. EVI Population Activities • EVI Textbook Coordinators can NOT directly increase the population above the Annual Enrollment data. These adjustments can only be performed by IMET Staff.

35. Navigate to EVI Population 1

36. Navigate to EVI Population 2 3

37. EVI Population Page

38. EVI Annual Requisition

39. Surplus • Surplus will be calculated once per year based on the end of October reported enrollment by the Textbook Coordinators. • The coordinators will determine what portion of the calculated Surplus is being declared available for Surplus shipment. • Textbook Coordinators can change declared Surplus as necessary.

40. Surplus Shipments • During Summer the Unavailable dates will determine which Districts are available to ship Surplus orders. • The Shipping District will be chosen to minimize the number of shipments. • The tie-breakers for selecting the Shipping District are based on proximity to the Requesting District.

41. More about Surplus Shipments • Surplus shipments less than 151 are shipped via UPS. • Surplus shipments greater than or equal to 151 are shipped via Central Freight. • Surplus shipments are subject to Auto-Cancel, if not Shipped promptly. • Surplus shipments are subject to Auto-Receipt, if not Received promptly.

42. Fort Worth Ships Surplus to Brownsville

43. Navigate to Surplus Shipment 1

44. Navigate to Surplus Shipment 2

45. Shipping Surplus Page 3

46. Enter Weight Information 4

47. Get UPS Labels 5 5

48. Get UPS Labels 6

49. Get UPS Labels 7

50. Get UPS Labels