Transcript Document

Checklist for Project Kickoff
In advance of the Introduction to Smarter School Spending for the Steering Committee, the project manager will review
the process guide and complete the following activities:
Process Organization & Workplanning Guide
• Determine the right leadership structure for your district
Set Project Leadership
Create Workplan
• Identify and gain buy-in from individuals to serve on each leadership team
• Create a district workplan for the Smarter School Spending process that
outlines the key activities, end products, meetings, and timing of each.
Edit Meeting Materials
• Edit the following set of meeting materials to reflect your district’s plan for the
Smarter School Spending process
Distribute Vision
Worksheet
• Send vision worksheet to Steering Committee to provide a thought exercise in
advance of the discussion during today’s meeting
Vision Worksheet
1
Introduction to Smarter School
Spending
Materials for meeting to introduce the Smarter School Spending
process to Steering Committee by establishing the steps in the
process, team composition, and project objectives & timelines
2
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
3
Introduction to Smarter School Spending
Why We Are Here
Smarter School Spending is a strategic way for districts to think about resource allocation
Why are we here?
What will we do?
Smarter School Spending is a new way of aligning
resources (people, time, and money) with our student
achievement goals. The process will allow our district
to re-think how we spend resources to maximize
student achievement
Over the next 6 – 12 months, our district will work
through a process including robust analysis of district
data and deep stakeholder engagement, all to help the
district be more strategic with our resources in order
to improve student achievement
4
to Smarter School Spending
WhyIntroduction
We Are Here
The process brings together strategic academic planning and the budget
process
In many districts…
In Smarter School Spending…
…strategic planning and budget processes
happen in parallel tracks that don’t intersect:
…strategic planning and the budgeting process
are merged to create a process for strategic use
of resources in the district:
Academic Strategic
Planning
1.
Strategic
Plan
Budget Process
1. Strategic
Plan
Academic Strategic
Planning
2.
District
Budget
When these processes happen in isolation, a
district is at risk for creating a strategic plan
that cannot be funded and a budget that has
no strategic basis
Budget
Process
2. Strategic
Finance
Plan
3. Strategic
Annual
Budget
Merging these processes allows for greater
alignment of district strategy and finances,
and allows the district to balance financial
decisions as tradeoffs for increasing strategic
investments in students
5
Introduction to Smarter School Spending
Why We Are Here
At the core of the process is the concept of “Resource Tradeoffs”
Resource
Tradeoff
=
The decision to move resources to support a district’s
instructional priority by finding savings in another area of
the budget
In this process, the district will identify the possible resource tradeoffs to make:
What are the district’s instructional
priorities?
How can the district pay for those
priorities?
Budget
$
$
Instructional Priorities
Savings Options
Add funding to high priority areas that will have the
greatest impact on student achievement
Reallocate spending from lower priority areas in
order to fund instructional priorities
$
$
Within both investments and
savings options, there are
opportunities to make current
spending more efficient
6
Introduction to Smarter School Spending
Why We Are Here
The Smarter School Spending process has 12 easy-to-follow steps
The Smarter School Spending process includes 12 steps organized into 5 sections. Each step provides a variety of resources,
from meeting materials to analytic tools, which will help our district achieve the milestones for success:
7
Introduction to Smarter School Spending
Why We Are Here
By the end of the process, our district will have produced three key results
1
2
3
Strategic Finance Plan
Annual Budget
Sustainable Process
A 3-5 year strategic finance plan
that outlines our district’s plan to
invest strategically to improve
student outcomes and to pay for
those investments with savings
opportunities
An annual budget document that
explains in detail the financial
decisions made by the district and
the connection to our
instructional priorities
Systems and processes in the
district to sustain the ongoing
efforts of strategic spending,
resource analysis, and tradeoffs
decisions
8
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
9
Project Manager:
Edit leadership structure to fit
your district’s plan
Introduction to Smarter School Spending
Process Leadership
Our district has set up a number of teams to lead and support the process
The Smarter School Spending initiative should rely on 3 types of teams with different areas of responsibility
in addition to a number of external supports:
1
Steering Committee
Outside
Support
Project
Manager
Stakeholder
Committee
Provide
technical
assistance
support to
district for
one or
multiple
efforts within
process
Manage overall
process and
coordinate
efforts
between each
team involved
Contribute
guidance to
the process
from
perspectives
of key
community
and district
stakeholders
(If needed)
Oversee overall direction and decisions of the Smarter School Spending
Work
2
Working Group
Manage day to day aspects of the work, oversee analysis of the action
teams, synthesize findings into concrete recommendations for final
approval from the Steering Committee
3
Action Team
Action Team
Action Team
Action Team
Conduct the analysis and investigation into each of the instructional
priorities and cost savings options (one Action Team per area)
10
Introduction to Smarter School Spending
Process Leadership
Steering Committee
Steering Committee
Name
Title
Committee Role
Responsibilities:
• Set overall district vision and
goals for process
Project Manager:
Fill in with district committee
members
• Determine district
instructional priorities and
associated investments;
review proposals of savings
areas to pay for those
priorities
• Convene regularly to review
the work from the Working
Group and to make key
decisions based on the
findings
• Assess level of stakeholder
understanding and support
11
Introduction to Smarter School Spending
Process Leadership
Working Group
Working Group
Name
Title
Committee Role
Responsibilities:
• Primary coordinators of
initiative
• Produce deliverables &
monitor regular output
Project Manager:
Fill in with district committee
members
• Convene every 2 weeks to
mark milestones & ensure
accountability
• Recommend decisions to the
Steering Committee
• Oversee work of Action
Teams
12
Introduction to Smarter School Spending
Process Leadership
Action Teams
Action Teams
Focus areas of action teams depend on savings options and instructional priorities
Action Teams will conduct the analysis and investigation into each of the
instructional priorities and cost savings options (one Action Team per area).
Action Teams will not be formed until these priorities and cost savings options
have been set.
Responsibilities:
• Conduct deep-dive
analysis/research
• Size the investment or savings
opportunity
Potential Team Structure:
• Team size and structure will vary based on the budget area or initiative
assigned
• Each team should include:
• Team leader
• Representative from Working Group
• Create implementation plan
to achieve goal
• Synthesize results
• Present findings and
recommendations to Working
Group
• Stakeholders relating to area of focus
• Analyst(s) to conduct research
See the “Analyze Top Savings Options”
guide for more information
13
Introduction to Smarter School Spending
Process Leadership
Stakeholder Committee
Stakeholder Committee
Name
Title
Committee Role
Responsibilities:
• Support the Steering
Committee and Working
Groups on the
communications and
engagement
Project Manager:
Fill in with district committee
members
• Help develop the
comprehensive
communications and
engagement plan
• Provide a reality check on
messaging and outreach
throughout the process
• Attend ~6 meetings and take
“pulse check” surveys
• Reflect on process to
strengthen for future
• Serve as champions of the
process with their peers and
the community at large
14
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
15
Project Manager:
Customize workplan for your
district & add names of months
Introduction to Smarter School Spending
Workplan
Proposed Timeline
Month
1
Smarter School Spending Steps:
1. Organize Process
Plan and
Prepare
2. Assess Landscape
2
5
4
3
6
7
8
Present Strategic
Finance Plan to Board
1
2
Introduce SSS
to Community
Announce
Priorities
9
Submit
Budget
Feedback on
Savings Options
3. Start Engaging
Stakeholders
Set
Instructional
Priorities
Pay for
Priorities
4. Develop Priorities
3
5. Estimate Cost of Priorities
6. Identify Top Savings
Options
4
7. Analyze Top Savings
Options
8. Balance Budget Tradeoffs
Implement
Plan
5
9. Adopt Strategic Finance
Plan
10. Adopt Annual Budget
Ensure
Sustainability
6
11. Build Internal Capacity
Ongoing
12. Plan for Continuous
Improvement
Steering Committee Meeting
7
Stakeholder Committee Meeting
16
Introduction to Smarter School Spending
Workplan
The Steering Committee will have 7 key meetings over the course of the process
Meeting
We are
here 
Objective
Decisions to be Made
1
Project Buy-In
(with partial
Steering
Committee)
Gain commitment from superintendent and
other district leaders to carry out and support
the Smarter School Spending process in the
district
•
•
Will the district support this effort?
Should the district bring in outside support?
2
Smarter School
Spending
Introduction
Introduce Steering Committee to the Smarter
School Spending process, review assessment
of district landscape prepared by working
group, and determine objectives for project
•
•
What are the district’s student outcome goals?
How does the district want to achieve those goals?
3
Set Instructional
Priorities
Recommend district instructional priorities to
increase student achievement. Use
recommendations to set up action teams.
•
What instructional priorities does the district want to invest in?
4
Identify Top
Savings Options
Recommend district prioritized savings options
for further exploration. Use recommendations
to set up action teams.
•
Where should the district look to find ways to pay for those
priorities?
5
Weigh the investment and savings options
prepared by action teams. Prepare
recommendations for use in Strategic Finance
Plan that maintain a balanced budget
•
Balance Budget
Tradeoffs
Which investments and savings options should be selected for
inclusion in a strategic finance plan?
Do the decisions result in the district moving a large enough
portion of the budget while still preventing a deficit?
•
Note: The Steering Committee will need to review, edit, and finalize the Strategic Finance Plan. Districts may choose whether this is done
electronically or in a meeting
6
Prepare Budget
Review feedback from presentation of
strategic finance plan to board, and determine
adjustments to incorporate in strategic budget
7
Plan for
Continuous
Improvement
Reflect on process. Review working group’s
plan to continue efforts of Smarter School
Spending on an ongoing basis
•
•
What changes need to be made to the strategic finance plan?
What should be included in the strategic budget for the next
fiscal year?
•
What about this process went well or not well? How can these
efforts be continued on an ongoing basis?
What additional supports will the district need to be successful
with this work going forward?
•
17
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
18
Introduction to Smarter School Spending
District Landscape
Budget Landscape
District Budget, 2009-2017F
$90,000,000
$80,000,000
$70,000,000
$60,000,000
Project Manager:
Add in slides that describe the district’s
current and projected budget landscape
$50,000,000
Net Revenue
$40,000,000
Expenditures
$30,000,000
$20,000,000
$10,000,000
$2009
2010
2011
2012
2013
2014
2015
2016
2017
[Include a take-away about what this information means for the district]
19
Introduction to Smarter School Spending
District Landscape
Budget Landscape
Expenditures by Cost Item, 2009-2013
100%
Special Education
90%
Food Services
Transportation
80%
Central Technology
70%
Buildings
School Technology
60%
Project Manager:
Add in slides that describe the district’s
current and projected budget landscape
50%
Textbooks
Supplies
Leadership
40%
Central Administrative
30%
Maintenance
Paraprofessionals
20%
Teachers
10%
Student Support
Security
0%
2009
2010
2011
2012
2013
[Include a take-away about what this information means for the district]
20
Introduction to Smarter School Spending
District Landscape
Student Achievement
District % Proficiency on State Tests, 2009-2013
70
60
50
4th Grade Math
Project Manager:
Add in slides that describe the district’s
student achievement landscape
40
4th Grade ELA
8th Grade Math
30
8th Grade ELA
20
10
0
2009
2010
2011
2012
2013
[Include a take-away about what this information means for the district]
21
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
22
Introduction to Smarter School Spending
Goal & Vision Setting
Introduction to Goals & Vision
As our district begins the Smarter School Spending process, the Steering
Committee will work together to craft a vision for the district. This vision will
include:
•
Defining how our district aims to achieve student outcomes success
•
Setting objectives for the Smarter School Spending process
•
Brainstorming possible areas for resource investment and savings
Using both the district landscape information just presented and the vision
worksheets you all completed, we will discuss each question to craft a goal and
vision to guide the process.
23
Introduction to Smarter School Spending
Goal & Vision Setting
Achieving Success
Decisions to Make Today
Achieving Success
1. In our district, we define success as ____________________________________________________
___________________________________________________________________________________.
2. In order to attain success, our district will meet the following student outcome
goals by year ________:
•
___________________________________________________________________________
•
___________________________________________________________________________
•
___________________________________________________________________________
24
Introduction to Smarter School Spending
Goal & Vision Setting
Hopes for the Smarter School Spending Process
Decisions to Make Today
Hopes for the Smarter School Spending Process
3. Through the Smarter School Spending process, our district hopes to ________________________
___________________________________________________________________________________.
4. To be successful in this process, we must _______________________________________________
and be cautious not to ________________________________________________________________.
5. Our district will be most successful in building support for this initiative by ___________________
___________________________________________________________________________________.
25
Introduction to Smarter School Spending
Goal & Vision Setting
Resource Tradeoffs
Brainstorming for Future Decisions
Resource Tradeoffs
6. In order to increase student achievement, the district could:
•
Invest in _________________________________________________________________________
•
Spend more time on _______________________________________________________________
•
Enhance the effectiveness of ________________________________________________________
7. To pay for those investments, the district could:
•
Use fewer resources on ____________________________________________________________
•
Spend less time on ________________________________________________________________
•
Improve the efficiency of ___________________________________________________________
26
Introduction to Smarter School Spending
Agenda
1.
Why We are Here
2.
Process Leadership
3.
Workplan
4.
District Landscape
5.
Goal & Vision Setting
6.
Looking Ahead
27
Introduction to Smarter School Spending
Looking Ahead
Next Steps
1.
Working Group and communications team will
begin stakeholder engagement processes
2.
Other?
Project Manager:
Fill in this slide with the next activities that
the district will undertake so that the
Steering Committee has a sense for the
continued efforts in the process
28
Introduction to Smarter School Spending
Looking Ahead
Next Steering Committee Meeting
Meeting
Next
Meeting
Objective
Decisions to be Made
1
Project Buy-In
(with partial
Steering
Committee)
Gain commitment from superintendent and
other district leaders to carry out and support
the Smarter School Spending process in the
district
•
•
Will the district support this effort?
Should the district bring in outside support?
2
Smarter School
Spending
Introduction
Introduce Steering Committee to the Smarter
School Spending process, review assessment
of district landscape prepared by working
group, and determine objectives for project
•
•
What are the district’s student outcome goals?
How does the district want to achieve those goals?
3
Set Instructional
Priorities
Recommend district instructional priorities to
increase student achievement. Use
recommendations to set up action teams.
•
What instructional priorities does the district want to invest in?
4
Identify Top
Savings Options
Recommend district prioritized savings options
for further exploration. Use recommendations
to set up action teams.
•
Where should the district look to find ways to pay for those
priorities?
5
Weigh the investment and savings options
prepared by action teams. Prepare
recommendations for use in Strategic Finance
Plan that maintain a balanced budget
•
Balance Budget
Tradeoffs
Which investments and savings options should be selected for
inclusion in a strategic finance plan?
Do the decisions result in the district moving a large enough
portion of the budget while still preventing a deficit?

•
Note: The Steering Committee will need to review, edit, and finalize the Strategic Finance Plan. Districts may choose whether this is done
electronically or in a meeting
6
Prepare Budget
Review feedback from presentation of
strategic finance plan to board, and determine
adjustments to incorporate in strategic budget
7
Plan for
Continuous
Improvement
Reflect on process. Review working group’s
plan to continue efforts of Smarter School
Spending on an ongoing basis
•
•
What changes need to be made to the strategic finance plan?
What should be included in the strategic budget for the next
fiscal year?
•
What about this process went well or not well? How can these
efforts be continued on an ongoing basis?
What additional supports will the district need to be successful
with this work going forward?
•
29