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Non Instructional Best PracticesNon‐Instructional Best Practices Analysis for Baldwin County y y

Public Schools

Public Affairs Research Council of Alabama 

November 18, 2011

Why is Administration Important?Why is Administration Important?

The school system is one of the largest entities in any community.  In most communities, the school system is the largest employers, food services provider, and the largest provider of ground transportation.   

I B ld i C t th t th t it i i l t 45• In Baldwin County, that means that it is preparing meals at 45 campuses.

• In Baldwin County, the schools employ more than 3,000 people.

• It provides the largest transportation system in the community.  In Baldwin County buses travel approximately 15,038 miles per day, transporting almost 16 000 students on 242 bus routes (Approx $1 million in fuel per year)16,000 students on 242 bus routes.   (Approx. $1 million in fuel per year).

Average St t id

School System Size

School Systemg

Daily Membership,

Statewide Rank

Mobile County 61,587 1Shelby County 27 629 4Shelby County 27,629 4Baldwin County 27,373 5Madison County 19,547 8Tuscaloosa County 17,481 9Dothan City 9,179 18

Average Alabama School System 5,615

*A D il M b hi (ADM) i f h b*Average Daily Membership (ADM) is a measure of the number of students in the system.

60,000

Baldwin County Public Schools Enrollment Compared to SEC Universities

40 000

50,000

30,000

40,000

10 000

20,000

0

10,000

Source: http://en.wikipedia.org/wiki/Southeastern_Conference

Spending & Best PracticesSpending & Best Practices

Key Questions:Key Questions:

• How does the system compare to similar systems in its spending on administration?systems in its spending on administration?– How do costs compare to other systems?

H ffi i i h f i ( d )?– How cost efficient is each function (per student)?

• Does the system operate well?– Are all the parts in place (best practices)?

– How well do those part perform (customer feedback, performance measures)?

“Core Spending” & StaffingCore Spending  & Staffing

• Non‐transportationNon transportation

• Non‐food related

i l• Instructional

• Instructional Support

• Central Administration

• Facility (O&M)Facility (O&M)

Non‐Instructional ExpensesNon Instructional Expenses Function State Average Cost

O ti & M i t $830 t d t• Operations & Maintenance‐ $830 per student

• Food Services ‐ $649 per student

• Transportation ‐ $479 per student

• General Administration ‐ $350 per student$ p– Finance

– Human Resources

– Instructional Technology

– Educational Service Delivery

– Board and Superintendent

Typical System at $7,998 Core Spending Level(85 / 15)

Central Administration

(85 / 15)

4.4% Facility O & M10.3%

Instructional Support19.0%

InstructionInstruction66.3%

What are “Best Practices”What are  Best PracticesOPPAGA and the Auditor General developed Best Financial Management Practices forBest Financial Management Practices for Florida school districts. To develop the best practices OPPAGA and the Auditor Generalpractices, OPPAGA and the Auditor General conducted an extensive literature review; interviewed education finance expertsinterviewed education finance experts, representatives from professional organizations and educators in other states;organizations, and educators in other states; and collaborated with a variety of education stakeholders in Floridastakeholders in Florida.

Other Models of EvaluationOther Models of Evaluation

• ISO 9000 – Processes & ProceduresISO 9000  Processes & Procedures

• Malcolm Baldrige – Continuous Improvement

Si Si d i d f d b i• Six Sigma – Reducing defects and business process improvement

• Kaizen – Supply chain management

• 360 Management Review – Executive staffg

Baldwin County Public Schools Compared  to Other Systems  

ARMT Level IVARMT Level IV

http://parca.samford.edu

2011 ARMT Results at Level IV for Comparison SystemsSchool Performance Compared to State Benchmarks

10+ Above Above Equal Below 10+ Below

Dothan City

MadisonCounty Madison County

Baldwin County

Mobile County

Shelby County

Tuscaloosa County y

0% 20% 40% 60% 80% 100%

Baldwin County Public Schools Reading Trends

Baldwin County Public Schools Math Trends

Local Tax EffortSchool Millage Rates

(Constitutional(Constitutional Amendment 778)

At 10 mills, Baldwin County, District 1 is tied, dead last, with 39 other districts, at the bottom of 163 taxing districts At 12 mills163 taxing districts. At 12 mills, District 2 is tied with 11 other Districts at 106th place out of 163 taxing districts.

THE MAIN COURSE:

NON‐INSTRUCTIONALNON INSTRUCTIONAL EXPENDITURES & STAFFING LEVELSSTAFFING LEVELS

$3,000

Per Student Spending Comparisons by Component

$480

$2,500

$520 $606$436

$455$475

$240$221 $146 $309

$215

$480

$314$350

$2,000

$445$618 $641 $586

$617$598 $649

$349$463

$520$372

$ $455

$

$1,500 General AdministrationStudent TransportationFood ServiceFacility Operation & Maintenance

$905 $927$831 $830

$730$

$500

$1,000

$

$612$750 $747 $774 $831 $830

$0Baldwin C t

Tuscaloosa C t

Shelby C t

Dothan City Madison C t

Mobile C t

Six System A

State of Al bCounty County County County County Average Alabama Average

40.0

Employees (FTE) per 1,000 Students

2.2 1.9 1.5

3.5

2.6 3.3

30 0

35.0

8.0 10.0 11.7

10.1

9.0 10.2

9.8 10.2

2.5 2.7

25.0

30.0

10 4 13.2 14.8

13.2 8.8 8.4

15.0

20.0 General AdministrationFood ServiceStudent TransportationFacility Operation & Maintenance

11.2 12.9 11.8

10.4 10.3 13.4

5 0

10.0

8.1 7.4 5.0

7.2 8.2

-

5.0

Baldwin County

Dothan City

Tuscaloosa County

Madison County

Shelby County

Mobile County

Six System Average

State of AlabamaCounty City County County County County Average Alabama Average

$1 000

O & M Expenditures per Student

$905$927

$831 $830$800

$900

$1,000

$612

$747 $750$774

$600

$700

$

$400

$500

$200

$300

$0

$100

Tuscaloosa Co nt

Dothan City Shelby County Madison Co nt

Baldwin Co nt

Mobile County Totals for 6 S stems

Totals for State of AlabamaCounty County County Systems

Comparedof Alabama

$1,000

O&M Cost Per Student Detail

$58 $88

$83 $95$800

$900

$328$405

$348 $339$56

$121$84 $105

$600

$700

$206$294 $363

$330

$400

$500 Materials, Capital, and OtherPersonal ServicesPurchased Services

$350 $332 $302 $339

$519$433 $400 $396$200

$300

$0

$100

Tuscaloosa County

Dothan City

Shelby County

Madison County

Baldwin County

Mobile County

Totals for 6 Systems

Totals for State of

Compared Alabama

$

Utility cost per Student

$389 $392$400

$450

$322

$287

$300

$350

$231 $238 $245 $245

$200

$250

$100

$150

$0

$50

Shelby County Dothan City Madison Tuscaloosa Baldwin Mobile County Six System State of County County County Average Alabama

Average

O&M Employees (FTE) per 1,000 Students

10.0

12.0

8.0

11.2

8 8

6.0

5.0

7.2 7.4 8.1 8.2

8.8 8.4

2.0

4.0

-Tuscaloosa Madison Dothan City Baldwin Shelby County Mobile County Six System State of

County County County Average Alabama Average

14 0

Food Service Employees (FTE) per 1,000 Students

11.7 12.0

14.0

9.0

10.0 10.1 10.2 9.8

10.2

8 0

10.0

8.0

6.0

8.0

4.0

-

2.0

Mobile County Tuscaloosa Madison Shelby County Baldwin Dothan City Six System State of ob e Cou ty usca oosaCounty

ad soCounty

S e by Cou ty a dwCounty

ot a C ty S SysteAverage

State oAlabama Average

$

Transportation Costs per Student

$606$600

$700

$436$463

$520

$455$475

$500

$349$372

$436

$300

$400

$200

$0

$100

Baldwin Dothan City Mobile County Tuscaloosa Shelby County Madison Six System State ofBaldwin County

Dothan City Mobile County Tuscaloosa County

Shelby County Madison County

Six System Average

State of Alabama Average

$600General Administrative Expenditures Per Student

$500

$600

$400

$480

$300

$215 $221 $240$309

$480

$314$350

$200

$146$215 $221 $

$0

$100

Shelby County Madison County

Tuscaloosa County

Baldwin County

Dothan City Mobile County Totals for 6 Systems

Compared

Totals for State of Alabama

$600General Administrative Expenditures Per Student

P t h th

$500 6%

Percentages show growthbetween 2000 and 2010.

$400

4%

1.4%

9 1%

$480

$300

23%

4%

25% 21%

9.1%

$215 $221 $240$309 $314

$350

$100

$20040%

$146

$0

$100

Sh lb C t M di T l B ld i D th Cit M bil C t T t l f 6 T t l f St tShelby County Madison County

Tuscaloosa County

Baldwin County

Dothan City Mobile County Totals for 6 Systems

Compared

Totals for State of Alabama

4.0

General Administration Staff per 1,000 Students

3.5

3.3

3.5

2.5

2.7 2.6 2.5

3.0

1.9

2.2

1.5

2.0

1.5

1.0

1.5

-

0.5

Sh lb C t M di T l B ld i D th Cit M bil C t Si S t St t fShelby County Madison County

Tuscaloosa County

Baldwin County

Dothan City Mobile County Six System Average

State of Alabama Average

Baldwin County Public Schools

Customer SurveysCustomer Surveys

Administration(2010)

Administration(2010)

30.0%

I am usually informed of the reasons behind important decisions that affect my class.

25.0%

15 0%

20.0%

28.4%

25.1%

10.0%

15.0%

9.7% 10.4%11.7%

10.0%

4.8%

5.0%

4.8%

0.0%Strongly Agree Agree Somewhat agree Neutral Somewhat

disagreeDisagree Strongly Disagree

i i i

Technology(2010)

31.0%

35.0%

I have the technology and related training I need to prepare my students to compete in the 21st century global marketplace.

N = 815

24.2%25.0%

30.0%

20.0%

11.8%

8.2%

12.0%

8 0%10.0%

15.0%

8.2% 8.0%

4.8%5.0%

0.0%Strongly Agree Agree Somewhat agree Neutral Somewhat

disagreeDisagree Strongly Disagree

During your class time, how often do your students use

Technology

Daily

g y ycomputers? (2008)

Collaboration?

More than once a week

Communication?Exploration?Inquiry?Research?

At least once a month

About once a week

About every other month

Never

Once or twice a year

0.00% 5.00% 10.00% 15.00% 20.00% 25.00%

Operations & Maintenance

Percent of Staff Surveyed Who are "Satisfied" or "Very Satisfied"

70.3%70.0%

72.0%

Percent of Staff Surveyed Who are Satisfied or Very Satisfied

65.7%

67.5%

66.0%

68.0%

64.3%

62.0%

64.0%

59.8%

58.0%

60.0%

54.0%

56.0%

Condition of the buildings (at location)

Overall condition of campus facilities and

grounds

Promptness of Repairs Quality of Repairs Customer Service/Friendliness

Operations & Maintenance

Compared to the level of maintenance that you see in other publicly

45.0%

Compared to the level of maintenance that you see in other publicly accessible venues, would you recommend your school's maintenance

services as a competitive provider of services?

40.2%

35.0%

40.0%

25.0%

30.0%

18.6%20.9%

13.0%15.0%

20.0%

7.4%

5.0%

10.0%

0.0%Definitely Probably Probably not Definitely not Not sure

Operations & Maintenance

How Often Do You Use O&M Repair Services?

28.0%

24.5%25.0%

30.0%

17.8%

20.0%

12.9%

%

15.0%

5 0%

7.2%

10.0%

2.3%

5.0%

2.4%

0.0%

5.0%

Daily Several times a week

Once a week Several times a month

Once a month Several times a year

Once a year or less often

Do not use

Operations & Maintenance

Compared to the level of maintenance that you see in other publicly

40 2%

45.0%

accessible venues, would you recommend your school's maintenance services as a competitive provider of services?

40.2%

35.0%

40.0%

20.9%

25.0%

30.0%

18.6%

13.0%15.0%

20.0%

7.4%

5.0%

10.0%

0.0%Definitely Probably Probably not Definitely not Not sure

How does the Baldwin County School System 

Compare toCompare to “Best Practices”?

Number of Number of Practices Number of Practices PercentOverall Scorecard for Non-Instructional Operations

Non-Instructional Operational AreaNumber of Activities

Number of Practices Reviewed

Number of Practices Identified

Percent Identified

Operations & Maintenance 25 78 70 90%Food Service 5 13 11 85%

Financial Management 19 83 83 100%gHuman Resources 7 56 51 91%

Administrative & Instructional Technology 6 43 42 98%Management Structures 13 55 51 93%

Educational Service Delivery 2 18 16 89%Total 77 346 324 94%

General Administration 47 255 243 95%

Operations & Maintenance 5Staff have indicated, in the affirmative, that the practice is in place, but items may require additional documentation or have

Affirmations Needing Further SupportOperations & Maintenance 5

Food Service 0Financial Management 0

Human Resources 2Administrative & Instructional Technology 0

place, but items may require additional documentation or have inconclusive documentation.

Management Structures 0Educational Service Delivery 0

Total 7

D e to proration at least one of the “best practices” as not anDue to proration, at least one of the “best practices” was not an option for the system: not using reserves for recurring expenses.

Summary of ReviewSummary of Review

• Baldwin County appears to be within theBaldwin County appears to be within the normal ranges for a system of its size.

• The system employs over 90 percent of• The system employs over 90 percent of recognized best practices.

Th h bli h d i f l l• The system has established meaningful plans for improvement.

RecommendationsRecommendations

• Work on some of the missing pieces:Work on some of the missing pieces:– State policies at a general level, but spell out the processes and procedures in detailprocesses and procedures in detail.

– Develop performance reports that detail progress.

• Use plans for budgeting and budget plans• Use plans for budgeting, and budget plans.

• Develop survey instruments for all areas to b h k f i ibenchmark performance in customer service.

http://parca.samford.edu