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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