2015-2016 service-based budgeting follow-up a

8/20/2019 2015-2016 Service-based Budgeting Follow-up A

1/27


2/27


3/27

5ey 63e!es

3

'-eed to identi%y optima' ad!inistrative 0 s**ort sta= mode'

7Ato!ation needs eceed crrent oTS capacity

8I!*roving service "eve" to sta)eho'ders is top o% mind %or many departments

9>e need a sstaina!'e mode' and sched'e to de'iver PD 0 training needs

:E;i*!ent 0 .e3ic"es are dated and are creatin+ process ine?ciencies # additiona' co


4/27

I!*acting or a%i"ity to I!*rove $ervice

4

Bsiness ode"

2

$ta4 = >eaders3i*

1

Process

3

6oo"s 0 Ena%"ers

4a $ta4 = Exectiona*acity (inc"#

$ki""sets)

4!

$6-A6E?@

EXE,6I

ON

$erviceO,6P,6

"

ontinosI!*rove!ent

• *oa's• e'ivery

5ode'• Service

Leve'


5/27

Exa!*"es o1 Bsiness Isses -e"ated to B,$INE$$ODE>

"*Business Issues shown do not represent all business issues identifed

Bsiness Isse I!*act

Bi"dings are not as c"ean as

t3ey co"d %e de to "ow1re;ency o1 c"eaning

• 3 day c'eanin+ %re@ency redces the service 'i%e o% !i'din+ in%rastrctre.


6/27

Exa!*"es o1 Bsiness Isses -e"ated to P-OE$$

,*Business Issues shown do not represent all business issues identifed

Bsiness Isse I!*act

-egistration *rocess is

extre!e"y !ana"+ and w3enco!%ined wit3 "ack o1 ;a"itycontro" in *rocess+ "eads tov"nera%i"ity to !ana" error

• Lon+ 'ines and increased wait times %or %ami'ies drin+ enro''ment periods

• 5ana' errors co'd case data in reportin+ to !e inaccrate

Advanced >earning a**ea"s*rocess (and *o"icy) is too"oose+ "eading to 3ig3 vo"!eso1 a**ea"s every year

• 6very appea' needs to !e reviewed mana''y consmin+ 'ar+e amonts o%teamDs time that co'd !e sed on other va'e9added activities

Extre!e"y !ana" *rocesses 1or

Advanced >earning a**"ications*rocessing and testing arensstaina%"e wit3 growingn!%er o1 a**"icants everyyear

• Leve' o% services to stdents is s'owed de to mana' process• &dditiona' cost %or department in mana' e=orts every year• Start o% schoo' # 'earn process a'so a=ected

Inecient %dget *rocess deto dated syste! t3at is notintegrated wit3 ot3er critica"district syste!s

• Ci+h 'eve's o% ine?ciency in !d+et process as data does not inte+rate withother district systems

2ait"ist !anage!ent *rocessand ti!ing is not condcive to!eeting $tart o1 $c3oo" ti!ing

• Start o% schoo' timin+ and havin+ stdents in correct schoo's is at ris) i% processand timin+ are not revised

Poor syste!s+ contro"s+ and*rocess in - are "i!iting t3ede*art!ent 1ro! *rovidingti!e"y+ ecient+ and ;a"ityservice

• -ew emp'oyees are not a!'e to !e sta=ed and on9!oarded in time'y manner• 5any hors o% mana' e=ort which is time sensitive and can 'ead to mana'

error• eports and in%ormation are not provided in a time'y way to address r+ent

needs• S!9reim!rsement trend is risin+ at etreme'y hi+h rates


7/27

Exa!*"es o1 Bsiness Isses -e"ated to 6OO>$ 0ENAB>E-$

E*Business Issues shown do not represent all business issues identifed

Bsiness Isse I!*act

Aging e;i*!ent (inc"#

co!*ter re1res3+ videoe;i*!ent+ fnger*rintinge;i*!ent+ etc#) in severa"de*art!ents is creatinginecient %siness *rocessesand se o1 resorces

• &+in+ e@ipment is casin+ department to not !e a!'e to de'iver on service

commitments when e@ipment needs to !e serviced

Aging eet o1 ve3ic"es 1or"eading to ineciencies inservice de"ivery 1or severa"

de*art!ents (!any ve3ic"esover 7 years o"d)

• &!i'ity to respond to maintenance needs in time'y manner• Ci+h cost to maintain and operate vehic'es

Enter*rise and %sinessa**"ications are not * to dateor %eing sed to !axi!ize*otentia" de to "i!itedresorces

• epartments are not as e?cient with their se o% systems as they can !ecreatin+ many wor)9aronds and inconsistencies in process

Inecient %dget *rocess deto dated syste! t3at is not

integrated wit3 ot3er critica"district syste!s

• Ci+h 'eve's o% ine?ciency in !d+et process as data does not inte+rate withother district systems

Poor access to ti!e"y data • Ina!i'ity to ma)e time'y decisions to serve schoo's and stdents• *rants desi+n is heavi'y dependent on accrate and time'y stdent in%ormation 9

impacts the a!i'ity to sccess%''y procre +rant %ndin+


8/27


9/27

At a ?"ance C 23ere Needs Exist %y 63e!e &De*art!ent (F o1 Asks)

(

-

a*ita"+/aci"ities+

Enro""!ent

O*erations

6eac3ing &>earning

$*erintendent

De*ty

Bsiness &/inance

F

1,

4

4(

1"

E

E

'' 79


10/27

At a ?"ance C 23ere Needs Exist %y 63e!e &De*art!ent (H)

1/

-

a*ita"+/aci"ities+

Enro""!ent

O*erations

6eac3ing &>earning

$*erintendent

De*ty

Bsiness &/inance

G4/E"//

G1433,44

GF,(23,

GF23/241

G"/F4/

G14E3F44

G1/EF/4E

H7+9 H


11/27

88 < 8 < 8 ' J :

N!%er o1 Asks Against $trategic P"an

11

'#'


12/27

N!%er o1 Asks Against $trategic P"an

12

'#'


13/27

Asks %y 6y*e

13

2e gro*ed asks %y 6y*e as a *rioritization 1actors to "ook into

Invest"ents that allow tea"s to wor' "ore eciently and productively or services that are currently provided

Invest"ents that address legal, regulatory, contractualco"pliance issues or preventative "easures

Invest"ents that allow the district to generate additional revenue orreduce ependitures

Invest"ents that allow divisions to i"prove their level o service throughoering additional / new services, or a related to a service that shouldhave been provided (e.g. co"pliance training+, but has not historicallybeen provided

PE-/O-ANE ENAB>E-$

OP>IANE 0OPE-A6IONA>

-ED,NDANIE$

-E.EN,E ?ENE-A6O-$ 0O$6 -ED,E-$

DI.I$ION IP-O.EEN6P-IO-I6IE$

DI.I$ION IP-O.EEN6P-IO-I6IE$

&ll other division as's that do not all into any o the categories listedabove


14/27

Asks %y 6y*e

14

-

a*ita"+/aci"ities+

Enro""!ent

O*erations

6eac3ing &>earning

$*erintendent

De*ty

Bsiness &/inance

Per1or!ance

Ena%"er

o!*"iance 0

O*erationa"

-edndancy

-ev#?enerator

0 ost-edcer

DivisionI!*rove!

entPriority

Ot3erDivisionPriority

Per1or!ance

Ena%"er

o!*"iance 0

O*erationa"

-edndancy

-ev#?enerator

0 ost-edcer

DivisionI!*rove!

entPriority

Ot3erDivisionPriority

': 98 J


15/27

Next $te*s

1"

Prioritization o1 asks 0 needs across district

Better nderstand t3e ti!ing o1 K3ig3 *riorityL asks 0 needs

Identi1ying a**ro*riate 1nding sorces 1or K3ig3 *riorityL asks 0 needs


16/27

6&> = 6o* 7 Prioritized

1,

Org#Na!e

Need ontext DivisionPriority

7':C7'<Ask

OnCgoingost

SP6 CC 6pansion ea% H Card o% Cearin+ 6pansion 9 1./ Spervisor to provide districtwide oversi+ht.


17/27

6&> = 6o* 7 Prioritized

1E

Org#Na!e


7':C7'<Ask

OnCgoingost


18/27


19/27


20/27

Bsiness & /inance = 6o* 7 Prioritized

2/

Org#Na!e


7':C7'<Ask

OnCgoingost

&sst. Sp.BsinessH Ainance

Increase &ditesponse 5ana+erDshors %rom 2/93/hors per wee)

&dit re@irements and wor) is +rowin+ %aster than we are a!'e to address it 1 G1(,F,


-eed intensive aditresponse spport viacontract to reso've+rowin+ !ac)'o+ o%open interna' contro'isses

This contract is needed to assist with specia' investi+ations and#or specia' proMects. 2 G21,//


Ainancia' &dvisor


21/27

Bsiness & /inance = 6o* 7 Prioritized

21

Org#Na!e


7':C7'<Ask

OnCgoingost

*rantServices 1./ AT6 9 Andin+ %ora +rant writer *rant re@ests wi'' increase as %ndin+ isses contine and additiona' needs areidentifed. Lac) o% dedicated +rant writin+ sta= is a maMor hindrance. Cavin+ an in9hose +rant writin+ epert wi'' ne+ate the need to edcate contracted +rant writerson the needs o% the district as we'' as its +oa's o!Mectives and si+nifcantpro+rammin+

13 G(,E"E G(,E"E

*rantServices

/.3 AT6 %or SeniorBd+et Technician

This position is inte+ra' part o% the +rant comp'iance:s sma'' team o% sta= who ensredistrict comp'iance with Tit'e II&. This position was previos'y %nded with Tit'e 2&%nds !t these were ct in 2/1". this positions he'ps to confrm %nds are sedcorrect'y and minimi0e the ris) o% pena'ties %rom the Aedera' +ovt.

14 G22F1E G22F1E

*rantServices


22/27

- = 6o* 7 Prioritized

22

Org#Na!e


7':C7'<Ask

OnCgoingostM

Cmanesorces Andin+ %oradvertisin+ andpostin+ Mo!s

G/ a''ocated in crrent 2/1491" !d+et %or recritment advertisin+ sorcin+ etc.


23/27

Do6$ = 6o* 7 Prioritized

23

Org#Na!e


7':C7'<Need

OnCgoingostM

oTS -ew Service8Imp'ementationspport maintenanceand operations o% amodern Learnin+5ana+ement SystemL5S and is a recrrin+ recommendation %rom theSchoo' Leadership Srvey.

3 G21//// G21////

oTS 1 In%ormation SecrityO?cer

-o AT6 dedicated to the secrity o% or systems. -eed someone to strctre andaddress a'' aspects o% a comprehensive Secrity &rchitectre and the chan+in+secrity threats. Cirin+ an In%ormation Secrity O?ce %or SPS was one o% the maMorrecommendations %rom the 2/14


24/27


24

Org#Na!e


7':C7'<Need

OnCgoingostM

oTS 3 &dditiona' AT6 %orSystems and ire'ess -etwor) across the istrict andthe importance o% that %or edcation. >ith the dep'oyment o% thosands andthosands o% additiona' mo!i'e#wif devices and more to come in A1, 1E etc. ...providin+ the ri+ht 'eve' o% service to the schoo's re@ires a ro!st 5o!i'e evice5ana+ement so'tion and 'ead.

E GFE432 GFE432

oTS &dditiona' >e!Spport sta=

Si+nifcant %ocs on restrictin+ with new services is needed to assre we areprovidin+ access to &LL or sta)eho'ders. 5o!i'e access either via an &PP or mo!i'eena!'ed we!site is critica'.

The istrict has a!ot 1#" o% the >e! spport sta= it had at its pea). There are'itera''y no we! personne' to address moderni0ation new %eatres etc.Improvements in SO;e! In%ormation H


25/27


2"

Org#Na!e

Need ontext Notes 0 estions DivisionPriority

7':C7'<Need

OnCgoingostM

oTS So%tware andCardware &nna'5aintenance#Licensin+ costs

Cardware and So%tware $endors increase their 'icensin+and maintenance costs anna''y !e 3N to ,N typica''y.


26/27

a*ita"+ /aci"ities+ Enro""!ent = 6o* 7 Prioritized

2,

Org#Na!e

Need ontext Division

Priority

7':C7'<Need

OnCgoingostM

ide# crrent'y or+ has 42 vehic'es over 1" year o'd

" G2"///

ide# crrent'y or+ has 42 vehic'es over 1" year o'd

, G2"///

or) Ordermateria's %orincreased wor)'oad i%new sta= are

approved

pdate materia's to 3/N o% trades sta= this inc'des the new sta= ( GE3F124

*ronds istrict Sta?n+ tomana+e and maintainath'etic comp'ees

e wo'd pre%er tohave a istrict 6mp'oyee sta=ed to !etter mana+e and protect a va'a!'e districtasset

1/ G3"//// G3"////


27/27

a*ita"+ /aci"ities+ Enro""!ent = 6o* 7 Prioritized

2E

Org#Na!e

Need ontext Notes 0 estions Division

Priority

7':C7'<Need

OnCgoingostM

2015-2016 service-based budgeting follow-up a

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