Pottsgrove School District 2015-16 Department Improvement Plan

Pottsgrove School District 2015-16 Department Improvement Plan

Pottsgrove School District

Continuous Improvement For Results

CONTINUOUS DEPARTMENT IMPROVEMENT PLAN

2015 - 2016

DEPARTMENT: BUSINESS OFFICE
DEPARTMENT LEADER: DAVID NESTER
DATE: October 12, 2015

TEAM MEMBERS

Department Improvement Team: / Position/Role:
David Nester / Business Administrator
Ronald Linke / Asst. Business Administrator
PLAN: Identify the gap and the approach
Do I have a data source? If so, what is it? If not, what data do I need?
Historical budget data is available in our financial accounting system dating back to the 2008-2009 school year.
Detailed budget data is also available.
Data Analysis. Answer the data analysis questions.
1. What are the key strengths and data to support it?
Substantial historical budget and actual data is available / 2. What are the key opportunities for Improvement and the data to support it?
Data has been summarized and presented in a more comprehensive way over the last year. Continued refinement is needed. / 3.  What information/data is needed that we do not have?
For community reporting purposes, it is important to paint a more complete picture of the District and its finances. We will evaluate the possibility of creating a budget document in accordance with the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award Program. This program is designed to provide the comprehensive view of the District that we are seeking to provide.

Systemic Challenges relate to systems within a department that have been identified by the Continuous Improvement Team as areas that, if strengthened, will have the greatest impact your department and the district as a whole. Systemic Challenges are translated into yearly GOALS and incorporated into the Continuous Improvement Plan. Research-based STRATEGIES are then selected by the Continuous Improvement Team as means to reach the yearly GOALS. Finally, ACTION STEPS are the sequential milestones needed to effectively reach the yearly GOAL.

Systemic Challenges / GOAL
The Board of School Directors and the public continue to desire a more comprehensive and transparent budget process. / 1
There is a lack of understanding of, and/or time to monitor the budget by departmental or building budget managers. / 1
Communication of budget decisions to stakeholders needs to be improved. / 1
D / DO: Develop and Implement Deployment Plan

Goal #1 Action Plan Worksheet

Goal
The Business Office, with input from District leadership, will enhance the budget process developed for the 2016-2017 budget focusing on improving transparency and providing data necessary to allow for informed decision making.
Indicators of Effectiveness
Data Source
Include dates of implementation / Specific targets that will indicate the action plan is having a positive impact. / Is the Indicator summative or formative?
Summaries of budget review meetings held with budget managers / A shift from Business office questions directed to the budget manager to budget manager recommendations to Business office (soft data).
An enhanced comprehensive budget document distributed to Board and posted on website / Board feedback
A refined multi-year budget projection presented to the Board / Board feedback
Possible submission of budget to GFOA for Distinguished Budget Presentation Award program
Strategies
Name, describe and provide the rationale for each strategy selected to address the goal. (Min. of 1)
Strategy 1: / Refine the comprehensive budget document developed for the 2015-2016 budget
Strategy 2: / Evaluate the GFOA Distinguished Budget Presentation Award Program and consider implementing some or all components
Strategy 3: / Refine the multi-year budget projection for Board review
Strategy 4: / Develop a communication plan related to the budget process
Strategy 5: / Provide additional training for administrators in monitoring building/department budgets
Implementation Plan—Action Steps
Document the action steps that will be taken to implement the strategies in accomplishing the Goal:

Strategy 1: Refine the comprehensive budget document developed for the 2015-2016 budget

Action Step 1: / Description: / Business Office will review and modify the composition of the comprehensive budget document provided to Board and posted on District website.
Implementation Start Date: / Immediately / Target Completion Date: / 12/31/15
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Distribution of comprehensive budget document to Board by the end of February 2016.
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / No
Optional Identification of Anticipated Costs / N/A

Strategy 2: Evaluate the GFOA Distinguished Budget Presentation Award Program and consider implementing some or all components

Action Step 1: / Description: / Download requirements of the award program from GFOA’s website
Implementation Start Date: / Immediately / Target Completion Date: / 7/30/15
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Copy of document
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 2: / Description: / Identify a local school district that currently participates in the program
Implementation Start Date: / Immediately / Target Completion Date: / 7/30/15
Person Responsible for Managing and Monitoring the Action Step / Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  OJR has participated for a number of years
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 3: / Description: / Obtain a copy of their most recent budget submission and open a dialogue with them to identify challenges
Implementation Start Date: / 10/18/15 / Target Completion Date: / 11/30/15
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Copy of OJR’s budget submission.
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / Meeting with ojr staff to learn about the program
Optional Identification of Anticipated Costs / N/A
Action Step 4: / Description: / Evaluation documentation requirements, develop a list of data required, prioritize by relevance and difficulty in compiling data
Implementation Start Date: / 12/1/15 / Target Completion Date: / 12/31/15
Person Responsible for Managing and Monitoring the Action Step / Dave Nester/ Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Schedule of Data Needs
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 5: / Description: / Define timeline for data compilation
Implementation Start Date: / 1/1/16 / Target Completion Date: / 1/15/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester/ Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Updated schedule of data needs with projected due dates and responsible parties
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / NO
Optional Identification of Anticipated Costs / N/A
Action Step 6: / Description: / Meet periodically to review progress in accumulating data
Implementation Start Date: / 1/16/16 / Target Completion Date: / 3/31/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  N/A
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / NO
Optional Identification of Anticipated Costs / N/A
Action Step 7: / Description: / Define submission protocol
Implementation Start Date: / 1/1/16 / Target Completion Date: / 1/15/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Copy of document
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 8: / Description: / Define level of Preparedness for Submission
Implementation Start Date: / 5/15/16 / Target Completion Date: / 5/30/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester/ Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Checklist of completed items
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 9: / Description: / Submit application for Distinguished Budget Presentation Award if deemed to be ready
Implementation Start Date: / 6/30/16 / Target Completion Date: / 7/30/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester/ Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Award Submission
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / Approximately $1000

Strategy 3: Refine the multi-year budget projection for Board review

Action Step 1: / Description: / Refine assumptions incorporated in the multi-year budget projection
Implementation Start Date: / 1/15/16 / Target Completion Date: / 1/31/16
Person Responsible for Managing and Monitoring the Action Step / Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Multi-year budget document
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / No
Optional Identification of Anticipated Costs / N/A
Action Step 2: / Description: / Review with Board
Implementation Start Date: / 2/1/16 / Target Completion Date: / 2/20/16
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Meeting with Board
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A

Strategy 4: Develop a communication plan related to the budget process

Action Step 1: / Description: / Provide proposed budget calendar to Board
Implementation Start Date: / Immediately / Target Completion Date: / 10/30/15
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Budget Calendar
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 2: / Description: / Develop plan to communicate budget process to community
Implementation Start Date: / 12/1/15 / Target Completion Date: / ongoing
Person Responsible for Managing and Monitoring the Action Step / Dave Nester
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Copies of text of communications
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / n/a

Strategy 5: Provide additional training for administrators in monitoring building/department budgets

Action Step 1: / Description: / Provide monthly budget summaries to each budget manager for their review
Implementation Start Date: / 11/1/15 / Target Completion Date: / ongoing
Person Responsible for Managing and Monitoring the Action Step / Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Monthly budget summaries
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / N/A
Action Step 2: / Description: / Meet with each budget manager bi-monthly to review status of their current year budget
Implementation Start Date: / 11/1/15 / Target Completion Date: / ongoing
Person Responsible for Managing and Monitoring the Action Step / Dave Nester/Ron Linke
Indicator of Implementation: Evidence that will indicate the Action Step has been implemented. / ·  Review notes completed following meetings
Is this Action Step a professional development activity or initiative? If yes, complete the professional development worksheet. (YES or NO) / no
Optional Identification of Anticipated Costs / n/a
PROFESSIONAL DEVELOPMENT

List the Professional Development needed to implement the planned Action Sequences.

Date/Time
When? / Topic/Focus/Purpose / Facilitator/Provider
By whom? / What changes in practice do you expect to see as a result of the Professional Development? /
None required
COMMUNICATIONS PLAN

Every building and department must have a communications (PR) plan. Articulate below your building communications plan using the following as a guideline.

Communication Plan Elements / Provider
By whom? / Date/Frequency
When? / Communication Description /
S / STUDY: Monitor progress to determine if your plan is working.

WHY: Monitoring determines the movement toward attainment of the department’s goals and uses feedback to determine needed midcourse corrections. Monitoring should provide a window into the current improvement efforts and offer feedback to teams about the quality of their implementation efforts.

WHEN: The Continuous Improvement Plan should have regularly scheduled monitoring to ensure effectiveness (at least 5-10 times annually).

HOW: The continuous improvement team should develop a monitoring plan to review the indicators of implementation (step 5 of action sequence) and indicators of effectiveness in order to analyze progress, provide feedback and make midcourse corrections as needed. The department leader should be prepared to report out progress during regularly scheduled cabinet meetings.