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Innovation Celebration
North Penn School District
Christine Liberaski-Manager of School and Community Engagement
Bob Schoch-Director of Business Administration
North Penn School District
• 12,700 students• 2,000+ employees• 42 square miles• Montgomery County, northwest of Philadelphia• Mixed commercial, industrial, residential• .1600 aid ratio• Diverse population
Context for this Initiative
• Six day teacher strike in April of prior year resulted in 4% salary increases for teachers
• Zero tax increase requirement after ten years at 3%
• 5% staffing reduction through attrition• 38 demotions of teachers• Strategic plan with many initiatives approved
prior to recession
Objectives• Provide a positive experience in a very difficult time• Develop community’s appreciation of staff (6-day teacher strike in prior April)• Balance the budget both short- and long-term• Encourage change from business as usual due to long-term financial
challenges • Energize and engage entire school community to envision new ways
to operate more effectively (cost effectively)• Obtain input on idea and its implementation• Begin to publicize ideas• Build teamwork• Build community support eventually needed for referendums
The Concept
• Engage stakeholders (students, staff, community members, volunteers) to be part of the solution
• Design an expo-like atmosphere that encourages dialogue and interaction
• No cost
The Process
• Announced to staff in October and November for May event
• Poster board format– Using 16 PowerPoint slides– Sample format provided– Examples developed and showcased beginning in
January
Encouraging Participation
• Budget meetings at all schools and department-wide events in October and November
• March event at Departmental Improvement Advisory Committee (DIAC)
• Supervisors introduced the presentation and format within their departments
Challenges• Encouraging participation– Sample presentations at • Administrative meeting• Support staff meeting• Board meeting
• Uniformity or creativity?– Provided templates-12 to 16 PowerPoint slides– Suggested topics and layout– Resistance to low-tech approach
Employee Engagement• Employee Suggestion Program
• Employee Challenges– Mid-year reductions in current year-$500,000 target for schools, $1 million
for central administration and support services– Improvement Challenge: 3-year program starting next year
• 50 ideas worth $500,000• New ideas each year• Sustainable improvements• Public presentation of ideas annually in May at School
Improvement Expo (science fair format)• Objective: prove cost effectiveness to community
• "Companies have to nurture [creativity and motivation]—and have to do it by building a compassionate yet performance-driven corporate culture. In the knowledge economy, the traditional soft people side of our business has become the new hard side."— Gay MitchellExecutive VP, HR, Royal Bank
DIAC Exercise-One Hour
• Purpose: To help refine presentations so that they convince public and school board that they are ready to use to balance 2011-2012 budget.
• Format:– Presenters rotate 8 times between groups in 5-minute sessions.– Groups will be mixed so that no more than 3 people in a group are
from same function/department in order to show various perspectives on a proposal.
– Audience members offer improvement suggestions, raise questions, then dot vote on readiness for implementation.
– Brief recap at end on lessons learned today.– Publicity for May 2 event.
• “In the modern world of business, it is useless to be a creative original thinker unless you can also sell what you create. Management cannot be expected to recognize a good idea unless it is presented to them by a good salesman.”
- (David Ogilvy)
• “The world is changing very fast. Big will not beat small anymore. It will be the fast beating the slow.” - (Rupert Murdoch)
Logistics• Monday, May 2, 2011-7 to 9 p.m. in Penndale MS gym• Easels and tables provided• No cost to taxpayers-all supplies donated, voluntary/no pay• Poster Boards available in business office
– Green-revenue– Yellow-expenditure reduction– Other colors-investments in productivity– Format-see story boarding prompt, 16 PowerPoint slides– Push pins to draft, eventually spray adhesive (with assistance caution)
• Ideas now-works in progress are welcome– Approval to participate in late April– If not ready, prepare in future
• Widely publicized-invitations to local officials, media• Assistance available by unpaid intern skilled in PowerPoint, Excel-charts/graphs,
Visio, MS Project Schedule• Several opportunities in advance to simulate event at other meetings
TOPIC: DATE: LOW MEDIUM HIGH
GREEN-
ready to go for next year, 2011-12, or
sooner
Good idea but needs refinement.
Good idea; pretty well developed; refine quickly.
Completely ready to go; all estimates are reliable;
all implementation challenges have been
addressed; the schedule is reliable; why wait?
YELLOW- be
cautious
Idea may be good if properly developed.
Idea good but cannot be ready for next year.
Idea is good but will take much work to implement
for next year.
RED- stop Never Not soon Only under extreme
financial circumstances
Dot-Voting the Readiness to ImplementEach Person Votes with a Colored Dot on Each Presentation
Innovation Celebration TopicsRevenue Enhancement
ACCESS/Medicaid-Health Services for Eligible Special Education Students
Community Partnerships
Donations to District
Purchasing Services With Other School Districts
Recycling
School Nutrition Services-Revenue Increase Due to Participation
Surplus Disposal-Textbooks, Computers, Etc.
User Fees-General
User Fees-Parents Supplying Instructional Supplies
Educational Foundation
Electricity Demand Response
Assessment Appeals
Child Accounting-Relationship to Revenue and Expenditures
Athletics and Student Activities-Internal Auditing
Innovation Celebration TopicsInvestments in Productivity
Bidding Expansion-Technology
Budget Planning Model
Copying Effectiveness-Offices
Copying Effectiveness-School, Instruction
Electronic Document Management
Financial Reporting, Monthly Routine Revenue Reports
Health Care Costs
Instructional Resource Sharing-Elementary Books
Instructional Resource Sharing-Science Kits
Labor Saving Equipment
Innovation Celebration TopicsInvestments in Productivity
Labor Saving Methods
Six Sigma-Copying and Computer Printing
Transportation-Shared Services
Transportation-Utilization of Time and Bus Capacity
Quality Management Initiative
Strategic Plan
Quality Management Training
Innovation Celebration TopicsExpenditure Reduction
Bidding Expansion-General
Bidding Expansion-Transportation
Contract Administration
Energy Management
Energy Procurement-Natural Gas
Energy Procurement-Electricity
Energy-Holiday Curtailment
Living with Vacancies-Process Management Requirements
Postage Cost Reduction and Courier
Procurement of Supplies
Professional Development
Records Retention/Storage-Iron Mountain
Innovation Celebration TopicsExpenditure Reduction (Cont)
Secretarial Substitute Use
Special Education Funding
Textbook Purchasing
Warehouse-3 Year Evaluation of Six Sigma Design
Radio System Upgrade
Electronic Payment Programs
Prescription Drug Program-Self Funding
Case Studies in School Green Initiatives
Fixed Assets
Accounts Payable-Electronic Payments?
Electronic Document Management-Business Office/On Base
Input Received
• Practical constructive advice• Community acceptance– User fees from facilities rental to pay-to-play– Dot voting
The Financial Potential of Today’s PresentationsHow Soon Can the Potential be Achieved?
Initiative Projected Actual
Access/Medicaid $600,000 $ 1 million
Energy Management $500,00 $500,000
Energy- Holiday Curtailment $50,000 $89,000
Special Education – process improvements
$80,0000 $80,000
User Fees $50,000 $50,000
Copying $50,000 $25,000
Bidding Expansion $280,000 $350,000
Recycling $50,000 $50,000
School Nutrition Services Revenue
$470,000 $400,000
School Nutrition Expenditures $400,000 $370,000
2010-11 2011-12 2012-13 2013-14
$(2,000,000)
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
North Penn School District-Planned Budget Balancing Efforts Feb-ruary 23, 2011
Less assessment appeals Referendum exception-retirement rateReferendum exception-special education Tax increase allowed by Act 1Employee Challenge-Current Year, becomes fund balance
Unfilled Positions
Use PSERS Rate Stabilization Fund Eliminate PSERS Rate Stabilization Fund Contribu-tion
Postpone Inglewood Renovations One Time Items-reduce budgetary reserveEnergy management Transportation-utilization of capacity and timeTransportation-shared nonpublic and special ed-ucation service
Copying cost reduction
Printing cost reduction-Six Sigma report Employee challenge-expenditure reductionsEmployee challenge-revenue items Enterprise Fund Contributions to General FundACCESS-Medicaid Healthcare, cost containment optionsHealthcare, self-fund
Best Case
Estimate of Governor's Proposal on March 8, 2011
2010-11 2011-12 2012-13 2013-14
Healthcare, self-fund $ 400,000 $ 1,900,000 $ 1,900,000
Healthcare, cost containment options $ - $ 500,000 $ 300,000 $ 200,000
ACCESS-Medicaid $ 200,000 $ 250,000 $ 250,000 $ 250,000
Enterprise Fund Contributions to General Fund $ - $ 400,000 $ 50,000 $ 70,000
Employee challenge-revenue items $ - $ 500,000 $ 250,000 $ 250,000
Employee challenge-expenditure reductions $ - $ 500,000 $ 250,000 $ 250,000
Printing cost reduction-Six Sigma report $ 50,000 $ 100,000 $ 100,000 $ 100,000
Copying cost reduction $ 30,000 $ 30,000 $ 30,000 $ 30,000
Transportation-shared nonpublic and special education service $ - $ 650,000 $ 650,000 $ 100,000
Transportation-utilization of capacity and time $ - $ 500,000 $ 500,000 $ 500,000
Energy management $ 200,000 $ 500,000 $ 500,000 $ 500,000
One Time Items-reduce budgetary reserve $3,500,000
Postpone Inglewood Renovations $ - $ 560,000 $ -
Eliminate PSERS Rate Stabilization Fund Contribution $ 1,000,000 $ -
Use PSERS Rate Stabilization Fund $ 1,000,000 $ 1,000,000
Unfilled Positions $ 500,000
Employee Challenge-Current Year, becomes fund balance $ 1,500,000
Tax increase allowed by Act 1 $4,500,000 $ 2,000,000 $ 1,500,000 $ 1,000,000
Referendum exception-special education $ - $ 4,290,119 $ 1,000,000 $ 1,000,000
Referendum exception-retirement rate $ - $ 1,858,606 $ 1,950,000 $ 2,050,000
Less assessment appeals $ (750,000) $(1,000,000)
$ (1,000,000) $(1,000,000)
Publicity for May 2 Event
Logos Widely Publicized
http://nptv.pegcentral.com/player.php?video=2b7af69f004b25eac87c321319dab7f5
Lessons Learned
• Low tech-face to face collaboration and relationship building• People had difficulty understanding the concept, format• Time consuming to encourage, spent 6 months identifying
presentations in meetings and discussions with staff• Anyone can present in this format• Fear of job security• Different from other events (Tech Connect, Community Forums, etc.)• Press coverage is fickle• Live coverage by our staff during the event, later rebroadcast
extensively
Continuing Benefits
• All presentations posted on website• Content for educational television spotlighting great work
of staff• Appreciation of school board and community of work of
staff• Proving cost effectiveness across all functions (referendum
readiness)• Appreciation of complexity of organization and skills of staff• Collaboration• Cross functional teams
• “People who don’t take risks generally make about 2 big mistakes a year; people who do take risks generally make about 2 big mistakes a year.” - (Peter Drucker)
Next Steps
• Innovation Celebration is theme for the year.
• Innovation Celebration 2012 set for April 18th
"Innovation— any new idea—by definition will not be accepted at first. It takes repeated attempts, endless demonstrations, monotonous rehearsals before innovation can be accepted and internalized by an organization. This requires courageous patience." - (Warren Bennis)
Year TwoInnovation
Celebration II
• April 18, 2012, 6-9 p.m.• North Penn High School, Lansdale, PA• 80+ presentations– Budget background– Progress reports on last year’s initiatives– New ideas by staff, students, partner organizations
• Broadcast on educational television
Improvements in Year Two
• More space• More participants• Interviews• More television content• Options for input• Awards?• Food/drinks• Referendum readiness-progress reports, more ideas,
more enthusiasm, more community involvement
Topics for Innovation Celebration 2012
• Budget background– Impact of recession– Five -year financial projections– Unfunded mandates
• Progress reports on current initiatives• New initiative proposals– Labor saving equipment and techniques
• Partner organization initiatives
Next Year
• Regionalized Innovation Celebration with multiple school districts, intermediate units, municipalities, etc.
• “Do not go where the path may lead; go instead where there is no path and leave a trail.” - (R. Emerson)
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