introducing edwin analytics

Introducing Edwin AnalyticsFinance Reports

Massachusetts Department of Elementary and Secondary Education

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• Edwin Analytics Overview• How Your EOY Financial Report Translates

to a Database Format• Edwin Analytics – Finance Overview• Benefits• Available reports

• Frequently Asked Questions (FAQs)• Resources


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Edwin Analytics Overview


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What is Edwin Analytics?

• A powerful reporting and data analysis tool that gives authorized districts and state level users access to new information, reports and perspectives on education and programs that specifically support improvements in teaching and learning.

What is Edwin Analytics - Finance?

• Agency stakeholders, district leadership, and district business managers will be able to analyze district/school financial and school building information alongside staffing, student enrollment, and student performance information.

Accessing Edwin

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School and district personnel should contact their district's Edwin Analytics contact for additional

information.

Accessing Edwin

• Data Warehouse Merged into Edwin• Login roles for Edwin Analytics remain the same

as the Education Data Warehouse (EDW): • DW – (210) District User• DW – (211) School User• DW – Evaluator

• URL for Edwin Analytics remains the same as EDW• No need to update Trusted Sites

• Security Portal (Same place you visit to download/upload EOYRs)• Edwin Analytics link added

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How Your EOY Financial Report Translates to a Database Format


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School finance data is collected in a number of schedules with several different structures.

District revenues and expenditures

School instructional expenditures


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Regional assessments

Special education expenditure detail

Transportation expenditure detail

Annual school budget


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For now, let’s focus on expenditures collected on Schedules 1 & 3.

These 2 schedules include expenditures:

• By the school committee• By the city/town• From grants and other

funds

10Even within this slice of data, there are several different schedule structures that don’t all collect the same data

elements.Examples – District v. school, Object codes v. no object codes, etc.


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By associating each cell in the End of Year Report with a uniquely identifiable “address,” the data is easily convertible into a database format.

Each cell has an “address” made up of at least* 6 parts:

Example:Year2013

Organization01550000

Function

2305

Object01

Program02

YearXXXX

OrganizationXXXXXXXX

Function

XXXX

ObjectXX

ProgramXX

FundXX

Fund02


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This lets you point to a particular EOY cell:

But also to a single record in a database:

YearLEA

Line

Function

Object

ProgramFund


This approach works regardless of the source of funds. Each funding source has its own code.

Again, each amount from each grant/special fund corresponds to one record:

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Schools data is identified similarly. Each funding source has its own code, as does each program.

For this district/school, $241,164 was spent on spec. ed. paraprofessionals:


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Edwin Analytics – FinanceOverview


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Key Benefits

• Integrate into Edwin Analytics:• District End of Year Report (EOYR) financial data • Massachusetts School Building Authority (MSBA) data

• Provide agency, district leadership, and district business manager users with:• Knowledge of district expenditure trends for all public districts and

schools within the state compared with a variety of other measures, to understand how financial decisions vary among districts.

• A detailed view of district special education spending, staffing, and student enrollment, to understand how districts support their students with disabilities (SWD) populations.

• A district’s school building information and operations and maintenance expenditures to understand how districts have found ways to most efficiently operate their facilities.


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Available Reports

FN214 District Expenditures Comparison

FN314 School Instructional Resource Analysis

FN316 District Operations and Maintenance

FN215 Special Education Resource Allocation by District

FN315 Special Education Resource Allocation – Individual District

Reports can be filtered in several ways (e.g., selecting specific districts/schools, year, expenditure function, etc.) Multi-district reports can be filtered by criteria to generate

comparable communities for further analysis.


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Where to find Edwin Analytics - Finance reports


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Potential Questions FN214

FN314

FN316

FN215

FN315

Which districts are like mine? X XHow do similar districts spend funds by function? Are there areas where a district can reallocate funds to more efficiently use their resources? X

How are a district’s expenditures allocated between salaries and other costs? Among professional salaries, clerical salaries, and other salaries? X

How do instructional expenditures compare across schools in a district? What am I spending on each school in a particular grade span? X X

What do schools within a similar district look like in terms of a student profile and student performance? X XWhat are the costs and benefits of salaried v. contract staff performing certain maintenance tasks? How might a district change its approach to be more efficient? X X

What is the ROI of recent school building renovations? XHow does a district’s operations and maintenance spending compare to another with a similar school building profile? X

How does student enrollment in a building compare to the building capacity over time? XHow does a district’s SWD profile compare to other districts? XHow does a district’s special education expenditures relate to their students’ level of need? X XHow do comparable districts allocate their special education funding? How can a district potentially reallocate this funding to better effect? X X

Have similar districts benefitted from building in-district special education programs rather than placing students out-of-district? X X

How do special education resources (staff and expenditures) distribute across schools within a district? How does this relate to the level of need of the students in those schools? X

What questions can these reports help me answer?


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District Expenditures Comparison(Schedule 1)

Report purpose• Provides information on a district or multiple districts’ expenditures

(Schedule 1 End of the Year Report data), alongside teacher staffing information, student population characteristics, and MCAS results for the purpose of single district analysis or multi-district benchmarking and comparison.

Includes data on• District expenditures (Schedule 1, EOY)• Staffing (EPIMS)• Student population (SIMS)• ELA, Math & Science MCAS

Allows filtering by• District• District size• Student demographics (%low income, ELL, SWD)• Expenditures per student• Local wealth (combined effort yield – CEY – as a % of foundation budget)

Users can drill through to a specific district to see detailed data on that district’s schools (FN314 School Instructional Resource

Analysis).


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Each report starts with a prompt page that lets you control certain parameters. Required fields are starred(*).


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Shows the last time the data was updated. Amendments and EOY submissions after that date won’t be reflected until the next update.

Reports can be displayed as a pdf or downloaded into Excel.


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School Instructional Resource Analysis(Schedule 3)

Report purpose• Provides information on a school level instructional expenditures

(Schedule 3 End of the Year Report data), alongside staffing information, student population characteristics, MCAS results, and classroom size information for the purpose of single district analysis.

Includes data on• District/school instructional expenditures (Schedule 3, 2000 series,

EOY)• Staffing (EPIMS)• Student population (SIMS)• Class size• ELA, Math & Science MCAS

Allows filtering by• District• School level type (elementary, middle, secondary)


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District Operations and Maintenance

Report purpose• Provides information on a district’s operations and maintenance

expenditures (Schedule 1 End of Year Report data), alongside school building and student enrollment information for the purpose of single district analysis over one or three years.

Includes data on• District operations & maintenance expenditures (Schedule 1,

4000 series, EOY)• Enrollment (SIMS)• School buildings, including square feet, capacity, built/reno dates

(MSBA)

Allows filtering by• District• 1-year snapshot or 3-year trend


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Special Education Resource Allocation by District

Report purpose• Provides information on special education student enrollment, staffing,

and expenditures (Schedule 4 and 7 End of Year Report data) for the purpose of single district analysis or multi-district benchmarking and comparison.

Includes data on• District special education expenditures (Schedules 4 and 7, EOY)• Students with disabilities (SWD) enrollment (SIMS)• Special education staffing (EPIMS)

Allows filtering by• District• District size• % SWDUsers can drill through to a specific district to see detailed data

on that district’s schools (FN315 Special Education Resource Allocation – Individual District).


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Special Education Resource Allocation – Individual District

Report purpose• Provides information on a district’s SWD population, special

education teachers, special education salaries, and special education expenditures (Schedule 4 and 7 End of Year Report data), including school level drilldown, for the purpose of single district analysis.

Includes data on• District special education expenditures (Schedules 4 and 7, EOY)

by placement• Students with disabilities (SWD) enrollment (SIMS), by placement

and level of need• Special education staffing (EPIMS) by district and schools,

including FTEs, salaries, and student-staff ratios

Allows filtering by• District


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FAQs• How does this interact with my EOYR filing?

• A single year of EOYR data will be updated in Edwin 3 times, the February following submission, July (semi-final) and the following July (final). If a district amends or uploads a new files after one of those milestones, the data in Edwin will not be updated until the next one.

• The data in my district’s report looks wrong. What do I do?• Data in these reports come from your district’s submissions, whether that’s through SIMS,

EPIMS, EOY, etc. The first step is to look at what you’ve submitted (or your district staff responsible for the particular submission to ESE). If that’s not reflected in Edwin, contact ESE. It may also be useful to review your data management and reporting processes across the district and/or seek out other ESE data reporting resources.

Incorporating data across the department in this detailed way is new for ESE as well. It will take time and effort to work out the kinks and address reporting gaps.

• The data in another district’s report looks wrong. What do I do?• Again, data in these reports come from the district’s submissions, whether that’s through

SIMS, EPIMS, EOY, etc. The first step is to contact that district to inquire about the issue.

• Is historical data available?• Yes. Data is available, for the most part, starting in FY2008. There are no plans to

incorporate historical data before this point.


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FAQs• These reports are great, but I want a lot more data to use in my own

analysis. Can I get that?• Yes! A District Finance End of Year Report/District Benchmarking “Cube” will also be

available for ad hoc data extraction and analysis. Training on this tool will be handled separately.

• Can I share these reports with the school committee, town meeting, etc.?• You (school business manager) and your superintendent have access to these reports

through the ESE security portal. You have the option of sharing these reports with other parties, using them in budget presentations, etc.

• I have a suggestion/request for a new report or a variation on an existing report. Who should I ask?• It’s our hope that MASBO will serve a key role in organizing discussions, presentations,

etc. on the best uses of this data through the currently available reports, and through other data analysis developed by using the school finance cube. We’d also like to see MASBO function as a mechanism for elevating those alternative views/approaches to ESE for consideration in future report development.

• I have a question about Edwin Analytics, who do I contact?• See “Resources” on the next slide.


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Resources

• General information about Edwin Analytics and technical support• http://www.doe.mass.edu/edwin/analytics/,

[email protected], or contact your district's Edwin Analytics contact person

• Sign up for the EDW listserve (see how at: http://www.doe.mass.edu/edwin/analytics/)

• Edwin Getting Started Guide: http://www.doe.mass.edu/edwin/analytics/GettingStarted.pdf

• Non-End of Year Financial Report data in reports/cube• Education Data Services

• http://www.doe.mass.edu/infoservices/data/, [email protected] • List of Data Collection Support Specialists by District

• http://www.doe.mass.edu/infoservices/data/fts.html

• ESE Security Portal• https://gateway.edu.state.ma.us/

http://www.doe.mass.edu/edwin/analytics/

mailto:[email protected]

http://www.doe.mass.edu/edwin/analytics/

http://www.doe.mass.edu/edwin/analytics/GettingStarted.pdf

http://www.doe.mass.edu/infoservices/data/

mailto:[email protected]

http://www.doe.mass.edu/infoservices/data/fts.html

https://gateway.edu.state.ma.us/

introducing edwin analytics

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