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March 7, 2020 School Board Retreat Agenda

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March 7, 2020 School Board Retreat Agenda Board Special Meeting School Board Retreat March 7, 2020 9:45 am – 1:503:00 pm Room 2765Auditorium, John Stanford Center 2445 3rd Avenue South, Seattle, WA 98134 Agenda 9:45 a.m. – 10:15 a.m. District Data Dashboard (30 minutes) 10:15 a.m. – 11:50 a.m. Since Time Immemorial Training (95 minutes) 11:50 a.m. – 12:20 p.m. Working Lunch (30 minutes) 12:20 p.m. – 1:50 p.m. Since Time Immemorial Training – Continued (90 minutes) 1:50 p.m. Adjourn 1:50 p.m. – 2:00 p.m. Break (10 minutes) 2:00 p.m. – 3:00 p.m. Board Legal Boot Camp (60 minutes) 3:00 p.m. Adjourn Start times for each topic are estimated. Special meetings of the Board, including work sessions and retreats, may contain discussion and/or action related to the items listed on the agenda. Operations Data Dashboard – Status Update PROGRESS UPDATE: As directed by the Board in her 19-20 evaluation goals, the Superintendent has been working with staff to align the Operations Data Dashboard to the 2019-24 Strategic Plan. Attached are the proposed Operations Areas and Measures for the new dashboard. Included on the table is a brief explanation of the “why” each area and measure is proposed. The operations areas were selected by focusing on the language in the Board-adopted strategic plan (see below). We are considering principals as the primary customer for the first iteration. We will continue to expand to other constituents over time. The survey revision process is being done simultaneously to be able to measure progress appropriately. The Operations Data Dashboard is proposed to be a flexible document. New Operations Areas or Measures may be added or removed as new needs are identified or if a measure is continually met. The hope is to have one data dashboard that incorporates both operations and district scorecard data with similar visual aesthetics. While the Operations Data Dashboard is more narrowly focused, each division will also have KPIs they are monitoring to ensure effective operations. The Board will have a chance to review those KPIs during the oversight work sessions. Anticipated Timeline: • March 7, 2020: Board Retreat – Progress Update on Ops Data Dashboard • May 20, 2020: Exec Committee – BAR for Ops Data Dashboard and Revisions to Policy No. 1010 • May 27, 2020: Introduction of Ops Data Dashboard and Revisions to Policy No. 1010 • June 3, 2020: Work Session/Exec Session related to Superintendent Evaluation Goals • June 10, 2020: Action on Ops Data Dashboard and Revisions to Policy No. 1010 Board Retreat, March 7, 2020 REFERENCE DOCUMENTS: 19-20 Superintendent Evaluation Goal/Initiative: Effective management - The Superintendent will be responsible for the revision of the operations data dashboard so that it is aligned with the newly adopted Strategic Plan. 2019-24 Strategic Plan Priority - Predictable and Consistent Operational Systems: Develop operational systems that provide a predictable and consistent experience to meet the needs of students and families and allow them to focus on learning. We will manage district operational functions (non-academic/non-instructional; e.g., transportation, nutrition services, student assignment) in a culturally responsive, service-oriented, and cost-effective manner. We will ensure operational teams plan, establish, communicate, and consistently meet high service levels that provide school leaders, students, and families the information and daily experience that allows them to experience a safe and productive day of learning. Goals Measures Used to Evaluate Success Operational functions will identify main Department customer satisfaction surveys customers and increase satisfaction Timely response feedback Operational functions will improve School leader, family, and student awareness communication to school leaders, families, and surveys students Operational functions will improve overall Overall service quality level informed by performance in support of student learning performance indicators unique to each individual operational function Policy No. 1010: The Board will develop and use a District Annual Operations Data Dashboard for monitoring all Oversight Areas, which shall be separate from and in addition to the district academic scorecard. The operations data dashboard shall consist of a limited number of carefully selected indicators that communicate the operational health of the district. • The Superintendent will prepare and present to the Board a report on the District Annual Operations Data Dashboard each November. The dashboard shall include key performance indicators for each Oversight Area (listed below). • The Superintendent shall annually review the scorecard contents and propose any changes to the scorecard to the Board for its review and approval. Board Retreat, March 7, 2020 Board Retreat, March 7, 2020 Operations Dashboard Measures – Streamlined Table View (Page 1 of 2) Operations Measure Significance of Measure Data Source Area Late routes often result in missed instruction and Daily transportation Transportation Percent of on-time bus routes unnecessary worry and stress for students and families operations reports who rely on safe, dependable transportation services Keeping capital construction projects within budget ensures that Levy promises are kept to the voters Tracked by Capital Projects Capital Planning Percent of capital projects on budget upon whom continued support for capital department improvements depend Healthy nutrition directly supports students' readiness to learn; the rate of lunch participation is an indicator OSPI from our PCS Nutrition Services Lunch participation rate that the district is offering meals and service that are software attractive to students Prompt response to emergency building system issues Percent of emergency facility work School Dude work order Facilities minimizes impacts to the learning environment, orders completed on time system maintains student and staff safety Completing the annual update supports the safety of Percent of schools that completed the students by incorporating revised information about Tracked by Safety & Safety/Security annual update of their Site Emergency staff, facility, and program changes and by ensuring Security Department Management Plan that school plans conform to current district guidelines and best practices for emergency response Efficiencies in district operations and central office Percent of General Fund spent on Direct services allow a higher percentage of resources to go Budget Budget Book Services to schools directly to student services, supports and programs provided by schools Board Retreat, March 7, 2020 Operations Dashboard Measures – Streamlined Table View (Page 2 of 2) Operations Measure Significance of Measure Data Source Area Timely and effective customer support helps to ensure Technology Services Help Line first contact resolution rate teaching and learning in schools is minimally disrupted Tracked by DoTS by technology issues Accurate projections ensure that school staffing and Enrollment Planning Accuracy of annual school projections teaching capacity is not harmfully disrupted by OSPI state reported data unexpected changes in student enrollment Having a high-quality teacher in the classroom is the Percent of all classrooms with a teacher Neo Gov Applicant HR Operations single most important in-school factor in supporting by the first day of school Tracking System and SAP student outcomes High rates of satisfaction indicate school leaders are School Leader Percent of school leaders satisfied with School Leader Customer not burdened by operational issues that take time and Satisfaction ** district operations in priority areas Satisfaction Survey energy away from supporting students and staff Percent of school leaders satisfied with Effective communication helps to ensure school School Leader School Leader Customer central office communications related leaders remain informed about district operational Communications ** Satisfaction Survey to priority operations areas processes and expectations for administrators High rates of family satisfaction are an important Percent of families satisfied with priority Family Satisfaction ** indicator that district operations are managed Family Survey operations areas effectively and equitably by the central office ** Indicates measure applies to multiple priority operations areas Operations Dashboard Draft wireframe for illustration purposes only Performance in Support of Student Learning Transportation Enrollment Planning Capital Planning Human Resources Technology Services xx% ▲2% xx% xx% ▼5% xx% ▲ 0.8% xx% Percent of classrooms with a Help Line first-contact Bus on-time rate Accuracy of annual projections Projects completed on budget teacher on first day of school resolution rate Nutrition Services Finance & Budget Facilities Safety & Security xx% ▼1% xx% ⯈0% xx%▲4% xx% General fund spent on Direct Emergency work orders Schools completing annual Lunch participation rate Services to schools completed on time Site Emergency Mgmt. Plan Customer Satisfaction & Communications Family Satisfaction School Leader School Leader Customer Satisfaction Communications xx% xx% xx% Families Satisfied with priority School Leaders satisfied with School Leaders satisfied with Central office operations Central office operations operations communications Since Time Immemorial School Board Training – March 7, 2020 Seattle Public Schools is committed to making its online information accessible and usable to all people, regardless of ability or technology. Meeting web accessibility guidelines
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