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Diagnostic Study of Monroe City Schools

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Diagnostic Study of Monroe City Schools Diagnostic Study of Monroe City Schools August 22, 2011 www.PrismaticServices.com Table of Contents Executive Summary 1.0 Introduction .......................................................................................................... 1-1 1.1 Background .............................................................................................. 1-1 1.2 Methodology ........................................................................................... 1-2 1.3 Peer Districts ........................................................................................... 1-3 1.4 Staff Input ............................................................................................... 1-3 1.5 Study Limitations .................................................................................... 1-4 1.6 Overview of the Final Report ................................................................. 1-4 1.7 Acknowledgements ................................................................................ 1-5 2.0 Overview of Academics and Expenditures .................................................. 2-1 2.1 Academic Performance ................................................................................ 2-1 2.2 Educational Productivity .............................................................................. 2-3 2.3 Expenditures ................................................................................................. 2-7 3.0 Organization and Management ......................................................................... 3-1 3.1 Organization and Management ............................................................. 3-1 3.2 School Board ......................................................................................... 3-19 3.3 Media Center ......................................................................................... 3-23 3.4 School Staffing ...................................................................................... 3.25 4.0 Human Resources ............................................................................................... 4-1 4.1 Organization and Management ............................................................. 4-1 4.2 Policies and Procedures ........................................................................ 4-18 4.3 Staffing .................................................................................................. 4-22 5.0 Finance .............................................................................................................. 5-1 5.1 Financial Management ........................................................................... 5-3 5.2 Financial Reporting ................................................................................ 5-11 5.3 Purchasing and Warehousing............................................................... 5-18 5.4 Payroll .................................................................................................... 5-35 6.0 Technology .......................................................................................................... 6-1 6.1 Technology Planning ............................................................................. 6-6 6.2 Organization and Management ............................................................ 6-11 6.3 Professional Development .................................................................. 6-20 6.4 Instructional Technology ..................................................................... 6-26 7.0 Operations ............................................................................................................ 7-1 7.1 Facilities Utilization ................................................................................ 7-3 7.2 Facilities Organization and Management ............................................ 7-13 7.2.1 Maintenance .......................................................................................... 7-16 7.2.2 Custodial Services ................................................................................. 7-23 7.3 Food Services .........................................................................................7-27 7.4 Transportation ...................................................................................... 7-42 8.0 Summary of Commendations and Recommendations ..................................... 8-1 8.1 Organization and Management............................................................. 8-2 8.2 Human Resources................................................................................... 8-4 8.3 Finance .................................................................................................... 8-5 8.4 Technology ............................................................................................. 8-9 8.5 Operations ............................................................................................. 8-11 Appendix A: Staff Survey Executive Summary In March 2011, Monroe City Schools (MCS) contracted with Prismatic Services, Inc., to complete a diagnostic study of the district. The contract required an assessment of the human resources, finance, management information systems, and instructional technology departments, seeking to identify areas of commendation and recommendation. The overall goals of the study were to assist the district in: ∗ determining the current state of people, process, and technology; ∗ identifying process inefficiencies; ∗ identifying areas where greater efficiencies can be achieved; ∗ identifying areas where greater effectiveness can be achieved; and ∗ improving management strategies. There was no specific precipitating event driving this study. According to school board members, this study has been discussed and desired for a long time. It should be noted that the district is under no obligation to implement any recommendation in this report. MCS undertook this study voluntarily, in an effort to identify areas for improvement. Moreover, as district staff works through the chapters of this report, they may find alternative ways to address the findings presented. 1 METHODOLOGY In completing this diagnostic study, Prismatic followed a 10-step work plan: 1. Initiate project. 2. Conduct Advance Team visit. 3. Complete initial comparative analyses. 4. Field staff survey. 5. Prepare initial analysis. 6. Conduct On-Site visit. 7. Develop initial draft report. 8. Complete quality control. 9. Review draft report with client. 10. Develop final report and close project. A Prismatic Advance team of two was on-site in the district April 4-5, 2011. The Advance team interviewed 13 staff/Board members and conducted four focus groups. The results of the Advance visit were distributed internally to Prismatic team members to assist them in developing interview and focus group questions, prioritize areas for on-site observations, and tentatively identify any areas of likely findings. i The full on-site visit was completed with six Prismatic team members April 11-14, 2011. The initial interview schedule included 72 interviews of either individuals (or several staff together), nine focus groups, and five meetings with chairpersons of relevant school board committees. Once on-site, team members were free to schedule additional and follow-up interviews, as needed. Team members also observed operations at a number of schools, particularly transportation and food services operations. Team members also observed instructional technology in use in a number of classrooms. As part of the analyses completed in this audit, Prismatic made comparisons to these peer districts: ∗ Avoyelles Parish School Board (6,037 total enrollment 2010-11); ∗ Natchitoches Parish School Board (6,805); ∗ Orleans Parish School Board (10,493); ∗ Ouachita Parish School Board (19,680); and ∗ St. Mary Parish School Board (9,465). In addition to interviews and focus groups with specific district staff members, Prismatic provided all staff the opportunity to participate in an 80-question survey. A total of 646 employees responded to the survey, a response rate of approximately 33 percent. This study was completed with few limitations. Because the district wished to have results in time for use in 2011-12 budget discussions, the timeframe was somewhat shorter than other comparable projects. In a few areas, the district did not have information the team requested for analysis. Because the contracted study did not include all areas of the central office, Prismatic did not undertake a comprehensive review of the entire central office. Such an approach might have yielded additional findings. ii 2 COMMENDATIONS Overall, Prismatic awarded 17 commendations. Recommendations are organized below by functional area reviewed. Chapter 3: Organization and Management ∗ The City of Monroe School Board is commended for updating its policy book. Chapter 4: Human Resources ∗ The MCS HR department is commended for its exemplary work in the areas of personnel, as measured by established HR metrics for performance and effectiveness. Chapter 5: Finance ∗ The district is commended for reversing its operational funding deficit. ∗ Monroe City Schools is commended for its commitment to instruction, as evidenced by its per pupil spending on instruction. ∗ The MCS business operations staff is commended for providing detailed operating manuals in accordance with best practices. ∗ MCS is commended for publishing two manuals that assist purchasing department, other department, and school staff in processing purchasing related
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