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Improving the Efficiency of Mississippi's School Districts

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Improving the Efficiency of Mississippi's School Districts #589 Joint Legislative Committee on Performance Evaluation and Expenditure Review (PEER) Report to the Mississippi Legislature Improving the Efficiency of Mississippi’s School Districts: Phase Two School districts should apply a disciplined approach of identifying their needs so that cost savings can be effectively redirected into an area that will improve the district’s efficiency and academic performance. The Legislature’s current effort to revitalize performance budgeting requires increased accountability for the efficient and effective use of public resources, including the expenditure of tax dollars by the state’s public school districts. PEER sought to identify efficiency drivers and metrics utilized by fourteen selected school districts with the purpose of compiling a list of best practices that could be shared with other districts to yield efficiency improvements. PEER had proposed that by selecting districts that exhibited low support expenditures and high academic performance, as well as those districts that exhibited high support expenditures and low academic performance, distinct practices and procedures could be identified in order to establish drivers and metrics deemed as more efficient. By using an interview protocol based on school district efficiency review processes in other states, PEER targeted nine functional areas in the fourteen selected districts: district leadership and organization, financial management, human resources, purchasing and warehousing, educational service delivery, transportation, facilities, food service, and information technology. Three major themes were exhibited within the selected school districts. Regardless of whether the district was more efficient or less efficient (as defined by PEER in this report), no distinct efficiency drivers were identified that could be implemented as best practices. Within each functional area, multiple decisions had been made with a focus on academic performance without consideration of efficiency. While efficiency decisions and procedures were mentioned by district staff at various levels, often these efficiency decisions had been made by district leadership in a manner that was not accountable, based on available data and transparency of the decisionmaking process. Because PEER could not identify specific efficiency drivers within the selected school districts as initially theorized, PEER proposes that all school districts work toward a disciplined data- driven decisionmaking process to improve efficiency and accountability. December 9, 2014 PEER: The Mississippi Legislature’s Oversight Agency The Mississippi Legislature created the Joint Legislative Committee on Performance Evaluation and Expenditure Review (PEER Committee) by statute in 1973. A joint committee, the PEER Committee is composed of seven members of the House of Representatives appointed by the Speaker and seven members of the Senate appointed by the Lieutenant Governor. Appointments are made for four-year terms, with one Senator and one Representative appointed from each of the U. S. Congressional Districts and three at-large members appointed from each house. Committee officers are elected by the membership, with officers alternating annually between the two houses. All Committee actions by statute require a majority vote of four Representatives and four Senators voting in the affirmative. Mississippi’s constitution gives the Legislature broad power to conduct examinations and investigations. PEER is authorized by law to review any public entity, including contractors supported in whole or in part by public funds, and to address any issues that may require legislative action. PEER has statutory access to all state and local records and has subpoena power to compel testimony or the production of documents. PEER provides a variety of services to the Legislature, including program evaluations, economy and efficiency reviews, financial audits, limited scope evaluations, fiscal notes, special investigations, briefings to individual legislators, testimony, and other governmental research and assistance. The Committee identifies inefficiency or ineffectiveness or a failure to accomplish legislative objectives, and makes recommendations for redefinition, redirection, redistribution and/or restructuring of Mississippi government. As directed by and subject to the prior approval of the PEER Committee, the Committee’s professional staff executes audit and evaluation projects obtaining information and developing options for consideration by the Committee. The PEER Committee releases reports to the Legislature, Governor, Lieutenant Governor, and the agency examined. The Committee assigns top priority to written requests from individual legislators and legislative committees. The Committee also considers PEER staff proposals and written requests from state officials and others. PEER Committee Post Office Box 1204 Jackson, MS 39215-1204 (Tel.) 601-359-1226 (Fax) 601-359-1420 (Website) http://www.peer.state.ms.us The Mississippi Legislature Joint Committee on Performance Evaluation and Expenditure Review PEER Committee SENATORS REPRESENTATIVES NANCY ADAMS COLLINS BECKY CURRIE Chair Vice Chair KELVIN E. BUTLER MARGARET ELLIS ROGERS VIDET CARMICHAEL Secretary THOMAS GOLLOTT RICHARD BENNETT GARY JACKSON KIMBERLY L. CAMPBELL SAMPSON JACKSON II STEVE HORNE PERRY LEE RAY ROGERS PERCY W. WATSON TELEPHONE: (601) 359-1226 OFFICES: Woolfolk Building, Suite 301-A FAX: 501 North West Street (601) 359-1420 Post Office Box 1204 Jackson, Mississippi 39201 Jackson, Mississippi 39215-1204 Max K. Arinder, Ph. D. Executive Director www.peer.state.ms.us December 9, 2014 Honorable Phil Bryant, Governor Honorable Tate Reeves, Lieutenant Governor Honorable Philip Gunn, Speaker of the House Members of the Mississippi State Legislature On December 9, 2014, the PEER Committee authorized release of the report entitled Improving the Efficiency of Mississippi’s School Districts: Phase Two. Senator Nancy Adams Collins, Chair This report does not recommend increased funding or additional staff. ii PEER Report #589 Table of Contents Letter of Transmittal .................................................................................................................................i Executive Summary ............................................................................................................................. vii Introduction ................................................................................................................................1 Authority ................................................................................................................................1 Problem Statement............................................................................................................................1 Scope and Purpose............................................................................................................................1 Scope Limitations..............................................................................................................................2 Method ................................................................................................................................2 Background ................................................................................................................................5 What was the purpose of Phase Two of PEER’s project on improving school district efficiency?....................................................................................5 How did PEER establish efficiency measures to select school districts for Phase Two? ...................................................................................................6 How did PEER establish academic performance measures to select school districts for Phase Two?....................................................................................7 How did PEER select school districts for Phase Two? ...............................................................8 PEER’s Theory in Phase Two of Improving Efficiency in Mississippi School Districts............................................................................................................... 10 Why should school districts be concerned with efficiency improvements?...................... 11 What was PEER’s theory behind this phase of the review? ................................................... 14 What functional areas were selected for efficiency review? ................................................. 15 What themes emerged from the observations of the operational environments within the selected school districts? ....................................... 16 How did PEER’s approach in this phase of the review change based on initial conclusions? .................................................................................................... 18 A Data-Driven Decisionmaking Model for School Districts............................................................. 19 What is data-driven decisionmaking? ........................................................................................ 19 What are the components necessary to make data-driven decisions? ............................... 20 What is needed to ensure a successful data-driven decisionmaking process? ........................................................................................................... 25 Observations Within the Selected School Districts ..........................................................................
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