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2003-04
Goal: Ensure Efficent Use of Financial Resources/Budgeting
Strategic Areas
Data Driven Decision Making
Description: This goal will focus on aligning expenditures with available revenues for the 2004-05 school year budget. The impact of the recapture tax (Robin Hood) must constantly be assessed as the District reviews programs, practices and delivery systems. In addition, the goal will focus on the processes and support services necessary to allow a greater focus of resources to work effectively with the instructional arm of the organization.
Benchmark: Using a Variety of Data Effectively
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Implement cost saving measures for the 2004-05 budget.
- Budget reduction initiatives were approved by the Board of Trustees on November 18, 2003 for the Fiscal Year 2004-05. Initiatives listed below were presented again at the March 16, 2004 Board Meeting and finalized when the budget was adopted June 8, 2004. These cost-saving measures included: Reduction in Force, Early Exit Replacement Savings, Reduction in Outsourcing Contracts, Increases in Student/Teacher Ratios, and Campus and Department budgets. Total budget reductions equaled $16.9 M.
Consider alternative ways to deliver instruction and maximize teaching units.
- Data bases have been created and utilized to assist with delivery of instruction, K-12.
- Distance learning has been used for low enrollment classes, i.e. Latin.
- eSchool meets the needs of PISD student body while also providing a revenue stream.
Involve department directors & principals in discussions regarding staffing and programs in support services to reduce cost and the corresponding impact on campuses.
- Superintendent’s Cabinet developed plan and timeline for budget reductions during August, 2003 Retreat. Principals and department directors were involved in initial discussions and meetings during September and October of 2003.
- Communicated frequently with principals and department heads regarding staffing for 2004-2005. Plan to revise staffing process to more closely align with financial allocation process based on weighted average daily attendance.
- Began implementation of staffing process in late Fall 2003. Plan to target a similar or earlier date for 2004-2005.
- Directors, Principals and the Cabinet met weekly to reduce budgets and analyze corresponding impacts during December through March. Staffing allocations were moved from January to December due to the heavy emphasis on personnel issues.
Establish future budget targets in all areas of operation benchmarking against peer districts.
- Presented peer district budget data at the Board Work Session on April 20, 2004. The information highlighted comparative budget data of eight, peer districts similar in size, wealth and test scores.
Establish Pro Forma budgets through 2005-06 by November 2003.
- At the November 4, 2003 Board Meeting, Pro-Forma budgets showing a deficit budget of $14.9 M and $11.2 M through 2004-05 established the need for budget reductions.
Establish an earlier date for staffing recommendations for 2004-05.
- Enrollment projections were made in December, 2003 rather than January, 2004 to ensure staffing allocations be provided to campuses one month earlier than previous years.
Provide demographic and facility needs information to assist citizens and committee in deciding future bond needs.
- A Bond Task Force was approved by the Board of Trustees at the November 4, 2003 Board Meeting. The Task Force met eight times, made two site visits and conducted a public hearing between December 18, 2003 and April 7, 2004. The Task Force received demographic information and Instructional Technology, Transportation and Facility needs during these meetings. A recommendation was presented to the Board of Trustees on April 20, 2004. The recommendation called for a bond referendum of $285.7M over a four-year period. The voters approved this bond referendum August 21, 2004.
Explore shifting capital needs from maintenance and operations to a comprehensive bond program that would span four years.
- The bond referendum of $285.7 M approved by the voters included capital projects and initiatives that shift capital from the M&O fund to bond funds through 2008. This included $48 M for systems and compliance and $29.8 M for capital equipment that would otherwise be paid for out of the M&O fund or not be repaired or provided over the next four years.
Benchmark: Using Information to Improve Instructional Practice
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Provide funding for the purchase of software to improve Individualized Education Program (IEP) process.
- Contracted with 4GL to provide software to improve Individualized Education Program process.
Benchmark: Using Data to Improve Student Performance
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Provide funding for continued development of EdSoft applications for student mastery tracking.
- Funding was provided to continue EdSoft development this past year. The activities included consulting, report writing, scanner maintenance, hardware, software licensing and hosting services.
Benchmark: Relating Investments, Outcomes and Improvement Strategies
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Continue development of Texas Education Administrative Management Software to replace CIMS applications.
- Initial TEAMS modules in the Human Resources area have been implemented to automate the application and hiring process. Position inventory has been transitioned from the CIMS system to TEAMS. The development timeline shows payroll as the next major system to migrate from CIMS to TEAMS. Student scheduling for the 2005-06 school year will occur in TEAMS.
- Implemented first phases of TEAMS, including applicant to hire and applicant search processes. Evaluation and refinement of implementation is continuing.
Continue to analyze efforts for a return on investments and cost effectiveness programs and initiatives.
- Staff continues to analyze and develop automated programs for textbooks, time clocks and a bus-routing system that is more efficient and saves the District personnel cost.
- A Facility Services work order system was implemented that provides accurate information on building and equipment repair while tracking both time and material cost.
- PASAR program was expanded to include ten additional campuses and financial accountability improved by shifting payments directly to Financial Services and taking advantage of automated services.
- During the summer months, HVAC systems were run based on humidity levels rather than following a set schedule, as in the past. By doing this, the District effectively controlled humidity levels and avoided moisture problems, while eliminating unnecessary run-time on systems when humidity levels were low. The estimated savings was $500,000.
- Saved over 53 million gallons of water consumption by changing frequency of watering between the months of April and August.
Capacity Development
Description: The District will work to prepare its legislative agenda for 2004 so that coalitions can be formed and so that we can communicate with the appropriate legislators and educate the community regarding the District’s needs. The District will conduct a department and campus review of revenue and expenditures to facilitate balancing the budget.
Benchmark: Expanding Organizational Effectiveness
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Support legislative efforts to revise the Texas School Finance System.
- The associate superintendent for business services worked on a continuous basis with the staff of the Senate Education Committee to examine Senate school finance initiatives.
- The Texas School Coalition banded together with other educational agencies to present a united front during the April, 2004 special legislative session. The superintendent of Plano ISD continued to preside as president of the Texas School Coalition.
Participate in Texas School Coalition activities to bring financial relief to Chapter 41 districts, including litigation.
- Plano ISD continued its participation in the Texas School Coalition.
- The superintendent of Plano ISD continues to chair the litigation committee in the ongoing lawsuit against the State of Texas.
Maintain ongoing communication with state elected representatives.
- District representatives met with Senator Shapiro and representatives McCall and Madden on a regular basis both prior to and during the April, 2004 special session.
Educate PISD staff and parents regarding the District’s legislative initiatives and seek their active support.
- Plano ISD conducted an advocacy forum in February, 2004. More than 600 citizens showed up to listen to a discussion on school finance and how district citizens could be better advocates for school finance reform.
- PISD’s website now includes a link to all advocacy issues, most especially those issues surrounding school finance reform.
Continue partnerships with colleges and universities on recruitment efforts that produce numbers of quality, diverse teaching candidates.
- Participated in 45+ campus recruiting visits along with another 10+ job fairs, with emphasis on recruitment of qualified diverse applicants. A district recruitment open house was also held with 1000+ attendees.
Maximize the use of limited resources through use of technology in recruiting such as on-line databases, virtual job fairs, on-line screening tools, etc.
- Continued use of on-line data bases, advertising, and application processes.
- Continued use of on-line Teacher Insight screening process, resulting in more efficient hiring.
- Conducted an internal file audit, which found that 99.3% of 5000+ teachers meet the “highly qualified” standard under No Child Left Behind. The 33 teachers who do not currently meet the standard are being contacted to assist them in developing action plans for meeting the standard. Customized reports were sent to all principals regarding the audit results of their teachers.
Build on partnership with Plano Education Foundation and the community on recruitment and retention efforts through more strategic use of funding for interviewing and relocation expenses, as well as for teacher mentoring program.
- The Plano ISD Education Foundation continued to support the District’s recruitment efforts. The District was able to assist five new hires with loans to cover relocation expenses ($1500 each).
Benchmark: Promoting Innovation
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Seek funding from outside sources.
- Expanded the PASAR after school program to ten additional campuses.
- Bus and athletic advertisement solicited throughout the school year.
- Federal and State program grants increased by $2.49 M.
Pursue sale of curriculum products.
- Curriculum products were sold to seven school districts including two foreign countries.
Continue in revenue sharing with Prologic.
- Three other Texas districts have formally adopted TEAMS as their information system platform. Plano ISD is receiving royalties on these implementations as invoices are paid to Prologic. Talks with additional districts concerning TEAMS adoption are underway.
Continue sports marketing initiatives to enhance athletic revenue.
- PISD Athletic Department implemented marketing and development activities during Fall of 2003. Total revenue generated through these efforts including athletic fees was $583,000 for 2003-2004. Including ticket and gate receipts, total revenue was $1,417,000.
Continue advertising initiatives to supplement other local revenue.
- The communications department raised approximately $21,000 in advertising revenue during the 2003-04 school year to assist in reducing the cost of publications. Advertisements were sold and published in these district publications: Highlights, MAPSCO and Calendar.
- Partnered with the district athletics department by providing advertising design and space in fall issues of the District Digest newsletter to promote “Game Day Sponsors” for each Friday night football game. The project represented a new revenue-producing initiative for the district athletics department in the fall of 2003.
- Plans to expand advertising during the 2004-05 school year include posting advertisements on the district website and in the District Digest employee newsletters and district eNews listserv messages.
Businesses and corporations were solicited for financial contributions to fund partially special events such as New Teacher Dinner, Service Pin/Retirement/Superintendent's Service Award, Teacher of the Year, and Convocation. Donors received opportunities to advertise their products and services.
Implement on-line substitute system and enhanced benefits information, including self-service tools for employees such as a total compensation/benefits statement.
- Implementation of the on-line substitute system and enhanced employee benefits information has been completed.
- Implemented new on-line compensation/benefits assistant, which provides self-service mechanism for employees to access recent paycheck data, benefits and leave information, and total compensation value. In 2003-04, 1981 individuals accounts were created by employees to access this information.
Student Learning
Description: Address budget and staffing as it pertains to the delivery of curriculum instruction.
Benchmark: Ensuring Learning for all Students
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Prioritize funding to close the gap in student learning.
- Weighted student projections were used to distribute campus budget allocations. Similar weighting was used to distribute campus copier allocations.
- The STAR Elementary Schools provided an extended day tutoring program for students who have failed TAKS or who have scored low on the pre-test.
- Title I funds provided supplemental resources for schools with high concentrations of low-income families to enable all children to meet state student performance standards. This is achieved by lowering class sizes and providing staff development in this area.
- Title II funds helped ensure all teachers are highly qualified by providing funds for recruiting, hiring, professional development, teacher retention and class size reductions.
- Title III supplemental funds were provided to serve immigrants and students with limited English proficiency.
- Many other initiatives are listed throughout this document.
Community Connectedness
Description: We will strengthen the district’s out-reach program as we seek to strengthen understanding of the financial issues facing Plano ISD and involve more members of the community and our parents in planning and implementing school improvement.
Benchmark: Building Community Partnerships
Developing a Strong Community
Evidence/Attainment/Results of 2003-04 Major Initiatives:
Participate in the planning for the next school bond election.
- The Director of Communications developed a communication plan for the August 2004 election to inform district audiences, media, and cooperated with the Collin County Elections Department.
Direct the communications program for the next school bond election.
- The newly hired Executive Director of Government and Community Relations will use procedures developed in previous elections to inform all district audiences about elections in compliance with the election guidelines and laws.
Assist in the development of and the communication of the 2005 legislative program.
- Plano ISD conducted an advocacy forum in February, 2004. More than 600 citizens showed up to listen to a discussion on school finance and how district citizens could be better advocates for school finance reform.
Develop an internal and external communication program that informs the public about the district’s budgetary needs and the ramifications of the budget cuts that will take place.
- Numerous articles were published by the communications department in internal and external newsletters (print and electronic) and the district website to inform the staff and public about:
- Plano ISD’s February 11, 2004, Advocacy Forum, which was attended by 600 community members who were informed by PISD and school finance experts about the state’s school finance system and its impact on PISD. Several associations and organizations joined PISD in hosting for the event. A special website, “Advocacy for Change,” was posted in February 2004, which continues to be a viable source of information regarding the state school finance lawsuit and its affects on PISD.
- Bond Elections (August, 2003 and August, 2004), including articles about “Robin Hood” dilemma and need for bond dollars to fund district capital improvements and technology initiatives.
- Plano ISD’s spring 2004 Reduction in Force (RIF) and Retirement Incentive, designed to drastically reduce the district’s personnel budget and reward retirees. The communications department posted a Retirement Reception website, hosting a list of all retirement receptions, as a courtesy to employees and as a recognition of retiring employees.
- Pre-publicity for fundraisers hosted by various departments and organizations to supplement revenue (ex: new athletic department golf tournament, PTA and school fundraisers, etc.) Also provided publicity for the athletics department to promote the free health exams for Plano ISD students that were provided by Medical Center of Plano and a donation of several defibrillators, also provided to PISD by Medical Center of Plano.
- Pre- and post-publicity regarding the fundraising programs of the Plano ISD Education Foundation.
- Sponsors of several district events, most notably the 2004 Teacher of the Year Gala, which provides thousands of dollars in monetary and in-kind gifts for the nominees and winners.
- Feature articles about several district partners who assist schools with monetary and in-kind gifts to supplement district and school curricula and extracurricular programs for students.
- Area and state media published and aired periodic stories about budget reductions and other issues and the related ramifications in the district.
- Area and state media published and aired ongoing stories related to the school finance issue and the impact on Plano ISD.
- Plano ISD Key Communicators were informed and updated on budget reduction implications and school finance issues.
Maintain ongoing and effective communication with state legislators.
- District representatives met with Senator Shapiro and representatives McCall and Madden on a regular basis both prior to and during the April, 2004 special session.
- The associate superintendent for business services worked on a continuous basis with the staff of the Senate Education Committee to examine Senate school finance initiatives.
Re-assess the communications department’s programs and staffing for greatest effectiveness and efficiency.
- Will assess the department’s needs and strengths under direction of the new Executive Director of Government and Community Relations.
Seek to increase the amount of competitive grants the district pursues and achieve at least a 35% return rate on grants.
- The district pursued four competitive grants and was denied on two and has two outstanding. Various programs such as Even Start and Practical Parent Education did receive funding. On all grants submitted, the district has over a 50 percent rate of return.
Increase by 25% the subscribers to eNEWS, the email ListServ that provides a low cost, efficient method of communicating to thousands of community members.
- Plano ISD's eNews subsriptions grew from 5,000 to 10,000 during the 2003-04 school year. The Plano ISD Communications Department promotes eNews each week in the district eNews message, encouraging subscribers to ask their friends and family to join. eNews is also promoted through the District Digest approximately per month during each school year and in the fall and spring Highlights community newsletters. Three sizes of advertisements are provided to school and PTA leaders for use in school newsletters. An eNews ad publishes each year in every sports program for our three senior high schools. The district and most schools publish links to the eNews sign-up screen on their website home pages. PTA Council members receive eNews flyers at one of their first meetings of the school year.
Assist campuses and departments in seeking grants through the Plano Education Foundation.
- Two information sessions were held for teachers and administrators. Grant applications increased by 33 percent.
Work with the Plano Education Foundation to provide $100,000 to support Plano ISD students, faculty, staff, and schools.
- The Plano ISD Education Foundation raised more than $257,000 and granted more than $174,000 to support Plano ISD students, faculty, staff, and schools.
Work with the Plano Education Foundation to establish an endowment to benefit Plano ISD students, faculty, staff and schools.
- The Plano ISD Education Foundation has an endowment of over $14,000 and will be working to secure additional endowment funds in 2004-2005.
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