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Performance Audit Update - July 2009
6 pages
English

Performance Audit Update - July 2009

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6 pages
English
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ESD 112 Performance Audit Status Report on Recommendations - July 2009 The Educational Service District (ESD) 112 performance audit was conducted during the 2006-07 school year with the final report being completed in September 2007. The ESD 112 report included 16 commendations and 21 recommendations. This status report documents ESD 112’s decision and current status related to each of those recommendations. This report will conclude the ESD’s obligation for annual status reports as all items have been addressed. Recommendation Action Steps ESD Initial Response Progress & Status No. A Communication Plan will be Develop and implement a ESD AGREES, WITH QUALIFICATIONS COMPLETED 3-1 communication process for the ESD 1. Formalize the communications process developed and implemented A new communications tool was Board of Directors to have increased already in place for the Board to in 2007-08. Actions will be implemented during the 2008-09 opportunities to participate and receive feedback from school districts based on feedback provided school year. The ESD 112 Board regarding their satisfaction with and board communications participated in several “Learning and receive more detailed assessments related to services provided from the services. work accomplished at the Listening Tours” since the audit 2. Create a Board communication plan 2007 Board Retreat. recommendation. Board exchanges in ESD to the region’s school districts. that ...

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ESD 112 Performance Audit Status Report on Recommendations - July 2009
1
The Educational Service District (ESD) 112 performance audit was conducted during the 2006-07 school year with the final report being completed in
September 2007.
The ESD 112 report included 16 commendations and 21 recommendations.
This status report documents ESD 112’s decision and
current status related to each of
those recommendations.
This report will conclude the ESD’s obligation for annual status reports as all items
have been addressed.
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
3-1
Develop and implement a
communication process for the ESD
Board of Directors to have increased
opportunities to participate and
receive more detailed assessments
related to services provided from the
ESD to the region’s school districts.
ESD AGREES, WITH QUALIFICATIONS
1. Formalize the communications process
already in place for the Board to
receive feedback from school districts
regarding their satisfaction with
services.
2. Create a Board communication plan
that identifies multiple strategies for
client feedback.
A Communication Plan will be
developed and implemented
in 2007-08. Actions will be
based on feedback provided
and board communications
work accomplished at the
2007 Board Retreat.
COMPLETED
A new communications tool was
implemented during the 2008-09
school year. The ESD 112 Board
participated in several “Learning and
Listening Tours” since the audit
recommendation. Board exchanges in
Ocean Beach and Green Mountain
provided the opportunity for boards to
engage in dialogue and get feedback
from district directors on numerous
topics. The ESD board also made
visits to the Gorge districts to get a
first-hand look at ESD programs in
Mill A, Mount Pleasant, Stevenson,
Skamania and White Salmon. The
Learning and Listening Tours and
additional communication efforts will
continue to be implemented in the
coming years.
3-2
Add an initial adoption and revision
date reference for each board policy
along with an index for the entire
policy manual.
ESD AGREES
1. Review board policies for missing
adoption dates (complete).
2. Add adoption dates to all board
policies.
Adoption dates will be added
by June 30, 2007.
COMPLETED
Adoption dates have been added to
the ESD Board Policies and
Administrative Regulations along with
dates of revisions, additions, deletions
noted after each.
3-3
Convert and house the Series 100,
200, 300, 400, and 500 Board Policies
on the ESD’s website with a
searchable table of contents.
ESD AGREES
1. Convert board policies to web-based
document.
2. Include board policies with search
capacity to ESD website.
Conversion to the web will be
based on technology staff
workload and priorities;
therefore, the anticipated
completion date is June 2008.
COMPLETED
ESD Board Policies and
Administrative Regulations are now
accessible on the ESD homepage
under “About ESD 112” at
www.esd112.org.
ESD 112 Performance Audit Status Report on Recommendations - July 2009
2
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
3-4
Convert the 2006-2007 Administrative
and Operational Guidelines Manual to
a Web-enabled format, including a
searchable topic index, and place on
ESD112’s Website.
ESD AGREES
1. Complete comprehensive review of
guidelines (already underway).
2. Convert guidelines to web-based
document.
3. Include administrative guidelines with
search capacity to ESD website.
Work is underway.
A
comprehensive review and
necessary revisions will be
complete by August 2007.
Conversion to the web will be
based on technology staff
workload and priorities;
therefore, the anticipated
completion date is June 2008.
COMPLETED
Administrative guidelines are ready to
be placed on the ESD intranet as
soon as the intranet is available.
3-5
Place seven leadership (Cabinet)
team members on different salary
schedules which are appropriate for
the position title and leadership
function.
ESD AGREES
1. Review job responsibilities of all
positions.
2. Revise job descriptions and job titles
as appropriate.
3. Identify goals for compensation
structure.
4. Review compensation models.
5. Select compensation model.
6. Determine steps necessary to
implement the model.
Steps 1-5 will be completed by
April 2008. Implementation of
a new compensation model
will be driven by organizational
priorities.
COMPLETED
Salary schedule revised for 2008-09.
New salary schedule includes new
model for salary advancement based
on agency success.
4-1
Educational Service District 112 will
obtain government rates for lodging
when available based on per diem
rates as established by the State of
Washington and discontinue use of
travel agents for booking commercial
flights for ESD 112 employees and
board members
.
ESD AGREES
1. All staff will be reminded of the
exception procedures if a government
rate cannot be obtained.
2. The Accounting Department will
diligently review documents for
compliance.
Action steps will be
completed by September,
2007.
COMPLETED
All staff are regularly reminded of the
exception procedures if a government
rate cannot be obtained.
Administrative Guidelines have been
reviewed and travel forms have been
revised to include a check box
indicating government rates were
requested.
4-2
Create a committee of program and
administrative staff to work together
to establish relevant program
measures that are linked to budgets
for the ESD departments and
program services. Use these
measures in making decision on
whether to continue or modify
ESD AGREES
1. Establish committee to identify
outcome measures.
2. Department and Cabinet review.
3. Proposal to Board of Directors during
regular budget adoption cycle.
ESD 112 has already
concluded the budget
planning for 2007-08. This
recommendation will be
addressed during department
program planning for the
2008-09 fiscal year.
COMPLETED
Each program and department within
the ESD currently establishes
program budgets linking program
measures to actual budget.
Each
year these budgets are approved at
many levels by ESD program and
fiscal staff, school district
ESD 112 Performance Audit Status Report on Recommendations - July 2009
3
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
programs and services of the ESD.
superintendents and the ESD Board
of Directors.
Programs discontinue at
the ESD based on a variety of
reasons ranging from grants ending,
funding sources no longer available,
and/or the program is no longer
desired by the districts we serve.
5-1
Increase response rate for the online
customer satisfaction survey.
ESD AGREES, WITH QUALIFICATIONS
1. Enhance email database.
2. Develop survey notification plan.
All activities related to survey
notification will occur at least
one week prior to the next
scheduled survey (spring
2009).
The email customer
database will be updated to
assure a greater response
rate to the online survey.
COMPLETED
Increased notification will occur prior
to the next client satisfaction survey.
We conducted a staff satisfaction
survey in April of 2009 and our
response rate increased by 10%. We
will employ the same notification
methods to increase client satisfaction
response. To prepare for the next
survey, we have significantly
upgraded our client database.
5-2
Disaggregate student performance
data to drive decision making for low
performing schools.
ESD AGREES
1. We will continue to work with the
Superintendent of Public Instruction to
ensure that all student performance
data on ESD 112 schools is available
to ESD staff for program planning and
service delivery.
2. ESD managers will meet in September
following the release of state student
achievement scores to disaggregate,
review, and analyze data.
3. Staff will review existing programs to
align with data findings.
4. We will utilize the data to complete
action plans for delivery of new or
revised services as appropriate.
5. Staff will periodically monitor and
adjust program delivery as new student
performance data is received.
Steps 2-5 will occur each
year including 2007.
COMPLETED
WASL scores, AYP status, WAAS
scores, and demographics for the
ESD 112 region are now available on
the OSPI website. Steps 2-5 occur
each year in September or as
needed/ requested by districts or ESD
programs.
ESD 112 Performance Audit Status Report on Recommendations - July 2009
4
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
5-3
Expand tracking of student
performance in math to validate the
program services for the Science and
Mathematics Education Resource
Center (SMERC)
ESD AGREES, WITH QUALIFICATIONS
1. Work with ESD staff to disaggregate,
review and analyze data for all schools
and districts in the cooperative.
2. Share findings with SMERC and ESD
staff and/or school employees where
appropriate.
3. Use findings in developing new
programs or modifying existing
activities.
4. Use findings to target low performing
schools in grant and project
development.
Meeting with managers will
occur in September 2007
following the release of state
science achievement scores.
COMPLETED
SMERC staff regularly reviews and
disaggregates WASL performance
data in both mathematics and science
to inform discussions with district
leadership regarding program
development. Such data has been
used during this first year of the
Regional Mathematics Initiative (RMI)
with 10 participating districts. Math
and science data on low-performing
schools was also used this year in the
development and receipt of a $750k
Math-Science Partnership grant.
6-1
Present the salary schedules for
Board approval as a separate agenda
item from the ESD budget.
ESD AGREES
1. Prepare compensation information for
the Board.
2. Present compensation proposals to the
Board at its May meeting.
3. Board adopts compensation proposals
at its June meeting.
Action steps will be taken as
a part of the 2007-2008
budget adoption, completed
in June 2007.
COMPLETED
6-2
Use the annual salary survey or cost-
of-living assumption as the basis for
making changes to the salary
schedules presented to the Board.
ESD AGREES
No new actions needed.
ESD112 already
meets the requirements of this
recommendation and will continue with its
current practices.
No new actions needed.
ESD112 will continue with its
current practices.
COMPLETED
New paraeducator, construction
services group, senior administrator,
transportation, and educational
administrator salary schedules have
been developed based on market
analysis.
6-3
Create a template for job applications
to be submitted on-line.
ESD AGREES, WITH QUALIFICATIONS
1. Review options for on-line application
systems (completed).
2. Discuss deployment feasibility with
ESD112 technology staff and WSPIC.
3. Select preferred system.
4. Develop deployment plan.
Steps 1-3 will be completed
by March 2008.
Further
action will be determined
based on funding availability
and organizational priorities.
COMPLETED
ESD112 piloted the WESPaC on-line
application system. Deployment date
was in January 2009.
ESD 112 Performance Audit Status Report on Recommendations - July 2009
5
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
7-1
Clarify in writing the landlord’s and
district’s responsibilities for
preventive and general maintenance
of the ESD 112 main campus
facilities.
ESD AGREES
1. Review of lease contracts.
2. Meeting with landlord.
Initial steps will be completed
by September 2007.
COMPLETED
The ESD has reviewed the lease and
met with the landlord’s representative
regarding the landlord’s and ESD’s
responsibilities in the lease.
It was
agreed the lease document clearly
outlines the responsibilities of both
parties.
7-2
Develop a detailed and
comprehensive five-year facilities
plan.
ESD AGREES
1. Review of previous plan.
2. Make revisions as appropriate.
Depending on staff availability
and priorities, the five-year
facilities plan will be reviewed
and updated by August 2008.
DECLINED
The previous facilities plan was
reviewed and no revisions are needed
at this time.
The ESD has nine years
remaining on its current lease.
7-3
Advertise and sublease a portion of
the 10,500 square foot warehouse
located in the main 2200 building.
ESD AGREES
1. Disposal of surplus items.
2. Hire staff to scan permanent records.
3. Notification of warehouse space to
local districts.
Depending on the availability
of current staff, and given the
amount of work that needs to
occur to prepare the
warehouse for leasing, this
recommendation will be
considered by October 2008.
DECLINED
The ESD’s budget and the need for
storage have continued to grow.
The
ESD will not lease warehouse space
as it is filled with materials and
equipment to support current
programs.
7-4
Conduct an energy audit to identify
areas that need retrofitting to reduce
energy expenditures.
ESD AGREES, WITH QUALIFICATIONS
1. Hire staff to conduct energy audit
2. Report audit to board
3. Implement identified energy saving
measures
An energy audit will be
completed by August
2008
COMPLETED
The energy audit is completed and
recommendations discussed and
implemented.
7-5
Establish a data collection process
that compares Construction Services
Group (CSG) charges to private
sector construction service charges.
ESD AGREES
1. Complete system development.
2. Use system to compare charges.
Ongoing
COMPLETED
Reported to the ESD Board of
Directors in April 2008.
Reports to
board occurring periodically.
7-6
Establish a database for each ESD
112 Construction Service Group
construction projects that records
accurate cost-savings and time-
ESD AGREES
A data collection system has already been
established.
No action required.
COMPLETED
ESD 112 Performance Audit Status Report on Recommendations - July 2009
6
No.
Recommendation
Action Steps
ESD Initial Response
Progress & Status
savings efficiencies.
8-1
Develop a formal disaster recovery
plan*
(*It should be noted that this
recommendation is only for data
recovery. The recommendation’s
wording may infer a different meaning.)
ESD AGREES, WITH QUALIFICATIONS
1. Review current plan
2. Identify revisions and enhancements
3. Conduct periodic tests of the new
system
This is an ongoing project.
Completion will be dependent
upon available funding and
technology priorities. We will
be completing steps one and
two by September 2008.
COMPLETED
The current plan has been reviewed.
Revisions and enhancements have
been identified and notification to all
staff has been complete.
8-2
Create a comprehensive, technology-
related procedures manual.
ESD AGREES, WITH QUALIFICATIONS
1. Review of current documents related to
technology procedures.
2. Combining current resources into one
procedural document.
3. Staff notification.
If additional resources can be
acquired and dedicated to
this task, it will be completed
by May 2008.
COMPLETED
The Administrative Guidelines have
been reviewed, and where needed,
updated to reflect current operating
procedures for agency support of
technology related tasks.
STATUS SUMMARY OF ALL 21 RECOMMENDATIONS AS OF JULY 1, 2009
12
ESD AGREES AND COMPLETED
7
ESD AGREES WITH QUALIFICATIONS AND COMPLETED
2
ESD AGREES AND DECLINED
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