The Pewaukee School District Quality Road Map to Continuous ...

The Pewaukee School District Quality Road Map to Continuous ...

The Pewaukee SchoolDistrict Quality Road Map toContinuous ImprovementPresented byJoAnn SternkeSwedish Institutefor QualityFebruary 2, 2010

Horizon School Upper Elementary Grades 4-6 550Students

Asa Clark Middle SchoolGrades 7-8 – 350studentsInnovativeblockschedule

Pewaukee High SchoolGrades9-12750students4 classesper day

Success in Pewaukee Two-time State level Baldrige winner- first school district in our State Student Achievement Ranking #38to #13 – highest jump in our area ACT scores jump two points Student failures decrease by 400%at high school level

Objectives for Today’sWorkshop Learn about the Pewaukee Public SchoolDistrict’s continuous improvement journeyand consider the benefits for your schools Focus on results to guide improvement Learn how to improve processes thatenhance student achievement Learn how a commitment to continuousimprovement enhances quality and can bemeaningful for your district’s future

Who We Are - Our MissionThrough our unique all-campussetting, the Pewaukee PublicSchool District will open the doorto each child’s futureOur school community delivers aninnovative and progressive education. Weare: Passionate about academic excellence Committed to fostering positivecitizenship Dedicated to inspiring all students toflourish

Why Continuous Improvement?We owe it to our kids!Customers are making conscious andunconscious decisions about anorganization’s products/services every day.That’s why organizations need to do thingssystematically and do them well.“The Baldrige framework helpsweed out those who are luckyfrom those who are good.”

Why Continuous Improvement?

The Baldrige Framework - ourRoad Map to ContinuousImprovement Looking for a meaningful way to assess our qualityprocesses in our school district Focus on results – we are data-driven Supports a continuous learning cycle – seemed agood fit Increases the pace of improvement, innovation, andagility in face of change – was a jumpstart to usingdata more uniformly in all areas of our organization Assesses performance against the competition Allows us to learn from the feedback process

What is the Framework?Organizational Profile:Environment, Relationships, and Challenges1Leadership2StrategicPlanning5HumanResourceFocus7Results3Customer &MarketFocus6ProcessManagement4Measurement, Analysis and KnowledgeManagement

Why lookat resultsfirst?Results giveus cleardirection

Steps to Focus on Results1. Collect data & systematically analyze itStudent Achievement dataOperational Efficiency dataCustomer Satisfaction data2. How does the data trend?3. How do we compare to others?4. What is our target or goal?Later in process – Are there segments – parts? Are we collecting the right data? Too much? Are we using the data to grow? Are our benchmarks pushing us? Do we set a higher target goal?

Focus on Results1. Student AchievementResults2. Operational Results3. Customer SatisfactionResults

Student Achievement Results

Student Achievement Results Collect trend data: Level I: Nationally normed tests (state - Gr. 2-9, ACT) Major indicators (graduation, truancy, etc.) Level II: Local Testing (Predictor tests – PLAN,Measures of Academic Progress, Districtwritten math, reading & writing tests) Level III: Classroom Testing

Student Achievement ResultsFigure 7.1-1 Grade 4 WKCE ReadingGood

Student Achievement Results Collect benchmark data:How do we compare toothers?Who?

Student Achievement ResultsFigure 7.1-10 ACT CompositeGood

Student Achievement Results Set a target goal:What do we want tostrive to attain?

Student Achievement Results Graduation RatesFigure 7.1-12 Graduation RateGood

Student Achievement Results Use the data to improve: Are there segments – parts? Are we collecting the right data?Too much? Are we using the data to grow? Are our benchmarks pushing us? Do we set a higher target goal? How do we make access to thedata easy?

Customer Satisfaction Results Successful organizations monitorhow well they serve students,parents and employees. Learn from asking key questions! Systematically analyze it and usethe data to improve.

Customer Satisfaction ResultsFigure 7.2-3 Secondary Student Data Attained via SurveyGood

Customer Satisfaction ResultsFigure 7.2-4 Parent Perception Data Attained via SurveyGood

Customer Satisfaction ResultsFigure 7.2-8 Stakeholder Perception Data Attained via SurveyGood

Operational Results

Operational Results Successful organizations monitor theiroperations extensively and intensively. Schools need reliable measures thatilluminate performance in: Human resources - hiring Data management Technology Facilities management

Operational ResultsFigure 7.5-6 Response TimeGood

Operational Results

Deming’s Principle95% of the problems arerelated to the systemwith only 5% related topeopleMy advice: Spend 95% ofyour time creating goodsystems and processes!

What is the Framework?Organizational Profile:Environment, Relationships, and Challenges1Leadership2StrategicPlanning5HumanResourceFocus7BusinessResults3Customer &MarketFocus6ProcessManagement4Measurement, Analysis and KnowledgeManagement

Strategic PlanFigure 7.6-1 SP Action Plan Completion LevelsGood

Some Tips to Start Think results first – begin with the end inmind – then analyze your processes Learn about your national qualitymovement Become an examiner Attend workshops, seminars Don’t think you have to be perfect todraft an application

For more information,- Our dashboards- Our strategic plans- Our Baldrige applicationPlease consult thePewaukee School

Thank you for taking time toLearn More about our Path toExcellence Using the BaldrigeQuality CriteriaQuestions?Feedback?

Thank you for taking time toLearn More about our Path toExcellence Using the BaldrigeQuality CriteriaQuestions?Feedback?

Operational ResultsFigure 7.5-12 Transportation EffectivenessGood

Operational ResultsFigure 7.4-4 Turnover RatesGood

The Organizational Profile In this you detail: Your Environment Your Relationships Your Challenges Five Page Overview that defines yourorganization Tell your story!

What is the Framework?Organizational Profile:Environment, Relationships, and Challenges1Leadership2StrategicPlanning5HumanResourceFocus7BusinessResults3Customer &MarketFocus6ProcessManagement4Measurement, Analysis and KnowledgeManagement

Tips on Drafting theOrganizational Profile Take the e-Baldrige on-line inventory tobecome familiar with what is needed in anOrganizational Profile Review Pewaukee’s Profile – Pages i- v Basics No more than five pages – encompasses the big picturedefining your organization If it is in the profile, it must be referenced in theapplication This is where the analysis begins – what are your keyprocesses? Use the Profile Useful as a marketing tool – on our website Helpful to prospective parents

Drafting the ApplicationSome Tips: Form a committee including many shareholders toproduce sections of the application – but have oneeditor Don’t wait to get things organizationally perfect tobegin an application – paint a picture of the currentreality and go for it! Make certain you pour over the manual – read thefine print! Don’t get frustrated by “Baldrigian” language &questions Learn at WFA workshops Identify someone who will format the applicationitself – make certain this person can create andmanipulate both text and charts Create a timeline and plan ahead

Section 1: LeadershipKey Questions: 1.1: How do senior leaders lead? (70 points) 1.2: How do you govern and address socialresponsibilities? (50 points) 7:6: What are your leadership results? (60 points)Ideas: Chart who the leaders are Be specific about the vision & values – this is a strength Address sustainability of the organization Clearly explain operational systems that help “get the jobdone” Explain governance systems and how legal and ethicalbehavior is maintained – think transparency Leadership results are hard to move from anecdotal/qualitative nature

Section 2: Strategic PlanningKey Questions: 2.1: How is your strategy developed? (40 points) 2.2: How is your strategy deployed? (45 points) 7:1: What are student learning results? (150 points)Ideas: Clearly identify what your approach is to prepare for thefuture Think “big picture” down to short - term action planning Spend equal time explaining how the plan is actuallydeployed Chart key student learning results and then explainShow trendsIdentify benchmarksUse comparables to other school districts

Section 3: Student,Stakeholder, and Market FocusKey Questions: 3.1: How do you obtain and use student,stakeholder, and market knowledge? (40 points) 3.2: How do you build relationships and growstudent and stakeholder satisfaction? (45 points) 7:2: What are your student- and stakeholderperformanceresults? (60 points)Ideas: It’s all about data How satisfaction data trends? What benchmarks are set with it? How does compares to other schools? Articulate how results are used to improve

Section 4: Measurement,Analysis, and Knowledge Mgmt.Key Questions: 4.1: How do you measure, analyze, and improveorganizational performance? (45 points) 4.2: How do you manage your information,information technology, and organizationalknowledge? (45 points) 7:5: How do you measure how successful yourprocess effectiveness is? (60 points)Ideas: Explain the systems clearly Be succinct – charts work well in this section Focus on integration – how do systems work together

Section 5: Faculty & Staff FocusKey Questions: 5.1: How do you engage your workforce toachieve organizational and personal success? (35points) 5.2: How do you build an effective and supportiveworkforce environment? (25 points) 5.3: How do you nurture workforce well-being andsatisfaction? (25 points) 7:4: What are your workforce-focusedperformance results? (60 points)Ideas: Think people – how we help all employees learn and grow Collect data about employee turnover, retention,longevity, attendance, wellness – how does this defineyour organization?

Section 6: Process Mgmt.Key Questions: 6.1: How do you design your work systems? (50points) 6.2: How do manage and improve your keyorganizational work processes? (35 points) 7:3: What are your budgetary, financial, andmarket performance results? (60 points)Ideas: Focus on what processes you do best – corecompetencies – for us that is curriculum, instruction &assessment Show how these processes work together Be as diligent in describing the operational aspects of theorganization – transportation, food service, budgeting Document how results are used to improve theorganization

Section 7: ResultsKey Questions: Completed by Section 1-6 GroupsIdeas: Make your charts and tables tell a story Formatting this section is challenging Consider the hierarchy in results scoring Collect data over time Data shows a positive trend Compare data to other schools Set internal benchmarks with it

Let’s reflect:What are your perceptions ofthe Baldrige criteria “fit” toyour organization?How could this be a usefultool and process? Whatquestions or reservationsmight you have?

Making the Most of your Site VisitSome Tips: Site Team here to verify & clarify Plan ahead – it’s intense 7 Site Team Members Two Full Days Meetings with over 100 Staff Members Designate a point person Orchestrate their schedules Fill their work room with information Designate & prepare a wide variety of staffmembers for focus groups Be prepared to provided added information onthe-spot This is your chance to shine! Make your schoolinviting!

Feedback Report Results Key Strengths &OutstandingPractices: Strategic Planning ProfessionalDevelopment &Professional LearningCommunities Curriculum ReviewProcess & Pyramids ofIntervention Leadership Focus onStudent Learning Hiring & Recruitment Data Tracking withExcel & SPSS Positive PublicPerception Fiscal Security &Strong BudgetaryPlanning Use of Student Datato Improve Learning

Feedback Report Results Opportunities for Improvement: Data collection & analysis is not as systematicin tracking organizational performance notrelated to student achievement Greater use of stakeholder input to analyzeprocesses Segment stakeholders Increase use of student data not related tostudent achievement Increase diversity Measure citizenship

De-briefing with our FeedbackReport Commit to use information to improve Administrative Retreat & Board Learning Session Celebrate key strengths & outstanding practices Focus on OFIs Opportunities for Improvement Analyze each finding to determine: Is this an accurate finding that would propel us to change ourpractice? OR does this feedback tell us we need to “tell our story” betterin the next application? OR is this something we would choose to leave as is? Determine Next Steps & Path of Action

Big Picture Things we Learned We have a strong mission, vision & values Our terrific faculty and staff truly focus on students and theirlearning – it resonates in all we do Many quality processes in the school district helpus improve quality…and a lot of data It’s okay that everything isn’t operationally perfect We do the best job with student learning but couldbe equally as systematic with other districtoperations We think about our operations differently: Focus more on deployment, integration, & attaining feedback We are more reflective & systematic in how we use operationalprocesses to improve – less likely not to replicate We view results with more depth (trends, benchmarks, andcomparative data)

Our Timeline for Submission 2005-06 School Year Board of Education Goal to Learn about Baldrige Quality Process Fall 2005 – Administrative Team formed Baldrige Section Teamsand prepared Organizational Profile March 2006 – Board Learning Session Summer 2006 – Drafted First Draft of Application 2006-07 School Year Action Plan in Strategic Plan to submit application within 2 years Preparation of Application listed as one of 5 Superintendent goals Planned for submission in Summer ‘07; WFA changed submissionschedule so we submitted in January ’07 Awarded Site Visit in April ’07 We are proud to be the first K-12 School District to be recognizedat the Mastery Level by WFA (Summer ’07)

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