A Presentation on the Management and Curriculum Audit for the Guam Public School System

1. A Presentation on the Management and Curriculum Audit for the Guam Public School System April 14, 2009

2. Presentation Outline • Introduction • Methodology • Governance, Management and Communications • Educational Services Delivery and Curriculum Review • Human Resources and Personnel Management • Financial Services • Facilities/Safety and Security • Technology Management • Potential Fiscal Impact

3. Methodology • Reviewing existing reports and data sources. • Conducting a diagnostic review. • Conducting employee surveys. • Visiting 13 schools in the school system. • Conducting the formal on-site view with a team of six consultants. • Preparing the draft and final reports.

4. Governance, Management and Communications • Commendations • Holding Board Meetings throughout Guam. • Adding Ex-officio Stakeholders on Board. • Superintendent’s Inclusive Approach to Decision Making. • Manager’s Internal Control Program.

5. Governance, Management and Communications • Major Recommendations • Reduce the number of Board Standing Committees. • Increase training opportunities for Board members. • Update all Board policies and create SOPs.

6. Governance, Management and Communications • Major Recommendations • Assign a Superintendent’s liaison for policy development. • Create performance-based evaluation system for central office administrators. • Eliminate 18.5 assistant principal positions.

7. Governance, Management and Communications • Major Recommendations • Delete the Public Information Officer (PIO) position, and outsource Public Relations function. • Develop a Communications and Public Relations Plan. • Establish an Education Foundation for the Guam Public School System.

8. Educational Services Delivery and Curriculum Review • Commendations • Headstart Program Model for Accountability. • Special Education and ESL Accountability Procedures. • Initiated Plans for Updating Content Standards and Performance Indicators.

9. Educational Services Delivery and Curriculum Review • Major Recommendations • Eliminate excess teaching positions at elementary level. • Eliminate excessive teacher aide positions. • Fill the four Program Coordinator positions and two of the vacancies in the Office of Research, Planning and Evaluation.

10. Educational Services Delivery and Curriculum Review • Major Recommendations • Identify key instructional units and school representatives for consistent involvement in curriculum and program planning. • Identify a minimum number of curricular and instructional priorities about which the GPSS leadership is adamant that the school system must achieve.

11. Educational Services Delivery and Curriculum Review • Major Recommendations • Collaboratively develop and implement a districtwide, research-based, and rigorous Instructional Plan. • Establish a system of curricular monitoring and accountability. • Identify and replicate successful processes, procedures, and best practices.

12. Human Resources and Personnel Management • Commendations • Establishing Guam Commission for Educator Certification. • Regular Review of Classification and Compensation by Department of Administration. • High Quality Professional Development for Teachers and Principals.

13. Human Resources and Personnel Management • Major Recommendations • Eliminate position of Acting Assistant Personnel Services Administrator and hire highly qualified Personnel Services Administrator. • Improve the customer service focus and efficiency of Personnel Services staff.

14. Human Resources and Personnel Management • Major Recommendations • Develop a plan for consolidation of the personnel and payroll databases into an integrated personnel/payroll system. • Implement a recruitment and retention plan for teachers. • Develop more “grow-your-own” teachers though enhanced programs with the University of Guam.

15. Human Resources and Personnel Management • Major Recommendations • Review and revise GPSS practices for application of overtime pay and compensatory time. • Implement a plan to systematically and consistently provide performance assessments.

16. Financial Services • Commendations • Developing a Standard Operating Procedure on Fixed Assets Management. • Internal Auditor has made Improvements in GPSS Accountability System.

17. Financial Services • Major Recommendations • Design and prepare a user-friendly budget document. • Establish and communicate comprehensive Board policies and standard operating procedures for budgeting. • Provide to the Superintendent and the Guam Education Policy Board sufficiently detailed monthly reports.

18. Financial Services • Major Recommendations • Improve the accountability system for procurement. • Implement the Fixed Asset Management Standard Operating Procedure. • Perform an in-depth study of the GPSS School Food Service Program. • Restructure the internal audit function to report directly to the Board.

19. Facilities/Safety and Security • Commendations • Standard Operating Procedures for Safety and Security. • Tapping Resources of Guam Homeland Security. • Implementation of a School Uniform Policy.

20. Facilities/Safety and Security • Major Recommendations • Overhaul the maintenance operation at GPSS thoroughly, radically, and completely. • Rebid custodial services as part of a total outsourced maintenance and custodial package for GPSS.

21. Facilities/Safety and Security • Major Recommendations • Establish as a permanent method of facilities improvement, a public-private partnership arrangement for the construction and maintenance of all future new schools, as well as for the renovations and expansions of existing school facilities. • Prepare a new “Ten-Year Capital Facilities Plan 2010-19”, update it annually, use it as the official planning guide, and measure progress against the plan.

22. Facilities/Safety and Security • Major Recommendations • Close F. Q. Sanchez Elementary School and absorb students as well as some faculty members into Merizo Elementary School. • Staff the Safety Administrator’s Office to permit the full implementation of the Standard Operating Procedure and related training programs. • Close the GPSS Warehouse in Piti.

23. Technology Management • Commendations • Adopting the 2008 Gateway to Success Technology Master Plan. • Requiring Schools to Complete School-based Technology Plans.

24. Technology Management • Major Recommendations • Create a Director of Technology, Lead Technician, and Education Technology Coordinator positions. • Increase GPSS technical support capabilities by outsourcing computer support. • Develop rigorous technology expectations for GPSS teachers and staff.

25. Technology Management • Major Recommendations • Prepare a comprehensive disaster recovery plan. • Create Technology Procedures Manual. • Track performance data on work requests and other major operational processes to develop specific standards.

26. Potential Fiscal Impact Savings Costs Years Total 5-Year (Costs) or Savings 2009-10 2010-11 2011-12 2012-13 2013-14 Total Savings $34,988,537 $33,843,537 $33,739,527 $36,616,692 $36,616,692 $175,804,985 Total Costs ($3,396,411) ($4,861,045) ($4,863,429) ($3,122,063) ($3,124,447) ($19,367,395) Total Net Savings $31,592,126 $28,98,492 $28,876,098 $33,494,629 $33,492,245 $156,437,590 Total Five-Year Net Savings Minus One-Time (Costs) - ($325,842) $156,111,748

27. Questions?

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