Introducing Edwin Analytics Finance Reports

Edwin Analytics Overview How Your EOY Financial Report Translates to a Database Format Edwin Analytics – Finance Overview Benefits Available reports Frequently Asked Questions (FAQs) Resources Massachusetts Department of Elementary and Secondary Education 2

Edwin Analytics Overview Massachusetts Department of Elementary and Secondary Education 3

What is Edwin Analytics? Massachusetts Department of Elementary and Secondary Education 4 A powerful reporting and data analysis tool that gives authorized districts and state level users access to new information, reports and perspectives on education and programs that specifically support improvements in teaching and learning. What is Edwin Analytics - Finance? Agency stakeholders, district leadership, and district business managers will be able to analyze district/school financial and school building information alongside staffing, student enrollment, and student performance information.

Accessing Edwin 5 School and district personnel should contact their district's Edwin Analytics contact for additional information.

Accessing Edwin Data Warehouse Merged into Edwin Login roles for Edwin Analytics remain the same as the Education Data Warehouse (EDW): DW – (210) District User DW – (211) School User DW – Evaluator URL for Edwin Analytics remains the same as EDW No need to update Trusted Sites Security Portal (Same place you visit to download/upload EOYRs) Edwin Analytics link added 6

How Your EOY Financial Report Translates to a Database Format Massachusetts Department of Elementary and Secondary Education 7

School finance data is collected in a number of schedules with several different structures. Massachusetts Department of Elementary and Secondary Education 8 District revenues and expenditures School instructional expenditures

Massachusetts Department of Elementary and Secondary Education 9 Regional assessments Special education expenditure detail Transportation expenditure detail Annual school budget

For now, let’s focus on expenditures collected on Schedules 1 & 3. These 2 schedules include expenditures: By the school committee By the city/town From grants and other funds Massachusetts Department of Elementary and Secondary Education 10 Even within this slice of data, there are several different schedule structures that don’t all collect the same data elements. Examples – District v. school, Object codes v. no object codes, etc.

By associating each cell in the End of Year Report with a uniquely identifiable “address,” the data is easily convertible into a database format. Massachusetts Department of Elementary and Secondary Education 11 Each cell has an “address” made up of at least* 6 parts: Example: Year 2013 Organization Function 2305 Object 01 Program 02 Year XXXX Organization XXXXXXXX Function XXXX Object XX Program XX Fund XX Fund 02

Massachusetts Department of Elementary and Secondary Education 12 This lets you point to a particular EOY cell: But also to a single record in a database: Year LEA Line Function Object Program Fund

Massachusetts Department of Elementary and Secondary Education This approach works regardless of the source of funds. Each funding source has its own code. Again, each amount from each grant/special fund corresponds to one record: 13

Massachusetts Department of Elementary and Secondary Education 14 Schools data is identified similarly. Each funding source has its own code, as does each program. For this district/school, $241,164 was spent on spec. ed. paraprofessionals:

Edwin Analytics – Finance Overview Massachusetts Department of Elementary and Secondary Education 15

Key Benefits Integrate into Edwin Analytics: District End of Year Report (EOYR) financial data Massachusetts School Building Authority (MSBA) data Provide agency, district leadership, and district business manager users with: Knowledge of district expenditure trends for all public districts and schools within the state compared with a variety of other measures, to understand how financial decisions vary among districts. A detailed view of district special education spending, staffing, and student enrollment, to understand how districts support their students with disabilities (SWD) populations. A district’s school building information and operations and maintenance expenditures to understand how districts have found ways to most efficiently operate their facilities. Massachusetts Department of Elementary and Secondary Education 16

Available Reports FN214 District Expenditures Comparison FN314 School Instructional Resource Analysis FN316 District Operations and Maintenance FN215 Special Education Resource Allocation by District FN315 Special Education Resource Allocation – Individual District Massachusetts Department of Elementary and Secondary Education 17 Reports can be filtered in several ways (e.g., selecting specific districts/schools, year, expenditure function, etc.) Multi-district reports can be filtered by criteria to generate comparable communities for further analysis.

Where to find Edwin Analytics - Finance reports Massachusetts Department of Elementary and Secondary Education 18

Massachusetts Department of Elementary and Secondary Education 19 Potential Questions FN 214 FN 314 FN 316 FN 215 FN 315 Which districts are like mine?XX How do similar districts spend funds by function? Are there areas where a district can reallocate funds to more efficiently use their resources? X How are a district’s expenditures allocated between salaries and other costs? Among professional salaries, clerical salaries, and other salaries? X How do instructional expenditures compare across schools in a district? What am I spending on each school in a particular grade span? XX What do schools within a similar district look like in terms of a student profile and student performance?XX What are the costs and benefits of salaried v. contract staff performing certain maintenance tasks? How might a district change its approach to be more efficient? XX What is the ROI of recent school building renovations?X How does a district’s operations and maintenance spending compare to another with a similar school building profile? X How does student enrollment in a building compare to the building capacity over time?X How does a district’s SWD profile compare to other districts?X How does a district’s special education expenditures relate to their students’ level of need?XX How do comparable districts allocate their special education funding? How can a district potentially reallocate this funding to better effect? XX Have similar districts benefitted from building in-district special education programs rather than placing students out-of-district? XX How do special education resources (staff and expenditures) distribute across schools within a district? How does this relate to the level of need of the students in those schools? X What questions can these reports help me answer?

District Expenditures Comparison (Schedule 1) Report purpose Provides information on a district or multiple districts’ expenditures (Schedule 1 End of the Year Report data), alongside teacher staffing information, student population characteristics, and MCAS results for the purpose of single district analysis or multi- district benchmarking and comparison. Includes data on District expenditures (Schedule 1, EOY) Staffing (EPIMS) Student population (SIMS) ELA, Math & Science MCAS Allows filtering by District District size Student demographics (%low income, ELL, SWD) Expenditures per student Local wealth (combined effort yield – CEY – as a % of foundation budget) Massachusetts Department of Elementary and Secondary Education 20 Users can drill through to a specific district to see detailed data on that district’s schools (FN314 School Instructional Resource Analysis).

District Expenditures Comparison (Schedule 1) Massachusetts Department of Elementary and Secondary Education 21 Each report starts with a prompt page that lets you control certain parameters. Required fields are starred(*).

District Expenditures Comparison (Schedule 1) Massachusetts Department of Elementary and Secondary Education 22 Shows the last time the data was updated. Amendments and EOY submissions after that date won’t be reflected until the next update. Reports can be displayed as a pdf or downloaded into Excel.

School Instructional Resource Analysis (Schedule 3) Report purpose Provides information on a school level instructional expenditures (Schedule 3 End of the Year Report data), alongside staffing information, student population characteristics, MCAS results, and classroom size information for the purpose of single district analysis. Includes data on District/school instructional expenditures (Schedule 3, 2000 series, EOY) Staffing (EPIMS) Student population (SIMS) Class size ELA, Math & Science MCAS Allows filtering by District School level type (elementary, middle, secondary) Massachusetts Department of Elementary and Secondary Education 23

School Instructional Resource Analysis (Schedule 3) Massachusetts Department of Elementary and Secondary Education 24

School Instructional Resource Analysis (Schedule 3) Massachusetts Department of Elementary and Secondary Education 25

District Operations and Maintenance Report purpose Provides information on a district’s operations and maintenance expenditures (Schedule 1 End of Year Report data), alongside school building and student enrollment information for the purpose of single district analysis over one or three years. Includes data on District operations & maintenance expenditures (Schedule 1, 4000 series, EOY) Enrollment (SIMS) School buildings, including square feet, capacity, built/reno dates (MSBA) Allows filtering by District 1-year snapshot or 3-year trend Massachusetts Department of Elementary and Secondary Education 26

District Operations and Maintenance Massachusetts Department of Elementary and Secondary Education 27

District Operations and Maintenance Massachusetts Department of Elementary and Secondary Education 28

Special Education Resource Allocation by District Report purpose Provides information on special education student enrollment, staffing, and expenditures (Schedule 4 and 7 End of Year Report data) for the purpose of single district analysis or multi-district benchmarking and comparison. Includes data on District special education expenditures (Schedules 4 and 7, EOY) Students with disabilities (SWD) enrollment (SIMS) Special education staffing (EPIMS) Allows filtering by District District size % SWD Massachusetts Department of Elementary and Secondary Education 29 Users can drill through to a specific district to see detailed data on that district’s schools (FN315 Special Education Resource Allocation – Individual District).

Special Education Resource Allocation by District Massachusetts Department of Elementary and Secondary Education 30

Special Education Resource Allocation by District Massachusetts Department of Elementary and Secondary Education 31

Special Education Resource Allocation – Individual District Report purpose Provides information on a district’s SWD population, special education teachers, special education salaries, and special education expenditures (Schedule 4 and 7 End of Year Report data), including school level drilldown, for the purpose of single district analysis. Includes data on District special education expenditures (Schedules 4 and 7, EOY) by placement Students with disabilities (SWD) enrollment (SIMS), by placement and level of need Special education staffing (EPIMS) by district and schools, including FTEs, salaries, and student-staff ratios Allows filtering by District Massachusetts Department of Elementary and Secondary Education 32

Special Education Resource Allocation – Individual District Massachusetts Department of Elementary and Secondary Education 33

Special Education Resource Allocation – Individual District Massachusetts Department of Elementary and Secondary Education 34

Special Education Resource Allocation – Individual District Massachusetts Department of Elementary and Secondary Education 35

FAQs How does this interact with my EOYR filing? A single year of EOYR data will be updated in Edwin 3 times, the February following submission, July (semi-final) and the following July (final). If a district amends or uploads a new files after one of those milestones, the data in Edwin will not be updated until the next one. The data in my district’s report looks wrong. What do I do? Data in these reports come from your district’s submissions, whether that’s through SIMS, EPIMS, EOY, etc. The first step is to look at what you’ve submitted (or your district staff responsible for the particular submission to ESE). If that’s not reflected in Edwin, contact ESE. It may also be useful to review your data management and reporting processes across the district and/or seek out other ESE data reporting resources. Incorporating data across the department in this detailed way is new for ESE as well. It will take time and effort to work out the kinks and address reporting gaps. The data in another district’s report looks wrong. What do I do? Again, data in these reports come from the district’s submissions, whether that’s through SIMS, EPIMS, EOY, etc. The first step is to contact that district to inquire about the issue. Is historical data available? Yes. Data is available, for the most part, starting in FY2008. There are no plans to incorporate historical data before this point. Massachusetts Department of Elementary and Secondary Education 36

FAQs These reports are great, but I want a lot more data to use in my own analysis. Can I get that? Yes! A District Finance End of Year Report/District Benchmarking “Cube” will also be available for ad hoc data extraction and analysis. Training on this tool will be handled separately. Can I share these reports with the school committee, town meeting, etc.? You (school business manager) and your superintendent have access to these reports through the ESE security portal. You have the option of sharing these reports with other parties, using them in budget presentations, etc. I have a suggestion/request for a new report or a variation on an existing report. Who should I ask? It’s our hope that MASBO will serve a key role in organizing discussions, presentations, etc. on the best uses of this data through the currently available reports, and through other data analysis developed by using the school finance cube. We’d also like to see MASBO function as a mechanism for elevating those alternative views/approaches to ESE for consideration in future report development. I have a question about Edwin Analytics, who do I contact? See “Resources” on the next slide. Massachusetts Department of Elementary and Secondary Education 37

Resources Massachusetts Department of Elementary and Secondary Education 38 General information about Edwin Analytics and technical support or contact your district's Edwin Analytics contact person Sign up for the EDW listserve (see how at: Edwin Getting Started Guide: Non-End of Year Financial Report data in reports/cube Education Data Services List of Data Collection Support Specialists by District ESE Security Portal