Pulling together the documents and data for the submission seemed like a daunting task; however, once we began, we discovered we had much more information readily available than we had anticipated, and the process proceeded quickly.
For example, we already had multiple years of expenditure, staffing, and capital data. We also had previously developed a format for the location section that simply required some reformatting. We also realized that we could easily obtain the student assessment data with the assistance of our Student Performance Office.
The key was compiling the information into a central location and using the data to create the framework.
Year One: Creating a Foundation
To make the process seem less overwhelming as we worked through the FY12 budget process, each member of our three-person budget team took responsibility for locating and compiling information for a section. We would use this information in future processes.
During the summer, we assessed the information we had and determined what we still needed. We also began using the MBA resources on the ASBO International website (asbointl.org/MBA), including reviewing other districts’ MBA-awarded documents to identify what aspects of their documents we could incorporate into our own. We were motivated to be creative in how we communicated our message to our various stakeholders.
After we identified the direction we wanted to head with our budget document, we began to create the framework going into the next budget cycle, modifying our working documents so the process would be more efficient the following year. For example, we created Excel templates with prior years’ data that we could easily adjust to accommodate future budget years. This strategy allowed us to easily update data from our recommended budget book to the adopted budget book we utilized for our MBA submission.
Year Two: Adding Structure
During the FY13 budget process, we rolled up our sleeves and made final decisions about the framework of our document. Again, each member of the budget team took sections on which to focus, guided by the MBA Checklist.
During the final weeks before submission, we scheduled afternoon “edit” sessions during which each staff member proofread a section of the document they had not worked on before. This activity provided another set of eyes to identify necessary corrections.
Also, during this time, we introduced some of the new structure to our instructional team and school committee members for feedback and ideas. This was helpful as an external review to see if we had missed anything and to see how user-friendly our approach really was. Based on the many compliments we received, we knew we were headed in the right direction.
Robust and User-Friendly
We polished our MBA submission, sent it to ASBO International, and waited patiently with our fingers crossed, knowing we had an excellent document. But was it good enough? We received the call that we had been awarded the MBA for our first submission! We were excited and relieved. We had been able to achieve the goal we set for ourselves and were proud of our hard work and accomplishments.
News of the district’s Meritorious Budget Award was well received by the school committee and the community. Our budget book is now a highly regarded document in our district, and our school committee members are quick to share our budget book during state-wide meetings!
We provide the book in hardcover format, as well as electronically on our website. Due to the document’s robust nature, it increases the transparency of details with our community and with staff and parents. When questions arise from committee members, staff members, or the public, we can provide an answer quickly because the data is centrally located; we can also point them to the section in the document that pertains to their question. Our budget book provides a more streamlined way to connect with the community.
The MBA structure created a more efficient approach to developing our budget book and allows us to compare data from prior years to make projections. These data sets include enrollment, staff counts, student achievement, and actual expenditures per cost center. With this format, the district can acknowledge where we have come and see the road ahead! Our document also includes the district’s strategic plan, annual budget accomplishments, and an extensive section on capital planning for our community.
My favorite aspect of the annual budget is our ability to utilize and highlight student artwork. Each year, I am proud to be able to showcase our student’s work and allow the community to engage. We always send a hardcopy book to the student whose artwork we use for our cover.
Worcester Public Schools celebrates its successes.
Valuable ROI
I would be remiss not to acknowledge the hours dedicated to this endeavor; however, I truly believe that the effort required to build each year’s budget book results in a better connection with the community, creates greater efficiencies within the finance division, and provides a substantial return on our investment!
ASBO provides valuable resources for districts interested in participating in the MBA program and continues to encourage and support it in various ways. The Pathway program is a viable option for districts looking to start the process slowly. In addition to the information on the website, the association also offers a session at the Annual Conference & Expo that includes a dynamic speaker and representatives from districts to assist with questions and troubleshooting.
I wholeheartedly disagree with districts that believe they are too small to succeed. Our budget team was very small when we undertook this endeavor. We did not have many staff members available to create the structure. The only obstacle would be requiring an additional year or two to compile the data and creating the framework.
Use the references available on the ASBO website, don’t recreate the wheel. Develop a project plan, encourage other departments to assist with data gathering, and find a great art teacher to provide some inspiration with the more creative aspects. You can do it!