Ministry f Educatin Schl Business Supprt Branch 20th Flr, Mwat Blck 900 Bay Street Trnt ON M7A 1L2 Ministère de l Éducatin Directin du sutien aux activités sclaires 20 e étage, Édifice Mwat 900, rue Bay Trnt ON M7A 1L2 2008: SB 32 MEMORANDUM TO: FROM: Directrs f Educatin Cheri Hayward Directr Schl Business Supprt Branch DATE: Nv 5, 2008 SUBJECT: Operatinal Reviews- 2008 Update and Next Steps In fllw up t memrandum 2007: SB 34, dated December 19, 2007, I am pleased t prvide yu with an update n the Operatinal Review initiative and the directin the ministry will take ver the cming year. As yu are aware, Operatinal Reviews are prviding pprtunities fr the ministry and schl bards t wrk tgether t build management capacity, ensure efficient stewardship f resurces, share best practices and identify ways fr cntinuus imprvement. The reviews are fcused n bard peratins in fur functinal areas: gvernance and schl bard administratin; human resurce management and schl staffing/allcatin; financial management; schl peratins and facilities management. As we begin Wave III, I wuld like t take this pprtunity t thank thse invlved in the develpment f the Operatinal Review Sectr Guide fr their input and supprt. I wuld als like t thank the first 14 bards wh were reviewed as part f Wave I and II; their prfessinalism and cmmitment t this prcess ensured that the reviews prvided value t their rganizatins and will be useful as they cntinue wrk twards imprving student success. PROGRESS T date, 14 Operatinal Reviews have been cmpleted and as a result a number f best practices and areas fr imprvement have been identified. These findings have helped t refine ur apprach leading int the next wave f reviews, which began in Octber 2008. The 14 schl bards reviewed during Wave I and II, alng with thse t be reviewed during 2008-09, are listed in Appendix A. Each schl bard reviewed has received a final reprt, which prvides, where apprpriate, recmmendatins n pprtunities fr imprvement. The reviews fund that there was generally significant adptin f the leading practices by the bards, althugh the level and nature f leading practice adptin varied acrss the sectr. Detailed reprts frm all reviewed sites are available nline at http://sbsb.edu.gv.n.ca/.
In 2009 the Ministry plans t re-visit bards that cmpleted an Operatinal Review in 2007-08. The re-visits will prvide an pprtunity t review and discuss any actins taken by the bard in respnse t findings and recmmendatins cntained in their Operatinal Review reprt. OPERATIONAL REVIEW COMMITTEES On September 18, 2008, ministry staff met with the Operatinal Review Advisry Cmmittee, which includes representatin frm the Cuncil f Senir Business Officials (COSBO) and the Cuncil f Ontari Directrs f Educatin (CODE), as well as staff frm the ministry s Internal Audit branch. A similar discussin was als held with the Operatinal Review Reference Grup whse representatin includes the fur trustee assciatins. The discussins fcused n tw dcuments in particular, the Secnd Editin f the Operatinal Review Guide fr Ontari District Schl Bards and the Summary Reprt f Operatinal Reviews 2007-08. The Secnd Editin f the Operatinal Review Guide fr Ontari District Schl Bards is enclsed fr yur reference. Althugh the verall design f the Guide remains unchanged, it includes mdest revisins t the leading practices as a result f the initial 14 reviews. The descriptins f the leading practices have been simplified and a few new leading practices added. Fr example, a leading practice n senir management successin planning has been included in the Gvernance and Schl Bard Administratin sectin. The Summary Reprt f Operatinal Reviews 2007-08 is the first in a series annual reprts n this imprtant initiative. At the end f each wave f peratinal reviews a synthesis f the key themes and findings will be shared with the sectr. The reprt develped as a result f the first 14 reviews highlights seven key areas fr imprvement that impact the entire sectr. It als prvides examples f best practices bserved during the first wave f Operatinal Reviews, frm which ther bards can gain insight as they strive t imprve their wn perating practices. It is expected that the ministry and the sectr will wrk cllabratively t address the Imprvement Opprtunities listed belw: Imprvement Opprtunity # 1 - Establishment f Strategic Directin and Develpment and Reprting f Annual Imprvement Plans The develpment f a multi-year strategic directin (up t five years) is critical in prviding a base n which t develp annual imprvement plans. This shuld be develped after extensive internal and external cnsultatin, and result in a high-level summary dcument available t the public. T enhance understanding, bards shuld grup their bjectives under key themes. Mst f the bards reviewed have extensive prcesses in place t develp a lng-term (typically three t five years) strategic directin. Sme bards have begun this prcess but have pprtunities t imprve its frmality and depth. Opprtunities include extending the time the strategic directins will cver, and establishing specific and measurable targets and related timelines fr the varius gals and pririties. The Operatinal Review Advisry Cmmittee recmmended that the Cuncil f Schl Business Officials (COSBO) and the Cuncil f Directrs f Educatin (CODE) establish Operatin Review Summary Reprt 2 f 6 Memrandum 2008: SB 32 frm Cheri Hayward
a new grup by January 2009 t examine the elements f an effective Bard Imprvement Plan (BIP). Imprvement Opprtunity # 2 - Attendance Management An effective attendance management system cmbines up-t-date plicies and prcedures, infrmatin systems t recrd and analyze trends, and dedicated resurces t develp and implement strategies t imprve staff attendance. These elements, cmbined with emplyee wellness prgrams and return-t-wrk initiatives, reinfrce each ther t develp a cmprehensive attendance management prgram. Bards recgnize the significance f mnitring staff attendance and implementing attendance imprvement prgrams, but capabilities vary significantly. Many bards have relevant plicies and assciated prcedures t manage staff attendance, but nly a limited number have started dwn the path f develping cmprehensive attendance supprt prgrams. Delitte and Tuche LLP has been engaged by COSBO t review and reprt n attendance management systems in Ontari Schl Bards. It is expected that the upcming release f the Attendance Management Reprt will prvide the sectr and the Ministry with detailed infrmatin and recmmendatins t assist all schl bards as they increase their capacity in this area. Imprvement Opprtunity # 3 - Interim Financial Reprting The purpse f interim financial reprts is t prvide management and the bard f trustees with a clear understanding f the status f the current year s budget versus actual expenditures t date, and an utlk fr the year. Bards generally prvide mnthly reprting t their management team and quarterly reprting t the bard f trustees. Hwever, the frmat f mnthly r quarterly financial reprting varies significantly acrss bards. The Operatinal Review Advisry Cmmittee recmmended that the Cuncil f Schl Business Officials (COSBO) and the Cuncil f Directrs f Educatin (CODE) establish a wrkgrup t examine the cntent and frm f Interim Financial Reprts. They wuld be seeking input frm schl bards t establish the cmpnents f an effective reprt and identify best practices. Imprvement Opprtunity # 4 - Audit Functin (New Initiative) The reviews addressed tw aspects f a bard s audit functin: internal audit and the audit cmmittee. The primary functin f internal audit is t prvide added assurance that internal cntrls established by management are perating effectively, and are in cmpliance with plicies and prcedures. The purpse f an audit cmmittee is t prvide versight f financial reprting, disclsure, regulatry cmpliance and risk management activities. Mst bards have nt established an independent internal audit functin. Fr the few bards that have established an internal audit functin, pprtunities fr imprvement Operatin Review Summary Reprt 3 f 6 Memrandum 2008: SB 32 frm Cheri Hayward
exist in the area f maintaining the independence f the internal auditr, by having the functin reprt t the bard s audit cmmittee. The Ministry s Transfer Payments & Financial Reprting Branch will be lking at the rle f audit in the educatin system t ensure cnsistency f prcesses and practices acrss the prvince. Imprvement Opprtunity # 5 - Participatin in Buying Cnsrtia Bards shuld peridically assess the ptential benefits and csts fr participating in buying cnsrtia. An imprvement pprtunity exists fr thse bards nt currently invlved in jint/cnsrtia purchasing t re-assess their psitin, t ensure their previus factrs are still relevant. All bards can ptentially benefit frm explring pprtunities t expand the supplies and services that can be purchased in a cnsrtium, and culd cnsider expanding beynd the schl bard sectr t ther public sectr entities. It is expected that the educatin sectr s active participatin and leadership in the building f the Ontari Educatin Cllabrative Marketplace (OECM), will prvide supprt and capacity fr all schl bards with respect t strategic surcing, e-enabling prcurement prcesses and strengthen prcurement guidelines and plicies acrss the sectr. The ministry will wrk with OASBO and COSBO t ensure that stakehlders are cnsulted and kept updated n OECM s prgress. Imprvement Opprtunity # 6 - Multi-Year Maintenance and Renewal Plan The establishment f a lnger term (i.e. three t five years) maintenance and renewal plan setting ut the planned pririties fr the infrmatin f the bard s key stakehlders is key t cmmunicating the critical needs f the bard s facilities. It als enhances the accuntability f the peratins and facilities functin t the cmmunity. An imprvement pprtunity exists fr bards t develp frmal, three t five year maintenance and renewal plans that wuld include the funding available t supprt the critical needs f the bard. The Operatinal Review Advisry Cmmittee prpsed that the OMC cmmittee f OASBO be given an pprtunity t review this subject. Imprvement Opprtunity # 7 - Energy Management Bards shuld cnsider establishing frmal multi-year energy management plans that incrprate quantifiable measures and are aligned with the strategic directin f the bard. An imprvement pprtunity exists fr bards t develp a multi-year energy management plan. The energy management plan shuld be develped in cllabratin with all administrative departments, teachers, students and the cmmunity. T supprt bards with this imprtant management issue, the Ministry has launched an Energy Cnservatin Initiative. As utlined in memrandum 2008 SB:18, dated July 28, the Energy Cnservatin Initiative is a brad-based prgram fcusing n energy Operatin Review Summary Reprt 4 f 6 Memrandum 2008: SB 32 frm Cheri Hayward
prcurement, cnsumptin and cnservatin in schls. Nrm Vezina, Senir Manager f Envirnmental and Office Systems fr the Yrk Cathlic District Schl Bard, has agreed t take a lead rle in the initiative. Nrm will versee the sectr-wide Energy Cnservatin Initiative in cllabratin with the sectr and will act as a key resurce. It is expected that this initiative will assist schl bards as they wrk t address the imprvement pprtunities that have been identified fr energy management. RECENT CHANGES WITHIN SBSB As many f yu knw, Dn Higgins was secnded frm the Trnt District Schl Bard in 2007 t lead the develpment and implementatin f the Operatinal Review prject. The breadth and depth f his knwledge regarding schl bard peratins has cntributed significantly t the success f the prject, and his leadership helped fster an atmsphere f prfessinalism which is evidenced in the success f the reviews thus far. As f Octber 1, 2008, Dn s assignment at the ministry ended with his decisin t return t the Trnt District Schl Bard. While the ministry, and the sectr as a whle, wuld have benefited frm his cntinued invlvement, we appreciate his desire t return t the bard. On behalf f the ministry, and the sectr, I wish him all the best and am grateful fr his supprt ver the past tw years. Mving frward, the peratinal review prcess will cntinue t be streamlined as ministry staff and the review teams refine their practice and gain additinal expsure t the sectr. In rder t ensure that ministry capacity is maintained, Nick Landry has been added t the Operatinal Review Team. Nick cmes t us with a brad understanding f the sectr and his participatin in the develpment and implementatin f the Transprtatin Refrm prcess ver the past number f years aligns with the Operatinal Review initiative. Shuld yu have any questins regarding the Operatinal Review prcess, please cntact either Bill Cleman at 416-212-3180 (Bill.Cleman@ntari.ca) r Nick Landry at 416-325-8731 (Nichlas.Landry@ntari.ca). Thank yu and I lk frward t wrking with yu n this imprtant initiative. Cheri Hayward Directr Schl Business Supprt Branch cc: Schl Bard Chairs Superintendents f Business and Finance Review Teams Operatin Review Summary Reprt 5 f 6 Memrandum 2008: SB 32 frm Cheri Hayward
Appendix A Bards Reviewed in 2007-08 Wave I Wave II Avn Maitland DSB Hamiltn-Wentwrth DSB Lndn District Cathlic SB Simce Cunty DSB Waterl Cathlic DSB Peterbrugh Victria Nrthumberland Claringtn Cathlic DSB Brant Haldimand-Nrflk Cathlic DSB Durham Cathlic DSB Durham DSB Lakehead DSB Lambtn Kent DSB Ottawa Cathlic DSB Trillium Lakeland DSB Thames Valley DSB Bards Scheduled fr Review in 2008-09 Wave III Near Nrth DSB Hurn-Superir Cathlic DSB Nrthwest Cathlic DSB Haltn DSB Sudbury Cathlic DSB Algma DSB Rainy River Ottawa-Carletn DSB Cnseil sclaire de district cathlique du Nuvel Ontari Cnseil sclaire de district cathlique Franc-Nrd Tw TBD Operatin Review Summary Reprt 6 f 6 Memrandum 2008: SB 32 frm Cheri Hayward