Ready

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Ready Set Hire!Long Range Staffing Plans for
High Performance
Presented by Paul McLarty - Chief Financial
Officer Dr. Dave ONeill - Assistant
Superintendent of Human Resources Clear Creek
Independent School District - League City, Texas
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Where Were Located
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The District

• Academics
• Largest Recognized school district in Texas!
• Recognized for 10 of the last 11 years
• 15 of 37 campuses (41) are Exemplary
• 60 of Elementary campuses are Exemplary
• Stewart Elementary named a Blue Ribbon School of
  Excellence
• One of only 23 schools in Texas and 287 schools
  nationwide
• Students
• 36,200 students
• Projected enrollment of 47,500 within 12 years
• 66 different languages spoken

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The District

• Finances
• 249 million General Fund Budget
• 44 million Debt Service budget
• 12 million Food Service Budget
• Completing a 264 million bond program from 2004
• Starting a 183 million bond program from May
  2007
• District Challenges
• Managing student growth
• Managing facility growth
• Special programs
• Special Ed program growth
• Workforce
• More than 4,800 employees
• More than 2,600 teachers, librarians nurses

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The Goals

• To develop a long-range staffing plan that will
• Lead the District to Exemplary status
• Meet the Districts growth needs
• From 36,000 to 47,500 students in 12 years
• Meet the Districts instructional needs
• Changing demographics, New programs
• Meet the Districts administrative and
  operational needs
• To meet enrollment and demographic changes
• New facilities, Transportation, Food service
• Be flexible enough to change with the times
• Best practices, Innovative programs

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The Assumptions

• Over the next five years, Clear Creek ISD will
• Remain a Recognized district with a strong push
  to be the first large Exemplary district in the
  State
• Continue to maintain a low administrative cost
  ratio
• Continue to have successful bond elections
• Continue to have enrollment growth of 1,000/year
• Continue to have double digit growth in special
  populations, economically disadvantaged, and LEP
  enrollment
• Maintain our standard that 97 of our teachers
  will be designated as highly qualified

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The Assumptions

• Over the next five years, Clear Creek ISD will
• Experience tremendous growth in facilities
• Elementary Schools
• 25th 26th planned in 2009
• Intermediate Schools
• 9th planned in 2009
• 10th planned in 2010
• 11th planned in 2011
• High Schools
• 6th opened in August of 2007
• 7th planned in 2010

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Campus Staffing Standards

• Step 1
• Develop a list of peer school districts
• We asked questions
• Which districts are we most like now?
• Which districts will we look like in the future?
• We compiled appropriate data from comparable
  districts
• Demographic data
• Staffing plans, organizational charts job
  descriptions
• Pupil teacher ratios

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Campus Staffing StandardsThe Research

• Comparable Districts
• Cypress Fairbanks Katy
• Spring Round Rock
• Fort Bend Plano
• Lewisville Hayes
• Humble Conroe
• Alief Pasadena

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Campus Staffing StandardsThe Research
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Campus Staffing StandardsThe Research
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Campus Staffing StandardsThe Analysis

• Step 2
• Compare current staffing levels to peer districts
• We compared our staffing standards to those in
  comparable districts
• Where were we similar/different?
• Were are we most out of line with our peers?
• We spoke with administrators at each comparable
  district to understand our differences
• We found out which positions had the greatest
  impact on student success?
• We reviewed job descriptions

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Campus Staffing StandardsPlan Development

• Step 3
• Develop Campus Staffing Standards
• We reviewed all draft standards standards with
• Key campus instructional leaders
• Central office instructional leaders
• The superintendents cabinet

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Campus Staffing StandardsHigh School Staffing
Standards
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Campus Staffing StandardsHigh School Staffing
Standards
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Campus Staffing StandardsHigh School Staffing
Standards
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Campus Staffing StandardsHigh School Staffing
Standards
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Campus Staffing StandardsNeeds Assessment

• Step 4
• Compare Staffing Standard to Current Staffing to
  develop a Needs Analysis
• We analyzed campus needs
• Input from elementary/secondary campus leaders
• We analyzed programmatic needs
• Input from central office curriculum leaders

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Campus Staffing StandardsNeeds Assessment
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Campus Staffing StandardsNeeds Assessment
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Campus Staffing StandardsNeeds Assessment
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Campus Staffing StandardsDevelop Multi-Year
Staffing Plans

• Step 5
• Develop a multi-year plan to achieve accepted
  staffing standards
• Campus Staffing
• We made campus staffing requirements our top
  priority
• We prioritized campus needs
• We developed a phased approach over five years

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Campus Staffing StandardsDevelop Multi-Year
Staffing Plans
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Campus Staffing StandardsDevelop Multi-Year
Staffing Plans
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Campus Staffing StandardsDevelop Multi-Year
Staffing Plans
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Campus Staffing StandardsFinalize Multi-Year
Staffing Plans

• Step 6
• Develop final multi-year staffing plans
• The superintendents cabinet debated each
  position and its timing in the draft plan
• Debate was sometimes heated!
• Greatest impact on student success
• Needed to meet expected service levels
• We kept the staffing plans flexible
• Unknown budgetary environment (Special Session
  and HB1)
• Plans were modified several times as positions
  were deferred or accelerated according to
  district or campus need

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Campus Staffing StandardsFinalize Multi-Year
Staffing Plans
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Campus Staffing StandardsFinalize Multi-Year
Staffing Plans
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Campus Staffing StandardsFinalize Multi-Year
Staffing Plans
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Campus Staffing StandardsFinalize Multi-Year
Staffing Plans
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New Campus Staffing Plans

• Step 1
• Develop a list of fast growth school districts
• We compiled appropriate data from comparable
  districts
• Demographic data
• Staffing plans organizational charts
• Pupil teacher ratios
• Job descriptions
• We analyzed new campus openings in fast growth
  districts
• Katy, Cy-Fair, Spring, Conroe, Humble

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New Campus Staffing PlansThe Research
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New Campus Staffing PlansDevelop Standards

• Step 2
• Apply staffing standards to elementary,
  intermediate and high school scenarios
• We determined which positions were required to
  open the campus Year 1
• We determined when we needed to hire these staff
  members
• Elementary/Intermediate Only a few front office
  support employees were needed early
• High School A large number of front office
  support employees were needed early

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New Campus Staffing PlansDevelop Standards
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New Campus Staffing PlansDevelop Standards
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New Campus Staffing PlansDevelop Standards
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New Campus Staffing PlansDevelop Standards
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New Campus Staffing PlansDevelop Standards
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New Campus Staffing PlansDevelop Multi-Year
Staffing Plans

• Step 3
• Develop a worst case multi-year financial plan
  that assumes all required staffing is new to the
  district
• We used the approved staffing standards and the
  timing of new staff to develop a multi-year
  financial plan

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New Campus Staffing PlansStart-up Year
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New Campus Staffing PlansFirst Full Year of
Operations
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New Campus Staffing PlansSecond Full Year of
Operations
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New Campus Staffing PlansThird Full Year of
Operations
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New Campus Staffing PlansPlan Modification

• Step 4
• Modify the multi-year financial plan to account
  for new versus internally transferred positions
• New positions represent additional cost to the
  district while transfer positions were cost
  neutral
• We met with senior instructional, fine arts,
  athletics, and career and technology staff to
  develop the staffing plan

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New Campus Staffing PlansPlan ModificationHigh
School Grades 9 10
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New Campus Staffing PlansPlan ModificationHigh
School Grades 9 10
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Clear Springs High SchoolStaffing Plans in Action

• Step 5
• Develop a final multi-year financial plan for
  opening Clear Springs High School in August of
  2007
• We populated our financial model with the
  new/transfer positions
• When we did this, our actual cost to open Clear
  Springs was 1 million less than our initial
  worst case scenario

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Clear Springs High SchoolStaffing Plan in Action
9th 10th Only 1200 Students
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Clear Springs High SchoolStaffing Plan in Action
9th 10th Only 1200 Students
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Clear Springs High SchoolStaffing Plan in Action
9th 10th Only 1200 Students
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Clear Springs High SchoolStaffing Plan in Action
9th 10th Only 1200 Students
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Custodial Staffing Standards

• Step 1
• Review Industrial and School District Staffing
  Standards
• We compiled appropriate data from comparable
  districts
• We reviewed industrial staffing standards from
  industry organizations
• International Sanitary Supply Association

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Custodial Staffing StandardsThe Research
Cleaning Processes

• Obstructed area
• classrooms and offices
• numerous obstacles
• smaller areas

• Unobstructed area
• hallways, corridors, and gymnasiums
• few obstacles
• large areas serviced with high production
  equipment

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Custodial Staffing StandardsThe Research
Cleaning Processes

• Production Cleaning
• Cleaning that generally takes place after the
  school day is over and children are absent.
• Tasks are usually performed one time per day in
  order to have the facility ready for use the
  following day.
• Examples
• Office and classroom cleaning.
• Auditorium and cafeteria duties.
• Floor care.
• Gymnasium and locker room duties.

• Service Cleaning
• Cleaning that takes place throughout the day
  while children are present.
• Tasks usually vary from day to day and hour to
  hour depending on the needs of the campus.
• Examples
• Cleaning spills and accidents as needed
• Maintaining restrooms dust mopping corridors
• Perform breakfast and lunch duties.
• Cleaning the grounds of paper/trash.
• Normally, service cleaning employees cannot
  perform production cleaning during the school day.

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Custodial Staffing StandardsThe Research
ISSA Standards
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Custodial Staffing StandardsThe Research
Time Availability Worksheet
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Custodial Staffing StandardsDevelop Standards

• Step 2
• Apply staffing standards to elementary,
  intermediate and high school campus scenarios
• We took existing floor plans and developed
  cleaning zones

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Custodial Staffing StandardsDevelop Standards
John F. Ward Elementary - 101,400 gross square
feet under roof
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Custodial Staffing StandardsDevelop Standards
John F. Ward Elementary - 86,348 square feet of
daily clean area
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Custodial Staffing StandardsNeeds Assessment

• Step 3
• Compare Staffing Standard to Current Staffing to
  develop a Needs Analysis
• We analyzed the current campus employee count to
  the standard to determine staffing needs by campus

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Custodial Staffing StandardsNeeds Assessment
Evaluation of FTE staffingJohn F. Ward Elementary
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New Campus Staffing PlansDevelop Multi-Year
Staffing Plans

• Step 4
• Develop a multi-year plan to meet custodial
  staffing deficiencies

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New Campus Staffing PlansDevelop Multi-Year
Staffing Plans
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New Campus Staffing PlansDevelop Multi-Year
Staffing Plans
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Ready-Set-Hire!Long Range Staffing Plans That
Work

• QUESTIONS?
• Contact Information
• Paul McLarty Dr. Dave ONeill
• pmclarty_at_ccisd.net doneill_at_ccisd.net
• [phone] [phone]