BusinessLeadership:UsingMetricstoDrive

QualityandSustainabilityMarkKehoe,BrightsideAcademy,PA

TuckerLevy,Nurtury,MADianePrice,EarlyConnec:onsLearningCenters,COLeslieSpina,PhiladelphiaEarlyLearningAlliance,PA

Facilitator

LibbiePoppick,Opportuni:esExchange

FocusonThreeQuesBons:

•  WHYaremetricsimportant?•  Todrivequality•  Todrivesustainability

•  WHATmetricsshouldbeused?•  ForpedagogicaleffecBveness•  ForbusinesseffecBveness

•  HOWshouldmetricsbeused?•  RoleofautomaBon

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Format

•  Provideframeworkforuseofmetrics•  What’stheraBonale?•  Whatareexamplesofcommonlyusedmetrics?•  WhathasOppExresearchonmetricsuncovered?

•  Panelistsdescribehowtheyusemetricstodriveperformance

•  Facilitateddiscussionwithaudience

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WHYareMetricsImportant?

“Measurementisthefirststepthatleadstocontrolandeventuallytoimprovement.

Ifyoucan’tmeasuresomething,youcan’tunderstandit.Ifyoucan’tunderstandit,youcan’tcontrolit.Ifyoucan’tcontrolit,youcan’timproveit.”

JamesHarrington,managementconsultant

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WHYareMetricsImportant?•  Understandwhat’sgoingonintheorganizaBon•  Whatarethekeymeasuresthatdetermineourfinancial

health?•  HowwellarewemeeBngthem?•  WhatkeepsusfrommeeBngthem?•  Arewestrongenoughtobearoundforthelong-term?

•  Makethingsbe\er•  IncrementalstepsareOK–ge^ngfromAtoB

•  Keepitthatway•  MaintainandconBnuallyimprovelevelofexcellence•  ManagetheorganizaBon,ratherthanitmanagingme•  Persuadefundersofthevalueoftheirinvestment

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UsingMetricstoDrivePerformance

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Manage

Monitor

Measure

UsingMetrics:Examples•  Puppyhouse-training

•  Measure–#ofaccidents•  Monitor–ge^ngbe\eroverBme?•  Manage–shouldItakehimoutmoreoben?

•  HouserenovaBon•  Measure–budget•  Monitor–actualspendingvs.budget•  Manage–completedonBmeandwithinbudget?Adjust?

•  Employeemanagement•  Measure–idenBfyperformancegoals•  Monitor–whichgoalsmet?•  Manage–assesswhyorwhynot,makeadjustments

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WHATmetricsshouldbeused?

•  IdenBfyfactorsmostimportanttomaintainingstrongperformance•  What’smostimportanttodeterminewhetheryouare:

•  Financiallystrong?•  Deliveringahighqualityprogramtochildrenandfamilies?

•  Whatkeepsyouupatnightifit’snotgoingwell?

•  LookatexamplesfromotherstrongSharedServicesorganizaBons

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Caveat:Data≠Answers

FullEnrollment

RevenuesCoverPer-ChildCost

FullFeeCollecBon

TheIronTriangleofECEFinance

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• Ensurefullenrollment,everydayineveryclassroom

• CollecttuiBonandfees,infullandonBme

• Revenuecoversper-childcost(tuiBon,fees,and3rd-partyfunding)

ResultofIntensiveFocusonIronTriangle

($200,000)

($150,000)

($100,000)

($50,000)

$0

$50,000

$100,000

Regulated Star2 Star3 Star4 Star5

NetIncomeforCenter

BasicApproach "IronTriangle"Approach

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“IronTriangle”Approach:95%enrollment,2%uncollecBbledebtsVerydifficulttoachievewithhighsubsidyco-pays,lowabsencepolicy&notargeBngVerydifficulttoachieveinsmallercenters

ExamplesfromMetricsResearch•  Enrollmentas%ofstaffedcapacity

•  Mostrespondentstargetatleast85%,andlookatleastmonthly.

•  Somelookeverydayoreveryweek,minimizingdaysof“slotvacancy”.

•  %ofrevenuesuncollected•  Mostrespondentstargetatmost5%,andlookatleast

monthly,someweekly.•  TomanageeffecBvely,requiresreconcilinggovernment

paymentsvs.amountbilled,unlessstateself-corrects.•  Costperchildbyclassroom

•  Manyrespondentsdon’ttrackthis,butagreethattheyshould.•  Knowingcostshelpsdeterminehowmuchtocharge,where

financial“levers”are.

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HOWshouldmetricsbeused?•  IdenBfykeyvariablesandperformancebenchmarks•  WhataremykeycostdriversandhowcanIreduce

them?•  WhereamI“losing”revenues?Startwithclose

managementofenrollment–everyseat,everyday•  CreateadashboardtoclearlysignalissuesinrealBme•  Whatshouldmeasurementlooklike,andwhendoIknow

Ihaveaproblem?•  UsetechnologytosaveBme,eliminateerrors,giveyoumoreinsight

•  LookatbestpracBcecomparedtoyours–what’sdifferent?

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DashboardExample

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DashboardExample

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PanelistPresentaBonsAnd

Discussion

WhoisBrightsideAcademy?•  Atax-payingmulB-stateproviderofchildcareandearlychildhood

educaBontolow-income,inner-citychildren.(Subsidy,HeadStart,UPK)•  Foundedin1992inPi\sburgh,PA•  66academiesin8ciBes•  Serveapprox.8,000+childrenperday•  1,300+employees•  Thesizeandscopeofalargeschooldistrict:

•  Busingservices,foodpreparaBon,purchasing,IT.billing,HR

State City #ofAcademies Childrenserved/day

Pennsylvania Philadelphia 27 3,950

PiFsburgh 9 850

Total 38 4,800

Ohio

Akron 2 200

Cleveland 4 400

Columbus 4 300

Toledo 3 455

Total 13 1,355

New York Bronx 9 1450

Brooklyn 6 500

Total 15 1,950

CentralizedFuncBons:“SharedServices”Corporate Regional AcademyAcademyOperaBonsLeadership •  RegionalDirectors(3)

•  FieldDirectors(7)•  AcademyDirector

EducaBonDirector •  ProgramDirectors•  InstrucBonalSpecialist•  IntervenBonSpecialist

EducaBonalDirectorManagingLeadTeachersLeadTeachersAssistantTeachers

ComplianceDirector •  ComplianceAdministrators(4)

DirectorofEnrollment/MarkeBngandFamily/CommunityEngagement

•  Family&CommunityEngagementMgrs•  FamilyAdvocates

AncillaryServicesDirector •  I.TSpecialist(3)•  FaciliBesManagers(3)

•  JanitorialServices•  MaintenanceTechs

•  FoodServicesMgrs(2)

FleetDirector •  OutsourceBusContracts•  Dispatchers

HumanResourcesVP•  RecruiBngMgr•  EmployeeServices

•  HRDirectors(2)•  7DedicatedRecruiters

CFO–Finance/AccounBng/Billing•  Controller•  Billing•  Purchasing•  Payroll

•  CACFPSpecialist(2)

BrightsideAcademyMetrics

FuncRon MetricsEducaBon •  LessonPlansReviewed

•  CLASSScores•  ERSScores•  ProgramAdministraBonAssessment•  ChildAssessments

Compliance •  ExpiringLicenses•  LicenseViolaBonTrends•  HealthRecordExpiraBonDates

Enrollment/MarkeBng •  NewEnrolled•  Lost•  LeadswithinPipeline•  WebFormsCompleted•  WebPageViews

FoodServices •  CostTrends•  CACFPAudits

EmployeeRecruiBng •  WebInquires•  ApplicaBons•  Interviewed–OffersMade–OffersAccepted•  EETurnoverbyRegion,Academy,CredenBal

Insurances •  HealthcareExpenditureTrends•  WorkmanCompClaims/Trends•  UnemploymentInsuranceClaimsTrends•  LegalCases

Billing •  BadDebt•  SalesAllowance•  A\endance/Swipes

BrightsideAcademyFinancialDashboardbyAcademy

Mar-15 QP

EnrollmentMonth

∆Bud

EnrollmentMonth

∆PM

EnrollmentMonth

∆PY Cap Util YTDYTD

EnrollmentMonth

∆BudYTD

Enrollment

∆PY UtilYTD

Enrollment

Mar-15

Tuition'RevenueMonth∆Bud

Tuition'RevenueMonth

∆PY YTD

Tuition'RevenueYTDMonth∆Bud

Tuition'RevenueYTD

∆PY

Tuition'RevenueYTD

Mar-15

Daily&RatesMonth∆Bud

Daily&RatesMonth

∆PY Mar-15

Daily&RatesMonth YTD

∆Bud

Daily&RatesYTD

∆PY

Daily&RatesYTD

Mar-15MonthChild*Attendance*Per*Teacher

∆PY Mar-15MonthChild*Attendance*Per*Teacher

YTD∆PY

Child*Attendance*Per*TeacherYTD

Mar-15

Total&Expenses&(Net&of&Grant&Expenses)Month∆Bud

Total&Expenses&(Net&of&Grant&Expenses)Month

∆PY YTDYTD

Total&Expenses&(Net&of&Grant&Expenses)Month

∆BudYTD

Total&Expenses&(Net&of&Grant&Expenses)

∆PYYTD

Total&Expenses&(Net&of&Grant&Expenses)

BrightsideAcademyQualityDashboard-2014

1871015.69 6.23

16019225.97 5.04

1871045.50

16012434.74

16018654.64 5.71

16020405.36 5.59

3871026.09 6.16

16019656.50 5.38

3871046.28 6.01

16021665.54 5.24

3871036.03 6.08

3871016.26 4.65

16021255.71 6.06

Program # ECERS-R ITERS-RAcademy Name

EMOTIONAL SUPPORT

CLASSROOM ORGANIZATION

INSTRUCTIONAL SUPPORT

2.63 6.60 5.2 5.2

2.5 6.30 6.5 5.6

3.13 6.42 6.45 6.33

3.13 6.00 4.78 5.44

3.38 5.50 6.1 2.8

3 6.12 4 4.67

3 6.20 4.9 4.8

2.63 6.10 6.1 5.1

3.25 6.80 6.25 5.6

2.63 6.00 5.44 5.33

3 6.44 5.5 5.25

1.88 6.38 6.08 4.33

3.5 7.00 6.33 6.2

CLASSPQAS

BrightsideAcademyAgeofChildMixTrend

Feb-15 Mar-15 Apr-15

PiFsburgh

1.Infant

2.Toddler

3.Preschool

4.SchoolAge

Philadelphia

1.Infant

2.Toddler

3.Preschool

4.SchoolAge

Bronx

(etc.)

NurturyBoston,MA

•  Non-profitcorporaBon•  6community-basedcenters•  2FamilyChildCareNetworks,with130homes•  1,400children,mostlylow-income•  Familysupports(networkofFamilyAdvocates)

•  100+funders,includingCCDF,PreK,HS-EHS,philanthropy,employers,parentfees.

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WelcometoNurtury:missionandscaleNurturygivesGreaterBoston’syoungestchildreninneed,frombirthtoagefive,theopportunitytoreachtheirfullpoten<albyinves<nginschoolreadiness,promo<nghealthydevelopmentandstrengtheningfamilies.

1,400childrenandtheirfamilies

6centers130familychildcareproviders

173fullRme

employees108areteachers

85%ofeachchild’s

nutriRonalneeds

Nurtury’shistory

Nursery+Schoo

l

Shared

Services

Accred

itaBo

nfacilitaB

on

Quality

Assurance

WholeChildWholeFamilyWholeCommunityConRnualInnovaRon

TheNewDayNursery

TeachingSchoo

lNAE

YC

Ruggles AssociatedDayCareServices

AssociatedEarlyCare&EducaBon

HeadStartpilot

1878 1922 1951 1993 1998 20141962

MeasuringPerformance:ProgramQualityNurturycapturesqualityinformaBonatfourlevels:

*RequiredbyQRIS

Developmentalscreening* ASQ;ASQ-SE Paper;web-basedtool

Developmentalprogress* TeachingStrategiesGold Web-basedtool

Language&Literacy PPVT/PALS Excel

Overallenvironment* ERS(ITERS/ECERS/FCCERS) Web-basedtool.

EducatorEducaRonAFainment*

CDA,AA,BA,MA SeparateHRsystem.

AccreditaRon NAEYC;NAFCC Paper

BusinesspracRces* BAS(BusinessAdministraBonScale) Paper

Overallprogramquality QRIS(QualityRaBngImprovementSystem) Paper;statesystem

ProgramadministraRon* PAS(ProgramAdministraBonScale) Paper

Child

Program

CentralOffice

Center/FCCClassroom

MeasuringPerformance:Financial&OperaBonsEnrollment:centraloperaBons;programadministraBon.

DailyfullBmeequivalenteachweek;byfundingsourceandprogram;contractuBlizaBon.

Excel.Weekly,monthly,YTD.

Enrollmentefficiency:centraloperaBons;programadministraBon.

Enrollmentperprovider(FCC);capacityuBlizaBon(centers).

Excel.Monthly,YTD.

BudgetVariance:finance Grossmargin:byprogramanddepartment DynamicsSL:.pdf.MonthlyYTD.

TransportaRon:usage,reliability,cost,compliance:centraloperaBons

Totalvans,childrenandchildrenpervan.Childusagebypaymenttypeandprogram.Incidents.Compliance.

Excel.Monthly.

ChildAFendance:centraloperaBons;programadministraBon.

Reviewofexcessiveabsences:EECcompliance(30daysinsixmonths).

Excel.Monthly.

TeacherAFendance:centralops;programadministraBon.

Expectedversusactualdaysofabsencesperweek.

Excel.Monthly.

ProvideracquisiRonandretenRon:programadministraBon

Providersundercontract;Providersadded;Providerslost:byreason

Excel.Monthly.

TeacheracquisiRonandretenRon:HR

RetenBonbyroleandprogram.Staffingversusbudgetbyroleandprogram.

Excel/ADP.Semi-annual.

Exampleenrollmentreportusage

MeasuringPerformance:Today’sChallenges

•  Dashboarddevelopment•  Movefromsetsofdistributedreportstocentralandpervasive

dashboard:program;financials,operaBons;advancement.•  Automate:

•  UsetechnologyforthemechanicalworkofdatacompilaBonandanalysis

•  FreepeopletodothehighvalueworkofinterpreBnginformaBonandengagingwithchildrenandfamilies

•  Process•  Rethinkhowweshouldworktobemostefficient,ratherthanhow

we’vealwaysworked(whenBmesandresourcesweredifferent)•  Sellit

•  ArBculatethevalueoftechnologyinvestmentinawaythata\ractscapital

NurturyDataSystemsOwner ApplicaRon Use Notes Access Database

Development Raiser’sEdge FundRaising CRM LAN Raiser’sEdge

FamilyAdvocacy

CustomDatabase

Screening PEDS LAN Filestorage(Excel)

FamilyAdvocacy

AssessingParenBng

Pre/Postgroupworkshops

SAS remote

Finance eCCIMS Enrollmentmanagement

Statebilling SAS remote

Finance CCA(ChildCareAssistant)

VoucherManagement

Voucherinfo,authorizaBonstart/enddates,FCCproviderpayments,FCCtransportaBon,andfuncBonstopayproviders,payvendors,andbillvoucherstoEEC

LAN CCA

Finance DynamicsSL AccounBng LAN

HR ADP Payroll/HR SAS remote

NutriBon MinuteMenuCX Mealprogram Billingandtracking SAS remote

Program TeachingStrategiesGold

Assessment SAS remote

Program ProCare ChildCareManagement

Feemanagement,demographic,contactinformaBon,vaccines,assessmentanda\endance

SAS remote

QA;Research&EvaluaBon

CustomDatabase

Assessment EVT/PPVTassessment;accreditaBonlevelsandprogress;surveys;ITERS,ECERS,FCCRS(transiBontoProCare)

LAN Filestorage(Excel)

QA;Research&EvaluaBon

Various Communityandfield-levelresearch(EQUIP)

Collects,storesandanalyzesearlyeducaBonresearchandpolicydata(i.e.,CommunityProfiles,BQI,BTWIC),usingvariousmethods(i.e.,Paper-based,OCR,Online(SurveyMonkey),Access,Excel,STATA)

LAN Access,Excel,STATA

PhiladelphiaEarlyLearningAlliancePhiladelphiaPA

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•  CollaboraBonof6organizaBons•  Totalof10centers•  Allhighlyrated(3or4stars)instateQRIS•  KinderAcademyservesasfiscalagentandAlliancehub

forfirstyear•  500+children,90%low-income•  IniBalsetofservicesbasedonhighestprioriBesofmembers:•  Professionaldevelopmentandmentoring•  SubsBtutepool•  Maintenance•  GrantwriBng

•  FundingforAllianceoperaBonsincludesphilanthropy(startup),andmemberfees

•  EnvironmentalRaBngScaleScores•  DirectscalecorrelaBonoverBme(veryconcrete)•  Tooltodetermineneedsforcenter,classrooms,andstaff•  Predictorfortheraisingquality

•  StaffProfessionalDevelopmentandonsitesupport•  Designedtomeetthespecificneedsofmembersites

•  Agegroupofchildren•  Ability/experBseofstaff

•  SupportsneedsassessmentasdeterminedbyERSscores•  GrantwriBng

•  Alliance&organizaBonalexpansion•  Combinedresourcesreducescosts•  BroadexperBsereducesrampupBme

QualityMetricsDashboardPhiladelphiaEarlyLearningAlliance

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BusinessMetrics–KinderAcademy

KinderAcademyEnrollmentDashboard

EarlyConnecBonsLearningCentersColoradoSpringsCO

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•  Non-profitECEcorporaBonwithLLCforHomeNetworkofPikesPeakRegion

•  7sitesincommunity,publicschools,courthouse•  Networkof41familychildcarehomes•  375children,mostlylow-income•  AllcentersareNAEYCaccredited•  Familyengagement(includinghomevisits)•  FundingstreamsincludeCCDF,PreK,HS-EHS,CACFP,parentfees,philanthropy,endowment

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ENROLLMENT WE 2/23/2015 Avg 77%Goal

ANTLERS Cap FTE 2/day 3/day Partner #FT #2day #3day PTPartner Classtotal %FTE #CPP #EHS #HSPanda 10 9 9 - - - 9 34 7Turtle 14 12 13 - - - 13MonkeyPM 16 16 - - - 12 12MonkeyAM 16 16 - - - 15 15Frog 16 12 1 1 9 - - - 9Tiger 16 12 10 - - - 10Cheetah 20 16 2 2 11 - - - 11TOTAL 76 62 3 3 16 52 - - 27 79 68%

Admits 1 BUDGETEDFTE% 81%Discharges 0Transferin 0Transferout 0

GoalChelton Cap FTE 2/day 3/day Partner #FT #2day #3day PTPartner Classtotal %FTE #CPP #EHS #HSPurple 8 7 8 - - - 8 24 39Green 8 7 7 - - - 7Orange 8 7 8 - - - 8YellowAM 10 10 - - - 9 9YellowPM 10 10 - - - 7 7Red 16 13 14 - - - 14Blue 20 16 2 2 15 - - - 15TOTAL 60 50 2 2 20 52 - - 16 68 87%

Admits 0 BUDGETEDFTE% 83%Discharges 1Transferin 0Transferout 0

GoalTrailblazer Cap CPP SPED CPP sped Classtotal % #CPP #EHS #HSAM 15 11 2 13 2 15 29PM 15 10 1 14 - 14TOTAL 30 21 3 27 2 29

Admits 0 BUDGETEDFTE% 100%Discharges 0Transferin 0Transferout 0

School-year GoalSchool-Age Cap B/A #B/A BorA Classtotal % #CPP #EHS #HSDN 60 29 9 26 35DTDSandCreek50 33 20 6 26TOTAL 110 62 29 32 61 55%

Admits 0 SCBUDGETEDFTE% 65%Discharges 0 DNBUDGETEDFTE% 49%Transferin 0Transferout 0 SCACTUALFTE% 52%

DNACTUALFTE% 58%

Resources

•  OpportuniBesExchangewebsite:www.opportuniBes-exchange.org•  Toolsandresources•  Profilesofcurrentalliances

•  FirstChildren’sFinanceBusinessResourceCenter:h\p://www.firstchildrensfinance.org/businessresourcecenter/centers-2/

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