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
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Massachusetts Department of Elementary and Secondary Education
Edwin Analytics Overview
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Massachusetts Department of Elementary and Secondary Education
What is Edwin Analytics?
• 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.
Massachusetts Department of Elementary and Secondary Education
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Accessing Edwin
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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
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How Your EOY Financial Report
Translates to a Database Format
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Massachusetts Department of Elementary and Secondary Education
School finance data is collected in a number
of schedules with several different
structures.
District revenues and
expenditures
School instructional
expenditures
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Massachusetts Department of Elementary and Secondary Education
Regional assessments
Special education
expenditure detail
Transportation
expenditure detail
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Annual school
budget
Massachusetts Department of Elementary and Secondary Education
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
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.
Massachusetts Department of Elementary and Secondary Education
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By associating each cell in the End of Year
Report with a uniquely identifiable
“address,” the data is easily convertible into
a database format.
Each cell has an “address” made up of at least*
6 parts:
Year
XXXX
Organization
XXXXXXXX
Function
XXXX
Object
XX
Program
XX
Fund
XX
Organization
01550000
Function
2305
Object
01
Program
02
Fund
02
Example:
Year
2013
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Massachusetts Department of Elementary and Secondary Education
This lets you point to a particular EOY
cell:
LEA
Year
Program
Fund
Function
Line
Object
But also to a single record in a database:
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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:
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Massachusetts Department of Elementary and Secondary Education
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:
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Massachusetts Department of Elementary and Secondary Education
Edwin Analytics – Finance
Overview
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Massachusetts Department of Elementary and Secondary Education
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
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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
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.
Massachusetts Department of Elementary and Secondary Education
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Where to find Edwin Analytics Finance reports
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Massachusetts Department of Elementary and Secondary Education
What questions can these reports help me
answer?
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Potential Questions
Which districts are like mine?
How do similar districts spend funds by function? Are there areas where a district can reallocate funds to
more efficiently use their resources?
How are a district’s expenditures allocated between salaries and other costs? Among professional salaries,
clerical salaries, and other salaries?
How do instructional expenditures compare across schools in a district? What am I spending on each school in
a particular grade span?
What do schools within a similar district look like in terms of a student profile and student performance?
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?
What is the ROI of recent school building renovations?
How does a district’s operations and maintenance spending compare to another with a similar school building
profile?
How does student enrollment in a building compare to the building capacity over time?
How does a district’s SWD profile compare to other districts?
How does a district’s special education expenditures relate to their students’ level of need?
How do comparable districts allocate their special education funding? How can a district potentially reallocate
this funding to better effect?
Have similar districts benefitted from building in-district special education programs rather than placing
students out-of-district?
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?
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316
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315
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Massachusetts Department of Elementary and Secondary Education
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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 multidistrict 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)
Users can drill through to a specific district to see detailed data on that
district’s schools (FN314 School Instructional Resource Analysis).
Massachusetts Department of Elementary and Secondary Education
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District Expenditures Comparison
(Schedule 1)
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Each report starts with a prompt page that lets you control certain
parameters. Required fields are starred(*).
Massachusetts Department of Elementary and Secondary Education
District Expenditures Comparison
(Schedule 1)
Reports can be
displayed as a pdf or
downloaded into
Excel.
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Shows the last time the data was updated.
Amendments and EOY submissions after
that date won’t be reflected until the next
update.
Massachusetts Department of Elementary and Secondary Education
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
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School Instructional Resource Analysis
(Schedule 3)
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Massachusetts Department of Elementary and Secondary Education
School Instructional Resource Analysis
(Schedule 3)
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Massachusetts Department of Elementary and Secondary Education
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
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District Operations and Maintenance
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Massachusetts Department of Elementary and Secondary Education
District Operations and Maintenance
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Massachusetts Department of Elementary and Secondary Education
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
Users can drill through to a specific district to see detailed data on that
district’s schools (FN315 Special Education Resource Allocation – Individual
District).
Massachusetts Department of Elementary and Secondary Education
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Special Education Resource Allocation
by District
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Massachusetts Department of Elementary and Secondary Education
Special Education Resource Allocation
by District
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Massachusetts Department of Elementary and Secondary Education
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
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Allows filtering by
• District
Massachusetts Department of Elementary and Secondary Education
Special Education Resource Allocation
– Individual District
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Massachusetts Department of Elementary and Secondary Education
Special Education Resource Allocation
– Individual District
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Massachusetts Department of Elementary and Secondary Education
Special Education Resource Allocation
– Individual District
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Massachusetts Department of Elementary and Secondary Education
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
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FAQs
•
These reports are great, but I want a lot more data to use in my own
analysis. Can I get that?
•
•
Can I share these reports with the school committee, town meeting,
etc.?
•
•
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.
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
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Resources
• General information about Edwin Analytics and technical support
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•
•
http://www.doe.mass.edu/edwin/analytics/,
EdwinAnalytics@doe.mass.edu, or contact your district's Edwin Analytics
contact person
Sign up for the EDW listserve (see how at:
http://www.doe.mass.edu/edwin/analytics/)
Edwin Getting Started Guide:
http://www.doe.mass.edu/edwin/analytics/GettingStarted.pdf
• Non-End of Year Financial Report data in reports/cube
• Education Data Services
• http://www.doe.mass.edu/infoservices/data/, data@doe.mass.edu
• List of Data Collection Support Specialists by District
• http://www.doe.mass.edu/infoservices/data/fts.html
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• ESE Security Portal
• https://gateway.edu.state.ma.us/
Massachusetts Department of Elementary and Secondary Education