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Sub System Improvement 2013: Optimizing Staff Absence Management

vlad avatar
vlad
32 diapositives · 444 Views · Jul 27, 2014

Explore how to predict, plan, and optimize staff absences to ensure coverage and prevent disruptions in education delivery. Learn about controlling controllable absences, reducing unfilled positions, and creating targeted training solutions.

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  1. Sub System Improvement 2013

  2. In exploring, there are things we CAN’T control… • Lewis and Clark found-- • Hostile enemies • Typhoid and dysentery • Lack of food or water We find with absences-- • Sick • Maternity Paternity • Personal Leave

  3. Even if we can’t control, we can use information to PREDICT AND PLAN

  4. We can pinpoint when sickness is greatest

  5. Sick Average by Day of Week

  6. Sick Average by Month

  7. Sick/Maternity/Personal Proportions

  8. From this data, we can figure out how many subs we need to cover sickness

  9. September Subs

  10. October Sick/Mat/Pers

  11. November Sick/Mat/Pers

  12. December Sick/Mat/Pers

  13. January Sick/Mat/Pers

  14. February Sick/Mat/Pers

  15. March Sick/Mat/Pers

  16. April Sick/Mat/Pers

  17. May Sick/Mat/Pers

  18. June Sick/Mat/Pers

  19. It is never better to have a sub than the regular teacher. But we do not have control over these absences.

  20. But, there are absences we CAN control, and we do create problemsfor ourselves.

  21. Subs Used in 2012-13 by Department

  22. 48% of all subs are for training • Self inflicted: 48% of our subs are for Teaching and Learning, Athletics, PD, CTE, Special Services and Tech • Create shortages: Five of our worst days of shortage are caused by us

  23. Total Number of Subs for Absences we Can Control • 1956 sub days at a cost of $244,500 • Departments are working to use that money differently.

  24. Unfilled positions • Create a crisis in the building which is unacceptable. • Destroy student learning. • Destroy training opportunities. • Create competition within the district, within and between departments and buildings.

  25. Defining unfilled • Unfilled as of 10 AM • Does not account for scrambling within building before 10 AM • Does not account for pulling people out of training • Does not account for Rhonda calling the world between 6:30 and 10 AM • Total in 12-13 of 219 Unfilled Sub positions in buildings • Filled by counselors, admin, teachers on their plan • Combining classrooms • Stress, effect on student learning

  26. Days with Highest Numbers of Unfilled • Thursday Feb. 28 9 • Friday March 22 7 • Thursday April 25 8 • Tuesday May 28 12 • Tuesday June 4 10

  27. Total Subs—all Categories by Month

  28. When we don’t have enough subs

  29. Sick Days plus Training Days plus Unfilled

  30. Solutions: • Analyze to find danger zones • Create targeted and calendared limits for training based on day of week and week of year • Create calendar of possible IEP Work Days based on that calendar • Change philosophy: Zero tolerance for unfilled sub positions • Hire 10 people to work 180 days and 10 more to work 160 days and 10 more to work 140 days. Calendar those days now. Commit those people to us.

  31. Read “Sub System Improvements” • In this same folder you will find a single sheet outlining the changes to make things better this year. • Please give us feedback so we can continue improvement.

  32. Thanks for your commitment • To having the best possible teacher in every classroom every day.