Connecting Financial Data to EDFacts 25th Annual Management Information Systems Conference San Diego, CA February 15, 2012 Ross Santy and Matthew Case

Connecting Financial Data to EDFacts

25th Annual Management Information Systems Conference

San Diego, CA

February 15, 2012

Ross Santy and Matthew Case

Performance Information Management Service EDFacts

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Session Overview

• How do EDFacts vision and goals relate to ED grant data?

• What types of analysis are currently being done that use EDFacts data?

• Discuss other questions ED would like to answer with these data

• Challenges of performing record linkages across data systems

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EDFacts Goals and Objectives

• Goals– Improve the K-12 dataset available for program

management and policy development– Reduce the burden on SEAs– Support data use across ED programs

• Major Objectives– Consolidate legacy collections and incorporate

new performance data into a common data model– Maintain EDFacts Data Warehouse and reporting

tools for enterprise use

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EDFacts and Financial Data

• Support definition of high-value use cases – Linking EDFacts performance collections to ED

Grants management system (G5)• Develop record linkages appropriate to those

use cases and add to the Data Warehouse– Different entity identifiers

• Maintain and govern the linkages as master data for ED

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Why Now?

• The “New Normal” in K-12 Budgeting• Increasing activity and demand from ED

offices and leadership– Grant Portfolio Management– Program Performance Measurement– Grantee Monitoring and Financial Management

• Maturity of data systems

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K-12 Performance/Financial Data in EDW

CSPR CRDC

EDEN Submission System

EMAPS

EDFactsData

Warehouse (EDW)

GEPA

ARRA1512

G5 (Grants Mgmt)

Audit(FAC)

D&B

EDFacts Collections Non-EDFacts Collections

EASIE

Performance Data Award Data

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Existing EDFacts Reports on Grant Execution

• Grants Management Reports– Award Amounts, Drawdowns, Unexpended

Balances by State

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Existing EDFacts Reports on Grant Execution

• GEPA 424 Reporting– Collection on SEA Subawards to LEAs by CFDA

• Award Data reported to EDFacts by NCES ID

– Separate Analyses of Direct Grants to LEAs

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GRADUATES AND DROPOUTS*Regulatory Cohort Graduation RateGraduates/CompletersDropouts

GRADUATES AND DROPOUTS*Regulatory Cohort Graduation RateGraduates/CompletersDropouts

ESEA PROGRAMSSchool Poverty IndicatorPublic School Choice and SESTitle I Part A ParticipationTitle I StatusTitle I TAS Staff Funded (FTE)Title III / LEP Student CountsMEP / Migrant - Student CountsHomeless /N or D Student Counts

ESEA PROGRAMSSchool Poverty IndicatorPublic School Choice and SESTitle I Part A ParticipationTitle I StatusTitle I TAS Staff Funded (FTE)Title III / LEP Student CountsMEP / Migrant - Student CountsHomeless /N or D Student Counts

EDFacts Collections

DIRECTORY AND STATUS (CCD)Directory Information Free and Reduced Price LunchStaff FTETeachers FTEGrades OfferedMagnet StatusCharter School StatusStudent Membership

DIRECTORY AND STATUS (CCD)Directory Information Free and Reduced Price LunchStaff FTETeachers FTEGrades OfferedMagnet StatusCharter School StatusStudent Membership

SPECIAL EDUCATION – IDEA IDEA – Student CountsIDEA – Exiting Special EducationIDEA – Suspensions/Expulsions IDEA – Disciplinary Removals Educational Services During ExpulsionSpecial Education Personnel (FTE)

SPECIAL EDUCATION – IDEA IDEA – Student CountsIDEA – Exiting Special EducationIDEA – Suspensions/Expulsions IDEA – Disciplinary Removals Educational Services During ExpulsionSpecial Education Personnel (FTE)

SFSF REPORTING*High School Graduates Postsecondary Enrollment*High School Graduates Postsecondary Credits Earned*Persistently Lowest-Achieving Schools*Teacher and Principal Evaluations

SFSF REPORTING*High School Graduates Postsecondary Enrollment*High School Graduates Postsecondary Credits Earned*Persistently Lowest-Achieving Schools*Teacher and Principal Evaluations

ASSESSMENTAcademic Achievement and Assessment Participation in Math, Reading/Language Arts, and Science

ASSESSMENTAcademic Achievement and Assessment Participation in Math, Reading/Language Arts, and Science

ACCOUNTABILITYAYP StatusDeterminants of AYP StatusSchools and Districts in ImprovementImprovement Status Reconstituted Status

ACCOUNTABILITYAYP StatusDeterminants of AYP StatusSchools and Districts in ImprovementImprovement Status Reconstituted Status

Demographics and Program Participation

Outcomes Measures

Accountability

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Other ED Use Cases

• Grantee Risk Management – Entity risk reports

• Past performance, credit, and auditinformation for a grantee

– State and LEA Dashboards• Displays risk information with other relevant data,

including EDFacts accountability data

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Potential Future Use Cases in K-12

• Analysis of Grantees as “Cohorts”• Program Performance Measures Based on

Program Funding– Efficiency Measures

• Analysis of the Distribution of Discretionary Grant Applicants and Awards– Type of Applicant / Recipient

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Challenges

• Crosswalking Entity Identifiers– For K-12 linkage: NCES ID to DUNS

• Issues in Linking to DUNS numbers– Multiple DUNS numbers

• Accounting for and mitigating duplicates

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Linking NCES ID to DUNS: Governance • NCES IDs

– Governed by ED - NCES (via EDEN Submission System)

– Primary entity identifier used for EDFacts• DUNS Number

– Governed by Dun and Bradstreet (D&B)– Required for applying for a federal grant or

bidding on a federal contract• Neither EDFacts or G5 requires submission of

both

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Process for Issuing DUNS Numbers

• DUNS are issued by “site”– What appears to be one LEA can have multiple

active DUNS numbers in grants system, but all have distinct addresses

• D&B de-duplication processes work better for corporate entities with consistent hierarchies – Within education entities, it can be difficult to

determine whether the multiple DUNS represent different entities

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Potential Alternatives for Linking NCES ID to DUNS• Requiring identifiers to be reported in one or

both systems• New ED governed entity identifier• Record Linking Process (Crosswalk Table)

• Past efforts yielded very low match rates: <20%• More recent efforts have had much higher match rates

(Current Approach)

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High-Level Matching Process

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Duplicate DUNS

• Requirement: A report that displays an institution as a single entity– Example: Harvard has 30 active DUNS numbers,

but only one is associated with payee information• Current Approach:

– Use Payee as the boundary for Entity and map to the DUNS associated with the payee

– May not be valid for all use cases

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Thank you

• Contact Information

Ross Santy, Director, [email protected]

Matthew Case, Analyst, PIMS

[email protected]

mailto:[email protected]

mailto:[email protected]

Documents

Connecting Financial Data to EDFacts 25th Annual Management Information Systems Conference San Diego, CA February 15, 2012 Ross Santy and Matthew Case