PITTSBURGH PUBLIC SCHOOLS

HAAS EDUCATION LEADERSHIP CASE COMPETITION

STANFORD UNIVERSITY

What’s YOUR Promise?

Agenda

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Agenda

Logic Model

• Shared stakeholder goals

• Case Management Approach (CRM solution)

Student Focus

• Counselors/Social Workers have complete picture of individual students (Student Scorecards)

• Evaluation of Providers (Provider Assessments)

Data-Driven • Stakeholders have information to make appropriate interventions

• System designed to incent and support aligned stakeholder action

Targeted Action

• More PPS students graduate Promise-Ready

Promise-Readiness

Marketing: Build a College-Going Culture & Community

Pathways to Promise Ecosystem

Parents

Students

Teachers

Coaches/Providers

Counselors

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Agenda

Strategic Priorities

Key Priorities Promise Contract Student Scorecard / Case Management System

Technology Enabled Provider Assessment System Marketing Campaign / Buy-in Aligning Incentives for Systems Change

Promise Contract: Families, Students, PPS

Promise Contract – Family/PPS Foundation for Communication

Between ALL Stakeholders Relevant Student Information Pittsburgh’s Promise Student Promises / Goals Tracks 4 Promise Criteria

GPA / Academic Performance Attendance Record OST/OCT Programming Providers Motivational / Behavioral

Influences

Promise Contract: Families, Students, PPS

Promise Contract (cont.) Tracks 4 Promise Criteria

GPA / Academic Performance Attendance Record OST/OCT Programming Providers Motivational / Behavioral

Influences Signatures From Critical Parties

Student Parent Counselor

Why Student CRM?

Value Propositions Increase Communication and Collaboration Promise-Centered Data Collection Organization/Implementation tool for E-Promise Learning

PlansKey Elements

Salesforce.com Portal Promise Criteria Performance Tracking Aggregation of Communication Channels with

StakeholdersCritical Participant Requirements

Counselors Other Stakeholders

Student CRM Snapshot

Name:

Student ID:

Student Information Key Influencers / Tutors

GPA InformationGrade 9th 10th 11th 12th

1st Semester 3.2 3.12nd Semester 2.9 2.8

Attendance InformationGrade 9th 10th 11th 12th

1st Semester 95% 92%2nd Semester 93% 96%

Role Name Contact Info Phone NumberInfluencer Mr. Jenkins fjenkins@pps.k12.pa.us 412-555-0243

Peer Tutor Jasmine Adams Jasmine@gmail.com 412-555-0243Social Worker

Charles Wright 012345678

ProviderPromise Rubric

Contact Info PhoneGPA Attd Behav CollBasketball 2 3 2 1 sfrank@pps.k12.pa.us 412-555-0243

Chess 3 1 2 1 sdowty@pps.k12.pa.us 412-555-0243

Cultural Club 1 1 2 2

jrogers@pps.k12.pa.us 412-555-0243

Blue Engine 2 1 3 2

jrogers@pps.k12.pa.us 412-555-0243

SAT Prep 1 1 1 3 jrogers@pps.k12.pa.us 412-555-0243

OST InformationClass InformationClass Teacher Contact Info Phone NumberChemistry Mr. Frank sfrank@pps.k12.pa.us 412-555-0243

English Mrs. Dowty sdowty@pps.k12.pa.us 412-555-0243American History Mr. Rogers jrogers@pps.k12.pa.us 412-555-0243

All Students

At-Risk

Students

(30%)

Not Yet Promise-Ready Students (65%)

Counselor Driven Requirements

K-8 9-12

18,250 8,000

Counselors

Counselors

5,20011,900

1,5603,550

228:1~25:1 Per

Grade3rd & 6th Grades

160:140:1 Per Grade

9th & 12th Grades

104:1~26:1 Per Grade

10th & 11th GradesWeekly CRM Monitoring

148:1~16:1 Per Grade4th & 7th GradesBi-Weekly CRM

Monitoring31:1

~8:1 Per GradeActive RTI Implementation

/ Social Work

45:1~5:1 Per Grade

Active RTI Implementation / Social Work

Promise Rubric

Promise Rubric Academics, Attendance, College Access,

Motivational/BehavioralRatings

1 – Little to No Influence Sports w/o Performance Incentives (Academics / Attendance) Mentoring w/o Tutoring Services (Academics / Attendance)

2 – Some Influence Sports w/ Performance Incentives (Academics) Community-based Volunteering (Motivational/College Access)

3 – Critical Influence Tutoring Services (Academics) Sports with Attendance Incentives (Attendance)

PPS Will Assess OCT/OST Providers and Grades Their Respective Importance Across Promise Criteria

After Schoo

l

Internal PPS

Programs

ExternalIn/Out of

PPS

SES

Sports

21st Century at Faison

Clubs (e.g. drama, yrbk)

EAP

ELECTStudent Works

Community-Based

Organizations

Faith-Based Organizations

For-Profit

Basketball Coach

Private Tutoring Services

Promise Rubric

GPAAttendance

Behavior/Life Skills

College Access

Criteria

2 2 3 1

GPAAttendance

Behavior/Life Skills

College Access

Criteria

3 1 2 2

Provider Assessment: Value Proposition

CORE USES

• Compiles data from Promise Ecosystem

• Helps PPS map provider networks using Promise rubric

• Identifies crossover support for students

• Illustrates current student support

SECONDARY USES:

• Providers can compare relative advantages and deltas

• Providers are incentivized to communicate / collaborate

• Eventual PPS analysis of Return on Investment for Provides

Provider Dashboard

CRM Utilization Scenarios

CounselorDashboard

Intervention

Proactive CounselorDashboard

• low GPA• poor behavior• spotty attendance

• identify current support• reach out to potential support

• connect student • follow up• assess

• find borderline student• assess potential for improvement

• propose contacts for student• raise awareness and incentives

• student discovers new opportunities• performance in general improves

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Agenda

“My Promise is to read to my child every night.” Jennifer Owens, Parent of Sam age 4

“My Promise is that all of my players have a 2.5 GPA or above.” Thomas Adams, Football Coach, Perry High School

“My Promise is to do my homework every night so that I can go PITT!” Charles Wright, 4th Grade Student, Linden Elementary

“My Promise is to make sure that all of my students pass the AP exam.” Susan Adams, AP Calculus Teacher, Peabody High SchoolWhat’s

YOUR Promise?

“My Promise is to read to my child every night.” Jennifer Owens, Parent of Sam age 4

“My Promise is that all of my players have a 2.5 GPA or above.” Thomas Adams, Football Coach,Perry High School

“My Promise is to do my homework every night so that I can go PITT!” Charles Wright, 4th Grade Student, Elementary

“My Promise is to make sure that all of my students pass the AP exam.” Susan Adams, AP Calculus Teacher, Peabody High School

“My Promise is to read to my child every night.” Jennifer Owens, Parent of Sam age 4

“My Promise is that all of my players have a 2.5 GPA or above.” Thomas Adams, Football Coach, Perry High School

“My Promise is to do my homework every night so that I can go PITT!” Charles Wright, 4th Grade Student, Linden Elementary

“My Promise is to make sure that all of my students pass the AP exam.” Susan Adams, AP Calculus Teacher, Peabody High School

“My Promise is to read to my child every night.” Jennifer Owens, Parent of Sam age 4

“My Promise is that all of my players have a 2.5 GPA or above.” Thomas Adams, Football Coach, Perry High School

“My Promise is to do my homework every night so that I can go PITT!” Charles Wright, 4th Grade Student, Linden Elementary

“My Promise is to make sure that all of my students pass the AP exam.” Susan Adams, AP Calculus Teacher, Peabody High School

“My Promise is to read to my child every night.” Jennifer Owens, Parent of Sam age 4

“My Promise is that all of my players have a 2.5 GPA or above.” Thomas Adams, Football Coach, Perry High School

“My Promise is to do my homework every night so that I can go PITT!” Charles Wright, 4th Grade Student, Linden Elementary

“My Promise is to make sure that all of my students pass the AP exam.” Susan Adams, AP Calculus Teacher, Peabody High School

The ‘What’s YOUR Promise?’ Campaign

Overarching Goals Make all stakeholders feel responsible for the

success Pathways to Promise program Empower stakeholders to participate in the

campaign, promoting the Pathways message Engage the broader community Establish a college-going culture in Pittsburgh

Distribution Channels and Messages Across Segments

Segment Distribution Channels

Key Messages

Students(K-5)

Teachers, parents, afterschool providers

• Going to college is the expectation• Intelligence is malleable (Brainology)• College allows you to achieve your dreams

Students (6-12)

Social media platforms, peers

• College where the “cool kids” go• It is OK to ask for help•Good friends help their friends get promise ready• Applying to college is not that hard

Parents Mailings, email, newspaper ads

•Help your student prepare for college• Expect for your student to go to college•Get involved with the school to learn how to help your student

Distribution Channels and Messages Across Segments

Segment Distribution Channels

Key Messages

Counselors Emails, mailings, school meetings, newspaper ads

• You are the lynch pin of this movement• You are having an enormous impact on the lives of our students• This program will show the country what is possible

Afterschool Provider

Emails, mailings, newspaper ads.

• You are having an enormous impact on the lives of our students• This program will show the country what is possible

Broader Community

Mailings, newspaper ads

• As a Pittsburgh resident, you should contribute to the Promise• The Pathways program will make Pittsburgh better for everyone

Teacher Email, mailings, school meetings

• All student can be promise ready• You have support in getting students promise ready

Students

Social Media Campaign

• YouTube “Promise” Competition

• School Twitter anchors• Student “Promise” Blogs• Facebook Fan Page• Principal and district

Tweets• Four-Square badges for

attendance (school, practice)

Offline Efforts• Student Marketing Committee• Role model/mentoring program

• Promote for student by student marketing• Connect with students through their channels

Parents Parent Promise

Groups Grade-level specific

information mailing on being a “Promise Promoter”

Newspaper “What’s Your Promise” ad

“What’s Your Promise?” and “I’m a Promise Promoter” pins

•Make provider feel impactful•Make providers feel part of something important

Providers & Parents

Afterschool Providers Alumni “Thank you”

letters Letters from

superintendent Television “What’s Your

Promise?” Newspaper “What’s Your

Promise?” “What’s Your Promise?”

and “I’m a Promise Promoter” pins

•Provide key information•Parent to parent support and encouragement

Alumni “Thank you” lettersLetters from superintendentPromoting the Promise dinnersNewspaper ads: “What’s Your Promise?”

•Make counselors feel impactful•Make counselors feel part of something important

Counselors

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Agenda

Implementation Timeline

2010 2011 2012

Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1

Salesforce.com Solution Collect requirements Admin training Portal customization Stakeholder trainings Initial data input

Marketing Parent Mailings Social Media Campaign Counselor Dinner

Systems Change Management Stakeholder engagement Stand-up Change Network Introduce updated role

descriptions & incentives

Roll-out communication & feedback framework

3 Months6 Months

Salesforce.com: A Student-Centered Solution

Collect Requirement

s

Initial Data Input

Stakeholder Trainings

Portal Customizatio

n

Administrator Training

• Interview stakeholder groups to identify data needs

• Determine inputs, outputs, and access for stakeholder groups

• 3 half-day training sessions; live instruction delivered via internet

• 1“admin” per campus; 66 counselors to complete training

• Administrators customize portals

• Salesforce customer service available as required

• Administrators deliver training to other stakeholders

• Stakeholders input baseline data for all students

9 Months3 Months3 Months

March 2010 February 2012Pilot Program

Managing Systems Change

Stakeholder Engagement• M

eetings with stakeholder groups to raise awareness and engage them in planning

• 1-on-1 meetings with key influencers to ensure buy-in and support for changes

• Solicit input and feedback on plan, process, etc.

Change Agent Network• I

dentify Change Agents in stakeholder groups -> influential individuals who can be coached in helping other parents/teachers/counselors understand and adapt to changes

New Roles & Incentives• U

pdate role descriptions for counselors and social workers to include case management approach to students

• Outline and communicate incentives for stakeholders to join in the change effort

Communication & Feedback• S

chedule regular meetings across stakeholder groups to facilitate communication and collaboration

• Establish formal opportunities for feedback from all stakeholders

What’s YOUR Promise?

New Roles & Incentives

Stakeholder Changing Roles & IncentivesCounselors/Social Workers • Role description to include case management

responsibilities

• Accountability (performance measures) around # of student meetings; stakeholder satisfaction; student satisfaction; Promise-readiness

Teachers • New data entry requirements

• Incented by higher student achievement and increased/coordinated support from other stakeholders

Coaches/Other Providers • Incented to support change through district funding requirements (minimum GPAs for athletes, Promise-related outcomes for CBOs, etc.)

Parents • Access to more information about their children; ability to input comments

• Incented by student success, college money

Students • Expected to be more proactive in managing their path to college

• Incented through marketing campaign

Delivering on the Promise: Measuring Success

Number of Promise-ready students (80%)

Stakeholder satisfaction/needs assessment surveys

Utilization Analysis of CRM technology

Student feedback

Pathways to Promise Budget

($000s)         Year 1 Year 2Administrative Expenses

Project Manager / Consulting Expenses $75,000 $75,000 Student CRM Expenses Users Cost

Admin Access 66 $288 $19,008 $19,008 Remaining Counselor Access 64 $144 $4,608 $9,216 Provider Access 400 $144 $28,800 $57,600 Teacher Access 1,850 $144 $133,200 $266,400

Total Student CRM Expenses $185,616 $352,224 Marketing Expenses

One TV Commercial In-Kind In-KindFlyers and Print Materials $3,750 $7,500 Student Marketing Committee $2,500 $5,000 Being a "Promise Promoter" Parent Info $1,050 $2,100 What's Your Promise Pins $2,000 $4,000 Promoting the Promise Dinner $1,600 $3,200 Newspaper Ads $1,875 $3,750

Total Marketing Expenses $12,775 $25,550 Hiring Expenses Number Cost

14 Additional Counselors/Social Workers 14 $39,000 $273,000 $546,000 Total Expenses         $546,391  $998,774 

Introduction

Pathways to Promise Strategic Solution

Marketing Approach

Implementation Plan

Question & Answer

Agenda

Appendix

Change Agent Network (Appendix)

Provide Change Agents with information to communicate to and

answer the questions of their respective

stakeholder groups

Change Agents• Influential member of stakeholder group, with or without formal

authority• May not initially support initiative, but are open to discussions in

support of shared goals• Cascade communications throughout change effort; act as “Subject

Matter Experts”