The Virginia School Efficiency Review Program
Frequently Asked QuestionsWhat it is
The current Virginia budget includes about $14 billion in state, federal and local money for the operations of public elementary and secondary schools.
The goal of the school efficiency review program is to ensure that non-instructional functions are running efficiently so that as much of this funding as possible goes directly into the classroom. The program identifies savings that can be gained in the school division through best practices in organization, service delivery, human resources, facilities, finance, transportation, and technology management.
Business practices in the school divisions that appear to be more efficient than those found elsewhere are documented and shared in the review and with other school divisions across the state.
The approach of the school review program is modeled after Texas' protocols administered by that state's Comptroller. Arizona and Oklahoma are also modeling on these procedures, and most recently Minnesota has introduced legislation to begin similar reviews using Virginia's approach.
What we've done.
Virginia first developed the concept for our review program in 2003. Three pilot reviews were completed by Department of Planning and Budget staff in 2004. The program was codified in the Code of Virginia in 2005.
Sixteen more reviews were completed in 2005 and 2006 using private sector consultants with oversight and review provided by the Department of Planning and Budget. Eight additional reviews were completed in 2007. All participating divisions are volunteers. To date, school reviews have been completed in the following school divisions and recommended net savings of the reviews have been significant - over $23 million -- as shown in the following table.
Negative numbers (shown in parentheses) indicate that the efficiency review contained net costs to implement all the suggested recommendations. These reviews include many savings opportunities as well. Since the purpose of the reviews is school efficiency, there are instances where recommendations suggest school divisions spend money in order to become more efficient and effective in delivering services.
| Division | Report Released | Savings |
|---|---|---|
| New Kent | 1/6/04 | $238,800 |
| Roanoke County | 4/22/04 | $294,816 |
| Richmond City | 8/23/04 | $2,139,047 |
| Stafford | 1/11/05 | $3,000,000 |
| Portsmouth | 4/4/05 | $2,123,821 |
| Surry | 4/12/05 | $327,638 |
| Spotsylvania | 4/28/05 | $3,949,407 |
| Williamsburg / James City County | 6/23/05 | ($195,890) |
| Campbell | 10/28/05 | $350,199 |
| Smyth | 3/16/06 | $45,026 |
| Lancaster | 3/17/06 | $18,928 |
| Dinwiddie | 3/23/06 | $1,604,706 |
| Winchester | 3/24/06 | $134,103 |
| York | 3/24/06 | $325,538 |
| Isle of Wight | 6/6/06 | ($432,490) |
| Culpeper | 6/12/06 | $352,154 |
| Louisa | 6/20/06 | $686,286 |
| Bath | 6/22/06 | $461,366 |
| Clarke | 8/21/06 | ($60,440) |
| Petersburg | 1/10/07 | $3,885,197 |
| Alleghany* | 2/28/07 | $712,663 |
| Covington* | 2/28/07 | $573,651 |
| Montgomery | 5/15/2007 | $734,511 |
| Roanoke City | 05/21/2007 | $1,842,945 |
| Mecklenburg | 06/12/07 | $1,029,196 |
| Prince William | 6/19/2007 | $245,363 |
| Alexandria | 6/20/2007 | ($554,768) |
| Prince Edward | 8/8/2007 | $382,854 |
| Total | $24,214,627 |
* A portion of these net savings are shared between Alleghany and Covington. The amount reflected here includes the unshared costs, as well as the shared costs which have been divided equally between the two localities.
What we've learned.
Local school divisions are implementing the vast majority of the recommendations. Some may find that not all recommendations can be implemented for a variety of reasons. The reports are intended to generate options for the consideration of locally elected and divisional administration officials.
While the challenges facing school divisions as they attempt to fulfill their core mission are very similar, there are enough differences in funding, community issues, and history to support the assertion that there can be no "one size fits all" solution to these challenges.
This program is gaining national attention as a "best practice." Other states are now modeling programs on Virginia's approach.
Full text versions of all completed reviews are available on the Virginia Department of Education's website at http://www.pen.k12.va.us/VDOE/efficiencyreview.html.