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

2 Connecting Financial Data to EDFacts 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

3 Connecting Financial Data to EDFacts 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

4 Connecting Financial Data to EDFacts 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

5 Connecting Financial Data to EDFacts 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

6 Connecting Financial Data to EDFacts K-12 Performance/Financial Data in EDW CSPRCRDC EDEN Submission System EMAPS EDFacts Data Warehouse (EDW) GEPA ARRA 1512 G5 (Grants Mgmt) Audit (FAC) D&B EDFacts CollectionsNon-EDFacts Collections EASIE Performance DataAward Data

7 Connecting Financial Data to EDFacts Existing EDFacts Reports on Grant Execution Grants Management Reports –Award Amounts, Drawdowns, Unexpended Balances by State

8 Connecting Financial Data to EDFacts 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

9 Connecting Financial Data to EDFacts GRADUATES AND DROPOUTS *Regulatory Cohort Graduation Rate Graduates/Completers Dropouts GRADUATES AND DROPOUTS *Regulatory Cohort Graduation Rate Graduates/Completers Dropouts ESEA PROGRAMS School Poverty Indicator Public School Choice and SES Title I Part A Participation Title I Status Title I TAS Staff Funded (FTE) Title III / LEP Student Counts MEP / Migrant - Student Counts Homeless /N or D Student Counts ESEA PROGRAMS School Poverty Indicator Public School Choice and SES Title I Part A Participation Title I Status Title I TAS Staff Funded (FTE) Title III / LEP Student Counts MEP / Migrant - Student Counts Homeless /N or D Student Counts EDFacts Collections DIRECTORY AND STATUS (CCD) Directory Information Free and Reduced Price Lunch Staff FTE Teachers FTE Grades Offered Magnet Status Charter School Status Student Membership DIRECTORY AND STATUS (CCD) Directory Information Free and Reduced Price Lunch Staff FTE Teachers FTE Grades Offered Magnet Status Charter School Status Student Membership SPECIAL EDUCATION – IDEA IDEA – Student Counts IDEA – Exiting Special Education IDEA – Suspensions/Expulsions IDEA – Disciplinary Removals Educational Services During Expulsion Special Education Personnel (FTE) SPECIAL EDUCATION – IDEA IDEA – Student Counts IDEA – Exiting Special Education IDEA – Suspensions/Expulsions IDEA – Disciplinary Removals Educational Services During Expulsion Special 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 ASSESSMENT Academic Achievement and Assessment Participation in Math, Reading/Language Arts, and Science ASSESSMENT Academic Achievement and Assessment Participation in Math, Reading/Language Arts, and Science ACCOUNTABILITY AYP Status Determinants of AYP Status Schools and Districts in Improvement Improvement Status Reconstituted Status ACCOUNTABILITY AYP Status Determinants of AYP Status Schools and Districts in Improvement Improvement Status Reconstituted Status Demographics and Program Participation Outcomes Measures Accountability

10 Connecting Financial Data to EDFacts Other ED Use Cases Grantee Risk Management –Entity risk reports Past performance, credit, and audit information for a grantee –State and LEA Dashboards Displays risk information with other relevant data, including EDFacts accountability data

11 Connecting Financial Data to EDFacts 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

12 Connecting Financial Data to EDFacts 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

13 Connecting Financial Data to EDFacts 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

14 Connecting Financial Data to EDFacts 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

15 Connecting Financial Data to EDFacts 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)

16 Connecting Financial Data to EDFacts High-Level Matching Process

17 Connecting Financial Data to EDFacts 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

18 Connecting Financial Data to EDFacts Thank you Contact Information Ross Santy, Director, PIMS Matthew Case, Analyst, PIMS