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Building staff insights dashboards for a state education agency

Our team helped a US-based education agency improve access to and visualization of critical staff-related data for public schools across one of American states. The goal was to make information on hiring, certification, and employment trends easier to understand and use, especially by local education agencies and decision-makers.

Data science & AIEdTech
Icon 1Education
Icon 2United States
Icon 312 months
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Key achievements

100%

visualization coverage of available educator workforce data in the state system

10 GB

of text data processed

Challenge

A state-level education agency needed to make sense of massive, complex data about school employees across the entire region. Their systems collected detailed information on thousands of teachers and staff, including career history, certifications, roles, and hiring timelines, but much of this data remained raw, layered, and hard to interpret.

Visualization became a key priority. Without clear dashboards, it was difficult for decision-makers to spot workforce trends, identify staffing gaps, or support local school districts effectively.

Together with our partner, we approached the project with a focus on building clear, reusable visual tools that would help the customer make the most of their data.

Main challenges along the way:

  • Raw and scattered data

    Most records were stored in Snowflake but required proper processing before any analysis could happen.

  • No visual layer

    Without graphs and dashboards, identifying trends or making sense of the numbers was slow and inefficient.

  • Need for local access

    Dashboards had to be embedded into existing internal portals used by various district-level teams.

Solution

We developed a full set of Power BI dashboards focused on Human Capital analytics for education agencies. These dashboards help teams understand hiring patterns, retention trends, and staff development across districts, making it easier to take informed, data-backed action.

Each dashboard was designed to serve a specific business purpose, allowing HR and leadership teams at the local level to monitor workforce health, adapt hiring strategies, and support long-term planning.

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    New hire source analysis dashboard

    showing where teachers come from and how those sources shift over time.

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    Retention by source dashboard

    highlighting which recruitment channels bring the most stable, long-term staff.

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    Internal pipeline tracking dashboard

    monitoring how paraprofessional and auxiliary staff are moving toward teaching roles.

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    Retention by assignment dashboard

    identifying where turnover is highest, and where support or interventions may be needed.

Project scope

When we joined the project, the customer already had a significant amount of employee data collected and stored in Snowflake. However, the data wasn’t yet suitable for analysis or decision-making. It was raw, inconsistent, and difficult to interpret.

Our job was to clean it up, organize it, and turn it into something people could actually use. To get there, we followed a step-by-step approach:

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  • Step 1. Data preparation and transformation

    We started by cleaning and organizing the existing data. Using DBT, we filtered out irrelevant details, fixed inconsistencies, and aligned formats, making the data more reliable for analysis.

  • Step 2. Building data marts

    Then, we grouped the cleaned data into smaller, topic-focused sets called data marts. These covered areas like hiring trends, tenure, and certification, making access and analysis much easier.

  • Step 3. Creating dashboards

    Next, we built interactive dashboards in Power BI. With graphs, charts, and filters, they gave users a clear view of workforce metrics, like retention rates, shortages, and certification levels.

  • Step 4. Integrating dashboards into local systems

    To make access seamless, we embedded the dashboards into local web portals. This way, district teams could get insights right from the tools they already use.

How it works

Now, let’s look at what the dashboards actually do and how they help education agencies work smarter.

  • New hire source analysis

    This dashboard reveals where new teachers and staff are coming from, including certification programs, previous employers, or internal promotions.

    It helps teams understand which pipelines are the most productive and whether sourcing strategies are shifting over time.

  • Retention by source

    Not all sources bring equally committed employees.

    This dashboard compares retention rates across different hiring channels to highlight what works long-term and where improvement is needed.

  • Internal pipeline tracking

    Focused on paraprofessionals and auxiliary staff, this tool tracks who’s moving toward certified teaching roles.

    It gives visibility into internal mobility and helps districts invest in their own talent.

  • Retention by assignment

    Where are people staying? Where are they leaving?

    This dashboard breaks down turnover trends by position, subject, location, and more, helping identify high-risk areas that may require attention or support.

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Team

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    Data engineer x2

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    Data analyst x1

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    QA engineer x1

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    Project manager x1

Tools and technologies

Python
Snowflake
DBT
Power BI

Results

  • In less than a year, we helped the agency turn scattered data into a practical, working solution. HR teams across multiple districts now use dashboards daily to understand hiring trends, monitor retention, and plan workforce strategies with confidence.

    The project was delivered on time, with smooth cooperation on both sides. As a result, we signed an additional agreement to expand the solution further: bringing in new data sources and building more visual tools to support long-term decision-making.

Do you want a solution like that?

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