Agenda Wednesday, June 18, 2014

10:00-Noon Campus Center Ballroom

• Introductions• Transportation and Construction Update• UCRR road changes• Shuttles and Parking

• Human Resources

H1B Visa Form

HR Upgrade

Professional Development training for FY15

• Procard Reallocation July 1st

• Records Management Update• McCormack Loading Dock Closure and Survey• Budget and Financial Planning Update

Next F&A Meeting will be on

Wednesday, August 13, 10:00-noon

Location – Chancellor’s Conference Room

Finance and Administration Advisory Meeting

Human Resources June 18, 2014

Human Resources

HR Upgrade – HCM v.9.2

Technical Upgrade

What does this mean to departments?

HR Upgrade – HCM v.9.2

• Look of some screens

will be changing• Navigation of some screens

will be changing

HR Upgrade – HCM v.9.2

•Manager view—small changes

•Self service, approvers, and

time keepers—new time sheet

GO LIVE Mid-Oct. 2014

HR Upgrade – HCM v.9.2Phase and Tasks

Calendar Year End F Y E C Y E

Baseline Detailed Schedule

Code Freeze for Discretionary requests

Formal Executive Reviews

Formal Internal Audit Review

Phase and Tasks Calendar Year End F Y E C Y E

Stewards (& Campus Reps)Campus Subject Matter ExpertsCampus TestersCampus PMs & Change Leads

Peak participation > 50% Regular participation 50% As required < 25%

System Integration

Testing

NovFeb May JunMar

TM#4

TM#3

UAT#2

TM#2

Sep

Configure, Develop and Retrofit Modifications

Configure & Development

Planning

Aug

Design

Dec Apr Jul

Planning

2013 2014DecSep OctNov JanOct

Feb

Functional Assessment

Env Build, Initial Pass and Data Validation

Testing

Change Management

Reporting

Technical UpgradeTM1 &

Data Val

NovApr MayMarSep

Deployment

Go-Live and Stabilization

2013 2014Dec

Stabilization andOperational Support

* Go-Live *

TestPlanning

Training/Communication development, Deployment, and Delivery

Readiness Planning and Assessments

Oct

UAT#1

Jun Jul Aug Sep

Analyze, modify and test ETL scripts, reports, dashboards and other reporting components

Nov DecOct Jan

Training and Development

Fall and Spring

Course Offerings

Training and Development Course Offerings

Supervisory Leadership Development – five week program (once a week)

Staff Development - 2 full days –

Certificate of Completion courses

Project Management and Planning – full day

Emotional Intelligence and Leadership Effectiveness – half day

Work of Leaders – Change Management Tool – full day

Future Thinking - half day

Presentation Skills – 2 half days

Professional Development

Managing Multiple Priorities – half day

Effective Meetings – half day

Write on the Mark Business Writing Program – full day

Interviewing Skills – full day

Supervising Students – half day

Change and Team Agility – half day

Effective Problem Solving – half day

Training and Development Course Offerings

Professional Development

Hiring Process

Training

Hiring Process

3 Training Classes conducted

27 total participants

Trainings

Changes to policy

Posting of Jobs

Workflow changes

Forms

Interviewing

References

Interview Exchange

Special focus in training

Hiring Process

Open for comments until Jun 30th

Revision 2

Training in the Fall (monthly trainings moving forward)

Procard ReallocationJune 18, 2014

Darryl A. Mayers

UMB Procurement Department

Procard Account Code Reallocation

• Effective July 1, 2014, all cardholders (or their designee) to

process on-line reallocations for Procard transactions.

• Improved budget forecasting and tracking of expenses. 

• Increased spend leverage (contract negotiations).

• Need training?

– Sign up for a Procard Refresher/Reallocation Workshop or

utilize the job-aid available on-line.

Exec Major Fund Code

DeptID

Dept Name Project ID

Journal ID

Journal Date

Req ID/ Journal Header Desc

Voucher Invoice ID/ Line Decription

Procard Holder Name

Procard Merchant

Amount

Academic Affairs

Academic Affairs - Other

51161

B004900000

Provost & VC Acad Affairs

N/A AP02998882

12/11/2013

5289423_00000000000000006

Mayers, Darryl INT NEW ENGLAND ASSOCI

150.00

Academic Affairs

Academic Affairs - Other

51161

B004900000

Provost & VC Acad Affairs

N/A AP02998403

12/9/2013

5285423_00000000000000001

Mayers, Darryl NAME BADGE PRODUCTIONS

49.64

Academic Affairs

Academic Affairs - Other

51161

B004900000

Provost & VC Acad Affairs

N/A AP02998175

12/6/2013

5283048_00000000000000001

Mayers, Darryl CRUCIAL.COM

65.99

Compliance Report to VC’s

• Any other information needed on Compliance Report?• Consequences for not reallocating

Thank You

Records Management Update

June 18. 2014

Contracts & Compliance

McCormack Loading Dock Closure and Survey

June 18. 2014

Contracts & Compliance

Budget and Financial Planning Update

June 18. 2014

Budget & Financial Planning

Current focus (internal)

o funding FY14 budget errors

o base operating expense review

o department (org) changes

o Open encumbrances go against FY15 budget

Deadline passedo PAs for position funding changes

Current focus (external)

o status of FY15 state budget

o Board of Trustees’ meeting• FY15 fees• financial metrics• capital project review & policies

o System Office oversight

Financial metrics

Operating margin – current yr revenue/current yr expense

Financial cushion – unrestricted net assets/current yr expense

Financial metrics

Operating margin

FY14 FY15 FY16 FY17 FY18

Boston -1.8% -2.3% -1.5% -0.8% 0.2%

High 3.4% 1.8% 2.2% 4.8% 6.3%

Low -2.5% -4.5% -1.5% -0.8% -1.3%

Financial metrics

Financial cushion

Use of reserves (cumulative)

FY14 FY15 FY16 FY17 FY18

Boston 22.4% 17.9% 12.7% 9.1% 9.1%

FY14 FY15 FY16 FY17 FY18

Bldgs $0 $5.6 $18.6 $21.0 $21.0

Deficit $6.5 $13.5 $19.3 $22.3 $22.1

Balancing by FY18

($ in millions) FY14 FY15 FY16 FY17 FY18

Actual -$6.5 -$7.4 -$9.3 -$12.9 -$10.0

Reported -$6.5 -$7.0 -$5.8 -$ 3.0 $0.2

Gap - $0.3 $3.5 $ 9.9 $10.3

- No new programs

- Expanded staffing, services and new initiatives funded with existing resources

- No new subsidies for research activities

- Solutions to addressing the gap

Eight trends to watch

o governanceo federal and state fundingo focus on student outcomeso enrollment (demographic changes)o technologyo fund raisingo finances (net revenue, solvency)o risk management

Source: Presentation by Grant Thornton to Audit Committee of the University of MA; June 11, 2014.