Campus and Systemwide Services and Reporting CSU 101 March 8-11, 2009 Monterey Lori Erdman, Chief of Staff, Business and Finance, Chancellor’s Office Shawn

Campus and Systemwide Services and Reporting

CSU 101March 8-11, 2009

Monterey

Lori Erdman, Chief of Staff,Business and Finance, Chancellor’s Office

Shawn Bibb, Vice PresidentAdministration and Finance/CFO, CSU East Bay

CSU 101 March 8-11, 2009Services & Reporting

CO Financial Services


Financial Services - Accounting

Establish and maintain systemwide chart of accounts– FIRMS

– FNAT/AAT

– FRS Administer special revenue fund programs

– SW GF/Lottery

– CERF

– DRF/Parking

– Trust Funds

– Fund Balance Reconciliation

– SMIF Interest Distribution


Financial Services – Accounting (con’t)

Administer capital bond fund accounts System debt service operations Joint Powers Authority administration

– Channel Islands F & S Authorities– Stockton Center Site Authority– CSU Risk Management Agency

Issue ADNOATS on system transactions Financial Reporting

– Budgetary/Legal– Consolidated GAAP Statements– IPEDS– State Budget Information System (BIS)


System Debt Service

Bond Anticipation Notes (BANs) Student Union Bonds Systemwide Revenue Bond Program Interest & Redemption Funds Lease Revenue Bond payments


Financing and Treasury

Auxiliary Organizations Equipment Leasing & State Financing Student Housing Program Health Centers Parking Student Unions Cash Management & Investing


Financing Options

General Obligation (GO) Bonds Public Works Board Systemwide Revenue Bonds (EO 876)

– Housing Revenue

– Parking Revenue

– Student Unions

– Health Centers

– Continuing Education

– Auxiliary Organizations Bond Anticipation Notes (BANS) Equipment Lease Financing


Bond Anticipation Notes (BANS)

Short term project financing– Less than two years

– Current rates 2.70 % Commercial paper issued by CSU Institute Institute purchases BANS sold by Trustees Funds are deposited in State Treasury to the

DCM Allocation Orders issued to campuses

More BANS

Potential for arbitrage Must be spent within prescribed time limits

Arbitrage is subject to income tax

6 months 12 months 18 months 24 months

10% 45 % 75% 100%


SWIFT

Centralized cash and investment CO/campus controlled bank depository and

disbursement accounts Managed by FAF Advisors and Wachovia Annualized return since inception (2007)

– 4.54% in SWIFT

– 6.27% in benchmark (Merrill Lynch)

– 4.33% in LAIF


Risk Management Authority(CSURMA)

Organization– Inception Date January 1, 1997

– Joint Powers Authority (JPA under Ca. Gov. Code Section 6500 et seq.)

– Campuses and Auxiliary Organizations

– Board of Directors & Executive Committee Set policy & premiums

– Program administrator Assess the market; recommend coverage levels;

issue coverage documents; regulatory compliance


Risk Pool Programs

Pooled Liability Pooled Workers’ Compensation IDL/NDI/UI Athletic Injury Medical Insurance (AIME) Master Property Program Auxiliaries’ Group Purchase Insurance Program

(AGPIP) – SIR Liability and SIR Workers’ Comp. Student Health Insurance – international and domestic

students (CSUSHI) Auxiliary Group Benefits Builder’s Risk (Course of Construction) Property Ins.


Pooled Liability Fund

Campuses and the CO General and professional liability Errors & omissions Employment practices Self-Insured to $1M per occurrence/no annual aggregate;

reinsured to $15M through SELF, additional $85M through traditional insurers

Campus selects deductible every three years Premiums based upon actuarial report; modified by

campus loss experience


Workers’ Compensation Fund

Self-insured pool to $2.5 M per occurrence No deductible for campuses Reinsurance to $100 M through traditional

insurers Premiums based upon actuarial report; modified

by campus loss experience


IDL/NDL/UI Fund

Industrial Disability Leave Non-Industrial Disability Leave Unemployment Insurance Claims paid through payroll in accordance with

HR policy Premiums based upon five year rolling average

of campus benefits costs


Provides medical coverage for students participating in intercollegiate athletic programs

Self-insured to $75K per claim NCAA provides reinsurance over $75K

Athletic Injury Medical Expense (AIME)


Master Property Program (MPP)

Provides fully insured property loss coverage to campuses and Auxiliary Orgs

Purchases comprehensive property coverage (excluding earthquake) from traditional companies

All perils except earthquake; limited flood coverage to $50M per occurrence/annual aggregate

Deductibles– Bond-funded - $100K per occurrence for “All Risk”

– Non-bond funded - $100K - $1M per occurrence

– Flood - $500K per occurrence for Flood Zone A & V


Group comprehensive business insurance Coverage provided by traditional insurance

companies Premiums are set by underwriters for

individual auxiliary coverage Liability self-insured to $250K Workers’ Compensation self-insured to $500K Other coverages group purchased

Auxiliaries Group

Auxiliaries’ Group Purchase Insurance Program(AGPIP)


Contracts and Procurement

Develop system policy and procedures to interpret and implement procurement law

Administer legally mandated target contracting programs

Real property lease transactions Support campus procurement activities Sponsored Programs Administration


CSP Functions

System Contract Store– Single point of access to system or multi-campus

contracts Resource Library

– Model contracts

– Policy manual

– General CSU provisions Public Works Master Enabling Agreements PSSO


Budgetary/Legal Basis Reporting– Dept of Finance

Schedule 10s Governor’s Budget

– SCO SAM 99 (Gov’t funds) Financial Statements (non-Gov’t funds) GAAP

GAAP Financial Statements Management Reporting

Financial Reporting


GASB/FASB Uniform Codes Manual (UCM)

– Defined by DOF State Administrative Manual (SAM) NACUBO FIRMS Corporate Data Integrity Program (CDIP) GAAP

Reporting Standards


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Why FIRMS

Establish standard chart of accounts for systemwide financial reporting

Combine budget and accounting information Decentralization of financial operations

allowing local systems solutions, Access, PeopleSoft, Oracle, Excel

Multi-dimensional reporting: budgetary/legal, GAAP, IPEDS, multi-year variance analysis


FIRMS...

The essential core of inter-related data elements that meet the CSU’s external financial reporting requirements


Comprehensive

Includes all CSU funds and auxiliary enterprises Provides consistency between budget and

accounting data Adopts NACUBO standards for reporting in

higher education


Flexible

Legal basis reportsSchedule 10Governor’s BudgetGAAP Statements IPEDSProgram variance reporting


Portable

PC or mainframeAny local financial operating systemOracle, Banner, PeopleSoft, Excel, etc.

2XXX06FIRM

S

SCO

DOFDOFGovernor’s Budget/Governor’s Budget/

Schedule 10Schedule 10

SCOBudgetary/Legal Basis

Annual ReportSAM 99

Total

CSU

By

Campus

Campus Agency

Reconciliation

Chancellor’s Office

Data Flow

Activity PeriodRecord TypeAgency CodeSub Agency CodeOrganizationState Legal EntityApprop ReferenceCSU FundYear of AppropYear of BudgetProject No.Program CodeObject CodeAmountFTE Positions

Standards

Trustee’s Budget

Governor’s Budget

Supplementary Schedules

FinancialStandardsAdvisoryCommitte

e

SCO

Legal/GAAP Reporting

Federal

IPEDS

FRS Qtrly

Management Reports

Data Quality Review

Oracle

PeopleSoft

External Reporting Requirements:• California Law•Dept of Finance•State Manuals•NACUBO/FARMS•GASB•FASB•IPEDS•CSU Trustees•Executive Orders•Employee Unions•Public

External Reporting Requirements:• California Law•Dept of Finance•State Manuals•NACUBO/FARMS•GASB•FASB•IPEDS•CSU Trustees•Executive Orders•Employee Unions•Public

Campus Systems

SFO

Budget Office

BP&IM

AVC, Financial Services

Financial Services - Accounting

F & A Cost Proposal

Statistical Abstract

FMS

Qtrly

Qtrly

FFinancialinancial IInformationnformation RResource esource

PPortalortal

http://www.calstate.edu/SFR/standards_and_rules/

http://www.calstate.edu/CIM/financialAssets/FIRMS/validation_rules.pdf

http://www.calstate.edu/SFR/standards_and_rules/

http://www.calstate.edu/FMS/various/CDIP.shtml

http://www.calstate.edu/CIM/financialAssets/FIRMS/validation_rules.pdf


Comprehensive system of program derivation rules and combo edits designed to standardize systemwide financial reporting products

Rules/edits are reviewed by Financial Standards Advisory Committee (FSAC); implemented by CO/FMS

CDIP is built into PeopleSoft 8.4 Baseline

Corporate Data Integrity Program (CDIP)


Program determined by:1. Account type

– Assets, Liabilities, Fund balance = 9002– Revenues = 5000

2. Fund processing type & Object code– General fund + 609001-SUG = 0801-Scholarships

3. Fund Attribute Table (FNAT)– Enterprise funds = 2001 Auxiliary Enterprise– PS Reimbursed Activity Funds = 1100-Reimbursed Activity

4. Department Attribute Table– Dept ID Computing Support =

50% 0404 Academic Computing50% 0604 Administrative Computing

Business Unit Derivation Rules


Once program assigned by BU rules, BU is migrated to GAAP Business Unit

Fund, Account, and program are reclassified to GAAP categories:– Net Asset Category

PS Fund-GF Expenditure = Net Asset Category-Unrestricted

– Natural classification PS account-Cash = Cash & Cash Equivalents

– Functional classification 0101 General Academic Instruction = 01-Instruction

GAAP Derivation Rules


Year-to-Year Variance Analysis– Program

– Major object Review and explain changes in excess of dollar

or percentage Submit signed certification to AVC Financial

Services

Quality Review Process

Reporting


Employee Salary Projection(ESP)

Purpose– The Employee Salary Projection database is the CSU resource for systemwide

employment and payment history data and contains data relative to CSU positions, compensation, and benefits. Data inquiries and analyses are performed for budget planning and collective bargaining negotiation purposes.

Data Steward – Budget office

Information Requestors– California Legislature– Chancellor’s Office Executive and Management Staff– Collective Bargaining Unit– Systemwide Human Resources/Employee Relations Office– CSU Campuses Systemwide

Data Requested – The reports requested are ad-hoc in nature. For example, ESP data is used to identify

full-year General Fund salary data by collective bargaining identification (CBID) for the purpose of distributing compensation increases. Further, the ESP data is used to cost General Fund benefit increases, such as health, dental, life insurance, vision, and long-term disability by collective bargaining unit.


Academic Planning Database (APDB)

Purpose– Provides information, as of census date, on all persons who are compensated from

instructional budget accounts and persons having teaching responsibilities in the CSU regardless of funding sources. In addition, APDB contains information on each class section that is offered and the resources used to teach these courses each term.

Data Steward – Analytic Studies

Information Requestors– Federal and State Agencies – Chancellor’s Office Executive and Management Staff – Integrated Postsecondary Education Data System

Data Requested – Reports on Service learning and Mediated Instruction– Annual studies of facility utilization – Support requests for new facilities or major changes using capital outlay funds – Faculty workload analyses– Integrated Postsecondary Education Data System (IPEDS) Fall Enrollment Survey


Enrollment Reporting Systems

Applicant (ERSA) This database provides information on each applicant to a campus regular session,

whether or not the applicant enrolled in a CSU. Information from this database is used for enrollment projection for yields and student financial need projections.

Continuation (ERSC) Combines enrollment and degree data to provide information on student continuation and graduation rates, by freshman and transfer cohort.

Degree (ERSD) This database provides information on each degree awarded to all students by any of

the CSU campuses during a single college year. Information can be obtained on degree recipients on the basis of sex, ethnicity and age.

Off-Campus (ERSO) This database provides information on all units taken at designated off-campus centers

of the CSU. Student (ERSS) The ERSS database provides enrollment data for each matriculated state supported

student each term of the college year. This information is obtained by ethnicity, major, citizenship, residence, gender and age.


Enrollment Reporting Systems (con’t)

System Special Sessions (sERSS) The sERSS database provides data for each student enrolled within a non-state

supported degree program. Teachers (ERST) ERST provides information on teaching credentials granted to students enrolled in

CSU professional education preparation programs.


Enrollment Reporting Systems

Data Steward – Analytic Studies

Information Requestors – Chancellor’s Office Executives and Management Staff – CSU Campus Presidents and Management Staff – CSU Board of Trustees – California Legislature – California Department of Finance – California Legislative Analyst’s Office – California Post-Secondary Education Commission (CPEC) – Integrated Postsecondary Education Data System (IPEDS) – Other Colleges and Universities

Data Requested – Integrated Postsecondary Education Data System (IPEDS)

Institutional Characteristics Survey Graduation Rates Fall Enrollment Student Financial Aid Survey

― Proficiency & Remediation Reporting― Financial Aid projections― CSU Statistical Abstract ― Statistical Reports ― Ad-hoc Reports


Financial Aid Database (FADB)

Purpose– The Financial Aid Database contains financial aid student eligibility and award data

and limited student demographic data for financial aid applicants, as reported by the campus financial aid offices for each award year.

Data Steward – Academic Affairs, Student Academic Support (Mary Robinson)

Information Requestors– Chancellor’s Office Executives and Management Staff– CSU Campus Presidents and Management Staff– Department of Finance– Legislative Analyst’s Office– California Student Aid Commission– California Postsecondary Education Commission– National Center for Education Statistics (NCES)– U.S. Department of Education– Miscellaneous Legislators at the federal and state level

Data Requested – State University Grant (SUG) allocations for CSU campuses – Integrated Post Secondary Education Data System surveys

Student Financial Aid Survey Institutional Characteristics Survey


FIRMS Purpose

– The Financial Information Record Management System is used to report end-of-period accounting data as well as to submit budget proposals.

Data Steward – Financial Management Services (FMS)

Information Requestors– Chancellor’s Office Executives and Management Staff – CSU Campus Presidents and Management Staff – State Controller’s Office – Bureau of State Audit – Governor’s Office – CSU Board of Trustees – California Legislative Analyst’s Office – California Department of Finance – Integrated Post-Secondary Education Data System (IPEDS)

Data requested– Integrated Post Secondary Education Data System - Finance Survey– GAAP & Legal Financial Statements – Governor’s Budget – Schedule 10 – Financial Reports to the State Controller’s Office


Space & Facilities Database(SFDB)

Purpose– Each campus maintains its own space and facilities inventory that provides

planning and management data. The data are provided by each campus during an annual reporting period to the SFDB, which is maintained at CPDC of the Chancellor’s Office. SFDB provides information about: (1) facilities and (2) rooms within the facilities. It also serves as the campuses’ official record of existing spaces.

Data Steward – Capital Planning, Design, and Construction (CPDC)

Information Requestors– Federal and State Agencies – Chancellor’s Office Executive and Management Staff

Data Requested – Annual Studies of Facility Utilization– Support requests for new facilities or major changes using capital outlay funds– Reports used in the analysis of the capital outlay budget change proposals,

space needs, space utilization, and other space and facility related issues and reports


Student Fees

Purpose– The CSU Student Fee Policy, Executive Order 740, requires that each campus report

to the Chancellor for the most recently completed fiscal year a complete inventory of all fees charged to students and the total revenue collected for each fee. Campus fee report entries are completed in August of each year. Subsequently, a summary level fee report is presented to the board by the chancellor to allow the board to review the level and range of fees charged to students.

Data Steward – Systemwide Budget Office

Information Requestors– Federal and State Agencies – Chancellor’s Office Executive and Management Staff– Integrated Post-Secondary Education Data System (IPEDS) – Western Interstate Commission for Higher Education

Data Requested – Summary level fee reports on the level and range of fees charged to students – Annual fee surveys – Various reports for CSU Academic Affairs, and financial aid reporting.


Reporting Calendar

January

ESP

FIRMS 2nd QTR

FIRMS GAAP

February

ESP

ERSA*

ERS0*

ERSS*

* Winter profiles

March

ESPERSA (First-time freshmen)

APDB*

* Winter profiles

April

ESP

FIRMS 3rd QTR

May

ESP

ERSA*

ERSO*

ERSS*

SFDB

*Spring profiles

June

ESP

FADBERSA (final)

ERSS (final)

ERSO (final)

APDB (Spring)

APDB (Final – Fall, Winter, Spring)


Calendar (con’t)

July

ESP

FIRMS 4th QTR

August

ESP

Student Fees

FIRMS (annual budget)

ERSD (College Year)

September

ESP

FADB

October

ESP

FIRMS 1st QTR

FIRMS (IPEDS)

November

ESP

ERSA*

ERSD

ERSO*

ERSS*

ERST (College Year)

APDB (final)

December

ESP


Enterprise Information Management Project

Adopt industry best practices and standards to– Better serve the strategic information needs of

the CSU

– Provide services that more closely satisfy our customer’s needs

– Institutionalize information management processes and improve: Executive decision making Middle management effectiveness Staff efficiencies


Current Environment

System Problems– Need to institutionalize the data

– Efficiency

– Effectiveness

– Quality Campus Problems

– “Just in time” requests are labor intensive

– No consistent, universal definitions and business rules

– Asked to provide data that is already at CO

– Desire to recreate databases in local warehouses

– No common solution for routine system reports and accountability indicators


First Steps

SCO 21st Century HR Data Warehouse CMS Finance Campus Data Warehouse project Identity Access Management directory Redesign the Academic Planning Database

Documents

Campus and Systemwide Services and Reporting CSU 101 March 8-11, 2009 Monterey Lori Erdman, Chief of Staff, Business and Finance, Chancellor’s Office Shawn