Presentation Title | May 4, 2009 Budget & Planning Update Office of Budget & Financial Planning

Presentation Title | May 4, 2009

Budget & Planning Update

Office of Budget & Financial Planning


Teams

Form five teams, based on an area of interest:

▸ Position mgmt and vacant positions

▸ Base budget & new base funding

▸ Communications

▸ Multi-year budgeting

▸ Reporting


Brainstorming

Strengths of the FY14 process

Opportunities for FY15


ReportingStrengths of FY14SummitSpreadsheets (not FAST)

Opportunities for FY151 Page – Revenue & Actual Expenses1 Page – Budget & Actual ExpensesWidget Resource on CampusQuality Work Groups to standard dashboards, etc.K-H Definitions – ExpansionHow the buckets relate & negative balancesMeaningful to transaction staffConsolidate Meaningful DataEnrollmentMarketingWebsite trafficInquiriesRevenue & expenses per programWhat system to look at to develop base budgets?


CommunicationsStrengths of FY14Drop in sessionsGreat ideaPersonalized responsesScheduled often to meet allAll questions answeredGot back with consistent feedback Continue for FY15Regular budget emailsThe sameDeadlinesClear, consistentPossibly more frequent

Continue in FY15Standardized regular document for each phaseNot as clear as could beHelpful/clearMore detail on instructionsComprehensive summary docsOverall, more robust in FY15Communicate to each dept.Status of budget, HR paperwork, and VRC


Base budgetStrengths of FY14• All new money was labeled• Timing of base budget in system• Able to differentiate between base and other (new) funds• Flexible• Budget efforts to be transparent• Trainings developed• Willingness to meet/ pull reports• Increased communications

Opportunities in FY15• [base budget] not based on historical data; need to consider enrollment growth, cost of living increases, and other factors• Create own spending plan• Flexibility to move money (not subsidiary level budgeting)• Base budget needs to cover new employee expenses – increase in base for new employees• [need] Process to move money within funds


F & A Advisory GroupStrengths of FY14• Really organized• Rescheduling successful morning• Other than Monday/Tuesday• Presentation good update• State

Opportunities for FY15• Afternoon for FY15• More regular and detailed minutes• To capture the issues first hand


Position Management & Vacant PositionsStrengths of FY14

Opportunities for FY15Vacant position is not always vacant savingsVacancy positions = under staffedAdd on to other staff in officeAffects productivityWould like to know the reason why the budget is denied

Filing vacant positions is difficult in certain departments (i.e. IT) due to certain expertise and salary levelsWill like to see if vacant positions can be posted once we know the person is leavingIf more than one position is open, we want to be able to use the same pool Coach positions want to move to full-time


Multi-year BudgetingStrengths of FY14Was not done in FY14

Opportunities for FY15Beyond the computer – all IT hardware and applicationsMaintenance/PlantBetter dept. budget/campus budget integrationCampuses growth rate and the impact on budgetAdded facilities (i.e.; residence hall)Accurate enrollment forecastsGrants and operations better integrated Balance replace with new


University Pro-Forma thru Jan 2014Budget Actual

Revenue• student charges 154.2 154.7• other unrestricted 104.0 96.2• grants & contracts 36.1 22.0

Expense• Contingency 500.0

• CSM Spectrometer (95.0)• Campus Center Carpet - FY13 budget item (133.0)• Public Safety Vehicles (63.2)• Bad debt reserve - ORSP write offs (572.8)• EH&S - RTF funding not received (223.0)• Graduate waivers - Fall & Spring (1,638.0)• Construction 750.0• College RTF reserve ?


Third Qtr Actions

Planning, preparing, & closing

▸Planning Multi-year (FY15, FY16, FY17)

▸Preparing FY15 Fee setting Base budget Position Management

▸Closing FY14 Ensure payroll is accurate Project roll-over


Third Qtr Actions

▸Project roll-over guidelines▸ FY14 budget authorization

▸ Non-personnel expenditures only

▸ Project amount exceeds $10,000

▸To be discussed in detail at 3rd quarter meetings


FY15 PlanningFee setting

Multi-year fcstRevenue Expense

Payroll New buildings Debt service Large contracts

Gap in revenue to expense

PrioritiesUMass Performs UMass Boston strategic planGrowth


Revenue/Expense DriversFY15 FY16 FY17

Revenue DriversUG (Enrollment Mgmt) 2.5% 2.4% 2.3%Graduate (Graduate Studies) 6.7% 6.2% 5.9%

Expense DriversSystem Office estimatescost of living/merit 3.0% 3.0% 3.0%fringe benefit rate 1.0pp 3.0pp 1.0pp

UMass Building AuthorityDebt Service $5.0 mil

FacilitiesNew buildings $2.0 milEnergy

Large contracts


FY15 Planning

Position management

Position management is the continuous and systematic process to determine how many positions are needed how jobs should be designed and the type of organizational structure and funding

required to accomplish the functional assignments of the department and the mission of the institution.

Documents

Presentation Title | May 4, 2009 Budget & Planning Update Office of Budget & Financial Planning