Synchronized Budgeting

with Academic Priorities

Saint Paul College

Jan Mahoney, Vice President, Saint Paul College

Susan Anderson, Program Director, MnSCU

Education for Employment…Education for Life

EVERYTHINGCONNECTSTOEVERYTHING

• Budget Calendar - The BEGINNING• Many inputs/worksheets – The

MIDDLE• Budget Summary (110) – The END• Budget Allocations

– Once each semester tied to Program FYE’s

THE BEGINNINGBUDGET CALENDAR

• External Influencers– Allocation Amount– Board of Trustees

• Manager Due Dates– FYE Goals– FTE Needs/Projections– Equipment & Tech Fee Requests– Supply Requests

• Presentations

2009 BUDGET DEVELOPMENT & PRESENTATION CALENDAR

PRESENTATIONS

September 18, 2007 Finance Team Meeting - FY08 Budget ReviewOctober 16, 2007 Finance Team Meeting

November 20, 2007 Finance Team Meeting - Budget Assumptions/Tuition ScenariosNovember 30, 2007 PRELIMINARY ALLOCATIONS TO COLLEGES/UNIVERSITIESDecember 18, 2007 Finance Team Meeting - Review Preliminary BudgetDecember 19, 2007 BUDGET INFORMATION DUE TO MnSCU

January 11, 2008 Budget Prep worksheets to Budget ManagersSupplies, Facility Projects, Technology, Equipment

January, 2008 MnSCU Board of Trustees - First Reading - Budget & TuitionJanuary 15, 2008 Finance Team MeetingJanuary 23, 2008 Salary Projections Prepared - Full time, Part time, Summer, Adjunct, OverloadJanuary 23, 2008 FYE Goal Worksheet preparedFebruary 8, 2008 FYE Goals Due from DeansFebruary 8, 2008 Faculty FTE Projections Due from Deans (Full Time, Adjunct, Summer, Overload)

February 15, 2008 Equipment & Tech Fee Requests DueFebruary 15, 2008 Furniture & Minor Building Alteration Requests due to Jan Mahoney

MnSCU Board of Trustees - Second Reading - Budget & TuitionFebruary 20, 2008 Finance Team MeetingFebruary 22, 2008 Supply Budget worksheets due February 27, 2008 STUDENT CONSULTATION LETTERS DUE TO MnSCU

Board of Trustees approve Budget & Tuition March 31, 2008 Salary & FTE Budgets Finalized

April 7, 2008 Detail of Proposed Budget preparedApril 7, 2008 President's Cabinet Presentation

April 10, 2008 Management Team PresentationApril 15, 2008 Finance Team Meeting

Budget as Requested vs. Budget with AssumptionsApril 16, 2008 Shared Governance MeetingApril 23, 2008 Student Senate PresentationMay 15, 2008 General Advisory Committee

June 22, 2007 Budget Loaded on ISRS50% Fixed, 35% Variable Supply (Non-Salary) Budget100% Equipment Budget 100% Salary Budget

September 20, 2008 Fall Budget Variable + Fixed Allocation (%TBD - Enrollment driven Variable)February 15, 2009 Spring Budget Variable Allocation (%TBD - Enrollment driven)

EXTERNAL INFLUENCERS

MANAGER DUE DATES

THE MIDDLE FYE GOALS

• TOOLS– 3 Year History– Current Year to Date (after SPR drop/add)– Academic Master Plan– Annual Work Plans

• DRAFT– Academic Deans

• REVIEW, MONITOR, ADJUST– Management Team– Cabinet

CC Nbr CC Name2005 FYE

FINAL2006 FYE

FINAL2007 FYE

FINAL2008 FYE

GOAL2008 FYE @ 2-11-08

2009 FYE GOAL

112002 COSMETOLOGY 138.90 112.40 98.97 115.00 84.40 90.00112003 ESTHETICIAN 63.90 59.93 56.63 65.00 20.87 24.00112004 CULINARY ARTS 88.13 92.10 97.37 98.00 128.60 128.00112006 MASSAGE 0.00 0.00 21.27 22.00112013 PERSONAL TRAINER 6.83 12.00NEW CC#HEALTH CORE 85.90 96.63 92.67 85.00 109.97 110.00113001 ENGLISH 102.57 122.80 181.50 185.00 137.40 150.00113002 SPEECH & THEATRE 95.00 103.77 120.50 125.00 133.80 135.00113003 BIOLOGY & NATURAL SCIENCE 114.27 160.90 211.40 220.00 273.93 290.00113004 MATHEMATICS 124.87 127.50 156.93 160.00 185.70 200.00113005 CHEMISTRY 23.07 29.20 37.20 40.00 43.57 45.00113007 PSYCHOLOGY 75.23 70.83 86.50 90.00 108.97 110.00113008 ANTHROPOLOGY 11.73 10.63 14.27 15.00 14.93 15.00113009 ECONOMICS 8.50 14.80 17.00 18.00 17.20 20.00113010 HISTORY 27.30 46.00 67.10 70.00 68.70 70.00113011 SOCIOLOGY 57.20 62.40 78.90 80.00 46.43 60.00113012 ART STUDIES, GENERAL 46.50 60.60 74.20 75.00 72.50 80.00113013 MUSIC 9.80 4.60 10.30 12.00 12.00 12.00113014 PHILOSOPHY & HUMANITIES 31.97 38.83 33.10 44.00 59.43 60.00113016 DRAMA & THEATRE 9.90 10.00113020 POLITICAL SCI. & GOVERNMENT 15.20 16.00114011 PIPEFITTING 53.70 54.50 54.37 80.00 66.17 99.00114012 PLUMBING 57.33 57.40 55.87 55.00 51.00 55.00114016 TRUCK TECHNICIAN 24.53 21.93 14.33 18.00 28.70 29.00114020 MACHINE TOOL PROC 48.57 61.53 73.70 70.00 88.33 90.00114021 SHEET METAL 34.47 41.27 40.87 40.00 45.17 46.00114022 WELDING/IRONWORKER 129.30 139.07 121.00 125.00 131.20 132.00114023 CABINETMAKING 32.67 32.00 33.10 32.00 15.60 30.00115002 INTERP TNG AMERICAN SIGN LANG134.60 130.23 135.20 140.00 129.33 130.00115003 BUSINESS MGMT 9.50 24.87 34.20 40.00 64.93 65.00115004 ACCOUNTING CAREERS 59.60 72.93 76.13 80.00 76.27 76.00115005 ADMIN SUPPORT 113.03 121.60 122.63 120.00 117.83 118.00115012 DEVELOPMENTAL & ESL 283.70 298.27 265.20 258.00 310.07 310.00115013 HOSPITALITY MANAGEMENT 3.10 6.00116001 COMMUNICATIONS TECH 13.17 23.27 25.50 27.00 25.10 25.00117000 CONSORTIUM 3.07

TOTAL 2941.58 3085.42 3226.44 3420.00 3477.32 3660.00

THE MIDDLE FTE PROJECTIONS

• TOOLS– Strategic, Master & Annual Plans– FY08 Positions, People & FTE

by Division/Department• Full/Part Time, Adjunct, Summer, Overload

• DRAFT (2008 FTE for FY09)– New Faculty Position Requests– New Staff Position Requests– FTE Adjustments

Example: Business 2008 FTE Instruction for FY09

THE MIDDLE SALARY PROJECTIONS

• BEHIND THE SCENES– Contract Salary Settlements– Contract Language Changes – Retirement Rates– Insurance Rates– Sabbaticals

THE MIDDLE SALARY PROJECTIONS

• BUILDING THE WORKSHEETS– MSCF Grid, Column Verification– Average AFSCME, MAPE, MMA Increase

• RESULTS– Academic Salary Projections

• Full Time, Adjunct, Overload, Summer, Other

– Non Instruction Salary Projections

• LINKED TO BUDGET DETAIL

Example: FY09 Academic & Non Instruction Salary Worksheets

THE MIDDLE EQUIPMENT REQUESTS

• TOOLS– Master Plans, Annual Plans– Prior Year Request Worksheets– Current Year Expenditures

• DRAFT– Tech Fee Requests– Prioritized Equipment Request

• REVIEW– Supervisor & Cabinet– Tech Fee Committee

• RESULT– Academic & Non Academic Budgets

Example: Business Equipment Tech Fee FY09

THE MIDDLE FURNITURE/BLDG. REQUESTS

• TOOLS– Blank Worksheet – Budget Managers

• DRAFT– Summary Worksheet

• REVIEW– Cabinet– Facilities Committee

• RESULT– Furniture Budget– R & R Budget - maybe– Summer Projects

Example: Health & Services Furniture FY09 Summary Furniture & Bldg. Alt.

THE MIDDLE SUPPLY REQUESTS

• TOOLS– Master Plans, Annual Plans– Prior Year Expenditures – Prior Year Worksheets

• DRAFT– Fixed Costs – Variable Costs– Summary Sheet

• RESULTS– Summary Sheets linked to BUDGET DETAIL

Example: 2009 Health Service Division 2009 Student Services Division

NEARING THE END BUDGET DETAIL

• INPUT LINKS– Academic Salary Projections– Non Instruction Salary Projections– Supply Request Summary

• OUTPUT LINK– Budget Summary

Example: 2009 Detail Budget Prelim

THE END BUDGET SUMMARY

• INPUT– Revenue Streams– BUDGET DETAIL– Revisions

• OUTPUT– “THE BOTTOM LINE”

Example: FY09 Budget Summary Final

AFTER THE ENDBUDGET ALLOCATIONS

• Once per Semester– Summer: 50% Fixed, 35% Variable– Fall: 30% Fixed, 25%/35%/45% Variable

• 25% if Below Target• 35% if On Target• 45% if Exceed Target

– Spring: 20% Fixed, Variable = Actual FYE• FYE x Variable Rate = Earned• Allocate Earned minus Summer + Fall

allocated

Example: FY2008 Detail Budget Working Copy

SYNCHRONIZED……. PRIORITIZED…….

• Budgets Synchronized– Salaries– Supplies– Detail– Summary

• Budgets Prioritized– Master Academic Plan– Annual Work Plans

QUESTIONS??????