2017-18 Recharge Kick-Off Meeting...Recharge Kick-off Meeting Recharge Activity Review Process for...
Transcript of 2017-18 Recharge Kick-Off Meeting...Recharge Kick-off Meeting Recharge Activity Review Process for...
Recharge Kick-off MeetingRecharge Activity Review Process for 2017-18
January 18, 2018
Debra Fry – Executive Director, Operating Budget and Recharge ReviewGabriella Hato – Manager, Recharge ReviewSarah Hislen – Analyst, Recharge ReviewCharet Wynn – Analyst, Recharge Review
The focus of today’s open house will be to:
Review highlights, changes, and improvements for the review process for 2017-18• Enhanced training• Updated website• Rolling submission deadlines and extended approvals• Updated proposal forms including automation
Provide an overview of the Recharge Review Service Level Agreement Review the enhanced 2018-19 Recharge Renewal Form
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UCSF’s Recharge Review Unit is part of Budget & Resource Management and has three staff members dedicated to reviewing and approving rate proposals for the campus
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Michael CluneAssociate Vice Chancellor
Budget & Resource Management, Risk Management and Insurance Services
Debra FryExecutive Director
Operating Budget & Recharge Review
Gabriella Hato Manager
Recharge Review
Sarah HislenAnalyst
Recharge Review
Charet WynnAnalyst
Recharge Review
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Enhanced Recharge Training
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Recharge Basics Classroom TrainingJanuary 24, 2018 9:00 AM – 4:00 PM Mission Hall – Room 1401
Recharge Review Open HouseFebruary 21 and 22, 2018 8:30 AM – 4:00 PM 654 Minnesota Street
Recharge Review revised websiteUpdated Job Aids and FAQs
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https://brm.ucsf.edu/recharge-review
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Recharge Activity Proposal Review Process Highlights
Renewal proposals for activities with an approval expiring on June 30, 2018 are due February 26, 2018 A rolling deadline schedule was provided to all departments with multiple
recharge proposals up for 2018-19 renewal
Extended approvals were issued to all activities that were up for 2018-19 renewal that had no identified compliance issues in the 2017-18 Annual Monitoring Report
Enhanced Submission Timelines
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1. Renewal: Macros have been added to populate the plan (Proposal Page 3) automatically. A reconciliation tab has been added to assist in reconciling and applying the prior year balance(s) across services. A rate calculation tab has been added to include the rate methodology and calculation.
2. New: A new abbreviated proposal package has been created to include only the information needed for starting a new recharge activity.
3. Rate Change: A new rate change package has been developed to assist proposal preparers in determining appropriate documentation to submit when adjusting approved rates during a multi-year approval.
4. Discontinuation: A new discontinuation package has been created to assist proposal preparers in completing the process steps to formally close a recharge.
Revised proposal packages were created for recharge activities based on the type of review and approval:
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Recharge Activity Proposal Review Process Highlights
Recharge Activity Review Process for 2017-18
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https://brm.ucsf.edu/recharge-rate-proposal-formsRecharge Activity Review Process for 2017-18
Recharge Review developed a Service Level Agreement to provide transparency within the recharge review and approval process
The purpose of the Service Level Agreement is to: Provide a clear and concise understanding of the service procedures and responsibilities
that contribute towards the management of the recharge rate review and approval process
Document the review and approval process for rate proposals in accordance with federal, UC-wide and UCSF policies. This ensures:
• Recharge Review’s ability to maintain service level requirements
• Client department compliance with UCSF and federal regulations
• Risk minimization of disallowed charges on federal awards
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Service Level Agreement – Description of Services
The Recharge Review team provides the following services:
• Rate Proposal Review
• Recharge Policy and Guidance Manual
• Recharge Rate Development and Submission
• Annual Recharge Activity Monitoring Report
• Training and Job Aids
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Service Level Agreement - Partnerships and Service Level Expectations
The Recharge Review team provides review and final approval to all UCSF sales and service center proposals and rates prior to charging out for the services provided.
Benefits of Service Level Agreement:
Improve compliance
Clearly define roles and responsibilities
Facilitate improved service delivery
Strengthen partnership between client department and Recharge Review
Provide a clear framework to monitor performance and service quality
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The Recharge Institutional Risk Matrix is used to determine recharge activity risk level based on the total annual plan and anticipated percentage of federal fund participation
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Recharge approval duration is tied directly to the institutional risk matrix, allowing the Recharge Review team to focus more effort on higher institutional risk recharge activities
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The Recharge Review and Approval Process consists of 3 types of reviews:
Functional Review: Evaluates the need for the services to ensure efficient utilization of department resources
Financial Review: Evaluates the financial viability of a proposed recharge when proposing the recharge function and cost recovery mechanism
Compliance Review: Validates that the recharge activity and rate methodology are compliant with University of California and federal policies, regulations and requirements
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Recharge Proposal Submission Dates and Procedures
NEW Recharge Activities
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Type of Proposal SubmissionDue Date
What to Submit Category Submit to
New recharge activities
Two months priorto start date
Completed New Recharge Proposal Form
Category 1 Submit directly to Recharge Reviewfor functional, financial and compliancereview, and copy to control point
Category 2 Submit to control point for functional andfinancial review, receive user committeeapproval if needed, then control point willforward proposal to Recharge Review for a compliance review and final action
Recharge Activity Review Process for 2017-18
Recharge Proposal Submission Dates and Procedures
Recharge Activity RENEWALS
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Type of Proposal SubmissionDue Date
What to Submit Category Submit to
Recharges that have an approval through 2017-18 and require renewal for 2018-19. Once approved, rates will become effective July 1, 2018
Between January 2, 2018, and February 26, 2018*
Completed Renewal Proposal Form
Category 1 Submit directly to Recharge Review forfunctional, financial and compliance review,and copy to control point
Category 2 Submit to control point for functional andfinancial review, receive user committeeapproval if needed, then control pointwill forward proposal to Recharge Review for a compliance review and final action
* 2018-19 renewal proposals submitted after the February 26, 2018 or other assigned deadline are not guaranteed to have their rates reviewed and approved in time to go into effect at the start of the next fiscal year.
Recharge Activity Review Process for 2017-18
Recharge Proposal Submission Dates and Procedures
RATE CHANGE for an approved Recharge Activity
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Type of Proposal SubmissionDue Date
What to Submit Category Submit to
Recharges that have an approval through 2018-19 or later that wish to change only their recharge plan or rates
Between Apr 16, 2018 and May 31, 2018*
Completed Rate Change Request Form
Category 1 Submit directly to Recharge Review for functional, financialand compliance review, andcopy to control point
Category 2 Submit to control point forfunctional and financial review,receive user committee approvalif needed, then control point willforward proposal to RechargeReview for a compliance reviewand final action
* 2018-19 rate change requests submitted after the May 31, 2018 deadline are not guaranteed to have their rates reviewed and approved in time to go into effect at the start of the next fiscal year.
Recharge Activity Review Process for 2017-18
Recharge Proposal Submission Dates and Procedures
DISCONTINUATION of an approved Recharge Activity
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Type of Proposal SubmissionDue Date
What to Submit Category Submit to
Requests to discontinue recharges
One monthfollowing the end date
Completed Discontinuation Request Form
Category 1 Submit directly to Recharge Review for review and final action. Control point may be contacted to address activity net position (surplus/deficit)
Category 2 Submit to control point for review and action on activity net position (surplus/deficit), then control point will forward proposal to Recharge Review for final action
Recharge Activity Review Process for 2017-18
Recharge Proposal Submission Dates and Procedures
TRANSFER OF OWNERSHIP of an approved Recharge Activity
of an approved Recharge Activity
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Type of Proposal SubmissionDue Date
What to Submit* Category Submit to
Requests to transfer ownership of recharges
One month before transferring ownership
Request to transfer ownership, which includes:• the effective date of the transfer• a financial reconciliation of the
recharge activity (Dept ID -Fund - Project net position)
• approval signatures from both department MSOs including agreement on terms of:• recharge activity net position
and personnel transfers• transfer of reserve net
position(s) – if applicable• a Dept ID provided by the new
Department
Category 1 Submit directly to Recharge Review for functional, financial and compliance review, and copy to control point
Category 2 Submit to control point for functional and financial review, receive user committee approval if needed, then control point will forward proposal to Recharge Review for a compliance review and final action.
*If there are changes in rates and rate methodologies, the new Department needs to submit a full proposal in accordance with the revised recharge review process (all Recharge Proposal forms).
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Recharge Rate Review – Roles and Responsibilities
UCSF Recharge Review strives for the highest level of customer satisfaction. To ensure we deliver consistent, quality, timely service, UCSF Recharge Review commits to the following standards:
Provide compliance review of Category 2 recharge proposals and financial, functional and compliance review of Category 1 recharge proposals
Approve all sales and service center rates and establish Project IDs prior to providing services and billing to users
Respond to customer requests for service via phone, email or a consultation request, as specified in the completiontime guidelines
Provide rate proposal development assistance and/or resolve any pending review issues
Assist departments in successfully achieving their business needs and meeting compliance requirements
Promote a culture that reinforces roles and responsibilities and policies and procedures in order to support the campus’ need for compliance
The following is the responsibility of the Recharge Review team:
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Recharge Rate Review – Roles and Responsibilities
Obtain training required for recharge rate development and management of recharge activities Develop and submit proposal adhering to submission guidelines Respond to all outstanding rate review issues Obtain rate approval from Recharge Review prior to recharging to users Manage recharge activities according to management compliance standards
The following is the responsibility of the client departments:
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Recharge Rate Review – Roles and Responsibilities
• Ensure compliance with UCSF recharge policy and applicable federal costing policies• Maintain surplus/deficit balance within the allowable limit of one month (8.3%) of planned expenses• Ensure that unallowable expenses are not posted on recharge projects• Post all revenues and expenses to the appropriate accounts within the assigned chartstring(s)• Transfer all planned equipment depreciation to renewal/replacement reserve fund on an annual basis at minimum• Process recharge journals and invoices to all users on a monthly basis• Reconcile all billing and revenue on a monthly basis• Reconcile year‐end surplus and deficit balances for each service based on actual expenses and revenue• Maintain all records necessary to support operations in accordance with university record retention requirement
Management of Recharge Activities
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Recharge Rate Review – Roles and Responsibilities
Provide financial and functional review and approval for Category 2 recharge proposals and forward to Recharge Review for compliance review and final action
Provide any questions or comments to Recharge Review within 2 weeks of submission for Category 1 recharge proposals
Assist client departments in resolving outstanding issues and revising incomplete proposals for resubmission
The following is the responsibility of the control point:
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Rate Proposal Review Process* Primary Responsibility Completion Time Guidelines
Recharge Review manager assigns proposal to Review Analystupon receipt of electronic submission
Recharge Review team Within 1‐2 days of receipt ofelectronic proposal submission
Recharge Review analyst provides acknowledgement memo todepartment via email
Recharge Review team Within 1‐2 days of receipt ofelectronic proposal fromRecharge Review manager
Recharge Review analyst reviews recharge proposal andcontacts department with all outstanding issues and providesdepartment with 1‐2 week deadline for their response
Recharge Review team Within 2 weeks from datereceived by Recharge Review
Client department responds to recharge review analyst and resolves outstanding issues
Client department Deadline provided by theRecharge Review analyst
If no additional questions need to be addressed by department,Recharge Review analyst forwards proposal to rechargemanager for final review. Recharge Review manager provides approval letter within 2-3 weeks of client unit answering all questions from Recharge Review team
Recharge Review team Within 2 weeks of final review asigned approval letter will be sentto client department with a copyto control point.
Recharge Review Analyst establishes and updatesapproval expiration dates for all Recharge and Sales andService Activity Project IDs
Recharge Review team Upon rate approval
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Base Year Approval Model
Base Year
2016-17Most recently completed fiscal year
Preparation Year
2017-18Rate proposals:Developed using base year financial informationReviewed and action is takenRates are published in a timely manner for all users
Implementation Year
2018-19New rates take effect at the start of the fiscal year
The Base Year Approval Model allows new rates to be reviewed and approved before the old rates expire
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Review of 2018-19 RENEWAL Proposal Form
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Best practices for managing your recharge activity after your recharge proposal is approved Read through the terms and conditions outlined in the approval letter
Track progress on a periodic basis to prevent significant over/under recovery of costs
Address project deficits and surpluses as needed
Adjust rates to reflect increases/decreases in total Recharge Unit operating costs or service volume that does not constitute a change in methodology
Prepare monthly recharge journals
Transfer planned depreciation to reserve fund annually, at minimum
Provide an updated listing to Recharge Review anytime there is a change in capital equipment
Reconcile financial activity on the recharge regularly
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