VCAF Budget Officers Group

VCAF Budget Officers GroupApril 24, 2013

Agenda1. Update – News from the Vice Chancellor

2. Cal Planning News

3. FY14 VCAF Division Operating Budget

4. Community of Practice

News from the Vice Chancellor’s office

NO

NC

MP

CO

MPE

NSA

TIO

N

& B

ENEF

ITS

Recall Vice Chancellor items from his VCAF Retreat:

Key discussion: how we operationalize, align our decision-making ,finance and planning processes to address our top transformational priorities.

This involves substantive conversations about investments and trade-offs made within our resources to fund our top priorities.

Our goal: Best in Class Administration and Finance for higher education.

CampusRolling 2-year plan

Medium term

strategy

Overall resource envelop

e

Make trade-off decision

s

Allocate resources

Measure &

Evaluate

DivisionRolling 2-year plan

Medium term

strategy

Unit resourc

e envelop

e

Make trade-off

decisions

Allocate resources

Measure &

Evaluate

Campus 8-10 Year Aspirational Plan

Annual process

Annual process

4

CalPlanning news – Enhancements!

NO

NC

MP

CO

MPE

NSA

TIO

N

& B

ENEF

ITS

• HCP Usability• CalPlan Usability• HCP Reporting• CalPlanning Operational Efficiencies & Data

Quality

NO

NC

MP

Recall our goal for this budget cycle

NO

NC

MP

CO

MPE

NSA

TIO

N

& B

ENEF

ITS

a publishable narrative, a holistic budget and an understanding of the SRECNA view of resources and how it relates to my departments’ strategic and financial goals?

Current stage: substantive conversations

NO

NC

MP

Agenda1. FY14 Budget Call Letter

2. FY14 VCAF Division Budget Process Update


Building a community of practiceQ1. How do we analyze the results of our work in CalPlan? Emerging methods…. * Unit analyzer (demo on the current version) * Context, - expense trend by cost center, sample below. * Other…please share your ideas with the group. (Email Linda).

IST: A LONGER VIEW OF GROWTH($ in thousands) 2007 2008 2009 2010 2011 2012 2013 2014 ExpenseIST Departments Actual Actual Actual Actual Actual Actual Forecast Op Budget Growth CAGR

TelComm 17,825 18,384 15,868 15,632 22,095 27,373 28,741 31,381 8%Data Services 3,690 4,858 4,448 4,377 6,078 6,787 9,269 16,207 24%Technology Support 23,762 25,819 24,475 15,143 13,212 12,409 13,355 14,212 -7%Architectr Platform Integratn 7,321 10,207 9,841 8,350 8,041 6,656 9,310 11,975 7%Enterprise Application Service 9,067 6,639 7,300 6,182 5,136 6,422 7,240 8,585 -1%IST - Office of the Deputy CIO 3,556 2,917 2,795 2,174 2,332 2,672 3,789 3,970 2%Office of the CIO 3,805 3,337 3,769 4,461 3,971 4,092 3,966 3,626 -1%Research Info Technology 1,014 1,766 1,822 1,926 2,204 3,014 3,290 1,953 10%Social Sci Computing Lab 1,813 1,749 1,728 1,599 1,393 1,248 1,155 941 -9%

IST, all depts 71,855 75,676 72,045 59,845 64,462 70,672 80,116 92,850 4%Change from previous year 5% -5% -17% 8% 10% 13% 16%

Building a community of practiceQ1. Other emerging needs? Based on our brief comments, a special meeting will be scheduled to cover the topics: * How do I plan for fiscal close?A: Review and clean up PRT errors, send HCM changes to CSS-HR, re-align Permanent Budget.

A: Decisions from budget conversations with the Vice Chancellor will be made in time to adjust the plans for next year’s Operating Budget.

* What is the decision on CSS funding/costs, particularly for Auxiliary funds? A: Plan for a 2% assessment on expenses.

Financial TransformationDeveloping a phase-in strategy

Step 1 Step 2 Step 3

• Consistent & clear reporting & executive-level data

• Budget process, tactical steps, timeline, etc.

• Budget meetings & review process

• What are our strategic priorities?

• What resources are available or can be freed up to fund our priorities?

• Do we have the right incentives to maximize resources?

• Greater visibility into revenues & expenses

• Begin asking more challenging questions organization’s operations & make incremental shifts…

• Continue to refine the budget process

What is the right pace of change?

Creating the Infrastructure Setting the Stage Optimizing & Aligning with Strategy

Thanks! Go Bears!!

VCAF Budget Officers Group

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Transcript of VCAF Budget Officers Group