Agenda Tuesday, April 29, 2014

10:00-Noon Campus Center Rm 3540• Introductions

• UMass Performs – Joan Becker

• Human Resources

Update on Background Check policy Revision #1 Department Hiring Policy for Benefitted Employees  Summit Report with Employee IDs

• Contracts and Compliance

Final Records Management Policy - Paper

• Safety Planning

• Procard Reallocation July 1st

• Transportation and Construction Update

• Budget and Financial Planning

FY15-17 budget and planning update

Next F&A Meeting will be on

Wednesday, May 21, 10:00-noon

Location – Healey Library 11B

Finance and Administration Advisory Meeting

Human Resources

HR

Department Hiring Process for Benefitted Employees

Background Checks Begin July 1st

Draft Policy is being sent for review

by the Vice Chancellor’s,

Deans and Department Heads

Thank you for comments.

Department Hiring Process for Benefitted Employees

Revision # 1•Index

•Immediate access to Interview Exchange

for all positions when posted

•Search Committee on the Position Recruitment

and Search Form

will be recommended but not required

Department Hiring Process for Benefitted Employees

Clarification of CSU and PSU

internal candidate process

Clarification on the Failed Search

process Clarification on faculty hiring reports

process

Department Hiring Process for Benefitted Employees

• Clarification of Hiring Manager vs.

Search Committee

• Clarification of who completes the I-9

• Discontinuation of the VRC

Department Hiring Process for Benefitted Employees

Revision # 2

•A reorganization of the document to separate

the staff and faculty hiring processes

•A group is meeting to go through every process

•To be issued in June, 2014

Department Hiring Process for Benefitted Employees

Updated

Position Recruitment

And Search Form

Department Hiring Process for Benefitted Employees

Summit Report

Employee ID

(before I-9 is completed)

Contracts and Compliance

Contracts and Compliance

Continuity Planning Policy

Anne-Marie McLaughlinEmergency ManagerOffice of Emergency

Management & Business Continuity

Some Departments Have Emergency Response Roles

• Public Safety• Environmental Health and Safety• Facilities • Campus Services (P&T, Dining)• Customer Service, Campus Center Staff • UHS• Student Affairs • Communications• Registrar’s Office• Contracts and Compliance • Information Technology• Emergency Management • Others…

For others,

“emergency

response”

means leave

the building.

Continuity of Operations Planning

Planning to continue critical functions

for three types of disruption.

1. Denial/Loss of Access to Space

2. Reduced Workforce

3. Service Interruption

Required Departments

• The Office of Budget & Financial Planning• Chancellor's Office• Communications • Controller's Office• Emergency Management /Business Continuity• Enrollment Management • Environmental Health and Safety • Facilities Department• Office of Student Housing• Human Resources• Information Technology• Department of Public Safety • Contracts and Compliance • Office of Research and Sponsored Programs

Critical Functions

• Tier 1 0-24 Hours

• Tier 2 24-72 Hours

• Tier 3 72 Hours – 1 Week

• Tier 4 1 Week – 30 Days

Staff Who May Work When Campus Is Closed

• Emergency Response Team • Continuity of Operations Critical Personnel

All are either: – Essential Personnel– On-Call Personnel– Those who have agreed to perform

critical functions during campus closure.

Questions?Feedback?

Procard Reallocation

A & F

Procard Reallocation

All procards to be reallocated to

accurate expenditure

Account Codes by July 1, 2014

Procard Reallocation

•On a weekly basis Reallocator’s are

Responsible for reviewing Procard trans.

on a staging table in PeopleSoft to approve

and/or reallocate Procard transactions.

Research Reinvisioned for the 21st Century

Procard Reallocation

• To learn how to reallocate, a cardholder

(or their Proxy) can attend a Procard

Refresher/Reallocation Workshop or

use the Reallocation Job Aid available

on-line. • If they decide to attend a workshop,

the cardholder or their Proxy

can self-register via the IT Training Portal.

Procard Reallocation

Training—May and June

May 13th 1:00-4:00

May 28th 9:30 – 12:30

June 5th 9:30 -12:30

June 18th 9:00-12:00

Procard Reallocation

Total Transactions July 1, 2013-April 27, 2014

14,364

•Total Reallocated 11,250

•Total not Reallocated 3,114

Procard Reallocation

Thank you

Questions?

Transportation and Construction Impact Planning

Construction and Transportation Update

– GAB No. 1 Topping Off Set for April 30 Sign the last steel beam

– UCRR: Two-way Traffic Ahead Mechanical Vault 4 underway

– ISC Connection Work

– External Clark Stairs Repair

– Shuttle Bus and GPS Update

Office of Budget & Financial Planning

Budget & Planning Update

Good news

Bad news

Good new, bad news

If you are on the receiving end, ...experiments showed that an overwhelming majority—more than 75 percent—wanted the bad news first.

"If people know they are going to get bad news, they would rather get it over with," she says. Then, if there is good news to follow, "you end on a high note.“ /1

/1 Personality and Social Psychology Bulletin; Angela Legg & Kate Sweeny, Feb 11, 2014.

Revenue/Cost DriversFY15 FY16 FY17

Revenue driversUG (Enrollment Mgmt) 2.5% 2.4% 2.3%Graduate (Graduate Studies) 6.7% 6.2% 5.9%State (UMass system) $9.0 $4.5 $4.5 million

Cost drivers (UMass system)•cost of living/merit 3.0% 3.0% 3.0%•fringe benefit rate 1.0pp 3.0pp 1.0pp

Campus master plan•Debt service $2.0 million•Facilities $2.1 million•Depreciation $4.9 to 10.7 million (each yr)

Multi-yr Fcst($ million) FY14 FY15 FY16 FY17Current gap (6.5) (6.7) (6.5) (8.4)

FY15 cost drivers$28.4 million

Then vs Now

Estimate from 2010

Current Projection Change

RevenueTuition & fees 159,698 158,927 (771) Grants & contracts 70,410 46,670 (23,740) State 93,084 98,787 5,703 Other revenue 42,247 47,814 5,567 Total 365,440 352,198 (13,242)

ExpenseEducation & General 314,817 319,338 4,521 Auxiliaries 10,332 11,988 1,656

Sub-total 325,149 331,326 6,177

Debt 14,010 10,117 (3,893) Depreciation 25,606 13,851 (11,755)

Sub-total 39,616 23,968 (15,648)

FY14

Where Will More Resources Come From?

• More tuition and feeso higher enrollmento higher feeso grow net revenue

• More grants and contracts

• More auxiliary income

• More state appropriationso grow the UMass poolo increase UMass Boston’s portion

• Reallocation of existing resources

Headcount (HCT)

Full-time equivalent (FTE)

Undergrad or Graduate Resident or Non-Resident

Program

Waivers

Net revenue

Net revenue

EnrollmentFall HCT FY14 FY15 FY16 FY17Undergraduate

In-state 10,639 10,867 11,095 11,322Out-of-state 1,727 1,845 1,964 2,082

GraduateAll 3,911 4,123 4,331 4,540

Total all 16,277 16,835 17,389 17,944

Yr-over-yr change FY15 FY16 FY17Undergraduate

In-state 2.1% 2.1% 2.1%Out-of-state 6.8% 6.4% 6.0%

GraduateAll 5.4% 5.0% 4.8%

Total all 3.4% 3.3% 3.2%

Net revenue

12-credit cap (Board of Trustee policy)

FY15 FY16 FY17UG Out-of-state 6.8% 6.4% 6.0%

# of credits (Fall, UG out-of-state)

12 credits or less 706 13 credits or more 1,021 % no additional fee 59%

Revenue not realized $5.8 million

Net effective revenue

Graduate waivers, TA/RA payroll

FY15 FY16 FY17Graduate 5.4% 5.0% 4.8%

Memo: UG waivers 9%

($ in millions) Fee Waivers Net % WaivedTuition remitted 1.6 (0.7) 0.9 44%Tuition retained 3.1 (2.2) 0.9 70%Curriculum support 16.7 (5.8) 10.9 35%Non-state course 1.6 (0.5) 1.0 34%

Total 22.9 (9.2) 13.7 40%

Retained by UMB 21.3 (8.5) 12.8 40%Graduate student payroll (10.7) Graduate student insurance subsidy (0.6) Net revenue 1.5

Closing out FY14

• fund payroll (AA-reg, AA-other, and CC)• right size operating (non-payroll) budgets

• identify rollover (>$10,000, one-time, discrete purchases or projects)

• execute on remaining funds

• review org structure

Going into FY15

• no budget ‘all-call’

• review base budgets (base + strategic funds – one time)

• review position mgmt (full-time, benefitted positions)

• Summit position mgmt application (vacancies)

• new budget transfer tool (PeopleSoft Finance)

Summit Position Mgmt

draft

Position Number Name

Position Desc

Position Grade Status FTE

Base Salary

Allocation Pct

Allocated Budget Expenses Encumbrance

Vacancy Encumbrance

Fund Code - Desc

00000632 Smith,Joyce Asst Dir - Filled 1.00 65,773 0.954 62,728 49,800 12,374 0 11000

00000632 Smith,Joyce Asst Dir - Filled 0.046 3,045 2,418 601 0 52142

00007382 McDonald,Mary

Executive Assistant

- Filled 1.00 65,852 1.000 65,852 52,168 12,990 0 51161

00025077 Training 31 Vacant 1.00 0 1.000 75,000 0 0 56,250 51161

695

Balance554

27

18,750

Going into FY15

• Look for opportunities to reallocate resources to support strategic priorities in your area

o tough decision: what to doo tougher decision: what not to doo toughest decision: what to stop doing

(Michael Porter, Harvard Business School)

• Focus ono growing undergraduate enrollment (retention, new admits)o supporting physical infrastructure transformationo planning for the future

Going into FY15

‘When the going gets tough, the tough get going.’

When the situation becomes difficult, the strong will work harder to meet the challenge.

What can you do to make a difference?