Agenda Wednesday, May 21, 2014

10:00-Noon Healey Library, 11B

• Introductions

• Human Resources

Revision #1 Department Hiring Policy for Benefitted Employees

HR Reorganization

• Controller’s Office Year End Closing Dates

• Safety Planning Business Continuity Planning Policy FY14-A&F-006-00

• Information Technology—FY’14 Accomplishments, FY’15 Plans

• Procard Reallocation July 1st

• Transportation and Construction Update

• Budget and Financial Planning Update

Next F&A Meeting will be on

Wednesday, June 18, 10:00-noon

Location – CC Ballroom

Finance and Administration Advisory Meeting

Human Resources

May 21, 2014

HR

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 loyal group is meeting to go through every process

•To be issued in summer, 2014

Research Reinvisioned for the 21st Century

Department Hiring Process for Benefitted Employees

Summit Report

Employee ID

(before I-9 is completed)

Has anyone checked it out?

Department Hiring Process for Benefitted Employees

Updated

Position Recruitment

And Search Form

Department Hiring Process for Benefitted Employees

Reference Check Guidelines for Staff

Department Hiring Process for Benefitted Employees

Training

June 10th, 1pm-3pm

June 12th, 9am-11am

June 13th, 9am-11amSign up www.umb.edu/training

Research Reinvisioned for the 21st Century

Closing Dates for Fiscal Year 2014

May 21, 2014

Controller’s Office

F&A Advisory Meeting - May 21, 2014

Closing Dates for Fiscal Year 2014

University-wide Master Calendar

All campuses (A, B, D, L, W + S)All system modules (GL, A/P, EX, AM, ePro, BuyWays, Grants,

Payroll, SF, etc.)

UMass Boston Year-end Activities

Admin. Offices (Controller’s, Purchasing, OBFP, HR, ORSP…)

UMass Boston Departments

Review Last Date for Action Items

Leanne Marden, Controller’s Office

The dates listed apply to campus-based state and non-state funds; they do NOT apply to grants and contracts that continue beyond June 30, 2014.

The dates apply to financial business for FY 2014 (goods or services provided by 6/30/2014).

They do NOT apply to FY 2015 financial business (goods or services provided on or after 7/1/2014).

Future communications will inform departments of processes & timelines for FY 2015 business.

Closing Dates for Fiscal Year 2014

Leanne Marden, Controller’s OfficeF&A Advisory Meeting - May 21, 2014

Closing Dates for Fiscal Year 2014

Leanne Marden, Controller’s Office

PERSONNEL ACTIONSWednesday, June 11

Monday, June 16

Monday, June 16

- Regular AA employees - PA forms to Budget & Planning - Other AA and all CC - PA forms to HR (including additional compensation)- Regular AA employee – PA forms changing funding source or department effective July 1 (for FY15 budgeting and reporting)

TRAVEL Friday, June 13

Travel Authorizations, Expense Reports & Supporting Documentation to the Controller’s Office

VENDOR PAYMENTS Friday, June 20

Vendor invoices for purchase orders and disbursement vouchers to the Controller's Office (for processing against FY2014 budgets)

JOURNAL ENTRIES/RECHARGESFriday, June 27

Journal entries/recharges to the Controller's Office

BUYWAYS Monday, June 30

Tuesday, July 1

- Requisitions in an approved status with a valid budget prior to 12 noon will be sourced to a purchase order and issued to the vendor. You may continue to enter requisitions on BuyWays but your purchase order will not be exported to PeopleSoft for encumbering until Wednesday July 1st against FY15 budgets. - All purchase orders with an open balance (not paid) will be dis-encumbered from FY14 budgets and re-encumbered against FY15 base budgets.

TRANSACTION TYPE & DEADLINE DETAILS

F&A Advisory Meeting - May 21, 2014

Closing Dates for Fiscal Year 2014

Leanne Marden, Controller’s Office

PROCARD

Friday, June 20

Tuesday, July 1

Friday, July 11

All charges should be reallocated and/or ‘approved’ as soon as they post in the Procurement Card Center to allow for timely processing. - We recommend you complete your FY14 ProCard purchases prior to June 20th to allow time for most suppliers to submit their charges to CitiBank.- Final bank feed [from Citibank] for FY14 transactions. Transactions not posted to Citibank by June 30th, will be FY15 transactions.- FY14 On-line ProCard reallocations (available transactions in the Procurement Card Center only)

FY14 CLOSING Friday, July 18 Final FY2014 Closing of the Financial System

JUNE MONTH-END REPORTSMonday, July 21 Final FY2014 (June) Month-End reports available

TRANSACTION TYPE & DEADLINE DETAILS

F&A Advisory Meeting - May 21, 2014

Safety Planning

May 21, 2014

Emergency Preparedness Policies

Policy Status

Inclement Weather-Emergency Closure

Annual Revision – Summer 2014

Alert System Annual Revision – Summer 2014

Evacuation Annual Revision – Summer 2014

Continuity Planning NEW

Emergency Response Draft

Information Technology - Highlights

May 21, 2014

Networking

• Increase network bandwidth from 550 MB to 900 MB to facilitate increased network traffic to and from campus• Increase number of wireless access points (200+) in Wheatley, Clark, Library, Ryan Lounge, and Campus Center to saturate areas across campus• Rollout of secure student wireless network “Student”• Rollout of Eduroam (educational roaming) wireless network “Eduroam”• Assist with Edward M Kennedy Institute network connectivity• Installed 1 GB connectivity between campus and MGHPCC high performance computing center in Holyoke MA for research/collaboration between Universities• Activate CAT 6 cabling in McCormack, increase network speed to 100 MB• Network edge switch upgrades across campus• Networking for Bayside parking• Preparations for ISC

Systems

• eMail migration to Microsoft Office365• Migrated aging virtual environment to new DELL Vstart 200 supports 150 -

200 servers, saving costs and rack space• Activation of network for Bayside lot

Telecommunications

• Upgrade to Private Branch Exchange (PBX)• Commence Voice-Over-IP (VOIP) Project, Will Integrate Voice and Data

network• Upgrade Compco Chargeback System• Investigation of campus wide Call Center technologies

Client Services

• Upgrade Windows XP (265) desktops to Microsoft Windows 7• Laptop Encryption• Make available Adobe “Creative Suite” in the Cloud (PC and MAC versions)• Connectivity (175+) to CAT6 cabling in Wheatley• Service calls answered initiated via phone to IT Service Desk 19,555+• Service calls answered initiated via email to IT Service Desk 11,046+• Rollout of computers to new faculty members (40+)• Campus computer replacement program (325+)• Microsoft Office 2013 made available • Code42 for desktop backup capabilities• Commenced rollout of KACE desktop management and software distribution

tool

Application Services

Research Reinvisioned for the 21st Century

• Document Imaging for Undergraduate Admissions, Graduate Admissions, (Boston has 2.1Million + documents now electronically processed)• Expansion to Document Imaging; Provost’s Office, Chancellor’s Office, Financial Aid• RAVE emergency notification system upgrades• Continued move from R25 Event and Classroom Scheduling to Live25• Space Plans for ISC implemented in R25• Assisted in implementation of OLLI online course registration system• Annual Faculty Reports (AFRWeb) upgrades and expansions• Assist Health Services with Titanium & Open Connector Electronic Records • Assist Office of Diversity and Inclusion with Symplicity project• Integration of HEAT ticketing system and Facilities TMA work order systems• Xythos Document Storage Upgrade• Assist with Buyways implementation

Educational Technologies

• Migration of Blackboard Vista to Blackboard Learn, 840+ face to face and 280+

online courses migrated, faculty trained• Blackboard course selection at 1,400+• Expansion to iPAD In the classroom program, 21 professors now using• eBooks integration with McGraw-Hill, Wiley, and Pearson• Ed Tech Conference

Computer Labs and Library

• Taylor Center operational for teaching & learning• Computer lab users 100,501+• Upgrade to Pharos pay-for-print system• Upgraded computers, Jazzman Café, Healey Library, Gold, and Purple Labs

Research Computing

• Graduate student Virtual Private Network (VPN) established• Establish Research User Group• Go live of Massachusetts Green High Performance Computing Center

(MGHPCC) • Qiime (Quantitative Insights into Microbial ecology) software implementation • Delly and other genomic software installs• Build cluster for teaching• Hadoop (software framework for storage and large-scale datasets) pilot• Research FTP (File Transfer Protocol) server implementation and

maintenance

Video Production

• Provide 1,400+ hours of classroom capture• Provide 250+ hours of Video, Skype, and WebEx• Provide 350+ digital signage slides• Fall Convocation• UMB Gala• Mass Healthcare Commission• Rollout of telepresence system FUZE• Flat panel TV/AV installations across campus• CAPS online classes• Classroom capture system Echo 360 implemented• Assist State Archives with AV system replacements

…• Preparations for ISC

Web Services

Research Reinvisioned for the 21st Century

• 1,650+ Work Orders Completed• Umass Boston 50th Anniversary Site• Umass Boston’s First Mobile App in development• GAB1 Virtual Beam Signing• 50th Anniversary Web Site in Design• Umass Boston’s First Mobile App in Development• Content Management System Upgrade (Expression Engine)• SiteImprove (website monitoring and analytics tool)• NewRelic (website technical monitoring)• 10+ Million visitors to umb.edu• Visitors from top 3 countries are United States, India, and China

Procard Reallocation July 1st

May 21, 2014

Transportation and Construction Update

May 21, 2014

Construction and Transportation Update

– Two-way Traffic Ahead – Early Summer University Drive Closes South Lot, Lot A Closes McCormack Dock Closes Quinn Roadway Closes

– Next week Bypass Roadway and Walkway open to the Campus Center Garage/Loading

Dock Allows for work on last mechanical vault

– Bayside Lot Remains Open for Summer

FY15 -17 Budget & Planning Update

May 21, 2014

Office of Budget and Financial Planning

Increasing Fiscal Strength

‘...the successful institutions see change and embrace it” President Patricia McGuire

– Growth (capacity, flexibility, tapping demand)

– Price

– Swirl

– Regulation

– Technology

FY14 Close

Budget•Third quarter meetings

•Rollover requests

•Encumbrances closed in FY14 and re-opened in FY15 go against

FY15 (base) budget authorization

•Department & chartfield change requests

Reporting•Revenue reports will be available the week of July 7

•Expense reports available the week of July 21

FY15 –FY18 Planning

• Fees on hold at the System Office

• Identifying available resources• Revenue

• One-time FY14 funds

• Vacancy mgmt

• When do balance the budget?

FY15 Budget

Position mgmt snapshot Jun 19PAs due Jun 16

Base (non-personnel) budget

FY14 base

+ recurring

- one-time

FY15 Base BudgetK-H 2.0

• AA Regular Salaries

• AA All Other

• CC Special Employees

• Non-Personnel (Operating)

• TFA (if applicable)

• Transfers (if applicable)

FY15 –FY18 Planning

Continue to work within your Executive Area

• Look for opportunities to reallocate resources to support strategic priorities in your areao tough decision: what to doo tougher decision: what not to doo toughest decision: what to stop doing

(Michael Porter, Harvard Business School)