VCAF Budget Officers GroupApril 24, 2013

Agenda

1. 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

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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

Agenda

1. Update – News from the Vice Chancellor

2. Cal Planning News

3. FY14 VCAF Division Operating Budget

4. Community of Practice

CalPlanning news – Enhancements!

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• HCP Usability

• CalPlan Usability

• HCP Reporting

• CalPlanning Operational Efficiencies & Data Quality

Agenda

1. Update – News from the Vice Chancellor

2. Cal Planning News

3. FY14 VCAF Division Operating Budget

4. Community of Practice

NO

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MP

Recall our goal for this budget cycle

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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

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MP

Agenda

1. FY14 Budget Call Letter

2. FY14 VCAF Division Budget Process Update

3. Community of Practice

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!!