agenda wednesday, february 19, 2014 10:00-noon introductions move to the isc records management...
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AgendaWednesday, February 19, 2014
10:00-Noon
• Introductions
• Move to the ISC
• Records Management
• Procurement Internal Controls Update—Sent last week
• Budget and Financial Planning
Small Groups continued…
Snap Shot of FY’14
Planning for FY’15
• Human Resources
Classified Staff “Meal Money” Rules and Practice—Sent last week
Feedback on Department Hiring Policy for Benefitted Employees
• Construction Impact Planning
Next F&A Meeting will be on
Tuesday, March 25th, 10:00-noon
Location – Campus Center Ballroom
Finance and Administration Advisory Meeting
Integrated Sciences Complex (ISC)
• Under construction next to Quinn/Healey Library• Primarily a research building – labs for Biology,
Chemistry, Psychology, Physics, and School for the
Environment (formerly EEOS) Two research centers:• Developmental Science Research Center (DSRC)
• Center for Personalized Cancer Therapy (CPCT)
• 4 Biology Teaching Labs
Integrated Sciences Complex (ISC)
• Certificate of Occupancy will be August 20th
• Move Planning currently under way, will begin in
Spring with Purge/Surplus Process• Departments will vacate existing spaces in Wheatley,
McCormack, Science Center
Integrated Sciences Complex (ISC)Spring 2013 Engaged Move Planning consultant: Diversified Project Management (DPM)
Summer 2013
Began regular meetings with ISC design/construction team and DPM
Assigned ISC lab and office spaces to researchers
Distributed Move Planning information to departments at kickoff meeting
Established departmental lab move coordinators
Refined lab equipment inventories
Fall 2013 Continued coordination and communication
Began exploring move routes
January 2014 Began compiling information for comprehensive ‘Practical Guide for Moving into the ISC’
February 2014 Meet with departments to discuss schedule and processes
Discuss records management
March 2014 Initiate purge process
Distribute records retention policy
April 2014 Distribute move guide and materials to departments
Finalize move route and workaround for University Drive South closure
May 2014 Surplus and removal of excess furniture
June 2014 Begin packing existing equipment and items
Office furniture delivery
July 2014 Lobby and public furniture delivery
New equipment delivery
August 2014 Existing equipment move
8/20 Certificate of Occupancy (substantial building completion)
August/Sept 2014 Relocate researchers to ISC
Fall 2014 Relocate vivarium animals to ISC
January 2015 Begin classes in Biology teaching labs
UMass System Records Retention and Disposition Program
•Darryl Mayers Appointed Records Administrator for UMass Boston (9/13)
•Record Management Guidelines Revised by General Counsel (1/13)
•BOT Policy ,T99-061and Record Management Guidelines available online
Records Administrator Responsibilities
• Oversee UMB Record Retention Committee
• Develop UMass Boston Policies and Procedures
• Issue the standard Retention Schedules For UMass Boston
documents
• Seek advice re: Department Record Custodians
Records Administrator Responsibilities
• Collect Retention Schedules from each Department
• Maintain master list of Retention Schedules
• Post master list on campus website
Department Responsibilities
• Determine what records they have,
• Determine Retention Schedule that applies,
• Provide Retention Schedule to Record Administrator/General Counsel
• Destruction of Records, Annually, Document What’s Destroyed
and Manner of Destruction
•Initially work with Departments within the Science Building to prepare Retention Schedules
•Roll-out Records Retention Program in accordance with BOT Policy, Records Management Guidelines and UMass Boston Record Retention Policies and Procedures
What Next?
Internal Control Plan - Procurement
Highlights:
•New UMass BuyWays Procurement System
•Competitive Procurement Practices Must use contract vendors when available
•ProCard May not be used for BuyWays Catalog Vendors Reconciliation using the PAL ProCard Audit Log
•Vendor certification on BuyWays Update vendor file with vendor email or fax
number
Internal Control Plan - Procurement
•Expenditure of Funds Sufficient current year budget authorization to meet the obligation
•Training Attend relevant Finance training classes (www.umb.edu/training)
•Guidelines for Work Related Employee Supplies and Services Post Guidelines in Department's Central Areas Distribute at the Internal Controls training session
Distribute at HR Orientation for faculty & staff
Teams
Form five teams, based on an area of interest:
▸ Position mgmt and vacant positions
▸ Base budget & new base funding
▸ Communications
▸ Multi-year budgeting
▸ Reporting
ReportingStrengths of FY14SummitSpreadsheets (not FAST)
Opportunities for FY151 Page – Revenue & Actual Expenses1 Page – Budget & Actual ExpensesWidget Resource on CampusQuality Work Groups to standard dashboards, etc.K-H Definitions – ExpansionHow the buckets relate & negative balancesMeaningful to transaction staffConsolidate Meaningful DataEnrollmentMarketingWebsite trafficInquiriesRevenue & expenses per programWhat system to look at to develop base budgets?
Communications
Strengths of FY14Drop in sessionsGreat ideaPersonalized responsesScheduled often to meet allAll questions answeredGot back with consistent feedback Continue for FY15Regular budget emailsThe sameDeadlinesClear, consistentPossibly more frequent
Continue in FY15Standardized regular document for each phaseNot as clear as could beHelpful/clearMore detail on instructionsComprehensive summary docsOverall, more robust in FY15Communicate to each dept.Status of budget, HR paperwork, and VRC
Base budgetStrengths of FY14• All new money was labeled• Timing of base budget in system• Able to differentiate between base and other (new) funds• Flexible• Budget efforts to be transparent• Trainings developed• Willingness to meet/ pull reports• Increased communications
Opportunities in FY15• [base budget] not based on historical data; need to consider enrollment growth, cost of living increases, and other factors• Create own spending plan• Flexibility to move money (not subsidiary level budgeting)• Base budget needs to cover new employee expenses – increase in base for new employees• [need] Process to move money within funds
F & A Advisory GroupStrengths of FY14• Really organized• Rescheduling successful morning• Other than Monday/Tuesday• Presentation good update• State
Opportunities for FY15• Afternoon for FY15• More regular and detailed minutes• To capture the issues first hand
Position Management & Vacant PositionsStrengths of FY14
Opportunities for FY15Vacant position is not always vacant savingsVacancy positions = under staffedAdd on to other staff in officeAffects productivityWould like to know the reason why the budget is denied
Filing vacant positions is difficult in certain departments (i.e. IT) due to certain expertise and salary levelsWill like to see if vacant positions can be posted once we know the person is leavingIf more than one position is open, we want to be able to use the same pool Coach positions want to move to full-time
Multi-year BudgetingStrengths of FY14Was not done in FY14
Opportunities for FY15Beyond the computer – all IT hardware and applicationsMaintenance/PlantBetter dept. budget/campus budget integrationCampuses growth rate and the impact on budgetAdded facilities (i.e.; residence hall)Accurate enrollment forecastsGrants and operations better integrated Balance replace with new
University Pro-Forma thru Jan 2014Budget Actual
Revenue• student charges 154.2 154.7• other unrestricted 104.0 96.2• grants & contracts 36.1 22.0
Expense• Contingency 500.0
• CSM Spectrometer (95.0)• Campus Center Carpet - FY13 budget item (133.0)• Public Safety Vehicles (63.2)• Bad debt reserve - ORSP write offs (572.8)• EH&S - RTF funding not received (223.0)• Graduate waivers - Fall & Spring (1,638.0)• Construction 750.0• College RTF reserve ?
Third Qtr Actions
Planning, preparing, & closing
•Planning Multi-year (FY15, FY16, FY17)
•Preparing FY15 Fee setting Base budget Position Management
•Closing FY14 Ensure payroll is accurate Project roll-over
Third Qtr Actions
•Project roll-over guidelines– FY14 budget authorization
– Non-personnel expenditures only
– Project amount exceeds $10,000
•To be discussed in detail at 3rd quarter meetings
FY15 PlanningFee setting
Multi-year fcstRevenue Expense
Payroll New buildings Debt service Large contracts
Gap in revenue to expense
PrioritiesUMass Performs UMass Boston strategic planGrowth
Revenue/Expense DriversFY15 FY16 FY17
Revenue DriversUG (Enrollment Mgmt) 2.5% 2.4% 2.3%Graduate (Graduate Studies) 6.7% 6.2% 5.9%
Expense DriversSystem Office estimatescost of living/merit 3.0% 3.0% 3.0%fringe benefit rate 1.0pp 3.0pp 1.0pp
UMass Building AuthorityDebt Service $5.0 mil
FacilitiesNew buildings $2.0 milEnergy
Large contracts
FY15 Planning
Position management
Position management is the continuous and systematic process to determine how many positions are needed how jobs should be designed and the type of organizational structure and funding
required to accomplish the functional assignments of the department and the mission of the institution.
Feedback on Hiring Policy
• HR and ODI working Together
• Developing Metrics for Measuring # of days
• Summit Report with Empl ID almost ready
• External Search Firms will have Access to
Interview Exchange
Feedback on Hiring Policy
• Clarify: CSU/PSU internal candidate
process
• Clarify: Search Committee only
required to interview 1st round of
candidates
• Need a Failed Search Form
• Sample Reference Questions
Feedback on Hiring Policy
• Many requests to shorten the process
• Reviewing to determine where process
can be more streamlined
• Interview Exchange –online requisitions
w/ work flow
• Put indexes in document and employee
type sections
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