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Agenda Tuesday, January 21, 2014 10:00-Noon

Finance and Administration Advisory Meeting. Agenda Tuesday, January 21, 2014 10:00-Noon. Introductions Feedback to F&A on 2013 and 2014 Update on the Hiring Process Educational Sales and Service Survey Small Group Feedback on the Budget Process

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Agenda Tuesday, January 21, 2014 10:00-Noon

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  1. Finance and Administration Advisory Meeting AgendaTuesday, January 21, 201410:00-Noon Introductions Feedback to F&A on 2013 and 2014 Update on the Hiring Process Educational Sales and Service Survey Small Group Feedback on the Budget Process Transportation and Construction and Opening of Spring Semester Updates Next F&A Meeting will be on Wednesday, February 19th, 10:00-noon Location - TBD

  2. UMass BostonFeedback to F&A on 2013 and 2014 Jan 21, 2014 VC A&F

  3. F&A FEEDBACK "Suggestions from the F&A Advisory Group on Issues to Target for 2013" • Report on progress for calendar year 2013, and • Identify those items left on the list to be done for 2014 and get consensus from F&A.

  4. F&A FEEDBACK Results for HR Progress during 2013 • Department Hiring Policy for Benefitted Employees, • Workers’ Compensation Policy, • Introduced Summit—HR—Continuing in 2014, • eForm Pilot • Non-Unit Performance Evaluation

  5. F&A FEEDBACK Results for HR Planned for 2014 • More streamlining for the Hiring Process, • Background Checks –Spring, • Entrance Policy-Updating entrance form, • Department Hiring Policy for Non-Benefitted Employees, • Independent Contractor vs. Contractor Employee-dependent on the System Office, • Complete eForm Implementation, • HR system Upgrade—expanding self service for time entry, • Expanded Course Offerings, including Manager Approval of Time Entry.

  6. F&A FEEDBACK Results for Budget and Financial Planning Progress for 2013 • Implemented model for reporting actual and budget by separating personnel and operating expenses, • Enhanced standard terminology on transaction descriptions, • Delineated phases of the budget to provide greater clarity, • Implemented confirmed vacancy savings, • Expanded communication to assist Deans and financial officers, • Loaded base budgets in early July, • Implemented Summit – Finance, • Eliminated FAST as a budget prep system, • Eliminated FAIR, • Enhanced professional development courses and Implemented Drop-in Sessions

  7. F&A FEEDBACK Results for Budget and Financial Planning Planned for 2014 • Campus Recognition that the Vice Chancellors are the leaders in the budget process and outcomes, • Campus Recognition that System Office Requires Certain metrics and outcomes. Ex. Balanced budget for FY’16, • Deploy FuturePerfect on multi-year planning, • Solicit department input on the budget process, • Expand course offerings

  8. F&A FEEDBACK Results for ORSP Progress for 2013 •Completed the Reorganization of ORSP •Kicked off a closeout project. Over 2800 awards that have expired are still active in PeopleSoft. Major 2 year project to close 100%. ~300 have been closed, these are the first closures since the transition to PeopleSoft. •Solved major Billing and Accounts Receivable problems. All grants now have timely invoicing and collection practices. •Initiated the review of 3 research core facilities (Animal Facility and the Environmental Core Facility and the DNA Sequencing facility); establishment targeted for FY15.

  9. F&A FEEDBACK • Project Set Up – standardized and streamlined • Created new trainings: Budgeting and Financial Management of Grants Funding Opportunities ORSP Internal Controls • Presentations to Colleges, Departments and Institutes – made many presentations on the past, present and future of ORSP to faculty and administrators. Focusing on who we are and what we do, as well as highlighting the responsibilities faculty have when they conduct research. Formal presentations made to CEHD, CNHS, MGS, ICI and A&F. • Reporting – with data entry standardized, allowed improvements in reliable, and allowed for timely and standardized reporting of research awards and submissions.

  10. F&A FEEDBACK ORSP Planned for 2014 • •Present Regularly to F&A on major projects • •Share Annual Report • •Survey in the Spring, 2014 to compare to 2009 Survey

  11. F&A FEEDBACK Results for Procurement Progress for 2013 • Implementation of the new UMASS BuyWays System • Purchase of Goods Policy FY11-PRC-001-002 (revised September 2013), • No Bid Justification Form (revised May 2013), • Procard monthly post audits with Controller’s Office, • Enhanced Helpline 7-5060 for assistance on all Procurement issues including Procard.

  12. F&A FEEDBACK Results for Procurement Planned for 2014 • Independent Contactor vs. Contract Employee—Dependent on System Office, • Streamlined Account Code List, • List of frequently used accounts, • Updated Training for Account Codes/Commodities, • Board of Trustees - Procurement Policy—Bid Limit for Commodities increase to $10,000.00, • Procard use reduced due to BuyWays, • Procard reallocation required for expenditures, • International Travel Management, • No planned (Procurement) system upgrades

  13. F&A FEEDBACK Results for Controller’s Office Progress for 2013 • Enhanced Vendor Form Tracking in campus Controller's Office • Streamlined Vendor process for BuyWays • Coordinated first ever long form F&A Rate proposal to US DHHS • Facilitated fund consolidation—aka GOF • Monthly procard audits

  14. F&A FEEDBACK Results for Controller’s Office Planned for 2014 • Monthly Training for Vendor and Payment Policy • Implement Metrics for Vendor Updates • Incomplete Vendor Form returns same as payments • International Travel Planning and Management: Joint Depts. Effort

  15. HR Hiring for Benefitted Employees Policy Issued December 24th • Confirmed Process • Looking for Feedback to Streamline Process • Evaluate in 3 months • 108 Staff Trained • Thank You—Ready to go!

  16. UMass BostonEducational Sales & Service (ESS) Revenue Jan 21, 2014 Controller’s Office

  17. What is it? ESS Revenue is: A standard higher education revenue classification It includes: • Revenues that are related incidentally to the conduct of instruction, research and public service, and • Revenues of activities that exist to provide instructional and laboratory experience and that incidentally create goods and services…..

  18. Why Review? ESS defined externally (NACUBO: Financial Accounting and Reporting Manual – FARM) Consistent definition across institutions nationally Consistent financial statement reporting on Statement of Revenues, Expense, and Changes in Net Assets (SRECNA) Consistent data reported in IPEDS Consistent reporting in other surveys and reports

  19. Why Review? UMass Boston ESS revenue significantly higher than other UMass campuses FY13 FY12 Amherst $8.6 $7.3 Boston $3.0 $2.5 Dartmouth $0.1 $0.0 Lowell $0.1 $0.4

  20. Why Review? As the University grows and entrepreneurial activity increases, accounting & reporting practices need to keep pace.

  21. Next steps • Survey due Jan 31 • Consolidate results, to better understand what comprises the broad array of activities currently captured in ESS • Identify best practices at other campuses, and make changes (if needed)

  22. UMass BostonStrengths & Opportunities: Budget Process Jan 21, 2014 Office of Budget and Financial Planning

  23. Brainstorming Ground Rules • Be engaged • Generate a quantity of ideas • Be visual, record every idea • and stay focused on the topic • Open mike – every one participates • and limitconversations to one at time • Build on ideas of others • and no editing; reserve judgment or critiquing • Get crazy, take a creative leap

  24. 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 Each team will have a recorder You will have 10 minutes

  25. Brainstorming Strengths of the FY14 process Opportunities for FY15

  26. Outbrief Elect a spokesperson who will share with the entire group one or two ideas (in each category): Strengths of the FY14 process Opportunities for FY15

  27. Fast facts # public institutions in the Commonwealth: 29 # campuses of the UMass system: 5 Here at UMass Boston... # budgeted chartfields: 535                 Lowest value: $15.00                 Highest value:  $26.4 million (debt service) # full-time budgeted positions:  1,880 FTEs                 Total new positions: 130 FTEs # individual requests received in the FY14 budget                 Infrastructure requests: 159                 New strategic requests:  270                Total: 429 Total of all requests for new funding: $24.1 million                 Lowest value: $200.00                 Highest value:  $1.3 million                 Most interesting:  a dog

  28. Give yourself a hand!

  29. Dining Services • Dining Services RFP Process • July 2013 – December 2013 • Faculty, Staff, Student Committee • Proposal Evaluation Process • Technical & Financial Proposal • Site Visits • Interviews • Presentations • Final Stages • Spring Semester Updates • Healey Library Café: Starbucks • Global Chef: February 3rd

  30. Construction and Transportation Update

  31. Construction and Transportation Update • Bayside Spring Semester Start • Automated tolls at higher elevation • Vestibule closed • Transloc: GPS • Early Pothole Season • Road Maintenance Challenges • Report to Customer Service: 617-287-4000 • Healey Roof and Waterproofing • Permanent roof in place • Spring masonry work • Clark Exterior Stairs • Bids being advertised • Aim for completion by Commencement

  32. ISC Nearly 70 percent complete Walls, ceilings and lab outfitting Extensive move planning Clean up needed for move in this fall GAB No. 1 Steel rising through winter Trucking soil between CPPS and site Utility Corridor and Roadway Project • Night work from 7:30 p.m. to 4 a.m. UDrive North • www.umb.edu - Construction Updates • Winter Building Connections Newsletter

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