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Stewardship of Large Facilities. Katy Schmoll April 19, 2011. Stewardship. “The conducting, supervising or managing of something; especially: the careful and responsible management of something entrusted to one’s care.” Merriam Webster Online Dictionary.

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Stewardship of Large Facilities

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stewardship of large facilities

Stewardship of Large Facilities

Katy Schmoll

April 19, 2011

  • “The conducting, supervising or managing of something; especially: the careful and responsible management of something entrusted to one’s care.”
  • Merriam Webster Online Dictionary

A consortium of 76 North American universities and a national laboratory (NCAR)

  • Founded in 1960 by the university community to create, operate, and manage NCAR on behalf of NSF and the universities
  • Science, computational and observational facilities, huge data sets, high-end numerical models of the sun, atmosphere, oceans, coupled climate system.
  • A strong advocate for NSF and the community
ucar facts and figures
UCAR Facts and Figures
  • 1560 Total Staff; 1000 NCAR
  • 770,000 Total Net Sq Ft; 301,000 NSF-owned
  • 3 campuses in Boulder, hangar in nearby Broomfield, Supercomputing Center under construction in Cheyenne, Wyoming
  • $173M in NSF-titled assets; $140M in UCAR-titled assets
ucar strategies
UCAR Strategies
  • Support and advance our university consortium
  • Conduct and enable a broad research program in the atmospheric and related sciences
  • Develop and employ increasingly capable observing systems that fuel discovery and understanding
  • Provide innovative and powerful information technologies, services and tools
ucar strategies continued
UCAR Strategies (continued)
  • Translate scientific knowledge and new technologies into societal benefits
  • Develop and engage a diverse workforce
  • Create, catalyze and support world class science education programs, resources and communities
  • AND:
ucar strategies continued11
UCAR Strategies (continued)
  • Cultivate an environment of organizational excellence where science and education programs thrive
organizational excellence goals
OrganizationalExcellence - Goals
  • Exemplary business practices
  • State of the art facilities and laboratories
  • Advanced financial management tools
  • Novel and progressive staff development programs
  • Safe and environmentally friendly environment
  • Innovative financing methods to support facilities and equipment
ucar f a our vision
UCAR F&A - Our Vision
  • Trusted Partners, providing financial and administrative services integral to the success of UCAR’s mission
our mission
Our Mission:
  • Finance and Administration is a service organization responsible for the planning, management, and accountability of the business, financial, human, and physical resources of UCAR, with a collective emphasis on excellence in customer service.
f a strategies
F&A Strategies
  • Building Internal Alliances
    • Develop strong relationships
  • Business Reengineering
    • Improve our business processes
  • Business and Community Relations
    • Demonstrate leadership in the FFRDC Community
  • Employee Development
    • Cultivate a results-oriented organization
essential elements of stewardship
Essential Elements of Stewardship
  • Timely, correct information
  • Well-thought out processes
  • Sensible internal controls
  • Continuous training
  • Ongoing self-assessment
  • Emphasis on ethics and integrity
  • Financial system sound, but lacks capability in budgeting and staffing forecasting and modeling
  • Current budget/reporting tools (off-line, shadow systems) require extensive manual data input and manipulation
  • The NCAR Annual Budget Review (ABR) is not integrated with other budget management processes
  • UCAR needs improved tools to monitor progress, forecast, and make budget and spending adjustments in a timely manner and relieve the administrative burden associated with these processes
  • Reengineering efforts were underway for Proposal & Awards and Purchasing
  • Vision
  • The Financial Management Tools project will provide state-of-the-art financial management tools that are integrated with core UCAR systems and allow managers to:
    • Make informed decisions in aligning and allocating resources to strategic plans and initiatives
    • Anticipate opportunities and challenges
    • Maintain the programmatic and financial health of the organization
fintools desired features
FinTools Desired Features



Budget Planning


Annual Budget Review



Staff Planning







Core Financial & HRIS data integration /

Real Time Data Access


BiTech 7i

BiTech 7.9

Workflow and Notification


Automated Forms

Business Rule Management




based Security

Web-Based Access


be careful with
Be careful with:
  • Credit cards
  • “Sweetheart” deals
  • Scrap metal
  • Rewards Programs