Fund Consolidation Budget & Financial Planning Controller’s and Fiscal Operations

Fiscal Strength Enrollment Student fees State support Grants (federal, state) Other ( ESS, Auxiliaries) Expenditure control Reporting Multi-year planning Analysis Physical infrastructure Deferred maintenance IT infrastructure Endowment Investments Reserves Debt

Expense management demonstrate effective cost management & long-term planning Expenditure controlAnalysis actual to budget results depth of understanding growth trends evidence informs plans comparison to peers linked to outcomes inform actions Reporting integrity of data systems that support customers mgmt reporting that informs decision Multi-year reporting capital plan breadth of understanding enrollment planning decision horizon integrity of modeling

Expense Growth FY13 = balanced budget

Our life is frittered away by detail. Simplify, simply. Henry David Thoreau ( )

The Case for Change Why? over 80 active, unrestricted trust funds 1,200 plus chartstrings Complexity which challenges fiscal managers consumes resources blurs the clarity around issues compels us to reconcile accounts isn’t adding value Why not? Amherst providing wealth of lessons learned

All revenue belongs to the Commonwealth. MGL delegates use of revenue to the Board of Trustees. The Board of Trustees delegates use of revenue to the Chancellors of each campus, along with statement of purpose. Massachusetts General Law (MGL) The Chancellor allocates resources through the annual budget process.

CTF CAPS Late feesLab feesHybrid New Student Graduate studiesTeach next year Educational Services Placement IDYearbook Trust Funds

Trust Fund & Organizational Units CTF Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA UC Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Late fees Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Lab fees Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Hybrid Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA New student Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Graduate Studies Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Educational Services Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Yearbook Placement Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA ID card Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA Teach next year Organization Academic Affairs Athletics Enrollment Mgmt Student Affairs ANFUA

Student Fees 51007Pre-Registration 51022Athletic Trust Fund 51023Transcript 51024Yearbook 51025Curriculum Continuing Education Projects 51036Continuing Education 51076Admin Process Trust 51079CE Hybrid Fund 51085Combined New Student Fee 51090Educational Services Oxford Study Abroad Program 51096International Student 51097Late Pay Registration 51146Graduate Studies GOF ID Card 51151Laboratory Fees 51154Commencement 51159New Student Fee Deposit 51164Placement 51171Special Student 51175Student Center Fees 51177Teach Next Year Program 51180Technology Fee 51191Year In France

Cost Center Changes 278 cost centers

Changes Preparing our systems Payroll (PeopleSoft) Finance (PeopleSoft) BuyWays (SciQuest) Budget development (FAST) Student financial system Internal recharges (mail room, phone, copiers) Preparing our customers New speed types Form revisions Reporting

Implementation Timeframe DecDraft list of funds (core team) UITS payroll support Jan-Feb Draft work plan(core team) One-on-one meetings with areas (OBFP) Proposed budget process changes (OBFP) FAST test database (OBFP) MarFinal list of funds Payroll testing FY14 base budget (OBFP) Apr-MayVC budget development (you) JunPeopleSoft changes (Controller’s) blanket POs cancelled (Purchasing) production payroll changes (HR)