Agenda Tuesday, April 29, :00-Noon Campus Center Rm 3540 Introductions UMass Performs – Joan Becker Human Resources Update on Background Check policy Revision #1 Department Hiring Policy for Benefitted Employees Summit Report with Employee IDs Contracts and Compliance Final Records Management Policy - Paper Safety Planning Procard Reallocation July 1 st Transportation and Construction Update Budget and Financial Planning FY15-17 budget and planning update Next F&A Meeting will be on Wednesday, May 21, 10:00-noon Location – Healey Library 11B Finance and Administration Advisory Meeting

Human Resources HR

Department Hiring Process for Benefitted Employees Background Checks Begin July 1st Draft Policy is being sent for review by the Vice Chancellor’s, Deans and Department Heads Thank you for comments.

Department Hiring Process for Benefitted Employees Revision # 1 Index Immediate access to Interview Exchange for all positions when posted Search Committee on the Position Recruitment and Search Form will be recommended but not required

Department Hiring Process for Benefitted Employees  Clarification of CSU and PSU internal candidate process  Clarification on the Failed Search process  Clarification on faculty hiring reports process

Department Hiring Process for Benefitted Employees Clarification of Hiring Manager vs. Search Committee Clarification of who completes the I-9 Discontinuation of the VRC

Department Hiring Process for Benefitted Employees Revision # 2 A reorganization of the document to separate the staff and faculty hiring processes A group is meeting to go through every process To be issued in June, 2014

Department Hiring Process for Benefitted Employees Updated Position Recruitment And Search Form

Department Hiring Process for Benefitted Employees Summit Report Employee ID (before I-9 is completed)

Contracts and Compliance

Continuity Planning Policy Anne-Marie McLaughlin Emergency Manager Office of Emergency Management & Business Continuity

Some Departments Have Emergency Response Roles Public Safety Environmental Health and Safety Facilities Campus Services (P&T, Dining) Customer Service, Campus Center Staff UHS Student Affairs Communications Registrar’s Office Contracts and Compliance Information Technology Emergency Management Others…

For others, “emergency response” means leave the building.

Continuity of Operations Planning Planning to continue critical functions for three types of disruption.

1. Denial/Loss of Access to Space

2. Reduced Workforce

3. Service Interruption

Required Departments The Office of Budget & Financial Planning Chancellor's Office Communications Controller's Office Emergency Management /Business Continuity Enrollment Management Environmental Health and Safety Facilities Department Office of Student Housing Human Resources Information Technology Department of Public Safety Contracts and Compliance Office of Research and Sponsored Programs

Critical Functions Tier Hours Tier Hours Tier 3 72 Hours – 1 Week Tier 4 1 Week – 30 Days

Staff Who May Work When Campus Is Closed Emergency Response Team Continuity of Operations Critical Personnel All are either: –Essential Personnel –On-Call Personnel –Those who have agreed to perform critical functions during campus closure.

Questions? Feedback?

Procard Reallocation A & F

Procard Reallocation All procards to be reallocated to accurate expenditure Account Codes by July 1, 2014

Procard Reallocation On a weekly basis Reallocator’s are Responsible for reviewing Procard trans. on a staging table in PeopleSoft to approve and/or reallocate Procard transactions. Research Reinvisioned for the 21st Century

Procard Reallocation To learn how to reallocate, a cardholder (or their Proxy) can attend a Procard Refresher/Reallocation Workshop or use the Reallocation Job Aid available on-line. If they decide to attend a workshop, the cardholder or their Proxy can self-register via the IT Training Portal.

Procard Reallocation Training—May and June May 13th 1:00-4:00 May 28th 9:30 – 12:30 June 5th 9:30 -12:30 June 18th 9:00-12:00

Procard Reallocation Total Transactions July 1, 2013-April 27, ,364 Total Reallocated 11,250 Total not Reallocated 3,114

Procard Reallocation Thank you Questions?

Transportation and Construction Impact Planning

Construction and Transportation Update –GAB No. 1 Topping Off Set for April 30  Sign the last steel beam –UCRR: Two-way Traffic Ahead  Mechanical Vault 4 underway –ISC Connection Work –External Clark Stairs Repair –Shuttle Bus and GPS Update

Office of Budget & Financial Planning Budget & Planning Update

Good news Bad news

Good new, bad news If you are on the receiving end,...experiments showed that an overwhelming majority—more than 75 percent— wanted the bad news first. "If people know they are going to get bad news, they would rather get it over with," she says. Then, if there is good news to follow, "you end on a high note.“ /1 /1 Personality and Social Psychology Bulletin; Angela Legg & Kate Sweeny, Feb 11, 2014.

Revenue/Cost Drivers FY15FY16FY17 Revenue drivers UG (Enrollment Mgmt)2.5%2.4%2.3% Graduate (Graduate Studies)6.7%6.2%5.9% State (UMass system) $9.0$4.5$4.5 million Cost drivers (UMass system) cost of living/merit3.0%3.0%3.0% fringe benefit rate1.0pp3.0pp 1.0pp Campus master plan Debt service$2.0 million Facilities$2.1 million Depreciation$4.9 to 10.7 million (each yr)

Multi-yr Fcst ($ million)FY14FY15FY16FY17 Current gap(6.5)(6.7)(6.5)(8.4) FY15 cost drivers $28.4 million

Then vs Now

Where Will More Resources Come From? More tuition and fees o higher enrollment o higher fees o grow net revenue More grants and contracts More auxiliary income More state appropriations o grow the UMass pool o increase UMass Boston’s portion Reallocation of existing resources

Headcount (HCT) Full-time equivalent (FTE) Undergrad or Graduate Resident or Non-Resident Program Waivers Net revenue

Enrollment

Net revenue 12-credit cap (Board of Trustee policy) # of credits (Fall, UG out-of-state) 12 credits or less credits or more 1,021 % no additional fee 59% Revenue not realized $5.8 million

Net effective revenue Graduate waivers, TA/RA payroll Memo: UG waivers 9%

Closing out FY14 f und payroll (AA-reg, AA-other, and CC) right size operating (non-payroll) budgets identify rollover (>$10,000, one-time, discrete purchases or projects) execute on remaining funds review org structure

Going into FY15 no budget ‘all-call’ review base budgets (base + strategic funds – one time) review position mgmt (full-time, benefitted positions) Summit position mgmt application (vacancies) new budget transfer tool (PeopleSoft Finance)

Summit Position Mgmt draft

Going into FY15 Look for opportunities to reallocate resources to support strategic priorities in your area o tough decision: what to do o tougher decision: what not to do o toughest decision: what to stop doing (Michael Porter, Harvard Business School) Focus on o growing undergraduate enrollment (retention, new admits) o supporting physical infrastructure transformation o planning for the future

Going into FY15 ‘When the going gets tough, the tough get going.’ When the situation becomes difficult, the strong will work harder to meet the challenge. What can you do to make a difference?