1. FY18 Student Fee Review Board Presentation
Dr. Pat Burns, UTFAB Advisor, VP for Information Technology
Adam Lynch, UTFAB Chair
Blaire MacNeill, UTFAB Vice Chair
Jason Huitt, ACNS-UTFAB Liaison
April 3, 2017
4/3/17
UTFAB SFRB Presentation

2. University Technology Fee
Created by ASCSU in April 2003
Originally $15/semester, first assessed Fall 2003
Increased to $20/semester –
Increased to $25/semester –
Flat fee assessed to all students in the Student Information System
University Technology Fee Advisory Board (UTFAB)
One member from each college & grad school, two ASCSU members
Associate members, ex-officio representatives from ACNS and Procurement
One SFRB liaison
Updates from funded projects heard each semester
Proposals for next-fiscal year funding heard each spring semester
Supplemental proposals are solicited each semester if funds are available
4/3/17
UTFAB SFRB Presentation

3. UTFAB SFRB Presentation
Funding Process
All proposals must include a three-year project plan
Exceptions for one-time funding requests
Funded projects reviewed twice annually by the Board
Projects are required to spend within approved budget
Allowed to carry funds across fiscal years to project completion
Unspent funds revert to UTFAB for reallocation to other projects
Allocations for FTE must be approved by the board yearly
Bylaws prescribe voting on “feasible scenarios” for each fiscal year
Occurs at final meeting of spring semester
4/3/17
UTFAB SFRB Presentation

4. Supplemental Proposals
“Supplemental” proposals heard at the board’s discretion
Based on funds available in current fiscal year
Allows board to address technology needs mid-year as they arise
One goal is to homogenize technology for ease of use, if appropriate
Since 2006, UTFAB has funded ~$2.5m in supplementals, averaging
Classroom Technology: $90k/yr.
End-user Technology: $33k/yr.
Central Technology: $54k/yr.
Miscellaneous: $12k/yr.
Wireless Networking: $47k/yr.
Kiosks, Applications, Check-out Technology
4/3/17
UTFAB SFRB Presentation

5. UTFAB Bylaws (Strictly Adhered to)
Available at
Reviewed yearly
Changes proposed in 2017:
Clarification of voting procedures
Consistency with procedures in UFFAB Bylaws
Students will complete review of Bylaws later this month
4/3/17
UTFAB SFRB Presentation

6. Revenue Assumptions & Reserve
Fee is assessed to all students once per semester (Fall, Spring, Summer)
Summer & online fee revenue traditionally difficult to forecast
Prior to FY14, SFRB enrollment assumptions were used to calculate fee revenue
Revenue was regularly more than $80k than projected
Starting in FY14, UTF revenue projections are based on prior year enrollment data published by Institutional Research
Change resulted in revenue projections being correct within 2% thru FY16
Conservatively planning for FY17 revenue at 0.8% above initial projections
UTF budgets a Reserve of $40k, in accordance with UTFAB Bylaws
4/3/17
UTFAB SFRB Presentation

7. FY17 Projected Budget - $25/semester-student
Projected FY17 Revenue
$ 1,799,648
Encumbered FY16 Carryforward
$ ,776
Unencumbered FY16 Carryforward
$ ,444
TOTAL:
$ 1,947,868
Bylaws-mandated Reserve
$ (40,000)
Projected Funds Available for FY17:
$ 1,907,868
FY17 Allocations to Date
$ 1,805,303
Projected Residual Balance for FY17:
$ ,565
4/3/17
UTFAB SFRB Presentation

8. UTFAB SFRB Presentation
FY17 Allocations
4/3/17
UTFAB SFRB Presentation

9. UTFAB SFRB Presentation
FY17 Allocations
4/3/17
UTFAB SFRB Presentation

10. FY17 Budget Summary – On-going Projects
4/3/17
UTFAB SFRB Presentation

11. Other Proposed FY17 Supplemental Allocations
The following projects are currently under consideration for funding:
Departmental Classroom Technology Upgrades
CS130 / 425: $13, | BSB 457 / 459: $22,600
Lecture Capture Expansion
Scott 101 / 231: $4,025
GA Classroom Technology
Touchscreen displays (replaces Sympodiums): $8,750
Online Course Surveys: $30,000
Total of Projects Under Consideration in FY17: $79,006
Funds available as of 4/3/17: $102,565
Balance if all Supplemental Allocations funded: $ 23,559
4/3/17
UTFAB SFRB Presentation

12. FY18 Proposed Allocations
Co-sponsorship
Project
Allocation
50%+
Student Information System
$ ,418
Yes
Wireless Networking
$ ,250
General Assignment Classroom Technology
$ ,305
Library Technology
$ ,000
Lecture Capture Technology
$ ,000
RamLink
$ ,180
85%+
Office 365 for Students
$ ,112
Bad Debt Expense
$ ,000
Total Proposed FY17 Expenses:
$ 1,723,265
4/3/17
UTFAB SFRB Presentation

13. FY18 Proposed Allocations
Co-sponsorship
Project
Allocation
50%+
Student Information System
$ ,418
Yes
Wireless Networking
$ ,250
General Assignment Classroom Technology
$ ,305
Library Technology
$ ,000
Lecture Capture Technology
$ ,000
RamLink
$ ,180
85%+
Office 365 for Students
$ ,112
Bad Debt Expense
$ ,000
Total Proposed FY17 Expenses:
$ 1,723,265
4/3/17
UTFAB SFRB Presentation

14. The UTFAB Balancing Act
Benefits/
Value
Cost
4/3/17
UTFAB SFRB Presentation

15. Incremental vs. Quantum Jump?
Mandatory cost increases not covered
Erodes/eliminates discretionary funds
Get behind, e.g. WiFi
Larger increases compete w/ other fund increases
+$5/5 yrs.
+$0.71/yr.
4/3/17
UTFAB SFRB Presentation

16. Actual & Projected Expenses – FY04-FY21
Current Fee Level
$25/sem - ~$1.8mil
+ Fee Increase * Projected ** Proposed
4/3/17
UTFAB SFRB Presentation

17. UTFAB SFRB Presentation
What aren’t we doing?
Building network switch replacements
$4 million in unmet need for one-time replacement
With University co-sponsorship, ~$50k/year on a seven-year refresh cycle
Outdoor wireless networking
HDMI as default standard in GA Classrooms
Other?
4/3/17
UTFAB SFRB Presentation

18. FY18 Budget Proposal – NO Increase in the Fee
Projected FY18 Revenue
$ 1,799,648
Encumbered FY17 Carryforward $
Unencumbered FY17 Carryforward (Reserve)
$ ,000
TOTAL:
$ 1,839,648
Bylaws-mandated Reserve
$ (40,000)
Projected Funds Available for FY18:
FY18 Project Proposals (as of 3/28/2017)
$ 1,723,265
Projected Residual Balance for FY18:
$ ,383
TBD
= 4.2% Discretionary
4/3/17
UTFAB SFRB Presentation

19. Budget Template Highlights
UTF funds 6 FTE plus some students
5 positions in SIS funded 50% by University
Matched by countless FTE in Registrar, ACNS, & IS
1 position in ACNS (wireless networking)
Matched by ~2 WiFi FTE in the ACNS Network Operations Center
Slight decrease in Salary and Benefits for FY18 due to staffing change
FY17 Ending Fund Balance at $102,565k (+ $40k reserve)
Will depend on unspent allocations rolled to FY17, and reversions
FY18 Expenses shown are only those proposals already legitimized
Does not account for supplemental proposals that may be funded mid-year
4/3/17
UTFAB SFRB Presentation

20. Budget Template Fiscal Notes
1 – Slight decrease in S&B due to staffing change
2 – Materials and Supplies & Other Operating Expenses
Change in project reporting requirements yielded better data
3 – FY15 carryforward includes encumbered and unallocated funds, inclusive of the bylaws-mandated $40k reserve
4 – Projected FY17 ending fund balance includes $40k reserve
5 – FY18 projected balance available for projects
We expect these funds to be allocated through Supplemental Proposals
6 – Projected FY18 ending fund balance includes $40k reserve
4/3/17
UTFAB SFRB Presentation

21. In conclusion… Thank you!
The central IT environment is operationally effective today, primarily to student fees
We believe that we are delivering substantial value for your investments
We are very grateful for your support
Students continue to manage diligently the fee and its activities
4/3/17
UTFAB SFRB Presentation