FY17 Student Fee Review Board Presentation Dr. Pat Burns, UTFAB Advisor, VP for Information Technology Jake Loughridge, UTFAB Chair Jason Huitt, ACNS-UTFAB Liaison Edward Kendall, SFRB-UTFAB Liaison April 4, 2016 4/4/16 UTFAB SFRB Presentation

University Technology Fee Created by ASCSU in April 2003 Originally $15/semester, first assessed Fall 2003 Increased to $20/semester – 2008-2009 Increased to $25/semester – 2014-2015 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 4/4/16 UTFAB SFRB Presentation

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 Bylaws prescribe voting on “feasible scenarios” for each fiscal year Occurs at final meeting of spring semester 4/4/16 UTFAB SFRB Presentation

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 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 4/4/16 UTFAB SFRB Presentation

UTFAB Bylaws (Strictly Adhered to) Available at http://utfab.colostate.edu/page/UTFAB-Bylaws.aspx Reviewed yearly Changes in 2015: Strengthened supplemental proposal process – prescribes rank voting procedure when funds requested exceed funds available Articulates fee increase recommendation process Requires at least two open forums be held with students Requires two consecutive two-thirds majority votes for approval Students will conduct another review of Bylaws later this month 4/4/16 UTFAB SFRB Presentation

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 were based on prior year enrollment data in the University Fact Book Fall/Spring: page 9; Summer: page 93 Change resulted in revenue projections being correct within 2% in FY14 UTF budgets a Reserve of $40k, in accordance with UTFAB Bylaws 4/4/16 UTFAB SFRB Presentation

FY16 Projected Budget - $25/semester-student Projected FY16 Revenue $ 1,755,725 Encumbered FY15 Carryforward $ 107,516 Unencumbered FY15 Carryforward $ 54,589 TOTAL: $ 1,917,630 Bylaws-mandated Reserve $ (40,000) Projected Funds Available for FY16: $ 1,877,630 FY16 Allocations to Date $ 1,816,457 Projected Residual Balance for FY16: $ 61,173 4/4/16 UTFAB SFRB Presentation

UTFAB SFRB Presentation Co-sponsorship Project Allocation 60%+ Student Information System $ 689,789 Yes Wireless Networking $ 546,265 Classroom Support Services $ 190,513 Library $ 99,000 Lecture Capture Technology $ 67,238 75% SIS - Server Upgrade Supplemental $ 60,000 85%+ Office 365 $ 54,172 90%+ ACNS Storage Expansion Project $ 50,000 Engineering 3D Printing $ 25,520 RamLink $ 15,180 50% ARDEC Classrooms $ 14,097 HES Additional Monitors $ 9,568 UTFAB Kiosks $ 6,152 HES 105, 108, 109 $ 1,560 CS 130 Projector $ 492 Bad Debt Expense $ 5,000 $ 1,829,545 FY16 Allocations 4/4/16 UTFAB SFRB Presentation

UTFAB SFRB Presentation Co-sponsorship Project Allocation 60%+ Student Information System $ 689,789 Yes Wireless Networking $ 546,265 General Assignment Classroom Technology $ 190,513 Library $ 99,000 Lecture Capture Technology $ 67,238 75% SIS - Server Upgrade Supplemental $ 60,000 85%+ Office 365 $ 54,172 90%+ ACNS Storage Expansion Project $ 50,000 Engineering 3D Printing $ 25,520 RamLink $ 15,180 50% ARDEC Classrooms $ 14,097 HES Additional Monitors $ 9,568 UTFAB Kiosks $ 6,152 HES 105, 108, 109 $ 1,560 CS 130 Projector $ 492 Bad Debt Expense $ 5,000 $ 1,829,545 FY16 Allocations 4/4/16 UTFAB SFRB Presentation

FY16 Budget Summary – On-going Projects 4/4/16 UTFAB SFRB Presentation

FY17 Proposed Allocations Co-sponsorship Project Allocation 50%+ Student Information System $ 716,833 Yes Wireless Networking $ 544,968 General Assignment Classroom Technology $ 225,400 Library Technology $ 164,000 Lecture Capture Technology $ 64,000 RamLink $ 15,180 Office 365 for Students $ 55,112 Bad Debt Expense $ 5,000 Total Proposed FY17 Expenses: $ 1,790,493 4/4/16 UTFAB SFRB Presentation

The UTFAB Balancing Act Benefits/ Value Cost 4/4/16 UTFAB SFRB Presentation

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. 4/4/16 UTFAB SFRB Presentation

UTFAB SFRB Presentation 4/4/16 UTFAB SFRB Presentation

FY17 Budget Proposal – NO Increase in the Fee Projected FY17 Revenue $ 1,786,125 Encumbered FY16 Carryforward $ 5,510 Unencumbered FY16 Carryforward $ 95,663 TOTAL: $ 1,887,298 Bylaws-mandated Reserve $ (40,000) Projected Funds Available for FY17: $ 1,847,298 FY17 Project Proposals $ 1,790,493 Projected Residual Balance for FY17: $ 56,805 $51k = 2.9% discretionary. 4/4/16 UTFAB SFRB Presentation

UTFAB SFRB Presentation Budget Template Notes 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 FY16 Ending Fund Balance at $55k (+ $40k reserve) Will depend on unspent allocations rolled to FY17, and reversions FY17 Expenses shown are only those proposals already legitimized Does not account for supplemental proposals that may be funded mid-year 4/4/16 UTFAB SFRB Presentation

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 4/4/16 UTFAB SFRB Presentation