Presentation Title | May 4, 2009 Budget & Planning Update Office of Budget & Financial Planning

Presentation Title | May 4, 2009 Teams Form five teams, based on an area of interest: ▸ Position mgmt and vacant positions ▸ Base budget & new base funding ▸ Communications ▸ Multi-year budgeting ▸ Reporting

Presentation Title | May 4, 2009 Brainstorming Strengths of the FY14 process Opportunities for FY15

Presentation Title | May 4, 2009 Reporting Strengths of FY14  Summit  Spreadsheets (not FAST) Opportunities for FY15  1 Page – Revenue & Actual Expenses  1 Page – Budget & Actual Expenses  Widget Resource on Campus  Quality Work Groups to standard dashboards, etc.  K-H Definitions – Expansion  How the buckets relate & negative balances  Meaningful to transaction staff  Consolidate Meaningful Data  Enrollment  Marketing  Website traffic  Inquiries  Revenue & expenses per program  What system to look at to develop base budgets?

Presentation Title | May 4, 2009 Communications Strengths of FY14  Drop in sessions  Great idea  Personalized responses  Scheduled often to meet all  All questions answered  Got back with consistent feedback  Continue for FY15  Regular budget s  The same  Deadlines  Clear, consistent  Possibly more frequent Continue in FY15  Standardized regular document for each phase  Not as clear as could be  Helpful/clear  More detail on instructions  Comprehensive summary docs  Overall, more robust in FY15  Communicate to each dept.  Status of budget, HR paperwork, and VRC

Presentation Title | May 4, 2009 Base budget Strengths of FY14 All new money was labeled Timing of base budget in system Able to differentiate between base and other (new) funds Flexible Budget efforts to be transparent Trainings developed Willingness to meet/ pull reports Increased communications Opportunities in FY15 [base budget] not based on historical data; need to consider enrollment growth, cost of living increases, and other factors Create own spending plan Flexibility to move money (not subsidiary level budgeting) Base budget needs to cover new employee expenses – increase in base for new employees [need] Process to move money within funds

Presentation Title | May 4, 2009 F & A Advisory Group Strengths of FY14 Really organized Rescheduling successful morning Other than Monday/Tuesday Presentation good update State Opportunities for FY15 Afternoon for FY15 More regular and detailed minutes To capture the issues first hand

Presentation Title | May 4, 2009 Position Management & Vacant Positions Strengths of FY14 Opportunities for FY15  Vacant position is not always vacant savings  Vacancy positions = under staffed  Add on to other staff in office  Affects productivity  Would like to know the reason why the budget is denied  Filing vacant positions is difficult in certain departments (i.e. IT) due to certain expertise and salary levels  Will like to see if vacant positions can be posted once we know the person is leaving  If more than one position is open, we want to be able to use the same pool  Coach positions want to move to full-time

Presentation Title | May 4, 2009 Multi-year Budgeting Strengths of FY14  Was not done in FY14 Opportunities for FY15  Beyond the computer – all IT hardware and applications  Maintenance/Plant  Better dept. budget/campus budget integration  Campuses growth rate and the impact on budget  Added facilities (i.e.; residence hall)  Accurate enrollment forecasts  Grants and operations better integrated  Balance replace with new

Presentation Title | May 4, 2009 University Pro-Forma thru Jan 2014 BudgetActual Revenue student charges other unrestricted grants & contracts Expense Contingency CSM Spectrometer (95.0) Campus Center Carpet - FY13 budget item (133.0) Public Safety Vehicles (63.2) Bad debt reserve - ORSP write offs (572.8) EH&S - RTF funding not received (223.0) Graduate waivers - Fall & Spring (1,638.0) Construction College RTF reserve ?

Presentation Title | May 4, 2009 Third Qtr Actions Planning, preparing, & closing ▸ Planning  Multi-year (FY15, FY16, FY17) ▸ Preparing FY15  Fee setting  Base budget  Position Management ▸ Closing FY14  Ensure payroll is accurate  Project roll-over

Presentation Title | May 4, 2009 Third Qtr Actions ▸ Project roll-over guidelines ▸ FY14 budget authorization ▸ Non-personnel expenditures only ▸ Project amount exceeds $10,000 ▸ To be discussed in detail at 3 rd quarter meetings

Presentation Title | May 4, 2009 FY15 Planning Fee setting Multi-year fcst Revenue Expense  Payroll  New buildings  Debt service  Large contracts Gap in revenue to expense Priorities UMass Performs UMass Boston strategic plan Growth

Presentation Title | May 4, 2009 Revenue/Expense Drivers FY15FY16FY17 Revenue Drivers UG (Enrollment Mgmt)2.5%2.4%2.3% Graduate (Graduate Studies)6.7%6.2%5.9% Expense Drivers System Office estimates  cost of living/merit3.0%3.0%3.0%  fringe benefit rate1.0pp3.0pp 1.0pp UMass Building Authority  Debt Service$5.0 mil Facilities  New buildings$2.0 mil  Energy Large contracts

Presentation Title | May 4, 2009 FY15 Planning Position management Position management is the continuous and systematic process  to determine how many positions are needed  how jobs should be designed  and the type of organizational structure and funding required to accomplish the functional assignments of the department and the mission of the institution.