1. FY15-16 Budget Request & Monitoring Training
Arlitha Harmon
Director of Finance and Administrative Services
November 14, 2014

2. Agenda Budget Monitoring Budget Requests
Annual Program Review Update & Budget Worksheet
Additional Instructional Materials Funding
Budget Ranking Rubric
Request For One Time Funds

3. Budget Monitoring How do I login? Internet Address
User ID: Employee ID
Password: Same as Outlook
Click the Finance Tab
Select Budget Queries

4. Entering a Query

5. Report Parameters What do I select? Fiscal Year: 20xx
Fiscal Period: 15
Select FOAPAL

6. Report Analysis

7. Comparison Report Parameters
What do I select?
Fiscal Year: 20xy
Prior Fiscal Year: 20xx
Fiscal Period: 15
Select FOAPAL

8. Comparison Report Analysis

9. FY15-16 Annual Budget Requests
Budget managers receive the worksheets with the previous three years budget information provided. Budget managers use the worksheets and program review update forms to plan their individual budgets.
In developing their individual budgets, budget managers have the ability to update their Program Review if necessary. Budget managers prioritize budget requests with justifications and must link budget requests to their Program Review Goals as well as to one or more of the California core mission areas and one or more of the goals in the Strategic Plan.
The annual program review update and budget worksheets are then submitted to the appropriate administrator for discussion before being submitted to the budget committee

11. Annual Program Review Update & Budget Worksheet
Budget Requests
Annual Program Review Update & Budget Worksheet
Links budget with the California Community College's Core Mission, Porterville College Mission Statement and Strategic Plans (Planning Links).
CALIFORNIA COMMUNITY COLLEGE'S
CORE MISSION 1
Core Transfer (credits transferable and directly applicable/credits toward a degree at CSU/UC) 2
Career and Technical Education 3
Basic Skills
PORTERVILLE COLLEGE
MISSION STATEMENT
In support of our values and philosophy, Porterville College will: 1
Provide quality academic programs to all students who are capable of benefiting from community college instruction. 2
Provide comprehensive support services to help students achieve their personal, vocational and academic potential. 3
Prepare students for transfer and success at four-year institutions. 4
Provide courses and training to prepare students for employment or to enhance skills within their current careers. 5
Provide developmental education to students who need to enhance their knowledge and understanding of basic skills. 6
Recognize student achievement through awarding degrees, certificates, grants, and scholarships.
PORTERVILLE COLLEGE
STRATEGIC PLANS
Goal 1 – Identify, apply, and assess best practices for student success
Goal 2 – Maintain a comprehensive, collaborative, and positive learning environment
Goal 3 – Provide professional and leadership development opportunities
Goal 4 – Maximize financial resources
Goal 5 – Strengthen collaborative partnerships with our communities

12. Definition of Sustainability at Porterville College
Budget Requests
Definition of Sustainability at Porterville College
Sustainability is the capacity to endure. In ecology, the word describes how biological systems remain diverse and productive over time. Similarly, at Porterville College the word describes how the campus can remain diverse and productive over time in the provision of its instructional and support services to students. Sustainability encompasses the following ideals that reflect the general concepts of the college Mission Statement:
        * Provide an adequate diversity of courses that meet the goals of the KCCD Board of Trustees of focusing course offerings in basic skills, transfer, and career and technical education.
         * Provide a variety of support services to students that will assist them in their matriculation onto the campus, their retention while enrolled, and their certificate completion, graduation, or transfer.
        * Provide administrative and auxiliary support to ensure the proper functions of the institution, and an adequate budget to meet sustainable levels of service, technology, and staff support.

13. Budget Requests
Each Org Code will have a separate tab in numerical order across the bottom of the worksheet. 
Budget managers will use this form to request budget dollars for temporary labor & benefits and any discretionary expenditures (4000, 5000, or 6000), each of which have a separate section as you scroll down the rows of the spreadsheet. 
In January and February the budget requests are reviewed and prioritized by use of a budget rubric that ranks new initiatives based on four categories:
student-success orientation,
link to college planning,
cost benefit, and
extent to which proposal is data-driven

14. Budget Ranking Rubric CATEGORY Zero (0) Low (1) Medium (2) High (3)
A. Aligned with Core Mission & Strategic Plan Goals
CA Community College Core Mission
PC Mission Statement
PC Strategic Goals
DO Mission Statement
No demonstrated alignment with Institutional Goals
Demonstrates alignment with either Core Mission, Mission Statement, or Strategic Goals
Demonstrates alignment with Core Mission, or Mission Statement, and/or Strategic Goals
Demonstrates alignment with Core Mission, Mission Statement, and Strategic Goals
B.Integrated with Planning Goals
Program Reviews
Master Plans
Committee Priorities
No demonstrated integration with Program Review or Master Plan
Demonstrates integration with Program Review or Master Plan
Demonstrates integration with Program Review and Master Plan
Demonstrates integration with Program Review and Master Plan. Addresses committee priorities.
C.Student Success Oriented (i.e. Learning Achievement Outcomes)
Student Learning Outcomes
Program Learning Outcomes
Service Area Outcomes
No linkage to student success
Negligible linkage to student success
Moderate linkage to student success
Strongly linked to student success
D.Cost/Benefit
(e.g., many students positively affected using low-cost approach)
N/A
Low value compared to cost
Medium value compared to cost
High value compared to cost
E.Data Based Rationale
Key Performance indicators
No data rationale
Little data suggesting the need for or feasibility of the allocation
Some data suggesting the need for or feasibility of the allocation
Various data sources suggesting the need for or feasibility of the allocation
F.Measurable Outcomes – Does the budget request support the estimated outcome?
No demonstrated measureable outcome goal
Documented measureable outcome goal
Documented project measureable outcome goal tied to SLO
Documented measureable outcome goal tied to SLO and performance indicators
G.Health and Safety
No concern for health and safety
Low concerns for health or safety
Medium concerns for health or safety
High concerns for health or safety
Add by Column, Then Insert Total Score Here: (If N/A exclude pts from total)

15. Budget Approval
The Budget Committee completes its sustainability review and may invite budget managers to meet with the committee for question and answer sessions.
In March, the Budget Committee holds an informational Open Forum to present budget priorities and receive campus feedback.
In April, the Budget Committee submits the tentative budget to the College Learning Council and alerts budget managers as to what requests will be funded.
In May, the CLC recommends approval of the tentative budget to the College President who finalizes the budget proposal and submits it to the Board of Trustees. In June the Board of Trustees adopts the tentative budget.

16. One Time Fund Request
Used for requests not include in the annual budget process or CCCCO Instructional Equipment Requests