1. Synchronized Budgeting with Academic Priorities Saint Paul College Jan Mahoney, Vice President, Saint Paul College Susan Anderson, Program Director, MnSCU Education for Employment…Education for Life

2. EVERYTHINGCONNECTSTOEVERYTHING Budget Calendar - The BEGINNING Many inputs/worksheets – The MIDDLE Budget Summary (110) – The END Budget Allocations –Once each semester tied to Program FYE’s

3. THE BEGINNING BUDGET CALENDAR External Influencers –Allocation Amount –Board of Trustees Manager Due Dates –FYE Goals –FTE Needs/Projections –Equipment & Tech Fee Requests –Supply Requests Presentations

5. THE MIDDLE FYE GOALS TOOLS –3 Year History –Current Year to Date (after SPR drop/add) –Academic Master Plan –Annual Work Plans DRAFT –Academic Deans REVIEW, MONITOR, ADJUST –Management Team –Cabinet

7. THE MIDDLE FTE PROJECTIONS TOOLS –Strategic, Master & Annual Plans –FY08 Positions, People & FTE by Division/Department Full/Part Time, Adjunct, Summer, Overload DRAFT (2008 FTE for FY09) –New Faculty Position Requests –New Staff Position Requests –FTE Adjustments Example: Business 2008 FTE Instruction for FY09

8. THE MIDDLE SALARY PROJECTIONS BEHIND THE SCENES –Contract Salary Settlements –Contract Language Changes –Retirement Rates –Insurance Rates –Sabbaticals

9. THE MIDDLE SALARY PROJECTIONS BUILDING THE WORKSHEETS –MSCF Grid, Column Verification –Average AFSCME, MAPE, MMA Increase RESULTS –Academic Salary Projections Full Time, Adjunct, Overload, Summer, Other –Non Instruction Salary Projections LINKED TO BUDGET DETAIL Example: FY09 Academic & Non Instruction Salary Worksheets

10. THE MIDDLE EQUIPMENT REQUESTS TOOLS –Master Plans, Annual Plans –Prior Year Request Worksheets –Current Year Expenditures DRAFT –Tech Fee Requests –Prioritized Equipment Request REVIEW –Supervisor & Cabinet –Tech Fee Committee RESULT –Academic & Non Academic Budgets Example: Business Equipment Tech Fee FY09

11. THE MIDDLE FURNITURE/BLDG. REQUESTS TOOLS –Blank Worksheet – Budget Managers DRAFT –Summary Worksheet REVIEW –Cabinet –Facilities Committee RESULT –Furniture Budget –R & R Budget - maybe –Summer Projects Example: Health & Services Furniture FY09 Summary Furniture & Bldg. Alt.

12. THE MIDDLE SUPPLY REQUESTS TOOLS –Master Plans, Annual Plans –Prior Year Expenditures –Prior Year Worksheets DRAFT –Fixed Costs –Variable Costs –Summary Sheet RESULTS –Summary Sheets linked to BUDGET DETAIL Example: 2009 Health Service Division 2009 Student Services Division

13. NEARING THE END BUDGET DETAIL INPUT LINKS –Academic Salary Projections –Non Instruction Salary Projections –Supply Request Summary OUTPUT LINK –Budget Summary Example: 2009 Detail Budget Prelim

14. THE END BUDGET SUMMARY INPUT –Revenue Streams –BUDGET DETAIL –Revisions OUTPUT –“THE BOTTOM LINE” Example: FY09 Budget Summary Final

15. AFTER THE END BUDGET ALLOCATIONS Once per Semester –Summer: 50% Fixed, 35% Variable –Fall: 30% Fixed, 25%/35%/45% Variable 25% if Below Target 35% if On Target 45% if Exceed Target –Spring: 20% Fixed, Variable = Actual FYE FYE x Variable Rate = Earned Allocate Earned minus Summer + Fall allocated Example: FY2008 Detail Budget Working Copy

16. SYNCHRONIZED……. PRIORITIZED……. Budgets Synchronized –Salaries –Supplies –Detail –Summary Budgets Prioritized –Master Academic Plan –Annual Work Plans QUESTIONS??????