1. Sacramento City College Financial Resource Allocation ‘ A Primer’ Strategic Planning, Accreditation, Budget Planning, Unit Planning and Resource Allocation---all in one session! Bob Martinelli, VPA 5 October 2012

2. Strategic Planning System A reliable, understood system for planning, resource allocation designed to ensure goal attainment and mission accomplishment Many components/facets: –Entire system is data driven –The planning cycle includes: Evaluation, integrated planning, resource allocation, implementation and re-evaluation –Resource allocation is linked to Mission, Goals, Objectives and measurable/defined OUTCOMES –Evidence & Data back up all actions and decisions Continuous Process Improvement and Mission Accomplishment result in Institutional Effectiveness

3. Relationship to Accreditation ‘Guide to Evaluating Institutions’– A MUST READ !!! Standards– ‘Plan to plan’ essential for linkage –I: Institutional Mission and Effectiveness –II: Student Learning Programs and Services –III: Resources –IV: Leadership and Governance Resource allocation MUST be linked to Institutional Plans –Decision making based on Mission, Goals AND Objectives (measurable), Evaluation of outcomes –Four resources described: Human, Physical, Technology and Financial Planning cycle defined: Evaluation, Integrated Planning, Resource Allocation, Implementation, Re-evaluation

4. Planning Cycle Overview, Timelines and Key Components DATA EVAL - OUTCOMES - SLOs/GELOs - Environmental Scans - Student Surveys - LRCCD Strategic Plan - Accreditation Standards - Effectiveness Reports - Metrics - Program Review Strategic Master Plan Strategic Goals & Directions Set CSPC Family of Plans Objectives Set Resource Needs Defined Resource Allocation Plan Implementation 1 Jul 20XX FEEDBACK Aug/Sep Sep/Oct Oct-Apr May/June

5. College Goals Linked to District Directions & College Strategies LRCCD Future Direction SCC Goals SCC Strategy Review district and college processes and procedures related to educational goal achievement; identify and address those that may act as obstacles to student goal completion. Goal A: deliver student-centered programs and services that demonstrate a commitment to teaching and learning effectiveness and support student success in the achievement of basic skills, certificates, degrees, transfer, jobs and other student educational goals. Review courses, programs and services and modify as needed to enhance student achievement Assess course and program schedules to confirm that students can enroll in essential courses in order to complete their certificate or degree requirements within a specific time frame. Goal B: Align enrollment management processes to assist all students in moving through programs from first enrollment to completion of educational goals. Provide students with clear pathways to goal completion Continue to exercise the prudent approach that has helped Los Rios maintain its current financial stability. Goal C: Improve organizational effectiveness through increased employee engagement with the college community and continuous process improvement. Continue to exercise transparent and fiscally sound financial management.

6. SCC Family of Plans Strategic Master Plan Educational Plan Resource Management & Capital Outlay Plan Student Support Services Plan Staff Development Distance Education Matriculation Safety, Security & Environmental Information Tech Tutoring Other Program Plans Resource Plans Financial FacilitiesFacultyClassifiedStaff InformationTechnology Program Plans Operational Unit Plans U n i t P l a n s Institutional Plans Student Equity

7. SCC Annual College Plan Mission College Goals Data / Outcomes Unit PlansProgram Plans ObjectivesObjectives Resource Allocation Decisions Outcomes Execution AnnualCollegePlan

8. Resource Allocation College Discretionary Funds Classified Staff Faculty Financial Facilities InformationTechnology District Process & Funding IntegratedCollegeDiscretionaryFunds 80%-20% ‘Bucket’ Concept From DO PDF Schedule

9. Planning and Execution Functions Academic Year Planning and Execution Functions AY 11-12 AY 11-12 AY 12-13 AY 12-13 AY 13-14 AY 13-14 AY 14-15 AY 14-15 ExecutionOutcomes PlanningExecutionPlanningExecutionPlanningExecutionPlanning Concurrent functions each academic year Executing12-13 Plan developed in 11-12 AY X Y Z approach to prepare for worst case Multi-year outlook following district’s lead Beginning planning cycle for AY 13-14: Key Components District PDF Schedule Annual allocations and carryover funding

10. LRCCD Budget Scenarios—Tentative Budget FY 2012-13—Developing FY 2013-14 Scenario Z: (BEST: Governor’s plan + Prop 30 passes) –Statewide: +218M added revenue growth –LRCCD Portion: +7.6M –Cumulative reduction: -$102.6M (FY 10-13) Scenario Y: (MID: Revenue buys down deferral and Prop 30 passes) –Statewide: $ 0 added revenue growth : -$ 0M (no cola on any: ~$90M) –LRCCD Portion: -$ 0M (no cola on any: ~$90M) –Cumulative reduction: -$110.2M (FY 10-13) Scenario X: (WORST: Prop 30 fails & -$264M for CCC) –Statewide: -$264M additional cuts to CCC –LRCCD Portion: -$12.2M –Cumulative reduction: -$122.4 (FY 10-13) NOTE: Scenario X was implemented for LRCCD on 1 July 2012 for FY 2012-13—some mods with adopted budget plan

11. Funds Available—FY2012-13 + 2 Developing FY 2013-14 + 2 Plan Source of Funds 2 MAY '11 12-13 Plan APR '12 12-13 PlanChangeProjected 2013-14Projected 2014-15 College Discretionary Fund (CDF)2,047,840 0 09-10 PDF OTO (214,139/PDF)53,535 0 10-11 PDF OTO (94,936)23,734 0 11-12 PDF OTO ('-28,145) Instructionally Related (IR)200,000 0 170,000 Out of State Tuition0 09-10 PDF (180,643)45,160 0 10-11 PDF (165,781)41,446 0 41,445 11-12 PDF SIEF & LM (70,824/09-10PDF)17,706 0 10-11 PDF (68,053)17,014 0 17,013 11-12 PDF (83,992) 41,992 21,000 State Lottery Funds (11-12PDF 313,903)225,000313,90388,903 250,000 Non-Instructional Equipment0 09-10 PDF (229,730)57,433 0 10-11 PDF (84,788)21,197 0 11-12 PDF 0 Partnership for Excellence (PFE)450,000423,552(26,448) 423,552 Subtotal3,200,0653,304,512104,447 3,015,781 2,912,392 0 Other Funding0 Categorical Integration150,000137,060(12,940) 150,000 Capital Outlay/Bookstore100,000200,000100,000 200,000 Carryover75,000100,00025,000 75,000 2009-10 Unallocated ($270,975)67,743 000 2011-12 Unallocated ($10,324) 10,324408,564398,24000 Budget Committee Reserve ($200,418)0 50,000 00 Subtotal403,067963,367560,300 425,000 Total Funds Available3,603,132 4,267,879 664,747 3,440,781 3,337,392 Change from 2012-13 Plan (827,098) (930,487)

12. 2013-14 Budget Plan Key Components Available funding: state, district and college sources –State enacted budget, LRCCD adopted budget –District PDF Schedule and other same year allocations Division/Department Base Allocations –CDF, Lottery and IR Program Plans and ‘college MOE’ –aka ‘above the line’ funding Unit Plan Funding Seeking balance of all funding needs and confidence in allocated funds for college execution

13. 2012-13 Expenditures/Commitments Predicated on DO ‘X’ Budget Funds Available: + $665K ($4.268M) –$64K short/CDF; $44K gain in carryover –Will pick up all changes at mid-year review –Expect to be able to hold sustain current plan Increase CDF and Lottery bases by 5% –IR at 100% of base –CDF at 85%; Lottery at 90% of base Modify ATL allocations based on past performance and improvements—several areas of savings noted Program Plans at 11-12 Level or better Budget Committee: $250K ~$50K to carry forward to FY 13-14

14. Terminology and Timelines Planning timeline summary sheet (handout) Budget Committee terminology and ranking process (handout) SCC Goals and Strategies for 2013-14 (handout) Strategic Planning terms and definitions— brochure, Strategic Plan and Financial Resource Plan

15. Recommended Reading/Review Budget memoranda at Inside SCC>President>Budget –President’s Memo: 19 April 2012 –BC Recommendation: 23 April 2012 –President’s Response: 22 May 2012 –VPA Mid-Year Review: TBD LRCCD Adopted Budget Book: 12 Sep 2012 –Chancellor’s Brief and Tentative Budget Book Strategic Planning Documents –Brochure for Overview –Financial Resource Plan: Inside SCC>Administrative Services>Planning

16. Summary & Questions Review all assigned documents & handouts –Know web site locations for reference ‘Financial Resource Allocation Plan’ Review –Key document for working through the annual budget process Timelines vary with ongoing budget mess in California Next action points: –November election/ Prop 30 outcome –District PDF Schedule –Accreditation preparation

18. Guide to Evaluating Institutions Some relevant extracts…… …the planning cycle is comprised of evaluation, goal setting, resource distribution, implementation and re- evaluation …the institution insures consistency between mission and institutional goals and plans …institutions report or store good evidence in many formats …sets goals to improve its effectiveness…and states OBJECTIVES derived from them in measurable terms so that achievement can be determined …”resource” planning is integrated with institutional planning…systematically assesses the effective use of ‘resources’ through measurement for process improvement …the institution implements policy to insure faculty, staff, administrators and students participate in decision making