Memo
To:
Tony Tortorice, Chief Administrative Officer – IT
Chair, District Technology Committee
Fabian Banga, Co-Chair, District Technology Committee
Inger Stark, DTC Subcommittee Chair
From: Planning and Budgeting Council
Date: March 27, 2012
Re:
Multi-year IT Expenditure Planning and the Budget Allocation Model
This is to follow-up the original memo from the Planning and Budgeting Council dated February 1, 2012.
That memo is included below.
The goal is to have the District Technology Committee recommend language regarding “Multi-year IT
Expenditure Planning” which could be included in the Budget Allocation Model.
Please note that at this point in time, there are only two more meetings of the Planning and Budgeting
Council this academic year – April 27, 2012 and May 11, 2012. Ideally, the PBC would receive the
proposed language for review at the April 27 meeting, but clearly no later than May 11.
The Planning and Budgeting Council looks forward to receiving a recommendation from the District
Technology Committee.
Thank you.
Memo
To:
Tony Tortorice, Chief Administrative Officer – IT
Chair, District Technology Committee
Fabian Banga, Co-Chair, District Technology Committee
Members of the District Technology Committee
From: Planning and Budgeting Council
Date: February 1, 2012
Re:
Multi-year IT Expenditure Planning and the Budget Allocation Model
During the 2010-2011 academic year, the Planning and Budgeting Council (PBC) developed a district
Budget Allocation Model. The Chancellor endorsed the model in August 2011 and the model was
addressed at the August 26, 2011 PBIM Summit. The Budget Allocation Model is a living document and
review and update of the model is a monthly agenda item for the PBC.
In that context, an issue which has emerged regarding budget allocation is the need for a provision in the
Budget Allocation Model for “Multi-year IT Expenditure Planning.” While many IT requests have been
funded through Measure A funds, we know that such funds are time limited and there is a need to address
IT expenditure planning especially when Measure A funds are no longer available.
At its January 27, 2012 meeting, the Planning and Budgeting Council began a discussion of how to
address this need in the Budget Allocation Model. After a lengthy discussion, it was resolved to forward
the proposed BAM language to the District Technology Committee for review and input.
Beyond the BAM language, the criteria for evaluating a college’s IT requests would also need to be
developed by District Technology Committee at some time in the future.
The Planning and Budgeting Council is requesting that the District Technology Committee review the
proposed BAM language regarding “Multi-year IT Expenditure Planning.” If possible, please forward
your recommendation about the BAM language prior to the February 24, 2012 PBC meeting so that we
can incorporate the new language into the BAM and include this item into the budget building planning
for 2012-13.
The proposed language for the Budget Allocation Model is stated in this memo and is also in a separate
attachment to this memo.
The PBC thanks you for your attention in this matter and look forward to your recommendations.
Proposed Budget Allocation Model language for “Multi-year IT Expenditure Planning:”
“Due to the current economic environment, the District has very little ongoing discretionary
funding to support the evolving needs of IT planning. It is the intent and desire to provide
flexibility and support to those colleges and central office services that have multi-year planning
mechanisms in place and that have set aside funding within their Unrestricted General Fund
discretionary allocations to support these plans.
To support this effort the Chancellor will on an annual basis, no later than November 1st, announce
a restricted allocation of one-time funds within the Unrestricted General Fund that will be used as a
dollar for dollar match to fund IT projects identified and partially funded.
The Colleges will identify and prioritize projects and forward their lists to the District Technology
Committee (DTC) for its review and consideration.
To the extent that there are one-time funds available, the DTC will review all requests submitted
for consideration of these matching funds and forward to the PBC its recommendations no later
than January 1.
The PBC will review and provide its recommendations to the Chancellor no later than February 1.”
LS/JB