University of Hartford
Administrative Programs Template Instructions
The Administrative Programs Review Task Force has been charged by the President and Vice President
of Finance and Administration to evaluate all of the University’s administrative programs. The charge is
to emphasize those programs, services, and initiatives that optimize the following factors: Universitywide impact or importance; clearly demonstrated demand and/or opportunity; and greater benefit than
cost.
To assist with this process, administrative directors will be provided with personnel and financial
information. In addition, the Task Force asks that the administrative director or his/her designee
contextualize and supplement this information by submitting a report addressing the five criteria below.
A comprehensive evaluation of each program will be conducted based on these criteria and their
corresponding weights.
Administrative directors have some discretion in what information they include and what they focus on
in their reports, as long as they respond to each item within each of the criteria. To allow for a
reasonable workload, reports should be no more than six single-spaced pages not including the financial
template (Form I) or the organizational chart and essential responsibilities, using 12-point font and oneinch margins. Please submit a PDF of the report electronically to adminprog@hartford.edu by April
27th. Be sure to use the program’s name (e.g., SummerPlace) as the file name.
Your department may have several programs and/or responsibilities. We request that you answer the
following questions for each of the programs, not simply for your department in general. The task force
defines a “program” as "a discrete administrative functional unit or department that utilizes institutional
resources (fiscal, physical plant, equipment, time)”.
Criterion 1: Importance or Impact to University of Hartford:
1a. What is the purpose of this program?
1b. List the key functions of this program.
1c. What is the impact of this program?
1d. What are the most important goals of this program?
1e. How has this purpose changed recently (3-5 years)?
1f. How do you expect this purpose to change in the short-term (1-3 years) and long term (5-10 years)?
Criterion 2: External/Internal Demand:
2a. Who are the primary and ancillary users of this program?
2b. How is the user demand for this program measured?
2c. How has the user demand for this program changed in recent years?
2d. How is the user demand for the program likely to change short-term (1-3 years) and long term (510 years)? Why?
2e. List other programs/departments that have continual interactions with this program and briefly
explain the nature of those interactions.
2f. List external constituencies or organizations with whom this program has continual interaction with
and briefly explain the nature of those interactions.
2g. List other University programs (services/units) that provide a service/function similar to the one
provided by this program.
2h. Describe current or proposed state or federal mandates or new policies that may impact internal or
external demand for this program’s services (eg. ADA compliance, FERPA, OSHA, NCAA, other).
Criterion 3: Quality:
3a. How is the quality of this program measured and by whom?
3b. Describe the standards/benchmarks/best practices that are used to measure this program’s quality.
3c. How does this program measure up to these standards/benchmarks/best practices? Please explain if
necessary.
3d. What were the accomplishments of this program in the past 3 years?
4. Fiscal Review
[Note: Please use template (Form I) to complete this section. Financial data will be provided to you
by March 15, by the Budget Office, which will contain information from the following 3 years FY10
(2009-10), FY11 (2010-11) and projected FY12 (2011-2012).]
Revenues and Other Resources Generated:
4a. If the program generates revenues, list each source and the $ amount received from each during the
fiscal year (eg. student fees, contracts, gifts, ticket sales, or other miscellaneous income).
4b. If grant funds or restricted dollars are partially supporting the program's operations, identify both
the revenues and the costs associated with the grant or restricted funds and provide details regarding
the grant or pledge term and the possibility of renewal upon termination.
Personnel Expenses:
[Note: HRD will provide you a list of all of the staff (full-time and part-time) in your area as well as
a list of their job descriptions by March 15].
4c. Attach an organizational chart with every position associated with this program identified by title
and name. Please note any positions that are split or shared between departments.
4d. Provide a list of the essential functions carried out by each position on the chart
4e. What are the costs and purposes of contracted services, e.g., temporary help, independent
contractors, etc.?
4f. How many student employee hours are used by this program each year? What is the cost to this
program?
4g. How many graduate assistant hours are used by this program each year? What is the cost to this
program?
Cost Effectiveness
4h. Describe the efforts made by this program within the past 3 years to cut costs and/or operate more
efficiently
Anticipated Equipment/Services Purchases: [Use Form I]
4i. List any purchases or necessary services (in excess of $10,000) that will be necessary in the next 2
to 3 years for this program.
5. Opportunity Analysis:
5a. What would it take to further strengthen this program?
5b. If one could start fresh, and restructure this program, what would it look like?
5c. What additional revenue generation is possible by this program?
5d. What cost savings opportunities can be recommended for this program?
5e. What are peer programs at other institutions doing in this area that University of Hartford is not,
but should?
5f. What functions within the program could be:
Automated?
Performed elsewhere in the University?
Performed by an outside contractor?
Consolidated?
Eliminated?
5g. What else should the committee know about this program (please limit to one page).
Administrative Programs Template
Program Name ________________________________________________
1. Importance or Impact to University of Hartford (WEIGHT: 20%)
a.
b.
c.
d.
e.
f.
2. External/Internal Demand: (WEIGHT: 20%)
a.
b.
c.
d.
e.
f.
g.
h.
3. QUALITY (WEIGHT: 20%)
a.
b.
c.
d.
4. FISCAL REVIEW (WEIGHT: 20%)
f.
g.
h.
5. OPPORTUNITY ANALYSIS (WEIGHT: 20%)
a.
b.
c.
d.
e.
f.
g.