Finance and Administration Advisory Meeting
Agenda
Wednesday, February 19, 2014
10:00-Noon
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Introductions
Move to the ISC
Records Management
Procurement Internal Controls Update—Sent last week
Budget and Financial Planning
Small Groups continued…
Snap Shot of FY’14
Planning for FY’15
• Human Resources
Classified Staff “Meal Money” Rules and Practice—Sent last week
Feedback on Department Hiring Policy for Benefitted Employees
• Construction Impact Planning
Next F&A Meeting will be on
Tuesday, March 25th, 10:00-noon
Location – Campus Center Ballroom
Move to the ISC
Campus Master Plan
Integrated Sciences Complex (ISC)
• Under construction next to Quinn/Healey Library
• Primarily a research building – labs for Biology,
Chemistry, Psychology, Physics, and School for the
Environment (formerly EEOS) Two research centers:
• Developmental Science Research Center (DSRC)
• Center for Personalized Cancer Therapy (CPCT)
• 4 Biology Teaching Labs
Integrated Sciences Complex (ISC)
• Certificate of Occupancy will be August 20th
• Move Planning currently under way, will begin in
Spring with Purge/Surplus Process
• Departments will vacate existing spaces in Wheatley,
McCormack, Science Center
Spring 2013
 Engaged Move Planning consultant: Diversified Project Management (DPM)
 Began regular meetings with ISC design/construction team and DPM
 Assigned ISC lab and office spaces to researchers
Summer 2013
 Distributed Move Planning information to departments at kickoff meeting
 Established departmental lab move coordinators
 Refined lab equipment inventories
Fall 2013
January 2014
February 2014
March 2014
April 2014
May 2014
June 2014
July 2014
August 2014
 Continued coordination and communication
 Began exploring move routes
 Began compiling information for comprehensive ‘Practical Guide for Moving into the ISC’
 Meet with departments to discuss schedule and processes
 Discuss records management
 Initiate purge process
 Distribute records retention policy
 Distribute move guide and materials to departments
 Finalize move route and workaround for University Drive South closure
 Surplus and removal of excess furniture
 Begin packing existing equipment and items
 Office furniture delivery
 Lobby and public furniture delivery
 New equipment delivery
 Existing equipment move
 8/20 Certificate of Occupancy (substantial building completion)
August/Sept 2014
 Relocate researchers to ISC
Fall 2014
 Relocate vivarium animals to ISC
January 2015
 Begin classes in Biology teaching labs
Records Retention
Date: February 19, 2014
Contracts and Compliance
UMass System Records Retention and
Disposition Program
•Darryl Mayers Appointed Records
Administrator for UMass Boston (9/13)
•Record Management Guidelines Revised by
General Counsel (1/13)
•BOT Policy ,T99-061and Record
Management Guidelines available online
Records Administrator Responsibilities
• Oversee UMB Record Retention Committee
• Develop UMass Boston Policies and Procedures
• Issue the standard Retention Schedules For UMass Boston
documents
• Seek advice re: Department Record Custodians
Records Administrator Responsibilities
• Collect Retention Schedules from each Department
• Maintain master list of Retention Schedules
• Post master list on campus website
Department Responsibilities
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Determine what records they have,
Determine Retention Schedule that applies,
Provide Retention Schedule to Record Administrator/General Counsel
Destruction of Records, Annually, Document What’s Destroyed
and Manner of Destruction
What Next?
•Initially work with Departments within the Science Building to
prepare Retention Schedules
•Roll-out Records Retention Program in accordance with BOT Policy,
Records Management Guidelines and UMass Boston Record
Retention Policies and Procedures
Questions?
Internal Control Plan
Procurement
Contracts & Compliance
Internal Control Plan - Procurement
Highlights:
•New UMass BuyWays Procurement System
•Competitive Procurement Practices
 Must use contract vendors when available
•ProCard
 May not be used for BuyWays Catalog Vendors
 Reconciliation using the PAL ProCard Audit Log
•Vendor certification on BuyWays
 Update vendor file with vendor email or fax number
Internal Control Plan - Procurement
•Expenditure of Funds
 Sufficient current year budget authorization
to meet the obligation
•Training
 Attend relevant Finance training classes
(www.umb.edu/training)
•Guidelines for Work Related Employee Supplies and Services
 Post Guidelines in Department's Central Areas
 Distribute at the Internal Controls training session
 Distribute at HR Orientation for faculty & staff
Budget & Planning Update
Office of Budget & Financial Planning
Teams
Form five teams, based on an area of interest:
▸Position mgmt and vacant positions
▸Base budget & new base funding
▸Communications
▸Multi-year budgeting
▸Reporting
Brainstorming
Strengths of the FY14 process
Opportunities for FY15
Reporting
Strengths of FY14
Summit
Spreadsheets (not FAST)
Opportunities for FY15
1 Page – Revenue & Actual Expenses
1 Page – Budget & Actual Expenses
Widget Resource on Campus
Quality Work Groups to standard dashboards, etc.
K-H Definitions – Expansion
How the buckets relate & negative balances
Meaningful to transaction staff
Consolidate Meaningful Data
Enrollment
Marketing
Website traffic
Inquiries
Revenue & expenses per program
What system to look at to develop base budgets?
Communications
Strengths of FY14
 Drop in sessions
 Great idea
 Personalized responses
 Scheduled often to meet all
 All questions answered
 Got back with consistent
feedback
 Continue for FY15
 Regular budget emails
 The same
 Deadlines
 Clear, consistent
 Possibly more frequent
Continue in FY15
Standardized regular
document for each phase
Not as clear as could be
Helpful/clear
More detail on instructions
Comprehensive summary
docs
Overall, more robust in FY15
Communicate to each dept.
Status of budget, HR
paperwork, and VRC
Base budget
Strengths of FY14
• All new money was labeled
• Timing of base budget in system
• Able to differentiate between base and other (new) funds
• Flexible
• Budget efforts to be transparent
• Trainings developed
• Willingness to meet/ pull reports
• Increased communications
Opportunities in FY15
• [base budget] not based on historical data; need to consider enrollment
growth, cost of living increases, and other factors
• Create own spending plan
• Flexibility to move money (not subsidiary level budgeting)
• Base budget needs to cover new employee expenses – increase in base
for new employees
• [need] Process to move money within funds
F & A Advisory Group
Strengths of FY14
• Really organized
• Rescheduling successful morning
• Other than Monday/Tuesday
• Presentation good update
• State
Opportunities for FY15
• Afternoon for FY15
• More regular and detailed minutes
• To capture the issues first hand
Position Management & Vacant Positions
Strengths of FY14
Opportunities for FY15
Vacant position is not always vacant savings
Vacancy positions = under staffed
Add on to other staff in office
Affects productivity
Would like to know the reason why the budget is denied
Filing vacant positions is difficult in certain departments (i.e.
IT) due to certain expertise and salary levels
Will like to see if vacant positions can be posted once we
know the person is leaving
If more than one position is open, we want to be able to use
the same pool
Coach positions want to move to full-time
Multi-year Budgeting
Strengths of FY14
Was not done in FY14
Opportunities for FY15
Beyond the computer – all IT hardware and applications
Maintenance/Plant
Better dept. budget/campus budget integration
Campuses growth rate and the impact on budget
Added facilities (i.e.; residence hall)
Accurate enrollment forecasts
Grants and operations better integrated
Balance replace with new
University Pro-Forma thru Jan 2014
Budget
Actual
Revenue
• student charges
• other unrestricted
• grants & contracts
154.2
104.0
36.1
154.7
96.2
22.0
Expense
• Contingency
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500.0
CSM Spectrometer
(95.0)
Campus Center Carpet - FY13 budget item
(133.0)
Public Safety Vehicles
(63.2)
Bad debt reserve - ORSP write offs
(572.8)
EH&S - RTF funding not received
(223.0)
Graduate waivers - Fall & Spring
(1,638.0)
Construction
750.0
College RTF reserve
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Third Qtr Actions
Planning, preparing, & closing
•Planning
 Multi-year (FY15, FY16, FY17)
•Preparing FY15
 Fee setting
 Base budget
 Position Management
•Closing FY14
 Ensure payroll is accurate
 Project roll-over
Third Qtr Actions
•Project roll-over guidelines
– FY14 budget authorization
– Non-personnel expenditures only
– Project amount exceeds $10,000
•To be discussed in detail at 3rd quarter meetings
FY15 Planning
Fee setting
Multi-year fcst
Revenue
Expense
 Payroll
 New buildings
 Debt service
 Large contracts
Gap in revenue to expense
Priorities
UMass Performs
UMass Boston strategic plan
Growth
Revenue/Expense Drivers
FY15
FY16 FY17
Revenue Drivers
UG (Enrollment Mgmt)2.5%
Graduate (Graduate Studies)
2.4%
6.7%
2.3%
6.2%
Expense Drivers
System Office estimates
cost of living/merit
3.0%
fringe benefit rate
1.0pp
3.0%
3.0pp
3.0%
1.0pp
UMass Building Authority
Debt Service
$5.0 mil
Facilities
New buildings
Energy
Large contracts
$2.0 mil
5.9%
FY15 Planning
Position management
Position management is the
continuous and systematic process
 to determine how many positions are needed
 how jobs should be designed
 and the type of organizational structure and funding
required to accomplish the functional assignments of
the department and the mission of the institution.
Human Resources
Human Resources
Meal Money Policy
Updated Policy
IRS Ruling
Feedback on Hiring Policy
• HR and ODI working Together
• Developing Metrics for Measuring # of days
• Summit Report with Empl ID almost ready
• External Search Firms will have Access to
Interview Exchange
Feedback on Hiring Policy
• Clarify: CSU/PSU internal candidate
process
• Clarify: Search Committee only
required to interview 1st round of
candidates
• Need a Failed Search Form
• Sample Reference Questions
Feedback on Hiring Policy
• Many requests to shorten the process
• Reviewing to determine where process
can be more streamlined
• Interview Exchange –online requisitions
w/ work flow
• Put indexes in document and employee
type sections
Feedback on Hiring Policy
• What is your feedback?
• How can the process be improved?
• Email Becky.Hsu@umb.edu
• Updated document in April, 2014