Presentation
to the
Strategic Budget & Planning Council
June 16, 2010
Robert A. Weygand, Vice President
Division of Administration and Finance
Slide 1
Divisional Mission and Goals
Slide 2
Divisional Mission
Provide business, finance, facilities, public safety, human
resource and planning support
in the most efficient and effective manner
to further the mission and goals of the University as a 21st
century institution based on
• research and experiential learning,
• focused on global education,
• fostering inclusion and community and
• deeply rooted in technology as tools for success.
Slide 3
Divisional Goals
We are committed to
a. Developing and supporting innovative solutions to
challenging problems through sound financial planning and
management practices,
b. Enabling the development and enhancement of effective
and innovative business practices and systems
c. Ensuring proper planning, design, construction,
maintenance, and operation of the university physical assets
and providing a sustainable and attractive campus
environment,
Slide 4
Divisional Goals
d. Assuring a safe and supportive campus environment
complying with all public safety regulations
e. Providing essential human resource functions and support
which recognizes complex work life issues and promotes an
inclusive and diverse workplace
f. Providing efficient accounting and auditing processes in strict
compliance with government practices and highest ethical stds.
g. Promoting collaborative efforts between the University, other
educational entities and private and non-profit enterprises
Slide 5
Strategic Issues
Slide 6
Organizational Chart
ADMINISTRATION & FINANCE
VICE PRESIDENT
ROBERT WEYGAND
Total FTE: 3.42
ASST. TO V.P., ADMIN.
SR. BUSINESS ANALYST
EXECUTIVE ASSISTANT II
BUDGET &
CONTROLLER'S
FINANCIAL PLANNING
OFFICE
HUMAN RESOURCES
ASSISTANT V.P. &
INTERNAL AUDIT
DIRECTOR
CONTROLLER
DIR. LABOR RELATIONS
M. DISANO
L. BARRETT
S. BELL
A. COLEMAN
Total FTE:
11.00
Total FTE:
72.00
Total FTE:
24.51
Total FTE:
1.00
Budget & Financial Planning Office
Slide 7Chart
FY10 Allocation Organizational
ADMINISTRATION & FINANCE (continued)
VICE PRESIDENT
ROBERT WEYGAND
BUSINESS SERVICES
ASST. VICE PRESIDENT
J. VERNON WYMAN
2.60
SR. BUSINESS ANALYST
EXECUTIVE ASSISTANT I
CAPITAL PLANNING
AND DESIGN
DIRECTOR
T. FRISBIE-FULTON
Total FTE:
3.00
CAPITAL PROJECTS
DIRECTOR
P. DEPACE
Total FTE:
8.00
FACILITIES &
OPERATIONS
DIRECTOR
J. SIDIO
Total FTE:
209.09
PROPERTY & SPACE
DIRECTOR
W. MATTESON
Total FTE:
26.57
PUBLIC SAFETY, SAFETY
& RISK, and PARKING
SERVICES
PURCHASING
DIRECTOR
E. GIL
R. DRAPEAU
Total FTE:
68.94
DIRECTOR
Total FTE:
10.00
Budget & Financial Planning Office
Slide 8Chart
FY10 Allocation Organizational
ADMINISTRATION & FINANCE (continued)
VICE PRESIDENT
ROBERT WEYGAND
TRANSPORTATION CENTER
RYAN CENTER
EXEC. DIRECTOR
AND
W. A. JONES
DIRECTOR
D. ROSEN
BOSS ARENA
T. MITCHELL
Total FTE:
5.50
Total FTE:
6.55
Total FTE:
35.75
Budget & Financial Planning Office
Slide 9Chart
FY10 Allocation Organizational
Streamlining Improvements
P- Cards
Limited Value Purchase Orders
On-line HR applications
Student Refund –through Higher One
Payroll – Overtime transfers
Cell Phone Stipend
On-line Travel Booking
On-line Requisitions
Slide 10
Streamlining and Cost Reduction
JulyDecember
JulyDecember
2008
Increase
2009
2008 to
2009
%
Increase
08-09
125
263
138
210.4%
Transactions
2,056
4628
2,572
225.1%
Total dollars
$ 441,256
P-Cards
$ 1,020,517 $ 579, 261
231.3%
Slide 11
Controller’s Office FTEs (all funds)
Department
FY 2004
FY 2011
Controller
2
2
Financial Systems
2
4
2
Financial Reporting, Treasury & Student
Loan
11
10
(1)
Accounting
Kingston
26
22
(4)
Grants & Contract Accounting - GSO &
19
16
(3)
Payroll
14
14
Operations
-
GSO
Difference
&
Graduate Students
0.75
Total Employees
74.75
(0.75)
68
(6.75)
Slide 12
Controller’s Office Overtime –Fund 100 only
Department
Controller/ Financial Reporting
Accounting Operations
Student Loan
Payroll
Total Overtime - Fund 100
Actual
FY2004
Budget
FY2011
Difference
9,468
0
(
9,468)
138,861
20,000
(118,861)
4,286
0
( 4,286)
45,909
21,500
(24,409)
198,524
41,500
(157,024)
Slide 13
Internal Audit
Institution
Budget
Staff
$140,730
1.5
University of Vermont
Undisclosed
5.0
University of Delaware
$569,000
5.0
University of NH System
$663,000
5.0
University of Rhode Island
Slide 14
Campus Planning and Design
Work Item
Major projects/manager
Total Project Value/ manager
Project Managers/office
URI
25
$225 M
1
Peer
Institutions
6.5
$25 M
6
Slide 15
Facilities
Cleaning Staffing Levels
APPA Standards
Level 1 - Orderly Spotlessness
Level 2 - Ordinary Tidiness
Level 3 - Casual Inattention
Level 4 - Moderate Dinginess
Level 5 - Unkempt Neglect
University of Rhode Island = Level 3.25 +/-
Slide 16
Facilities
Composite staffing metrics snapshot
All data shown is FY09
Benchmark
Peer Average FY09
Divisional Metrics
FY09
Maintenance Staffing
GSF/FTE
72,895
82,612
Maintenance Supervision
FTE/Super
8.4
15.6
Maintenance Materials
$/FTE
$13,604
$19,267
General Repair/Impression
Index
3.8
3.9
Custodial Staffing
GSF/FTE
32,172
37,584
Custodial Supervision
FTE/Super
16.1
13.5
Custodial Materials
$/FTE
3,582
$4,027
Cleanliness Inspection
Index
4.2
4.3
Grounds Staffing
Acres/FTE
33.2
27.0
Grounds Supervision
FTE/Super
9.4
14.8
Grounds Materials
$/FTE
7,192
$7,933
Grounds Inspection
Index
3.7
4.1
Divisions
M&R:
Acad/Admin,
Athletics, HRL
Custodial:
Acad/Admin,
Athletics
Grounds:
Acad/Admin,
Athletics, HRL,
Auxiliaries
Slide 17
ROPASM Return on Physical Assets
University of Rhode Island
August 6, 2008
Comparison Institutions
Institution
Location
Miami University
Oxford, OH
Rutgers University – New Brunswick Campus
New Brunswick,
NJ
University of Maine – Composite Campus
Orono, ME
University of Maryland – College Park
College Park, MD
University of Massachusetts- Amherst
Amherst, MA
University of Massachusetts - Dartmouth
Dartmouth, MA
University of New Hampshire
Durham, NH
University of Vermont
Burlington, VT
West Chester University
West Chester, PA
Comparative Considerations
Size, technical complexity, region, geographic location, and setting are all factors included in the selection of peer institutions
Slide 19
Kingston Campus Profile – FY07
153 Buildings – 4.1M GSF
Kingston Campus: Renovation and
Construction Ages
•Renovations since 1980 have modestly
shifted the age profile. Nonetheless,
74% of campus space is still over 25
years old.
GSF
3,000,000
2,500,000
2,000,000
1,500,000
1,000,000
500,000
0
Under 10
10 to 25
Construction Age
25 to 50
Over 50
Renovation Age
Slide 20
URI Kingston Campus Profile – FY07
153 Buildings – 4.1M GSF
•The age distribution across URI’s
departments is varied, with Athletics
having the youngest profile and the
Academic/Administrative space having
the oldest profile.
Slide 21
Annual Deferral Increases Reinvestment Need
Setting Goals to Arrest the Rate of Asset Deterioration
Total $
(in Millions)
$40
$8.00
Equilibrium Need
$35
$7.00
Intentional
$30
$6.00
Deferral
2 0 .16
$5.00
$25
$4.00
$20
$2.94
$3.00
$15
$2.00
$10
$1.00
$5
$0.00
$0
Target Need
Deferral
$1.03
17 .3 6
$2.83
Total
Life C ycle
Need
Model
13 .0 2
$2.12
2 .2 2
2 .0 8
Target
'01
'02
Func. Obsol.
2004
Need
$37.51M
1.3 1
1.55
1.3 5
1.8 0
'03
2005
2 .7 1
'04
2006
3 .8 8
FY07:
$14.9
M
'05
2007
Model
EEnvelope/Mech
nvel ope/ Mech
Totals:
Unintentional
7 .0 5
$20.07M
$4.30M
$3.15M
Space/
P r ogr am
Space/Program
$4.26M
$5.19M
Annual Stewardship Calculation Includes:
• Funds designated as recurring capital: Asset Protection and Fund Balance (Auxiliaries & Housing) Expenditures
• Planned Maintenance spending within the operating budget
Slide 22
Chasing a Moving Target
Recurring Funding Is Not Keeping Pace with Campus Growth & Inflation
FY2007
With $5.2M of recurring
funding in FY08, URI will
fund only 17% of the target
needs on campus.
Sightlines Database Average= 35.4%
Slide 23
Millions
Total Campus Asset Reinvestment Backlog FY07
Asset Reinvestment Backlog
$500
$450
$400
$350
$300
$250
$200
$420 - $450
$150
$100
$210 - $225
$2
$18
$25
$50
$0
Maintenance &
Modernization
Backlog
Priority Need
Projected Investment
$101
M
• Total Building Need estimates are based on 3 year average deferral rate
to Equilibrium.
Slide 24
Total Campus Backlog Compared to Peers
Estimated Asset Reinvestment Backlog
FY200
7
Budget & Financial Planning Office
Slide 25
FY10 Allocation Organizational
Chart
Chasing a Moving Target
Recurring Funding Has Not Keep Pace with Campus Growth & Inflation
Total $
(in Millions)
25
20
15
10
$14.9M
$16.7M
2007
2008
Annual Deferral
increases Backlog of
repair needs on
campus
$12.4M
5
0
2004
2005
2006
Target
Actual
Since FY2004, the addition of new facilities and inflation has increased the stewardship need by 21%
Slide 26
Strategic Initiatives
FY 2012 Requests
Slide 27
Goal - Enabling the development and enhancement of
effective and innovative business practices
Strategic Initiatives:
Electronic Payroll System
$250,000
PeopleSoft Billing /Receivable Module
$125,000
On-Line Payment System
$ 10,000
Slide 28
Goal - Ensuring proper planning, design, construction,
maintenance, and operation of the university physical assets.
Strategic Initiatives:
Capital Project Management
$ 265,000
New Building Janitorial/Maintenance $ 383,000
Roosevelt Hall
$3,400,000
Slide 29
Goal - Assuring a safe and supportive campus environment
complying with governmental, environmental and public
safety regulations.
Strategic Initiatives
Bio-Safety Management
$117,000
Slide 30
Goal - Providing efficient accounting and auditing processes
in strict compliance with state and federal government
practices and requirements and based on the highest ethical
practices and standards
Strategic Initiatives
Senior Auditor
$112,000
Slide 31
Goal –Providing essential human resource functions and
support which recognizes complex work life issues and
promotes an inclusive and diverse workplace.
Strategic Initiatives:
Employee Specialists
$106,000
Employee Wellness Program
$10,000
Professional Development
$16,000
Slide 32
Priorities
1. Building Janitorial and Maintenance
$ 383,000
2. PeopleSoft Billing/Receivable Module $ 125,000
3. Electronic Payroll System
$ 250,000
4. Auditor
$ 112,000
5. Capital Project Management
$ 265,000
6. Bio-Safety Management
$ 117,000
7. Employee Specialists
$ 106,000
8. Employee Wellness Program
$ 10,000
9. Professional Development
$ 16,000
10. On-Line Payment System
$ 20,000
Total
$ 1,404,000
Slide 33
Presentation
to the
Strategic Budget & Planning Council
June 16, 2010
Robert A. Weygand, Vice President
Division of Administration and Finance
Slide 34