Agenda Tuesday, April 29, 2014 10:00-Noon Campus Center Rm 3540

1. Finance and Administration Advisory Meeting Agenda Tuesday, April 29, 201410:00-Noon Campus Center Rm 3540 Introductions UMass Performs – Joan Becker Human Resources Update on Background Check policy Revision #1 Department Hiring Policy for Benefitted Employees  Summit Report with Employee IDs Contracts and Compliance Final Records Management Policy - Paper Safety Planning Procard Reallocation July 1st Transportation and Construction Update Budget and Financial Planning FY15-17 budget and planning update Next F&A Meeting will be on Wednesday, May 21, 10:00-noon Location – Healey Library 11B

2. Human Resources HR

3. Department Hiring Process for Benefitted Employees Background Checks Begin July 1st Draft Policy is being sent for review by the Vice Chancellor’s, Deans and Department Heads Thank you for comments.

4. Department Hiring Process for Benefitted Employees Revision # 1 • Index • Immediate access to Interview Exchange for all positions when posted • Search Committee on the Position Recruitment and Search Form will be recommended but not required

5. Department Hiring Process for Benefitted Employees • Clarification of CSU and PSU internal candidate process • Clarification on the Failed Search process • Clarification on faculty hiring reports process

6. Department Hiring Process for Benefitted Employees • Clarification of Hiring Manager vs. Search Committee • Clarification of who completes the I-9 • Discontinuation of the VRC

7. Department Hiring Process for Benefitted Employees Revision # 2 • A reorganization of the document to separate the staff and faculty hiring processes • A group is meeting to go through every process • To be issued in June, 2014

8. Department Hiring Process for Benefitted Employees Updated Position Recruitment And Search Form

9. Department Hiring Process for Benefitted Employees Summit Report Employee ID (before I-9 is completed)

10. Contracts and Compliance Contracts and Compliance

11. Continuity Planning Policy Anne-Marie McLaughlinEmergency ManagerOffice of Emergency Management & Business Continuity

13. Some Departments Have Emergency Response Roles Public Safety Environmental Health and Safety Facilities Campus Services (P&T, Dining) Customer Service, Campus Center Staff UHS Student Affairs Communications Registrar’s Office Contracts and Compliance Information Technology Emergency Management Others…

14. For others, “emergency response” means leave the building.

15. Continuity of Operations Planning Planning to continue critical functions for three types of disruption.

16. 1. Denial/Loss of Access to Space

18. 2. Reduced Workforce

20. 3. Service Interruption

22. Required Departments The Office of Budget & Financial Planning Chancellor's Office Communications Controller's Office Emergency Management /Business Continuity Enrollment Management Environmental Health and Safety Facilities Department Office of Student Housing Human Resources Information Technology Department of Public Safety Contracts and Compliance Office of Research and Sponsored Programs

23. Critical Functions Tier 1 0-24 Hours Tier 2 24-72 Hours Tier 3 72 Hours – 1 Week Tier 4 1 Week – 30 Days

24. Staff Who May Work When Campus Is Closed • Emergency Response Team • Continuity of Operations Critical Personnel All are either: • Essential Personnel • On-Call Personnel • Those who have agreed to perform critical functions during campus closure.

25. Questions?Feedback?

26. Procard Reallocation A & F

27. Procard Reallocation All procards to be reallocated to accurate expenditure Account Codes by July 1, 2014

28. Procard Reallocation • On a weekly basis Reallocator’s are Responsible for reviewing Procard trans. on a staging table in PeopleSoft to approve and/or reallocate Procard transactions. Research Reinvisioned for the 21st Century

29. Procard Reallocation • To learn how to reallocate, a cardholder (or their Proxy) can attend a Procard Refresher/Reallocation Workshop or use the Reallocation Job Aid available on-line. • If they decide to attend a workshop, the cardholder or their Proxy can self-register via the IT Training Portal.

30. Procard Reallocation Training—May and June May 13th 1:00-4:00 May 28th 9:30 – 12:30 June 5th 9:30 -12:30 June 18th 9:00-12:00

31. Procard Reallocation Total Transactions July 1, 2013-April 27, 2014 14,364 • Total Reallocated 11,250 • Total not Reallocated 3,114

32. Procard Reallocation Thank you Questions?

33. Transportation and Construction Impact Planning

34. Construction and Transportation Update • GAB No. 1 Topping Off Set for April 30 • Sign the last steel beam • UCRR: Two-way Traffic Ahead • Mechanical Vault 4 underway • ISC Connection Work • External Clark Stairs Repair • Shuttle Bus and GPS Update

35. Budget & Planning Update Office of Budget & Financial Planning

36. Good news Bad news

37. Good new, bad news If you are on the receiving end, ...experiments showed that an overwhelming majority—more than 75 percent— wanted the bad news first. "If people know they are going to get bad news, they would rather get it over with," she says. Then, if there is good news to follow, "you end on a high note.“ /1 /1 Personality and Social Psychology Bulletin; Angela Legg & Kate Sweeny, Feb 11, 2014.

38. Revenue/Cost Drivers FY15 FY16 FY17 Revenue drivers UG (Enrollment Mgmt) 2.5% 2.4% 2.3% Graduate (Graduate Studies) 6.7% 6.2% 5.9% State (UMass system) $9.0 $4.5 $4.5 million Cost drivers(UMass system) • cost of living/merit 3.0% 3.0% 3.0% • fringe benefit rate 1.0pp 3.0pp 1.0pp Campus master plan • Debt service $2.0 million • Facilities $2.1 million • Depreciation $4.9 to 10.7 million (each yr)

39. Multi-yr Fcst FY15 cost drivers $28.4 million ($ million)FY14 FY15 FY16 FY17 Current gap (6.5) (6.7) (6.5) (8.4)

40. Then vs Now

41. Where Will More ResourcesCome From? • More tuition and fees • higher enrollment • higher fees • grow net revenue • More grants and contracts • More auxiliary income • More state appropriations • grow the UMass pool • increase UMass Boston’s portion • Reallocation of existing resources

42. Net revenue Headcount (HCT) Full-time equivalent (FTE) Undergrad or Graduate Resident or Non-Resident Program Waivers Net revenue

43. Enrollment

44. Net revenue # of credits (Fall, UG out-of-state) 12 credits or less 706 13 credits or more 1,021 % no additional fee 59% Revenue not realized $5.8 million 12-credit cap (Board of Trustee policy)

45. Net effective revenue Memo: UG waivers 9% Graduate waivers, TA/RA payroll

46. Closing out FY14 • fund payroll (AA-reg, AA-other, and CC) • right size operating (non-payroll) budgets • identify rollover (>$10,000, one-time, discrete purchases or projects) • execute on remaining funds • review org structure

47. Going into FY15 • no budget ‘all-call’ • review base budgets (base + strategic funds – one time) • review position mgmt (full-time, benefitted positions) • Summit position mgmt application (vacancies) • new budget transfer tool (PeopleSoft Finance)

48. Summit Position Mgmt draft

49. Going into FY15 • Look for opportunities to reallocate resources to support strategic priorities in your area • tough decision: what to do • tougher decision: what not to do • toughest decision: what to stop doing (Michael Porter, Harvard Business School) • Focus on • growing undergraduate enrollment (retention, new admits) • supporting physical infrastructure transformation • planning for the future

50. Going into FY15 ‘When the going gets tough, the tough get going.’ When the situation becomes difficult, the strong will work harder to meet the challenge. What can you do to make a difference?