Administration & Finance FY13 Budget Presentation

1. Administration & FinanceFY13Budget Presentation May 29, 2012

2. Administration & Finance Organizational Structure

3. Administration & Finance Personnel *Snapshot from April 2012. ** Campus Services Departments: Campus Center, Parking and Transportation, Mailroom, Quinn Graphics, Marine Operations, Recycling and Sustainability. Also, operated independently, Bookstore and Dining Services; staff are not UMass Boston employees and are therefore not represented above.

4. Administration & Finance – DepartmentalGeneral Operating Budgets (FY12 & FY13) • Includes all unrestricted funds with the exception of ESS & RTF. • Excludes grants & contracts, state funded fringe benefits, tuition discounts, and other accruals. • Data in millions.

5. Administration & Finance - CentralGeneral Operating Budgets (FY12 & FY13) • Includes all unrestricted funds with the exception of ESS & RTF. • Excludes grants & contracts, state funded fringe benefits, tuition discounts, and other accruals. • Data in millions.

6. Administration & FinanceFY135% Savings Target ($2,880,000)Summary

7. Administration & Finance FY135% Savings Target ($1,240,000)Summary - Departmental Reductions * Rounded to nearest thousand.

8. Administration & Finance FY135% Savings Target - Departmental Details

9. Administration & Finance FY135% Savings Target – Departmental Details

10. Administration & Finance FY135% Savings Target Summary - Central * Rounded to nearest thousand.

11. Administration & Finance FY135% Savings Target Summary - Central *Additional service cuts would be required in order to accomplish a 5% savings in the areas above. * Rounded to nearest thousand.

12. Administration & Finance - FY13 New Strategic Funding RequestsDepartmental • Goal 3: Improve the Learning, Teaching and Working Environment

13. Administration & Finance - FY13 New Strategic Funding RequestsDepartmental • . • Goal 4: Establish a Financial Resources Model Consistent with the • University’s Vision Statement

14. Administration & Finance - FY13 New Strategic Funding RequestsDepartmental • . • Goal 5: Develop an Infrastructure Supportive of the Preceding Goals

15. Administration & Finance - FY13 New Strategic Funding RequestsCentral • .

16. Administration & Finance - FY13 New Strategic Funding RequestsSummary

17. Administration & Finance - FY13 New Strategic Funding RequestsDepartmental - Top Priorities Staffing needs to Support Strategic Plan Goal 3 $650,000 Improve the Learning, Teaching and Working Environment (12 FTE’s) Space Planning/Space Utilization (1 FTE) $500,000 CSU/PSU Support for Negotiated Contracts$140,000 Environmental Health and Safety, Permitting $210,000 and Regulatory Requirements

18. Administration & Finance - FY13 New Strategic Funding RequestsCentral - Top Priorities Debt Service $2,000,000 ISC Infrastructure $ 330,000 Operating Reserve $2,500,000

19. Administration & Finance General Operating Budgets (FY12 & FY13)Final Summary

20. Thank you

21. AppendixFY12 Operating Budget REVIEW

22. Administration & Finance - FY12 General Operating Budget (represents 8% of total campus budget)

23. Administration & FinanceFY12 General Operating Budget(represents 10% of total campus budget)

24. Administration and Finance - FY12 Permanent Budget Reductions (Implemented) Examples of non-personnel reductions: business and meeting expenses, travel, administrative expenses, consultants, institutional memberships)

25. Administration and Finance - FY12 New Strategic Funding Requests (Funded)

26. Administration & Finance FY12 Goals Financial Performance • Plan for, develop strategy and achieve a 2% operating margin for FY12. • Allocate and identify a reserve of 1% of the total value of capital assets for deferred maintenance. • Achieve success for the quasi endowment budgetary target by setting a reserve of 10% of FY12 year-end cash balance. Planning • Provide support to the Chancellor in the development of a common public policy agenda for the system. • Determine whether to enter into agreement with private developer for existing structures as resident halls or construct new. • Support implementation of the new Strategic Plan. • Develop a staffing plan, establish business service centers and an organizational structure to support the Strategic Plan. • Continue to provide a leadership role in Phase I of the Master Plan with the planning and re-creation of the campus. • Develop financing options for the new buildings. • Continue collaborative working relationships with DCAM, UMBA to advance planning of Master Plan/Capital Projects. • Plan, implement, manage and provide oversight for the FY12-16 budgets. • Continue with the development and implementation of the 10 Year Capital Plan. • Implement an annual data driven planning process to review programs and allocate resources to university priorities. • Provide support to the Chancellor for the planning process for the future development of the UMB Bayside property. • Roll-out a new and improved SPACE planning process.

27. Administration & Finance FY12 Goals Reporting & Systems • Develop and produce high level financial reports. • Provide faculty and staff easier access to financial information. • Report monthly progress on Administration and Finance goals. Emergency Preparedness and Continuity Planning • Implement a revised Emergency Operations Plan. • Hold tabletop exercises and training for Safety Planning Committee. • Provide training, outreach, and materials to support the mission of a safe, prepared campus. • Improve Emergency Notification System for the campus, including installation of public announcement siren system. • Continue cross-campus collaborative work on coordinated safety efforts focused on K-12 summer programs. • Conduct further planning on the crisis management and the continuity of operations plans. Communications and Customer Service • Foster consistent openness and inclusion in the master planning process with internal and external constituencies. • Develop a signage plan to respond to construction activities on campus to insure safety and access. • Continue efforts on building, maintaining and strengthening working relations across. • Improve efforts of creating a campus-wide welcoming environment. • Improve and update A&F websites to insure consistency and ease of access to important information. • Implement a comprehensive Master Plan and construction communication strategy.

28. Administration & Finance FY12 Goals Diversity and Inclusion • Improve reporting on matters of staff diversity and utilize trend analysis to inform Human Resource practices. • Utilize the findings from Next Street analysis to strengthen MWBE and small business participation. • Host vendor fairs to enhance procurement strategies to improve MWBE & small business participation. • Identify and target opportunities to improve affirmative action/equal employment opportunity efforts to support diversity in hiring, promotion and procurement. • Enhance diversity and create an appreciation for it. • Focus on hiring in areas that have been historically underrepresented, including persons with disabilities. Employee Engagement and Professional Staff Development • Assess classification and compensation equity impacting staff morale and organizational trust. • Redesign performance appraisal system to emphasize constructive feedback, professional growth, staff advancement, collaboration and individual accountability. • Provide accessibility to learning opportunities at all levels of staff and faculty; revisit Supervisory training to place a new emphasis upon mentoring. • Engage faculty and staff in non-traditional ways on matters of benefits administration and ensure all employees are informed and can access suitable opportunities. • Review Human Resource staffing model to sharpen focus on employee engagement and professional development. • Initiate a 3 year effort to develop professional development plans for all employees.

29. Administration & Finance FY12 Goals Enhance/Improve Business Processes • Implement changes that are designed to improve operating efficiencies by processing transactions electronically, reducing paper processing, and providing better management information both centrally and at the department level. • Develop stronger policies and procedures to insure full compliance and best practices while at the same time looking at opportunities for better efficiencies. Examples include policies such as: cell phones and other electronic devices, business expenses, purchase of goods, contracts for services, pro-card, and inventory of fixed assets. • Conduct a review to look at implementing a one card system to cover everything from security/key access, procurement, food, parking and library access. • In conjunction with other University administrators, improve grant and contract compliance by reviewing policies and procedures and providing increased training focused on effort reporting, cost transfers, recharge operations, and grant and contract reporting requirements. • Conduct an assessment of cash collections programs for the major billing systems on campus, specifically reviewing programs where gross accounts receivable exceed $1 million and exceed 10% of annual revenues. • Continue to streamline and reorganize conference and space rental operations campus-wide. • Prepare for the development and negotiations of the new Facilities & Administrative rate. • Review Ecommerce options for miscellaneous operating revenues. Day to Day Operations • Continue to provide high quality, efficient, and effective services to support the academic, research, and service activities of the campus. • Continue work on developing preventative maintenance schedules by systems (roofs, air handling units, motors, etc) and by building. Establish tasks and frequencies for identified items. • Conduct a comprehensive review of Dining Services in anticipation of contract bidding.