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Stewardship of Large Facilities

Stewardship of Large Facilities. Katy Schmoll April 19, 2011. Stewardship. “The conducting, supervising or managing of something; especially: the careful and responsible management of something entrusted to one’s care.” Merriam Webster Online Dictionary.

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Stewardship of Large Facilities

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  1. Stewardship of Large Facilities Katy Schmoll April 19, 2011

  2. Stewardship • “The conducting, supervising or managing of something; especially: the careful and responsible management of something entrusted to one’s care.” • Merriam Webster Online Dictionary

  3. A consortium of 76 North American universities and a national laboratory (NCAR) • Founded in 1960 by the university community to create, operate, and manage NCAR on behalf of NSF and the universities • Science, computational and observational facilities, huge data sets, high-end numerical models of the sun, atmosphere, oceans, coupled climate system. • A strong advocate for NSF and the community

  4. UCAR Facts and Figures • 1560 Total Staff; 1000 NCAR • 770,000 Total Net Sq Ft; 301,000 NSF-owned • 3 campuses in Boulder, hangar in nearby Broomfield, Supercomputing Center under construction in Cheyenne, Wyoming • $173M in NSF-titled assets; $140M in UCAR-titled assets

  5. UCAR FY10 Expenses- By Funding Source $233.4M

  6. UCAR FY10 Expenses- By Entity

  7. UCAR FY10 Expenses- By Type of Expense

  8. UCAR Strategies • Support and advance our university consortium • Conduct and enable a broad research program in the atmospheric and related sciences • Develop and employ increasingly capable observing systems that fuel discovery and understanding • Provide innovative and powerful information technologies, services and tools

  9. UCAR Strategies (continued) • Translate scientific knowledge and new technologies into societal benefits • Develop and engage a diverse workforce • Create, catalyze and support world class science education programs, resources and communities • AND:

  10. UCAR Strategies (continued) • Cultivate an environment of organizational excellence where science and education programs thrive

  11. OrganizationalExcellence - Goals • Exemplary business practices • State of the art facilities and laboratories • Advanced financial management tools • Novel and progressive staff development programs • Safe and environmentally friendly environment • Innovative financing methods to support facilities and equipment acquisitionwww.fin.ucar.edu

  12. UCAR F&A - Our Vision • Trusted Partners, providing financial and administrative services integral to the success of UCAR’s mission

  13. Our Mission: • Finance and Administration is a service organization responsible for the planning, management, and accountability of the business, financial, human, and physical resources of UCAR, with a collective emphasis on excellence in customer service.

  14. F&A Strategies • Building Internal Alliances • Develop strong relationships • Business Reengineering • Improve our business processes • Business and Community Relations • Demonstrate leadership in the FFRDC Community • Employee Development • Cultivate a results-oriented organization

  15. NSF-Owned NCAR Facilities

  16. Essential Elements of Stewardship • Timely, correct information • Well-thought out processes • Sensible internal controls • Continuous training • Ongoing self-assessment • Emphasis on ethics and integrity • COMMUNICATION!

  17. Background • Financial system sound, but lacks capability in budgeting and staffing forecasting and modeling • Current budget/reporting tools (off-line, shadow systems) require extensive manual data input and manipulation • The NCAR Annual Budget Review (ABR) is not integrated with other budget management processes • UCAR needs improved tools to monitor progress, forecast, and make budget and spending adjustments in a timely manner and relieve the administrative burden associated with these processes • Reengineering efforts were underway for Proposal & Awards and Purchasing • Vision • The Financial Management Tools project will provide state-of-the-art financial management tools that are integrated with core UCAR systems and allow managers to: • Make informed decisions in aligning and allocating resources to strategic plans and initiatives • Anticipate opportunities and challenges • Maintain the programmatic and financial health of the organization

  18. FinTools Desired Features Accounts Administration Budget Planning NCAR Annual Budget Review Budget Management Staff Planning Purchasing & Payments Proposal & Awards Core Financial & HRIS data integration / Real Time Data Access Reporting BiTech 7i BiTech 7.9 Workflow and Notification , Automated Forms Business Rule Management Enforcement , Authority based Security Web-Based Access -

  19. Be careful with: • Credit cards • “Sweetheart” deals • Scrap metal • Rewards Programs

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