Components of the Implementation Process

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1 This is the eighth monthly report of the progress on implementing the Resource Management Model. Decisions about detailed design of the model were essentially completed by the end of December The development of supporting administrative IT systems and training will continue through spring Many of the policies and procedures developed as part of the detailed design are being incorporated into the development of the FY2009 operating budget. These status reports will not report on the budget development process. On-going communication and documentation about budget development can be found at RMM Budget Development. These progress reports are one element of a communications plan that includes a Web site (see RMM Implementation), monthly updates, presentations, individual sessions with deans and other administrators, and brown bag discussions. Highlights Since the February Report A follow-up stakeholder analysis report was completed by Bearing Point and presented to Executive Vice President and Provost Betsy Hoffman. Computer Based Training licenses (CBTs) were acquired. The functionality of the Cognos software continues to be tested. Tuition revenue projections at the college-level were finalized and distributed to the colleges. The off-line budget to actual report for the second quarter of FY2008 was compiled and distributed to unit administrators. Changes to the online budgeting system needed for a more standardized supplies and services budget were completed. Changes needed to the course offering system to capture the distribution of student credit hours to academic departments were completed. The implementation process for the Resource Management Model is comprised of six components, each with an overall goal and a set of specific milestones with target deadlines. The implementation team will continue to work to achieve the goals and milestones for Component A as part of the overall implementation. The goals and milestones may be augmented as implementation proceeds to respond to issues and needs that arise. Components of the Implementation Process A. Multi-year operational planning, goals and performance expectations B. Data Warehouse development C. Budget development processes D. Operating cycle processes E. Information systems development F. Education, training and communication 1

2 Component A: Multi-year Operational Planning, Goals and Performance Expectations Assess the current planning that occurs institution-wide and consider enhancements, additions or changes to support the Resource Management Model. Articulate institution-wide goals for the Resource Management Model and develop assessment metrics for the model Assess current planning efforts and consider a multi-year planning framework that includes goals and metrics Develop policies and procedures for managing Advance Commitments Infuse the implementation process with the concepts of an all funds approach to financial management Promote coordination among divisions Establish an on-going review process for the Resource Management Model Dave Maddox from BearingPoint, submitted his follow-up stakeholder analysis report to the Executive Vice President and Provost. The report can be found at Bearing Point Stakeholder Follow-up Report. The Leadership and Transition Team will complete their work on defining metrics for assessing the impact of the Resource Management Model during the next five years as well as the guidelines for the formal five year review of the model. Component B: Data Warehouse Development Provide datasets and reporting, analytic and modeling tools to support the decision-making and functioning of the Resource Management Model at all levels of the organization. Develop technical prototype and proof of concept data warehouse model Acquire software tools to provide access and reporting capabilities to campus-wide data Design data warehouse Define data sets needed for the Resource Management Model Provide Resource Management Model data to colleges and administrative units Members of IT Services worked with a Cognos consultant for two weeks in March. The Data Warehouse Leadership Group continues to work on policy and procedural issues. A Data Warehouse Users Group Q&A session was held on March 20. The RMM OLAP cubes created with the Cognos software are being redesigned to improve functionality and performance. Computer Based Training licenses (CBTs) were acquired for the three types of Cognos users: Consumers, Business Authors, and Professional Authors. A work plan to 2

3 design and develop the long-term automated processes to maintain the RMM data sets is being developed. Status on the implementation of the Cognos business intelligence program can be found at the IT Services Web site ISU Data Warehouse. IT Services will continue to test, evaluate and work with the Cognos software. Four individuals from ISU will be attending the 5th Annual Higher Education Data Warehouse Forum hosted by Virginia Tech from March 30 to April 1. Component C: Budget Development Processes Refine the process for developing annual budgets to incorporate the principles and goals of the Resource Management Model. Activate advisory committee structure and process Develop framework for annual and multi-year adjustments to the Resource Management Fund Restate the FY2008 budget using Resource Management Model Develop process steps and timeline for annual Resource Responsibility Center budget development Develop process steps and timeline for annual Administrative Support Center budget development Redefine the role of central budget staff in the development of annual budgets and modify process steps and timeline Link the annual institutional budget development process to the outcomes of institutional multi-year planning Develop tools for projecting annual tuition and indirect cost revenue Tuition revenue projections at the college-level were finalized and distributed to the colleges on March 25. The allocation of the central fringe benefit pool, the pool for merit staff midyear pay adjustments and utilities were finalized and incorporated into the FY2009 budget development process. IDC revenue projections at the RRC-level will be finalized and distributed to unit administrators by April 15. 3

4 Component D: Operating Cycle Processes Modify policies and procedures to recognize and distribute revenues and create policies and procedures to allocate administrative expenses to support the functioning of the Resource Management Model. Develop policy and procedures to distribute tuition revenue Develop policy and procedures to distribute IDC revenue Develop policy and procedures to allocate expense pools Develop procedures to distribute general state appropriations Develop timeline for actual distribution of resources and allocation of expenses during the operating cycle Simulate actual distribution of resources and allocation of expenses during the FY2008 operating cycle The off-line budget to actual report for the second quarter of FY2008 was compiled and distributed to unit administrators on March 13. Members of the Operations Team will continue compiling a comprehensive Resource Management Model policy and procedure manual. Component E: Information Systems Development Enhance and modify administrative systems to generate data, transactions and reports to support decision-making and functioning of the Resource Management Model. Enhance existing financial systems to report receipt and disbursement of funds to Resource Responsibility Centers and Administrative Support Centers Enhance existing budget system to capture revenue projections and expenses at the appropriate level of detail Enhance existing financial system to analyze budget to actual revenues and expenses Develop programs to support calculation of revenue and expense distributions Members of the Information Systems work group continue to manage all of the various programming changes needed to implement the RMM in fiscal year Changes to the online budgeting system needed for a more standardized supplies and services budget were completed. Training sessions on these changes have been scheduled for April 3 and April 10. 4

5 Changes needed to the online graduate scholarship system were demonstrated during several college-sponsored training sessions with department personnel. IT Services continues to work on the changes needed to the utility billing system to bill utilities on a monthly basis. The goal is to have the program changes completed by June 1. The programming needed to the course offering system to capture the distribution of student credit hours to academic departments was completed and demonstrated to the Financial Officers Group on March 27. University guidelines on how these SCH splits should be determined are being developed. IT Services and members of the Controllers Department continue working through the necessary programming changes to the financial management system to record the distribution of revenues and allocation of expenses as prescribed by the Resource Management Model. The project also includes the development of budget to actual reporting through the online WebFM system. The goal is to have the program changes completed by June 30. Members of the Office of the Executive Vice President and Provost and the Office of the Registrar are currently planning training sessions to demonstrate the changes to the course offering system. The changes are being made to capture the distribution of student credit hours to academic departments. This new SCH data will be captured during FY2009 and will be used for the distribution of tuition revenue starting in FY2010. Component F: Education, Training and Communication Ensure that information about the Resource Management Model and its implementation is widely available to the university community, ensure adequate opportunities for input into the implementation process, and ensure that faculty, staff and administrators are trained and prepared for the transition. Secure consulting services and define role in the implementation process Facilitate and support the stakeholder analysis and risk assessment conducted by BearingPoint Develop and implement a multi-faceted, university-wide communication plan Define training needs for various faculty, staff and administrative groups, including the advisory committees Members of the Financial Officers Group met on February 28 to discuss the tuition revenue projection methodology and to review the graduate scholarship system. The group met again on March 14 to discuss managing the revenue generated from the administrative fee. The group met again on March 27 and was presented with the FY2009 tuition revenue projections. The group also discussed the process for awarding group study abroad scholarships and was updated on the transition of for-credit, distance education courses during FY

6 The final brown bag session for the campus community was held on March 12. Members of the Financial Officers Group will meet on April 9 to follow up with any questions regarding the tuition revenue projections for FY2009 and the transition of forcredit, distance education courses during FY2009. A meeting is also scheduled for April 24 to present IDC revenue projections for FY