Integrated Resource Planning Process University of Wisconsin-Parkside June 21, 2012

Transcription

1 Integrated Resource Planning Process University of Wisconsin-Parkside June 21, 2012 Members: Terry Brown, Provost Kim Kelley, Assistant Vice Chancellor OIE Michele Gee, Faculty Budget Committee Facilitator: Ann Zanzig, UW-Parkside Consultant Jeffrey Alexander, Assistant Dean Catherine Jameson, Budget Director Scott Menke, Controller Project Charter Project/Goal Name Sponsor (decision-maker) Project /Goal Point/Lead Team Jeffrey Alexander Terry Brown Michele Gee Subject Matter Experts (Key players who can provide advice and facts) Integrated Resource Planning Process UW-Parkside September 08, 2011 To Implement the Integrated Resource Planning Process Chancellor Ford Ann Zanzig, Consultant Kim Kelley Catherine Jameson Scott Menke System Budget Office - David Miller John Desch and Lab Modification > IT; Foundation; Extension Purpose (What do we want to accomplish, and why? What benefits will result?) Boundaries / Project Scope (What is team charged with looking at? What is NOT included?) a. Model specific process - detailed b. Resource packet - glossary -timeline c. System for priorities d. Increased transparency openness a. Budget decisions - No b. HR decisions (personnel) - No c. Monitoring No e. Relevant to Strategic Plan f. Include input from people involved g. Academic Plan alignment h. Everyone sees themselves as stewards d. Cycle for decision-making - Yes e. Accountability indicators / assumptions Background Materials and Data UW-Madison information Terry Brown s Presentation AIP Indicators of Success (What s important to the success of the project? How will we know we ve made progress?) a. Fewer 'emergency' requests b. Tied to Strategic Plan - measurable c. People are educated on process d. Flowcharts are on web e. Clear explanation of process f. Process model - ready to share g. 'We' think h. Transparency of institution first i. Training j. Tied to Academic Plan Overview of Project Plan (Key steps, and timeline) Other Support Required (Expertise, authority, information, technology, money) a. See AIP / Charter steps b. Shorter plan for this year- last meeting a. SharePoint site b. Input from governance groups.. Sponsor: Chancellor Ford Date: 1

2 A. CFO introduces Financial Plan to campus B. OIE reports on outcomes for initiatives funded (e.g. Mini-grants, Strategic Initiatives, One-time Budget Requests, etc.) to Leadership C. OIE holds Strategic Priority Development and Resource Summit (based on Financial Plan) for Deans and Directors, and Faculty Governance to set budget goals for next year D. OIE reports on Capital, Strategic and Financial Plans Initiatives to Leadership UW-Parkside Annual Budget Process ( ) May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr E. CFO confirms faculty hiring numbers to Leadership F. Controller reports on carry-over funds and budget implications to campus G. Deans and Directors submit input on personnel changes and hiring priorities to CFO H. Faculty submits input on new departmental priority initiatives to Chairs and Directors I. Faculty Governance and Deans and Directors review and submit input on Capital Plan to OIE J. Faculty Governance and Deans and Directors review campus-wide priorities based on Strategic and Financial Plans and submit input to OIE K. Leadership reviews funding, sets priorities and submits updates and specific next year budget goals to CFO L. CFO reports on how much is available and what corrections are needed to Leadership 2

3 M. OIE notifies specific next year budget goals to Vice Chancellors, Deans and Directors N. OIE distributes Budget Request forms to Vice Chancellors, Deans and Directors O. Chairs meet with Budget Committee to discuss needs and the effects of budget decisions on Academic Programs P. Chairs and Directors submit Annual Budget Plan to Deans and Vice Chancellors Q. OIE notifies campus of Capital Plan goals R. Chancellor reviews and approves Capital Plan S. Deans and Vice Chancellors review Annual Budget Plan submittals from Department Chairs and Directors T. University Planning Council reviews budget goals and priorities and provides recommendations to Leadership (includes Governance representation and subject matter experts). U. Vice Chancellors decide on resource priorities and submit budgetary changes to OIE V. OIE, CFO and Budget Office compiles all budget requests UW-Parkside Annual Budget Process ( ) May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr W. Leadership reviews and prioritizes what is feasible based on the Financial Plan X. Chancellor approves the Budget Y. OIE coordinates with the Budget Office to begin budget development based on priorities, financial realities, and Chancellor s decision Z. Chancellor notifies final budget to campus 3

4 Implementation Plan Upload to OIE Website May/June, 2012 OIE delivers Integrated Resource Planning Process documents to campus May, 2012 OIE sets roll out instructions meetings June, 2012 OIE evaluates the process March OIE owns the process; Budget Office owns the procedures Communication Plan See Appendix B 4

5 Appendix A Additional Notes Integrated Resource Planning Process Team (10/26/11) 1. Can count on base allocation each year unless otherwise notified 2. Deans and Directors will receive more control over their own funds 3. Levels of Budget: a. Under $5, Request at the Department level (Department Chair) b. Over $5, Request at the College level (Dean) c. Larger/Exceptions Tied to Strategic Plan 4. Entrepreneurial leadership at Dean s level is encouraged by incentives 5. Budget packets distributed in April 6. CAP has input on resources, they do not make hiring decisions. Provost approves faculty hires. 7. Summer Exceptions: Provost decides in emergency situations 8. Future Work: Departments need succession planning 9. Integrates Capital Plan 10. Encourages 3-year plans for facilities in departments 5

6 Appendix B 2013 Budget Process Cascading Communication Plan Strategy: Enter into dialogue with key internal groups (responsible for budgets) regarding the new budget process from introduction through training. Targeted Audiences ( groups ): High Level Groups Chancellor s Cabinet (complete) Dean s Group Provost s Leadership Team Budget Committee (represents University Committee) Vice Chancellor for Fiscal and Administrative Affairs staff Informational item on Faculty Senate Second Level Groups Classified Staff Committee Academic Staff Committee Leadership Assembly Chancellor s Governance Group Director s and Chair s meeting Business Services staff Third Level Groups Budget officers Program Assistants Methods (of communication): Written/ to targeted groups Face-to-face meetings (with targeted groups) Facilitated training Structure: The plan is designed in phases to cascade the communication and dialogue through key groups. Phase I Week of April 16 Targeted Audience/Groups: High Level Part 1 Written communication to all targeted audiences Outline purpose and expected products 6

7 Restate progress/process to date Outline next steps/meetings Invite feedback/questions Meetings with high level targeted audiences Part 2 (Enter two-week feedback period) Address concerns and ideas as appropriate May consider update to all Phase II Week of April 30 Targeted Audience/Groups: Second Level Written communication to all targeted groups to update on next steps meetings with second level groups Follow-up communications with high level groups Meetings with second level targeted audience Phase III Week of May 7 Targeted Audience/Groups: Third Level Written communication to all targeted groups to update on next steps meetings with second level Follow-up communications with second level groups Meetings with third level targeted groups Phase IV Week of May 14 Targeted Audience/Groups: All Written communication to all targeted groups -- Thank the groups for time, feedback and announce training. Post training dates, times and locations (web site and link to ) Host first phase of training (second phase for fall semester, 2012) Written communication to all targeted audiences to conclude roll-out and extend ongoing support and guidance 7