Agenda Wednesday, June 18, 2014 10:00-Noon Campus Center Ballroom • Introductions • Transportation and Construction Update • UCRR road changes • Shuttles and Parking • Human Resources H1B Visa Form HR Upgrade Professional Development training for FY15 • Procard Reallocation July 1 st • Records Management Update • McCormack Loading Dock Closure and Survey • Budget and Financial Planning Update Next F&A Meeting will be on Wednesday, August 13, 10:00-noon Location – Chancellor’s Conference Room Finance and Administration Advisory Meeting
Agenda Wednesday, June 18, 2014 10:00-Noon Campus Center Ballroom Introductions Transportation and Construction Update UCRR road changes Shuttles and Parking.
Dec 14, 2015
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Agenda Wednesday, June 18, 2014
10:00-Noon Campus Center Ballroom
• Introductions• Transportation and Construction Update• UCRR road changes• Shuttles and Parking
• Human Resources
H1B Visa Form
HR Upgrade
Professional Development training for FY15
• Procard Reallocation July 1st
• Records Management Update• McCormack Loading Dock Closure and Survey• Budget and Financial Planning Update
Next F&A Meeting will be on
Wednesday, August 13, 10:00-noon
Location – Chancellor’s Conference Room
Finance and Administration Advisory Meeting
Human Resources June 18, 2014
Human Resources
HR Upgrade – HCM v.9.2
Technical Upgrade
What does this mean to departments?
HR Upgrade – HCM v.9.2
• Look of some screens
will be changing• Navigation of some screens
will be changing
HR Upgrade – HCM v.9.2
•Manager view—small changes
•Self service, approvers, and
time keepers—new time sheet
GO LIVE Mid-Oct. 2014
HR Upgrade – HCM v.9.2Phase and Tasks
Calendar Year End F Y E C Y E
Baseline Detailed Schedule
Code Freeze for Discretionary requests
Formal Executive Reviews
Formal Internal Audit Review
Phase and Tasks Calendar Year End F Y E C Y E
Stewards (& Campus Reps)Campus Subject Matter ExpertsCampus TestersCampus PMs & Change Leads
Peak participation > 50% Regular participation 50% As required < 25%
System Integration
Testing
NovFeb May JunMar
TM#4
TM#3
UAT#2
TM#2
Sep
Configure, Develop and Retrofit Modifications
Configure & Development
Planning
Aug
Design
Dec Apr Jul
Planning
2013 2014DecSep OctNov JanOct
Feb
Functional Assessment
Env Build, Initial Pass and Data Validation
Testing
Change Management
Reporting
Technical UpgradeTM1 &
Data Val
NovApr MayMarSep
Deployment
Go-Live and Stabilization
2013 2014Dec
Stabilization andOperational Support
* Go-Live *
TestPlanning
Training/Communication development, Deployment, and Delivery
Readiness Planning and Assessments
Oct
UAT#1
Jun Jul Aug Sep
Analyze, modify and test ETL scripts, reports, dashboards and other reporting components
Nov DecOct Jan
Training and Development
Fall and Spring
Course Offerings
Training and Development Course Offerings
Supervisory Leadership Development – five week program (once a week)
Staff Development - 2 full days –
Certificate of Completion courses
Project Management and Planning – full day
Emotional Intelligence and Leadership Effectiveness – half day
Work of Leaders – Change Management Tool – full day
Future Thinking - half day
Presentation Skills – 2 half days
Professional Development
Managing Multiple Priorities – half day
Effective Meetings – half day
Write on the Mark Business Writing Program – full day
Interviewing Skills – full day
Supervising Students – half day
Change and Team Agility – half day
Effective Problem Solving – half day
Training and Development Course Offerings
Professional Development
Hiring Process
Training
Hiring Process
3 Training Classes conducted
27 total participants
Trainings
Changes to policy
Posting of Jobs
Workflow changes
Forms
Interviewing
References
Interview Exchange
Special focus in training
Hiring Process
Open for comments until Jun 30th
Revision 2
Training in the Fall (monthly trainings moving forward)
Procard ReallocationJune 18, 2014
Darryl A. Mayers
UMB Procurement Department
Procard Account Code Reallocation
• Effective July 1, 2014, all cardholders (or their designee) to
process on-line reallocations for Procard transactions.
• Improved budget forecasting and tracking of expenses.
• Increased spend leverage (contract negotiations).
• Need training?
– Sign up for a Procard Refresher/Reallocation Workshop or
utilize the job-aid available on-line.
Exec Major Fund Code
DeptID
Dept Name Project ID
Journal ID
Journal Date
Req ID/ Journal Header Desc
Voucher Invoice ID/ Line Decription
Procard Holder Name
Procard Merchant
Amount
Academic Affairs
Academic Affairs - Other
51161
B004900000
Provost & VC Acad Affairs
N/A AP02998882
12/11/2013
5289423_00000000000000006
Mayers, Darryl INT NEW ENGLAND ASSOCI
150.00
Academic Affairs
Academic Affairs - Other
51161
B004900000
Provost & VC Acad Affairs
N/A AP02998403
12/9/2013
5285423_00000000000000001
Mayers, Darryl NAME BADGE PRODUCTIONS
49.64
Academic Affairs
Academic Affairs - Other
51161
B004900000
Provost & VC Acad Affairs
N/A AP02998175
12/6/2013
5283048_00000000000000001
Mayers, Darryl CRUCIAL.COM
65.99
Compliance Report to VC’s
• Any other information needed on Compliance Report?• Consequences for not reallocating
Thank You
Records Management Update
June 18. 2014
Contracts & Compliance
McCormack Loading Dock Closure and Survey
June 18. 2014
Contracts & Compliance
Budget and Financial Planning Update
June 18. 2014
Budget & Financial Planning
Current focus (internal)
o funding FY14 budget errors
o base operating expense review
o department (org) changes
o Open encumbrances go against FY15 budget
Deadline passedo PAs for position funding changes
Current focus (external)
o status of FY15 state budget
o Board of Trustees’ meeting• FY15 fees• financial metrics• capital project review & policies
o System Office oversight
Financial metrics
Operating margin – current yr revenue/current yr expense
Financial cushion – unrestricted net assets/current yr expense
Financial metrics
Operating margin
FY14 FY15 FY16 FY17 FY18
Boston -1.8% -2.3% -1.5% -0.8% 0.2%
High 3.4% 1.8% 2.2% 4.8% 6.3%
Low -2.5% -4.5% -1.5% -0.8% -1.3%
Financial metrics
Financial cushion
Use of reserves (cumulative)
FY14 FY15 FY16 FY17 FY18
Boston 22.4% 17.9% 12.7% 9.1% 9.1%
FY14 FY15 FY16 FY17 FY18
Bldgs $0 $5.6 $18.6 $21.0 $21.0
Deficit $6.5 $13.5 $19.3 $22.3 $22.1
Balancing by FY18
($ in millions) FY14 FY15 FY16 FY17 FY18
Actual -$6.5 -$7.4 -$9.3 -$12.9 -$10.0
Reported -$6.5 -$7.0 -$5.8 -$ 3.0 $0.2
Gap - $0.3 $3.5 $ 9.9 $10.3
- No new programs
- Expanded staffing, services and new initiatives funded with existing resources
- No new subsidies for research activities
- Solutions to addressing the gap
Eight trends to watch
o governanceo federal and state fundingo focus on student outcomeso enrollment (demographic changes)o technologyo fund raisingo finances (net revenue, solvency)o risk management
Source: Presentation by Grant Thornton to Audit Committee of the University of MA; June 11, 2014.
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