FY 2022 Planning & Budget Development Workshop

FY 2022Planning & Budget Development Workshop

Preeminence with Purpose“Sustaining our Legacy through Access, Leadership and Transformative

Excellence”

February 15, 2021

Dr. Makola Abdullah, President

Dr. Donald Palm, Provost/Senior Vice President for Academic and Student Affairs

Mr. Kevin Davenport, Vice President of Finance/Chief Financial Officer

Dr. Tia Minnis, Associate Vice Provost/Executive Director of Institutional Effectiveness

Ms. Adrian Petway, Executive Budget Director1

Agenda

I. Welcome

II. FY 2021 Budget Overview (current year)

III. FY 2022 Planning & Budget Development Process

IV. Review of FY 2022 Budget Instructions and Timeline

2

FY 2021 Budget Overview

• 3,490 Student Headcount

• 3,247 Full-Time Students

• 1,200 On-Campus Students (Spring Semester)

• 74% (In-state) / 26% (Out-of-state)

• 0% increase in Tuition for all students

• 0% Increase in Mandatory Fees for all students

• 0% Increase in Housing / 0% Increase in Food Service

3

New Items from The CommonwealthFY 2021

Capital Budget

Improve and Replace Technology Infrastructure 11,471,000

Demolish/Replace Daniel Gym and Demolish Harris Hall 98,863,000

Improve Infrastructure for Campus Safety, Security, Energy Reduction and System Reliability 8,299,506

Waterproof Campus Buildings 6,244,830

Renovate Summerseat (Detail Planning)

Construct Admissions Building 18,520,000

Total Capital 143,398,336

Operating Budget

Data Center Modernization 1,644,000

Expansion of Intrusive Advising Early Warning System 150,000 Expansion of the Supplemental Instructional Programs (SI) 320,000 Implement Summer Bridge Program 319,900

Implement UTeach program 250,000

Establish Access for Virginia College Affordability Network (VCAN) 3,773,490

Total Operating 6,457,390

Operating Budget - Agency 234 Increase funding for State Match 1,461,956

Total New 151,317,682 4

Budgeted Revenue Comparison as of December 31, 2020

5

Education & General (E&G): FY 2021 Budget 12/31/20 Actuals Change $ Change %General Funds

$ 39,362,755 $ 46,327,043 $ 6,964,288 118%CARES Funding (State funds)

0 9,450,036 9,450,036 N/ANon General Funds

31,583,248 19,466,340 (12,116,908) 62%Total E&G

70,946,003 75,243,419 4,297,416 106%

Auxiliary Enterprises22,920,694 7,560,217 (15,360,477) 33%

Sponsored Programs28,447,617 12,965,224 (15,482,393) 46%

CARES Stimulus Funds - Institution993,601 0 (993,601) 0%

CARES Stimulus Funds - MSI9,803,132 0 (9,803,132) 0%

CARES Stimulus Funds - Students0 90,384 90,384 N/A

State Student Financial Aid9,506,879 9,506,879 0 100%

Local Funds2,525,625 825,530 (1,700,095) 33%

Cooperative Extension & Agriculture Research Svcs11,076,279 11,838,441 762,162 107%

Total Revenue$ 156,219,830 $ 118,030,094 $ (38,189,736) 76%

Budgeted Revenue Comparison

6

39

,36

2,7

55

0

31

,58

3,2

48

22

,92

0,6

94

28

,44

7,6

17

99

3,6

01

9,8

03

,132

0

9,5

06

,879

2,5

25

,625

11

,07

6,2

79

46

,32

7,0

43

9,4

50

,036

19

,46

6,3

40

7,5

60

,217

12

,96

5,2

24

0

0

90

,38

4

9,5

06

,879

82

5,5

30

11

,83

8,4

41

G E N E R A L F U N D S

C A R E S F U N D I N G

( S T A T E F U N D S )

N O N G E N E R A L F U N D S

A U X I L IA R Y E N T E R P R I S ES

S P O N S O R E D P R O G R A M S

C A R E S S T I M U L SU

F U N D S -I N S T I T U T I O N

C A R E S S T I M U L US

F U N D S - M S I

C A R E S S T I M U L US

F U N D S -S T U D E N T S

S T A T E S T U D E N T

F I N A N C IA L A I D

L O C A L F U N DS C O O P E R A T IV E E X T E N S I O N & A G R I C UL T U RE

R E S E A R C H S V C S

FY 2021 Budget 12/31/20 Actuals

Budgeted Expense Comparison as of December 31, 2020

7

Education & General (E&G): FY 2021 Budget 12/31/20 Actuals Change $ % of Budget

Instruction $ 37,884,669 $ 19,039,171 $ 18,845,498 50%

Research 1,195,155 517,624 677,531 43%

Public Service 46,236 6,669 39,567 14%

Academic Support 4,958,017 2,724,372 2,233,645 55%

Student Support 4,722,598 2,057,566 2,665,032 44%

Institutional Support 10,604,643 7,709,060 2,895,583 73%

Operation & Maintenance of Plant 5,375,288 4,529,996 845,292 84%

Total Education & General (E&G) 64,786,606 36,584,458 28,202,148 56%

Auxiliaries 22,920,694 7,560,217 15,360,477 33%

Sponsored Programs 28,447,617 12,657,598 15,790,019 44%

COVID 19 Expenses 9,960,003 0 9,960,003 0%

CARES Stimulus Funds - Students 0 90,384 (90,384) N/A

CARE Funds - State Funds 0 5,526,924 (5,526,924) N/A

Student Financial Assistance 16,503,006 6,614,917 9,888,089 40%

Local Funds 2,525,625 791,304 1,734,321 31%

Cooperative Ext & Agr Research Svcs 11,076,279 5,223,000 5,853,279 47%

Total $ 156,219,830 $ 75,048,802 $ 81,171,028 48%

Budgeted Expense Comparison

8

37

,88

4,6

69

1,1

95

,155

46

,23

6

4,9

58

,017

4,7

22

,598

10

,60

4,6

43

5,3

75

,288

22

,92

0,6

94

28

,44

7,6

17

9,9

60

,003

0

0

16

,50

3,0

06

2,5

25

,625

11

,07

6,2

79

19

,03

9,1

71

51

7,6

24

6,6

69

2,7

24

,372

2,0

57

,566

7,7

09

,060

4,5

29

,996

7,5

60

,217

12

,65

7,5

98

0

90

,38

4

5,5

26

,924

6,6

14

,917

79

1,3

04

5,2

23

,000

FY 2021 Budget 12/31/20 Actuals

FY 2022 Budget Assumptions

• Projections are being developed:

• Student Headcount

• Full-Time Students

• On-Campus Students

• % (In-state) / % (Out-of-state)

• The BOV has approved all rates for FY 2022:

• 0% increase in Tuition for all students

• 0% Increase in Mandatory Fees for all students

• 0% Increase in Housing / 0% Increase in Food Service

QUESTIONS

10

VSU Priority 6: Enhance

the Land-Grant Mission of the University

VSU Priority 2:

Sustain Academic Excellence

VSU Priority 1:

Increase Student Opportunity and Access to Higher

Education

VSU Priority 5:

Diversify Financial

Resources and Enhance

Operational

Effectiveness

VSU Priority 3:

Provide a Transformative VSU

Experience that

Supports the Holistic Development of

Students

VSU Priority 4:

Define the VSU Brand and Tell our

Story

Virginia State University Strategic Plan

INSTITUTIONAL EFFECTIVENESSIntegrated Assessment, Planning, & Budgeting FY 21

Operational & Strategic Plan Alignment

Planning Cycle 4 Key Principles

•Prior fiscal year’s assessment data drives planning• Assessment results must be completed in time to support planning efforts.

•Planning drives budgeting• Each budgetary unit must develop plans on basis of assessment results prior

to budget planning

• Annual planning must be completed in time to support budget planning.

•Budget supports planned activities • Budget planning follows the planning stage and serves as the allocation of

resources to support the achievement of goals

•New fiscal year activities are measurable, evaluated, and improved

Planning

Budgeting

Assessment

Integration at the Micro Level

AssessmentThe gathering, analysis and interpretation of data (quantitative

and qualitative) that can be used to determine the extent to

which expected goals and objectives are actually achieved

PlanningDevelopment of strategic and operational plans based on

assessment results (institutional data, trends and other external

data that impact the operation of the institution)

BudgetingThe allocation of unrestricted and restricted fiscal resources that

provides support for the strategic plan, operational plan,

educational and general operating programs, and auxiliary

services.

Continuous improvement cycle

Phase I

– The Planning Phase

• Step I - Establishing Measurable Objectives

– Tasks/Strategies

– Associate Cost

– Participants

• Step II - Identifying the Appropriate Means of Assessing Each Objective

– Tools

– Methods

– Success Criteria/Benchmarks

• Step III – Data collection Plan

Phase II

– The Assessment Phase

• Step IV - Data Collection and Analyzing and Interpreting the Findings)

• Step V - Documenting & Communicating Results and Use of Results

• Step VI - Applying the Findings for Improvement

Strategic Plan Priorities• Priority 1: Increase Student Opportunity and Access to Higher

Education

• Priority 2: Sustain Academic Excellence

• Priority 3: Provide a Transformative VSU Student Experience that Supports the Holistic Development of Students

• Priority 4: Define the VSU Brand and Tell Our Story

• Priority 5: Increase and Diversity Financial Resources and Enhance Operational Effectiveness

• Priority 6: Enhance the Land Grant Mission of the University17

FY 2022 Planning & Budget Development Process

Chairs/Account Managers

Deans/Directors of Administrative andEducational Support (AES) Units

OPIE (Office of Planningand Institutional Effectiveness)

Provost and Sr. VP/VPs

1. Develop department annual plan and determine department budgetary needs.

2. Meet with respective college dean and Department head to discuss plan and budgetary needs and determine final department plan and budget proposal.

1. Develop college- or unit-wide annual plan and budgets based on department needs and College and/or Unit priorities.

2. Present College and Unit plan and budget to Academic & Student Affairs. Non -Academic Units present to Directors.

1. Review all proposed Annual plans and budgets.

2. Provide feedback to plan developers as needed.

3. Present proposed plans to Sr. VP/ Provost or VPs for AES Units for final review and approval.

1. Provost/Sr. VP approves plans for Academic Affairs and Student Affairs.

2. Appropriate VP approves all other plans.

18


WHAT MUST BE SUBMITTED

Annual Plans and Budgets for FY 21 (FY 2021-2022)

Additional Fund Request Form

19

IMPORTANT TO NOTE:

Budgets will not be considered without an annual plan.

Budgets approved by the Provost/Sr. VP or VP are tentative pending the President and final Board of Visitors approval.

All plans must be aligned with the University’s Strategic Plan

Final budget approval will be reported back to the deans and AES Unit heads after the final Board of Visitors’ approval


20

Contacts for OPIE

• Dr. Tia A. Minnis

• [email protected]

• Dr. Justina Osa


• Ms. Tanya Harris


• Ms. Deressa Miller


mailto:[email protected]




QUESTIONS

22

Planning & Budget Development Timeline

23

Due Date Action

February 15, 2021 FY 2022 Budget Development

Session

11:30 AM to 1:00 PM

March 1, 2021 Updated/Revised Planning

Documents & Proposed Budget Due

to Institutional Effectiveness (Academic & Student Affairs) / Vice

Presidents

March 12, 2021 Final budget request Due to Budget

Office

March 15 2021 – March 25 2021 Budget Office Prepares Budget

Packages

March 26, 2021 VP of Finance

Final Discussion with President

April 23, 2021 BOV Approves FY 2022 Budget

June 16, 2021 FY 2022 Budget Discussion with

Campus

July 1, 2021 FY 2022 Budget loaded to banner

FY 2022 Budget Instructions

University Departments

E&G and Auxiliary

Non-Personal Services (NPS)

1. Complete Appropriate Budget Request Forms

2. Receive Required Approvals

3. Submit to Budget office

24

Request for Additional Funds

1. Use this form to request additional funds over the current service level.

2. Obtain required approvals.

3. Approval will be communicated back to you once the BOV approves the budget.

25

QUESTIONS

26

Budget Office Contacts

Adrian Petway– Academic and Student Affairs

Mary Weaver–Board of Visitors, President, General Counsel, Internal Audit, Finance, Administration and Auxiliaries

Cynthia Pegram Ervin –Sponsored Programs, Agency 234 and Local Funds

27