“FAS 101”

HUIT Town HallOctober 20, 2015

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Faculty of Arts and Sciences

FAS is dedicated to teaching and research, and to advancing knowledge for solutions and scholarship.FAS Priorities• Adhere to the highest standards of integrity, ethics, and respect in a manner consistent with the

FAS's values.• Recognize and honor the role of our work in advancing the FAS's teaching and research mission.• Foster a culture that embraces on-going improvement, adaptability, innovation, creativity and

collaboration.• Shepherd the FAS's resources wisely.• Balance short- and long-term interests of the FAS in decision-making.• Strengthen the standing and reputation of the FAS, internally and externally.

Mike Smith, Dean of FAS

Edgerley Family Dean of the Faculty of Arts and Sciences

John H. Finley, Jr. Professor of Engineering and Applied Sciences

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FAS*

HBS

HMS

HLS

HSPH

HKS

GSE

SEAS

GSD

HDS

HSDM

- 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000

Faculty

Students

Staff

School Community Comparisons

Data as of August 2014

FAS

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FAS Compared With Other Ivy League Schools

Buildings

Departments

Libraries

0 50 100 150 200 250 300

Undergrads

Staff

Faculty

0 1000 2000 3000 4000 5000 6000 7000 8000

Princeton

Dartmouth

Brown

FAS

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Faculty• 1,227 faculty members

› 730 ladder faculty› 427 non-ladder faculty› 70 visiting faculty

3,080 TAs, TFs, CAs providing teaching support • 1,300 postdoctoral fellows• 182 research associates and fellows

Students • 6,800 undergraduate students• 4,033 graduate students• 13,643 continuing education students

Staff• 2,558 staff members• 544 managers• 227 department administrators and center executive directors

FAS by the Numbers

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FAS Footprint in Cambridge and Allston

268 buildings, comprising 10.1 million gross square feet

› Academic: 5.3 million GSF

› Residential: 3.4 million GSF (13 Houses, 17 Freshman Dorms, 4 Graduate Student Dorms)

› Athletics: 0.8 million GSF

› Support: 0.6 million GSF (performing arts, student activities, administration)

FAS in Cambridge & Allston:

FAS BuildingsSEAS BuildingsHarvard Buildings

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FAS – GSF of Facilities

FAS38%

Central33%

HMS11%

HBS6%

HLS4%

HSPH3%

Others 5%

Harvard Gross Square Foot Allocation

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What image best depicts how you think FAS handles its finances?

A. Like a…

B. Like…

C. Like…

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Endowment Market Value

NOTE: Market Value as of June 30, 2014

Half of School-owned endowment market value belongs to the FAS; the Medical School and Business School, combined, own an additional 25%

FAS HMS HBS HLS SPH KSG SEAS HDS RIAS GSE GSDHSDM$0

$2

$4

$6

$8

$10

$12

$14

$16

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FAS Endowment Market ValueFY14 Endowment Market Value $14.9B

36%

42%

22%

Tubs & Departments

FinAid & Professorships

Decanal Funds

FAS Consolidated excluding SEAS and pledges and interests in trusts held by others

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FY90 FY95 FY00 FY05 FY08 FY09 FY10 FY11 FY12 FY13 FY140%

25%

50%

75%

100%

% o

f ope

ratin

g re

venu

esTrends in FAS Revenues by Major Source

Grants and Contracts, Other Income

Gifts, Endowment Income

Net Tuition and Fees

FY08 - FY14FY90 - FY05

FY90-Present

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FY03 FY04 FY05 FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14

$67 $73 $81 $88 $97 $107$137 $146 $156 $164 $166 $170

$138 $143 $147 $150 $153 $154 $132 $140 $140$142 $151 $163

Fin Aid Total Net Tuition

Undergraduate Financial Aid ($M)

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FAS Expenditures

37%

10%5%6%

12%

7%

12%

5% 5%Salaries and Wages

Benefits

Supplies, Materials & Equipment

Fellowships & Awards

O&M

Debt Service

Services

Transfers to University

Other Expenses

FY14 Expenditures $1.259 Million

FAS Consolidated including SEAS

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$1.4B capital spending

~$350M philanthropy (25%)(cash receipts through FY25)

~$585M endowment support (41%)

~$105Mnon-incremental debt (7%)

~$299M incremental debt (21%)

~$100M reserve use (7%) Incremental interest

expense in FY25 = $16M

($M)

Impact on FAS GAAP result: ($17) ($25) ($36) ($50) ($69) ($87) ($100) ($98) ($98) ($99) ($100)

Current House Renewal Funding Model

Relies heavily on the endowment, adds $100M to the projected deficit

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Animal Lab

1,136 axolotl

Five Goats 19,000 Zebrafish

Some Unique FAS Components

3,299 assorted frogs

9,400 mouse cages

housing 30,000 mice

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FAS at a Glance

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Associate Dean and Senior Advisor to the Dean of FAS

Nina Collins(10 FTE)

GSASXiao-Li Meng, Academic Dean

Allen Aloise, Administrative Dean(52 FTE)

Harvard College LibrarySarah Thomas, Vice President

for the Harvard Library,Librarian of the FAS

(150 FTE)

SciencesJeremy Bloxham, Academic DeanRuss Porter, Administrative Dean

(690 FTE)

Harvard CollegeRakesh Khurana, Academic Dean

Stephen Lassonde, Dean of Student Life

Sheila Thimba, Administrative Dean(205 FTE)

Faculty AffairsNina Zipser, Dean

(22 FTE)

Arts and HumanitiesDiana Sorensen, Academic Dean

Mathilda van Es, Administrative Dean(238 FTE)

HUIT*Anne Margulies, Vice President,

University Chief Information Officer(579 FTE)

(also reports to Katie Lapp)

Admissions and Financial AidBill Fitzsimmons, Dean

(65 FTE)

Dean of the Faculty of Arts and SciencesMike Smith(2,580 FTE)

Social SciencesClaudine Gay, Academic Dean

Beverly Beatty, Administrative Dean(392 FTE)

Division of Continuing EducationHuntington Lambert, Dean

(215 FTE)

Harvard Museums of Science and Culture

Jane Pickering, Executive Director(40 FTE)

AthleticsBob Scalise, Director

(52 FTE)

Harvard John A. Paulson Schoolof Engineering and Applied Sciences

Francis J. Doyle III, Academic Dean Timothy Bowman, Administrative Dean

(185 FTE)

Administration and FinanceLeslie Kirwan, Dean

(238 FTE)

FAS Human ResourcesChris Ciotti, Associate Dean

(26 FTE)

FAS FinanceJay Herlihy, Associate Dean

(39 FTE)

Instructional Media ServicesBob Doyle, Associate Dean

(48 FTE)

FAS Administrative OperationsMary Ann Bradley, Associate Dean

(4 FTE)

Physical Resources and Planning

Mike Lichten, Associate Dean(75 FTE)

Research Administration ServicesPat Fitzgerald, Associate Dean

(32 FTE)

FAS Development Office, Alumni Affairs and Development*

O’Neil Outar, Senior Associate Dean, Director of Development for FAS

(112 FTE)

University Communications,Harvard Public Affairs and Communications*

Anna Cowenhoven, Director (5 FTE)

Bok CenterRobert Lue, Faculty Director

(11 FTE)

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Imagine you need to make a change…

MCB

OEB

Psyc Sociology

NeuroEcon

Math

PhysicsMusic

ChemHistory

Govt

English

Stat

Philosophy

Lit

African Studies

Women, Gender Studies

Anthro

Geo

Astrophysics

Env Science

Drama

Religion

Civil Eng

CS

LinguisticsBio

Stem HEB

Astronomy

EEME

Bio MedHSCI

Soc StComp ZooEPS

MSI

BRSC

CIMS

Athletics

Earth Plan

Lang

Chem Bio

Rel

igio

n

AR

TC

lass

ics

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What to do?

Organizational Change

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Examples of Initiatives

Previous FAS-Wide Initiatives: Current FAS-Wide Initiatives:

Administrative/Operational

• HCOM• HUBS• EMS/RoomBook• E-CERT• R-12• Oracle Assets• Risk management (ongoing)• FCIO• E-Protocol• ESTR – Electronic System

for Tracking and Reporting

• Facilities and Equipment policy

• Uniform Guidance (compliance)

• CPath -Capital Planning System

• Glacier• GMAS 2.0• SIS• T & E System• Canvas

• OBI/MofFR (Phase 1 and 2)

• Harvard Phone• Office 365• PI Dashboard• Harvard Key• Fellowship policy• ROPPA• Spectra

HR/Organizational

• ePerformance• Employee Survey• Benefits Changes• FLSA job review• Library transition• HUIT transition• Community Gifts

• Title IX• Universal Manager

Training• LMS (Learning

Management System)

• Aurora• Minors on

Campus policy• Mobile device

policy

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START: Socialize and introduce

systems, policies, business

procedures

Repeatedly reassess and revise based on what is

learned

Ongoing support, outreach and stabilization

Roadmap for Launching Initiatives in FAS

GOAL: To enable the recipients to “buy into” the change by addressing their concerns and allowing their feedback to shape what is delivered.

Gather feedback broadly to

understand various perspectives

Understand the biggest

challenges and speak to them

Communicate regularly with affected

constituencies and set expectations accordingly

Offer training and support

Launch Initiativ

e

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Essential to Socialize Change Early

Becky

Bill

Maria

Hamid

Alina

Mike

Jessie

John

Miku

Jun

Ben

Test ideas and collect

feedback when

preparing to launch

new initiatives.

• Panels

• Focus Groups

• Brown Bags

• Briefings at stakeholder meetings

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Informal Communication

• HCOM User Group• Aurora Working Group• Payroll User Group• AAB - Administrative Advisory Group• Project Engagement Councils• Procure to Pay Council• ASAG - Administrative Systems Advisory Board• Lab directors• House Administrators• ePerformers

Conversations with Stakeholder Groups• Academic Deans • Ad Deans • Department Administrators• Executive Directors• Managers• HUCTW • Professional Staff• Union Staff• House Masters• Tub Financial Officers Group

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12 Functional Divisions or Units

160+ IndividualDepartmental Staff meetings

Message to key leadership

25+ Department Leadership/Stakeholder

Groups

Message

Communication Challenges

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Recipe for Success

• Include key FAS stakeholders early

• Recognize that change management needs to built into any and all initiatives

• Utilize steering committees for guidance in planning rollouts

• Create FAS communication plans with key messages and a variety of vehicles, targeted to various audiences

• Provide easily customizable materials and web content

• Socialize ideas and make deliberate use of social networks

• If/when plans/decisions change, consult with stakeholders/steering committees to determine full impact/consequences

• Check University and FAS calendars to stagger communications and deadlines with competing initiatives

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How We Can Help

• Provide input on FAS business process in connection with any

initiative being developed

• Clarify needs and challenges first

• Clarify needs for pre- and post-support for initiatives/programs

• Identify key contacts and stakeholder groups