robert a. weygand, vice president division of administration and finance slide 1 presentation to the...
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Robert A. Weygand, Vice President Division of Administration and Finance
Slide 1
PresentationPresentationto theto the
Strategic Budget & Planning CouncilStrategic Budget & Planning Council
June 16, 2010June 16, 2010
PresentationPresentationto theto the
Strategic Budget & Planning CouncilStrategic Budget & Planning Council
June 16, 2010June 16, 2010
Slide 2
Divisional Mission and Goals
Slide 3
Divisional Mission
Slide 4
a.Developing and supporting innovative solutions to challenging problems through sound financial planning and management practices,
b.Enabling the development and enhancement of effective and innovative business practices and systems
c.Ensuring proper planning, design, construction, maintenance, and operation of the university physical assets and providing a sustainable and attractive campus environment,
Divisional GoalsWe are committed to
Slide 5
d. Assuring a safe and supportive campus environment complying with all public safety regulations
e. Providing essential human resource functions and support which recognizes complex work life issues and promotes an inclusive and diverse workplace
f. Providing efficient accounting and auditing processes in strict compliance with government practices and highest ethical stds.
g. Promoting collaborative efforts between the University, other educational entities and private and non-profit enterprises
Divisional Goals
Slide 6
Strategic Issues
Slide 7Budget & Financial Planning OfficeBudget & Financial Planning OfficeFY10 Allocation Organizational ChartFY10 Allocation Organizational Chart
Organizational Chart
ADMINISTRATION & FINANCE
Slide 8Budget & Financial Planning OfficeBudget & Financial Planning OfficeFY10 Allocation Organizational ChartFY10 Allocation Organizational Chart
ADMINISTRATION & FINANCE (continued)
Slide 9Budget & Financial Planning OfficeBudget & Financial Planning OfficeFY10 Allocation Organizational ChartFY10 Allocation Organizational Chart
ADMINISTRATION & FINANCE (continued)
Slide 10
Streamlining Improvements
P- Cards
Limited Value Purchase Orders
On-line HR applications
Student Refund –through Higher One
Payroll – Overtime transfers
Cell Phone Stipend
On-line Travel Booking
On-line Requisitions
Slide 11
Streamlining and Cost ReductionStreamlining and Cost Reduction
July-December
2008
July-December
2009
Increase
2008 to 2009
% Increase
08-09
P-Cards 125 263 138 210.4%
Transactions 2,056 4628 2,572 225.1%
Total dollars $ 441,256 $ 1,020,517 $ 579, 261 231.3%
Slide 12
Controller’s Office FTEs (all funds)Controller’s Office FTEs (all funds)
Department FY 2004 FY 2011 Difference
Controller 2 2
Financial Systems 2 4 2
Financial Reporting, Treasury & Student Loan 11 10 (1)
Accounting Operations - GSO & Kingston 26 22 (4)
Grants & Contract Accounting - GSO & 19 16 (3)
Payroll 14 14
Graduate Students 0.75 (0.75)
Total Employees 74.75 68 (6.75)
Slide 13
Controller’s Office Overtime –Fund 100 only Controller’s Office Overtime –Fund 100 only
Department Actual FY2004
Budget FY2011
Difference
Controller/ Financial Reporting9,468 0 ( 9,468)
Accounting Operations 138,861 20,000 (118,861)
Student Loan4,286 0 ( 4,286)
Payroll 45,909 21,500 (24,409)
Total Overtime - Fund 100198,524 41,500 (157,024)
Slide 14
Internal AuditInternal Audit
Institution Budget Staff
University of Rhode Island $140,730 1.5
University of Vermont Undisclosed 5.0
University of Delaware $569,000 5.0
University of NH System $663,000 5.0
Slide 15
Campus Planning and DesignCampus Planning and Design
Work Item URI Peer Institutions
Major projects/manager 25 6.5
Total Project Value/ manager $225 M $25 M
Project Managers/office 1 6
Slide 16
Facilities
Cleaning Staffing Levels
APPA Standards
Level 1 - Orderly SpotlessnessLevel 2 - Ordinary TidinessLevel 3 - Casual InattentionLevel 4 - Moderate DinginessLevel 5 - Unkempt Neglect
University of Rhode Island = Level 3.25 +/-
Slide 17
Facilities
Composite staffing metrics snapshotAll data shown is FY09
Benchmark Peer Average FY09 Divisional Metrics FY09
Maintenance Staffing GSF/FTE 72,895 82,612
Maintenance Supervision FTE/Super 8.4 15.6
Maintenance Materials $/FTE $13,604 $19,267
General Repair/Impression Index 3.8 3.9
Custodial Staffing GSF/FTE 32,172 37,584
Custodial Supervision FTE/Super 16.1 13.5
Custodial Materials $/FTE 3,582 $4,027
Cleanliness Inspection Index 4.2 4.3
Grounds Staffing Acres/FTE 33.2 27.0
Grounds Supervision FTE/Super 9.4 14.8
Grounds Materials $/FTE 7,192 $7,933
Grounds Inspection Index 3.7 4.1
M&R: Acad/Admin, Athletics, HRL
Custodial: Acad/Admin, Athletics
Grounds: Acad/Admin, Athletics, HRL, Auxiliaries
Divisions
University of Rhode Island
August 6, 2008
ROPASM Return on Physical Assets
Slide 19
Comparison Institutions
Comparative Considerations
Size, technical complexity, region, geographic location, and setting are all factors included in the selection of peer institutions
Institution Location
Miami University Oxford, OH
Rutgers University – New Brunswick Campus New Brunswick, NJ
University of Maine – Composite Campus Orono, ME
University of Maryland – College Park College Park, MD
University of Massachusetts- Amherst Amherst, MA
University of Massachusetts - Dartmouth Dartmouth, MA
University of New Hampshire Durham, NH
University of Vermont Burlington, VT
West Chester University West Chester, PA
Slide 20
Kingston Campus Profile – FY07 153 Buildings – 4.1M GSF
Kingston Campus: Renovation and Construction Ages
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
Under 10 10 to 25 25 to 50 Over 50
Construction Age Renovation Age
GSF•Renovations since 1980 have modestly shifted the age profile. Nonetheless, 74% of campus space is still over 25 years old.
Slide 21
URI Kingston Campus Profile – FY07 153 Buildings – 4.1M GSF
•The age distribution across URI’s departments is varied, with Athletics having the youngest profile and the Academic/Administrative space having the oldest profile.
Slide 22
17.36
20.16
13.02
7.05
2.082.22
1.801.35
2.711.55
3.881.31
$0
$5
$10
$15
$20
$25
$30
$35
$40
Life CycleModel
Func. Obsol.Model
2004 2005 2006 2007
Envelope/Mech Space/Program
Setting Goals to Arrest the Rate of Asset Deterioration Annual Deferral Increases Reinvestment Need
Unintentional
Deferral
Intentional
Deferral
Annual Stewardship Calculation Includes:• Funds designated as recurring capital: Asset Protection and Fund Balance (Auxiliaries & Housing) Expenditures• Planned Maintenance spending within the operating budget
Equilibrium Need
Target Need
Total $(in Millions)
Totals: $37.51M $20.07M $4.30M $3.15M $4.26M $5.19M
FY07: $14.9
M
Slide 23
Chasing a Moving TargetRecurring Funding Is Not Keeping Pace with Campus Growth & Inflation
With $5.2M of recurring funding in FY08, URI will
fund only 17% of the target needs on campus.
FY2007
Sightlines Database Average= 35.4%
Slide 24
Total Campus Asset Reinvestment Backlog FY07
$101M
Asset Reinvestment Backlog
• Total Building Need estimates are based on 3 year average deferral rate to Equilibrium.
$2$25
$420 - $450
$210 - $225
$18$0
$50
$100
$150
$200
$250
$300
$350
$400
$450
$500
Maintenance &Modernization
Backlog
Priority Need Projected Investment
Mil
lio
ns
Slide 25Budget & Financial Planning OfficeBudget & Financial Planning OfficeFY10 Allocation Organizational ChartFY10 Allocation Organizational Chart
Total Campus Backlog Compared to PeersEstimated Asset Reinvestment Backlog
FY2007
Slide 26
0
5
10
15
20
25
2004 2005 2006 2007 2008
Target Actual
$12.4M
Chasing a Moving TargetRecurring Funding Has Not Keep Pace with Campus Growth & Inflation
Total $(in Millions)
Annual Deferral increases Backlog of repair needs on campus
$16.7M$14.9M
Since FY2004, the addition of new facilities and inflation has increased the stewardship need by 21%
Slide 27
Strategic InitiativesFY 2012 Requests
Slide 28
Goal - Enabling the development and enhancement of effective and innovative business practices
Strategic Initiatives:
Electronic Payroll System $250,000
PeopleSoft Billing /Receivable Module $125,000
On-Line Payment System $ 10,000
Slide 29
Goal - Ensuring proper planning, design, construction, maintenance, and operation of the university physical assets.
Strategic Initiatives:
Capital Project Management $ 265,000
New Building Janitorial/Maintenance $ 383,000
Roosevelt Hall $3,400,000
Slide 30
Goal - Assuring a safe and supportive campus environment complying with governmental, environmental and public safety regulations. Strategic Initiatives
Bio-Safety Management $117,000
Slide 31
Goal - Providing efficient accounting and auditing processes in strict compliance with state and federal government practices and requirements and based on the highest ethical practices and standards
Strategic Initiatives
Senior Auditor $112,000
Slide 32
Goal –Providing essential human resource functions and support which recognizes complex work life issues and promotes an inclusive and diverse workplace.
Strategic Initiatives:
Employee Specialists $106,000
Employee Wellness Program $10,000
Professional Development $16,000
Slide 33
Priorities
1.Building Janitorial and Maintenance $ 383,0002.PeopleSoft Billing/Receivable Module $ 125,0003.Electronic Payroll System $ 250,0004.Auditor $ 112,0005.Capital Project Management $ 265,0006.Bio-Safety Management $ 117,0007.Employee Specialists $ 106,0008.Employee Wellness Program $ 10,0009.Professional Development $ 16,00010.On-Line Payment System $ 20,000Total $ 1,404,000
Robert A. Weygand, Vice President Division of Administration and Finance
Slide 34
PresentationPresentationto theto the
Strategic Budget & Planning CouncilStrategic Budget & Planning Council
June 16, 2010June 16, 2010
PresentationPresentationto theto the
Strategic Budget & Planning CouncilStrategic Budget & Planning Council
June 16, 2010June 16, 2010