Synchronized Budgeting with Academic Priorities

1. Synchronized Budgeting with Academic Priorities Education for Employment…Education for Life Saint Paul College Jan Mahoney, Vice President, Saint Paul College Susan Anderson, Program Director, MnSCU

2. Budget Calendar - The BEGINNING Many inputs/worksheets – The MIDDLE Budget Summary (110) – The END Budget Allocations Once each semester tied to Program FYE’s EVERYTHINGCONNECTSTOEVERYTHING

3. External Influencers Allocation Amount Board of Trustees Manager Due Dates FYE Goals FTE Needs/Projections Equipment & Tech Fee Requests Supply Requests Presentations THE BEGINNINGBUDGET CALENDAR

5. TOOLS 3 Year History Current Year to Date (after SPR drop/add) Academic Master Plan Annual Work Plans DRAFT Academic Deans REVIEW, MONITOR, ADJUST Management Team Cabinet THE MIDDLE FYE GOALS

7. TOOLS Strategic, Master & Annual Plans FY08 Positions, People & FTE by Division/Department Full/Part Time, Adjunct, Summer, Overload DRAFT (2008 FTE for FY09) New Faculty Position Requests New Staff Position Requests FTE Adjustments Example: Business 2008 FTE Instruction for FY09 THE MIDDLE FTE PROJECTIONS

8. BEHIND THE SCENES Contract Salary Settlements Contract Language Changes Retirement Rates Insurance Rates Sabbaticals THE MIDDLE SALARY PROJECTIONS

9. BUILDING THE WORKSHEETS MSCF Grid, Column Verification Average AFSCME, MAPE, MMA Increase RESULTS Academic Salary Projections Full Time, Adjunct, Overload, Summer, Other Non Instruction Salary Projections LINKED TO BUDGET DETAIL Example: FY09 Academic & Non Instruction Salary Worksheets THE MIDDLE SALARY PROJECTIONS

10. TOOLS Master Plans, Annual Plans Prior Year Request Worksheets Current Year Expenditures DRAFT Tech Fee Requests Prioritized Equipment Request REVIEW Supervisor & Cabinet Tech Fee Committee RESULT Academic & Non Academic Budgets Example: Business Equipment Tech Fee FY09 THE MIDDLE EQUIPMENT REQUESTS

11. TOOLS Blank Worksheet – Budget Managers DRAFT Summary Worksheet REVIEW Cabinet Facilities Committee RESULT Furniture Budget R & R Budget - maybe Summer Projects Example: Health & Services Furniture FY09 Summary Furniture & Bldg. Alt. THE MIDDLE FURNITURE/BLDG. REQUESTS

12. TOOLS Master Plans, Annual Plans Prior Year Expenditures Prior Year Worksheets DRAFT Fixed Costs Variable Costs Summary Sheet RESULTS Summary Sheets linked to BUDGET DETAIL Example: 2009 Health Service Division 2009 Student Services Division THE MIDDLE SUPPLY REQUESTS

13. INPUT LINKS Academic Salary Projections Non Instruction Salary Projections Supply Request Summary OUTPUT LINK Budget Summary Example: 2009 Detail Budget Prelim NEARING THE END BUDGET DETAIL

14. INPUT Revenue Streams BUDGET DETAIL Revisions OUTPUT “THE BOTTOM LINE” Example: FY09 Budget Summary Final THE END BUDGET SUMMARY

15. Once per Semester Summer: 50% Fixed, 35% Variable Fall: 30% Fixed, 25%/35%/45% Variable 25% if Below Target 35% if On Target 45% if Exceed Target Spring: 20% Fixed, Variable = Actual FYE FYE x Variable Rate = Earned Allocate Earned minus Summer + Fall allocated Example: FY2008 Detail Budget Working Copy AFTER THE ENDBUDGET ALLOCATIONS

16. Budgets Synchronized Salaries Supplies Detail Summary Budgets Prioritized Master Academic Plan Annual Work Plans QUESTIONS?????? SYNCHRONIZED……. PRIORITIZED…….