Budget Office Annual Reports

FY 2010 - Executive Summary | FY 2009 - Executive Summary | FY 2008 - Executive Summary
FY 2007 - Executive Summary | FY 2006 - Executive Summary

 

FY 2010 - Executive Summary

In FY08, staff began work to review the existing Facilities & Administrative (F&A) model to define strategies to increase the next rate agreement effective in FY10. Negotiations took place in FY10 and a final rate agreement was implemented. F&A recovery dollars to the University will increase over the next four years as a result of the negotiated rate increase for the University. While the rate for the University increased, EERCs F&A rate did see a slight decrease.

As part of the Tuition and Fees work group, staff members have been developing three independent models with the Tuition Model Study Assumptions for consideration by the North Dakota University System. The models are being used to identify goals, challenges or barriers, strategic directions and key policy issues and proposed solutions (campus specific or system-wide).

Ongoing efforts and dialogs throughout FY10 revolved around improving the overall functioning and functionality of PeopleSoft to support University of North Dakota (UND) operations. Staff focused on reports for managing the appropriation, resolving issues with tuition and fees, and developing methods to track revenue collections and project fiscal year totals based on actuals. The Web Based Annual Budget application continues to improve with updates added based on departmental requests each year.

As we look to FY11, the department continues to evaluate the information needs for decision making, information flow, and internal mechanisms for meeting those information needs. A planned effort to develop resource allocation policy and procedure recommendations to position the institution for growth in distance offerings has started with the Provost, the Vice President for Student and Outreach Services (VPSOS), Vice President for Research and Economic Development (VPR), and the Vice President for Finance and Operations (VPFO).

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FY 2009 - Executive Summary

As University leadership changes take place, the long-term experience and expertise of the Budget Director, Alice Brekke, was called upon; with FY09 as no exception. The Director was selected to serve as Interim Vice President for Finance and Operations, as well as lead the budgetary duties of the biennial legislative assembly.

The Budget Office played a significant role in a number of University strategic fronts during FY09. Assistance to the Division of Research regarding complex agreements and federal costing was provided by staff. The Director also served on the Vice President for Research and Economic Development Search Committee.

In FY08, staff began work to review the existing Facilities & Administrative (F&A) model to define strategies to increase the next rate agreement effective in FY10. The Cost Analyst and the Cost/Compliance Analyst worked closely with Huron Consulting Group on the F&A rate proposal throughout FY09. The F&A rate proposal was submitted to the Department of Health and Human Services, Division of Cost Allocation in December 2008. Negotiations are anticipated to begin in FY10 and a final rate agreement will be implemented before the end of the fiscal year.

Ongoing efforts and dialogs throughout FY09 revolved around improving the overall functioning and functionality of PeopleSoft to support University of North Dakota (UND) operations. Staff focused on reports for managing the appropriation, resolving issues with tuition and fees, and developing methods to track revenue collections and project fiscal year totals based on actuals. The position budget web application continues to improve with updates added based on departmental requests each year.

Since the implementation of PeopleSoft, the annual operating budget process has been time consuming, and the Budget Office recognized the need to streamline the process. The department chose to mimic the successful web-based position budget application and implemented a web-based operating budget application for FY10 budget. This application was a success and was used by all departments to complete their annual budget. The Budget Office compiled and prepared the data for upload and completed the upload for the FY10 budget. This was a major accomplishment by the Budget Office.

As we look to FY10, the department continues to evaluate the information needs for decision making, information flow, and internal mechanisms for meeting those information needs. A planned effort to develop resource allocation policy and procedure recommendations to position the institution for growth in distance offerings has started with the Provost, the Vice President for Student and Outreach Services (VPSOS), and the Vice President for Finance and Operations (VPFO).

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FY 2008 - Executive Summary

Staff in the Budget Office participated in staff retreats and created individual accounts of accomplishments and ongoing projects during FY2008 for performance review, individual goal setting, and overall departmental goal setting, strategic planning and reporting. The following report summarizes the activities highlighted in individual accounts and staff meetings.

The Budget Office played a significant role in a number of University strategic fronts during FY2008. Assistance to the Division of Research regarding complex agreements and federal costing was provided by staff as the University Research enterprise surpassed $100 million by the close of FY2008. Staff continued in an advisory role regarding challenges associated with the cooperative agreement between UND’s National Suborbital Education and Research Center (NSERC) and NASA, as well as serve on the President Search Committee, Vice President for Research Search Committee, and Athletic Director Search Committee. Leadership was also provided on the Division I Commission resulting in an initial 5 year pro forma as well as other recommendations to guide the transition.

The proposal for the distribution of F & A recovery was completed in FY2007 for final approval at the start of FY2008. New benchmarks were also established for Facilities & Administrative (F&A) recovery for periodic review. Staff quickly began work to review the existing F&A model to define strategies to increase the next rate agreement effective in FY2010.

Ongoing efforts and dialogs throughout FY2008 revolved around improving the overall functioning and functionality of PeopleSoft to support UND operations. Staff focused on reports/data for managing the appropriation, resolving issues with tuition and fees; and developing data/methods to track revenue collections and project fiscal year totals based on actuals. The position budget web application continues to improve with updates added based on departmental requests each year.

The competency of the staff to produce quality results and strong team effort to improve the information flow has been demonstrated throughout the four years post PeopleSoft implementation. A multitude of process changes have resulted from identifying and solving problems, while recognizing the high degree of integration. The dedication and persistence of staff must certainly be acknowledged. The results are very encouraging, the attitudes are positive, and we still have much to work towards.

As we look to FY2009, we continue to evaluate the information needs for decision making, information flow and internal mechanisms for meeting those information needs. A planned effort to develop resource allocation policy and procedure recommendations to position the institution for growth in distance offerings has started with the Provost and Vice President for Student and Outreach Services. And finally, the Director and staff are expected to provide much assistance in preparation for institutional leadership transition.

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FY 2007 - Executive Summary

Staff in the Budget Office participated in staff retreats and created individual accounts of accomplishments and ongoing projects during FY2007 for performance review, individual goal setting, and overall departmental goal setting, strategic planning and reporting. The following report summarizes the activities highlighted in individual accounts and staff meetings.

The Budget Office played a significant role in a number of University strategic fronts during FY2007. Assistance to the Division of Research regarding complex agreements, federal costing and ConnectND was provided by staff as the University Research enterprise surpassed $100 million by the close of FY2007. Staff continued in an advisory role regarding challenges associated with the cooperative agreement between UND’s National Suborbital Education and Research Center (NSERC) and NASA, as well as serve on the Vice President for Research Search Committee. Leadership was also provided on the Division I Commission resulting in an initial 5 year pro forma as well as other recommendations to guide the transition.

The proposal for the distribution of F & A recovery was completed in FY2007 for final approval at the start of FY2008. New benchmarks were also established for Facilities & Administrative (F&A) recovery for periodic review. Staff quickly began work to review the existing F&A model to define strategies to increase the next rate agreement effective in FY2010. The University’s Disclosure Statement (DS2) certification by the Department of Health and Human Services was achieved in March, 2007 and Energy and Environmental Research Center (EERC) DS2 certification was achieved in February, 2007.

Ongoing efforts and dialogs throughout FY2007 revolved around improving the overall functioning and functionality of PeopleSoft to support UND operations. Staff focused on reports/data for managing the appropriation, resolving issues with tuition and fees; and developing data/methods to track revenue collections and project fiscal year totals based on actuals. The position budget web application continues to improve; FTE data was added during FY2007.

The competency of the staff to produce quality results and strong team effort to improve the information flow has been demonstrated throughout the three years post PeopleSoft implementation. A multitude of process changes have resulted from identifying and solving problems, while recognizing the high degree of integration. The dedication and persistence of staff must certainly be acknowledged. The results are very encouraging, the attitudes are positive, and we still have much to work towards.

As we look to FY2008, we continue to evaluate the information needs for decision making, information flow and internal mechanisms for meeting those information needs. A planned effort to develop resource allocation policy and procedure recommendations to position the institution for growth in distance offerings has started with the Provost and Vice President for Student and Outreach Services. And finally, the Director and staff are expected to provide much assistance in preparation for institutional leadership transition.

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FY 2006 - Executive Summary

The Budget Office Staff collected key initiatives and accomplishments by employee throughout the year and refined our fiscal year department summary and objectives in an annual staff retreat.

Again in FY2006, the primary focus for the Budget Office centered on use of systems, development of tools and delivering basic functions after the implementation of PeopleSoft. Long hours for staff continued as the first fiscal year end close and end of the 2003-05 biennium occurred using PeopleSoft. The prediction that “…this will continue to require extraordinary efforts into the foreseeable future” has proven to be reality during FY2006.

The final module of PeopleSoft, Student Finance, was rolled out in August, 2005. Several complications related to student charges resulted in the inability to validate numerous major revenue streams of the institution. Budget Office staff worked closely with the Business Office and Accounting Services to fix posting errors and calculate actual revenues. Staff was also made available, whenever needed to assist in the reconciliation of cash.

In addition, a number of major projects were either initiated or in progress during FY2006, including the NCAA Classification Task Force, F & A reallocation proposal, and discussion regarding alternative tuition models. These initiatives have required extensive investment of staff time.

Finally, prior to the implementation of PeopleSoft, the primary focus of the Data Analyst position was support for budget and planning activities. During FY2006, the focus of this position has clearly shifted to meet basic reporting and data needs not only within the Budget Office but also within the Division of Finance and Operations, Academic Affairs and the Division of Research. This change has occurred out of necessity; however, there is a cost in terms of lack of capacity to provide data for ongoing special initiatives. The remainder of the staff also acted as a resource for questions, special projects, training, etc. on the use and design of PeopleSoft.

Lack of time to develop tools/processes for regularly occurring activities and services, slower response time in assisting departments and a significant work backlog for the office as a whole continues to be an issue. In addition to concern over lack of capacity to meet needs in a timely manner, office personnel have a growing concern that the sheer quantity of the demands is negatively impacting the quality.

During the spring of 2006, the University contracted an nVision expert to train University employees on the creation of PeopleSoft reports through the use of nVision. Budget Office personnel participated in the training and took on leadership responsibilities to further develop and test report templates.

As we look to FY2007, the creation of nVision reports is anticipated to be top priority special project, as well as the continued development of PeopleSoft queries for administrative use.

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