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Planning and Budget Training (May 2010)

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  • 1. Planning and Budget Committee2010-2011 Budget Overview WorkshopThursday, May 13, 2010ST-501
  • 2. Part 1: Anatomy of an Account
  • 3. Part 1: Anatomy of an Account
    Fund
    - Five (5) digits – Identifies the source of funds for intended use
    - Examples: 10100 – Basic; 10420 – DSPS
    General Ledger (GL)
    - Six (6) digits; Always end in “00” – Identifies expenditure category
    - Examples: 452100 – Office Supplies; 111100 – Instructor, Regular
    Cost Center/WBS (Work Breakdown Structure)
    - 6 to 11 Alpha-Numeric – Indentifies department/discipline/org. unit
    - Example of Cost Centers: T4050A – English
    - Example of WBS: 10435-T6744 – Faculty & Staff Development
  • 4. Chart of Accountshttp://sap.laccd.edu/sap/ChartofAccounts.htm
  • 5. UNRESTRICTED General Fund
    Sum of funds that make up initial allocation and year-end balance that colleges may transfer (unrestricted) between funds as needed.
    10043 Labor Center
    10099 Winter Intersession
    10100 Basic
    10117 Contract Education
    10119 Non-Resident Capital Outlay
    10152 Apprenticeship
    10210 Summer Session (Census falls in July 2010)
    10211 Summer Session (Census falls in June 2011)
  • 6. RESTRICTED General Fund
    Stand-alone (restricted) funds that receive their own distinct allocation and funds may not be transferred between or among any other funds:
    • 10010 Community Services
    • 7. 10135 Student Health Services
    • 8. 10145 Parking
    • 9. 10417 BFAP-SFAA (Board Financial Assist Pgrm – Student Financial Aid Admin)
    • 10. 10420 Disabled Students Program and Services
    • 11. 10425 Foster and Kinship Care Education
    • 12. 10427 Non-Credit Matriculation
    • 13. 10432 Credit Matriculation
    • 14. 10443 CalWORKs Child Care
    • 15. 10448 Cal WORKs
    • 16. 10447 TANF (Temporary Assistance for Needy Families)
    • 17. 10489 EOPS (Equal Opportunity Program & Services) + 20489
    • 18. 10869 EOPS-CARE (EOPS – Cooperative Agencies Resources for Education) +20869
  • Other Funds
    60006 Cafeteria
    70007 Child Development Center
    80008 Bookstore
    Specially Funded Programs (SFP’s)
    (Awards of funding with specific beginning dates, end dates and intended purposes that are contractually defined. )
  • 19. Specially Funded ProgramExample: 17209 – EDD Green Jobs Corp
  • 20. Questions? Check Point.
  • 21. Questions? Check Point.
    What is an example of a “Fund” number?
  • 22. Questions? Check Point.
    What is an example of a “Fund” number?
    What is an example of a “General Ledger” number (or GL)?
  • 23. Questions? Check Point.
    What is an example of a “Fund” number?
    What is an example of a “General Ledger” number (or GL)?
    What is an example of “Cost Center?”
  • 24. Questions? Check Point.
    What is an example of a “Fund” number?
    What is an example of a “General Ledger” number (or GL)?
    What is an example of “Cost Center?”
    What is an example of a “WBS?”
  • 25. Questions? Check Point.
    What is an example of a “Fund” number?
    What is an example of a “General Ledger” number (or GL)?
    What is an example of “Cost Center?”
    What is an example of a “WBS?”
    Who knows an example of an entire account number and can define its components?
  • 26. Questions? Check Point.
    What is an example of a “Fund” number?
    What is an example of a “General Ledger” number (or GL)?
    What is an example of “Cost Center?”
    What is an example of a “WBS?”
    Who knows an example of an entire account number and can define its components?
    What is a primary difference between an “Unrestricted” & “Restricted” General Fund?
  • 27. Part 2: Revenue Sources
  • 28. Part 2: Revenue Sources
    • Unrestricted General Fund
    - Full-time Equivalent Students (FTES)
    - Dedicated Revenue
    • Restricted General Fund (Categoricals)
    - FTES within targeted populations
    • Other Funds (Bookstore, Cafeteria, CDC)
    - Revenue projections and actual earnings
    • Specially Funded Programs
    - Competitive awards that are contractually defined
  • 29. FTES:What is it, and why should you care?ALP, 12/14/07
    • Kathleen Burke-Kelly
    • 30. Vice President, Academic Affairs, City College
    • 31. Cathy Iyemura
    • 32. Attendance Accounting, District Office
    18
  • 33. Full-time Equivalent Students (FTES)
    • 1 FTES = 525 Contact Hours
    - 1 Student
    - 5 Classes per primary term, at
    - 3 Hours per week, per class for
    - 17.5 weeks per primary term, attending
    - 2 primary terms, yields
    • Standard measure for funding, key performance indicators, productivity measures, program review, etc.
  • FTES Calculations &Accounting Methods
    • WSCH (Weekly Student Contact Hours)
    - Credit courses, full/primary term, same hours per week
    • DSCH (Daily Student Contact Hours)
    - Credit courses, short/any term, same hours per day
    • PA (Positive Attendance)
    - Less than 5 days duration, irregular schedule, open entry/open exit, apprenticeship, in-service training, non-credit courses
    • IS/WE (Independent Student/Work Experience)
  • What is Enrollment Management?
    Schedule of Classes is…
    Focus of academic and fiscal planning
    Central to the community college mission
    Primary source of both instructional income and expenditures
    Balance between academic needs and fiscal realities
  • 34. Schedule Planning
    • Size of the schedule—Growth?
    • 35. To grow or not to grow…
    • 36. Is growth funded?
    • 37. How much growth can the college afford?
    • 38. Costs of additional faculty and staff
    • 39. Impact of other project expenditures
    • 40. What is the capacity for growth?
    • 41. Facilities and budget
    • 42. Faculty and staff
    • 43. Student support services
  • Schedule Planning
    Size of the schedule—Reduction?
    Is a reduction necessary?
    Is there a choice? Can greater efficiency/productivity address the problem?
    Can have unintended long-term impact
    Need to carefully consider contractual obligations
    What key scheduling policies, practices, and techniques are essential for decision-making?
  • 44. Credit FTES:
    - Base Rate = $4,564.83
    Non-Credit FTES:
    - Base Rate = $2,744.96
    Enhanced Non-Credit (CDCP) FTES:
    - Base Rate = $3,232.07
    2010-2011 LACCD Funding Rates
  • 45. Calculation of College Allocation
    PARAMETERS USED TO DETERMINE COLLEGE REVENUE
    1. Base Revenue
    a. Base revenue shall be calculated using the SB 361 marginal funding
    rates. For fiscal year 2010-11, each college shall receive an annual
    basic allocation based on the following basic allocation base rate:
    FTES >= 20,000 $4,428,727 large college
    10,000 <= FTES < 20,000 $3,875,136 medium college
    FTES < 10,000 $3,321,545 small college
  • 46. Questions? Check Point.
  • 47. Questions? Check Point.
    What is the standard measure for funding?
  • 48. Questions? Check Point.
    What is the standard measure for funding?
    What is WSCH, DSCH, PA, IS/WE?
  • 49. Questions? Check Point.
    What is the standard measure for funding?
    What is WSCH, DSCH, PA, IS/WE?
    What tool is the focus of academic and fiscal planning?
  • 50. Questions? Check Point.
    What is the standard measure for funding?
    What is WSCH, DSCH, PA, IS/WE?
    What tool is the focus of academic and fiscal planning?
    What are considerations to make when determining the size of the schedule to offer?
  • 51. Questions? Check Point.
    What is the standard measure for funding?
    What is WSCH, DSCH, PA, IS/WE?
    What tool is the focus of academic and fiscal planning?
    What are considerations to make when determining the size of the schedule to offer?
    What is an example of a LACCD funding rate?
  • 52. Questions? Check Point.
    What is the standard measure for funding?
    What is WSCH, DSCH, PA, IS/WE?
    What tool is the focus of academic and fiscal planning?
    What are considerations to make when determining the size of the schedule to offer?
    What is an example of a LACCD funding rate?
    Along with FTES, what is one other factor used to determine Preliminary Allocation?
  • 53. Part 3: Budget Planning Calendar
  • 54. Budget Calendar (District)
    • December
    - “Snap-shot” of current year budget taken
    • January
    - Campus budget workshops scheduled
    - Department worksheets w/instructions and due date distributed
    • February
    - Department worksheets due
    • March (1st week)
    - Budget Prep file transmitted to District
    • May
    - Operational Plan Due
  • 55. Budget Calendar (Campus)
    1. Annual Reports for the Year are Due (June 1st each year)
    Each unit submits an annual report detailing accomplishments of the annual operational plan for the unit and assessments of SLOs for that year. The annual report is due to the Dean/Manager by June 1st. The Vice President meets with the Dean/Manager to prepare a summary Annual Division Report due to the President the Monday before the end of the year Convocation.
     
    2. State of the College Town Hall Meeting (year end Convocation each year)
    The President updates the college community on the state of the college from the annual plan and year end reports, the budget ending balance, and the outlook for the coming year for plans, enrollment, and budget.
     
    3. College Council Annual Retreat (2nd Thursday and Friday of June each year)
    One of the outcomes of the retreat each year is to review the college strategic plan and set annual goals for the college for the coming year. The review of the college mission takes place at the retreat each year.
     
    4. Annual Goals are Distributed to Division (by June 15th of each year)
    Each division meets with their respective division members to develop a matrix of division activities with persons responsible for each unit of the division to delineate how they will meet their annual goals.
     
    5 Collect Data and Recommend Budget Formula for Subsequent Year (2nd Thursday of August)
    Budget Subcommittee works through the summer to review data from expenditures of prior year and other trends and develops a formula to recommend to the Planning and Budget Committee (PBC).
  • 56. Budget Calendar (Campus)
    6. Planning and Budget Committee Approves Budget Formula (3rd Thursday of August)
    The PBC meets to evaluate and approve a budget formula to be recommended to College Council for the budget planning for the subsequent year.
     
    7.. College Council Meeting (1st meeting of September)
    College Council receives the recommended budget formula for the coming year from the PBC for approval.
     
    8.. Planning and Budget Forum (Last Thursday of September)
    This forum is held to review the planning and budget forms and the budget formula for the coming year.
    9. Distribute Unit Planning Documents and Budget Worksheets (October 1st each year)
    The PBC (through the Vice President for Administration) distributes the unit planning documents and budget worksheets with instructions to complete the documents. Completed worksheets are due to the Dean/Manager by November 20th. Training will be held regularly from October 1st through October 20th for unit managers.
     
    10. Resource Requests are Prioritized (Dean/Manager Priorities due to VP by Nov 20th/Division to Budget Subcommittee by December 18th/Budget Subcommittee to PBC by January Meeting/PBC to College Council by February Meeting)
    The Dean/Manager reviews the plans and works with the departments to prioritize resource requests that are due to the Vice President by November 20th each year. The Vice President works with Deans/Managers to prioritize division requests by December 18th each year. The Budget Subcommittee prioritizes division requests into a master list for the PBC to approve at its January meeting. The PBC brings the approved list to the February College Council meeting for approval.
  • 57. Budget Calendar (Campus)
    11. State of the College Town Hall (3rd Friday of February)
    The President holds a state of the college meeting to discuss enrollments for the year, the expected year end budget balance, and progress on the annual operating plan for the year.
     
    12. Evaluate the Process (PBC Evaluates the Process at their April Meeting)
    PBC meeting in April devoted to reviewing the process. The meeting is open to anyone who wishes to comment on the process.
     
    13. Evaluate Plans (Same as #1 above).
    Approved by College Council, 9/21/2009
  • 58. Questions? Check Point.
  • 59. Questions? Check Point.
    When does the District Budget Calendar begin?
  • 60. Questions? Check Point.
    When does the District Budget Calendar begin?
    When does the current Campus Budget Calendar begin?
  • 61. Questions? Check Point.
    When does the District Budget Calendar begin?
    When does the current Campus Budget Calendar begin?
    What other process needs to take place on campus before the budget is developed?
  • 62. Questions? Check Point.
    When does the District Budget Calendar begin?
    When does the current Campus Budget Calendar begin?
    What other process needs to take place on campus before the budget is developed?
    What meeting begins and ends the campus budget calendar?
  • 63. Part 4: Monitoring & Ongoing Efforts
  • 64. Part 4: Monitoring & Ongoing Efforts
    Monthly Financial Projections
    Quarterly Reports
    Enrollment Management
    Budget Contingencies
    Emergency Expenditures
  • 65. Resources
    • Business Warehouse
    - Employee Self Service Portal
    - Instructional Department Links at http://college.lattc.edu/pbc/
    • SAP FI/MM Applications and Services http://sap.laccd.edu/sap/
    • 66. Administrative Services
    - Sookhee Kim, Administrative Assistant, ST-524, x7049
    - Bill Gasper, Associate Vice President, Administrative Services,
    ST-522, x7043
    - Dr. Mary Gallagher, Vice President of Adminstration, ST-534, x7040
  • 67. Wrap Up
    Frequently Asked Questions (FAQ)
    - What is my account number?
    - What is my current balance?
    - What is the correct GL for _____?
    - How to transfer funds?
    - How to adjust salary/benefits expenditures?
    - How to charge overtime to another budget?
    - Prop A, AA, J funds (another whole workshop)?
    - Others?

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