Budget/ABC Toolkits
General Guidelines
Office of the Vice President for Information Technology
FY 07-08 Budget Preparation
General Guidelines and Instructions
Date Issued: February 15, 2007
Laurie G. Antolovic'
Associate Vice President and CFO
Background
Managers, Directors, Officers and AVPs are expected to fully engage in planning and preparing annual budgets. The process described below enables individual Managers to develop plans and prepare budgets within the framework that each Division chooses. In preparing budget proposals for FY 2007-08 Managers, Directors, Officers and AVPs are expected to work closely together given the on-going budget reallocation commitments we begun last year under our zero-based budgeting initiative.
Zero-based budgeting reallocation burdens will be calculated by Division and shared with the AVPs. The AVPs will provide leadership and guidance on how their Divisions will meet their reallocation burden.
As in previous years, the Finance Office has put together a budget toolkit for your use. The toolkit consists of the following:
. General Guidelines and Instructions (this document)
. Special Reports on Cost and Quality of Services (ABC)
. Budget Preparation Calendar
. Budget Construction Application
. Budget Construction Application Overview
. Glossary of Income and Expense Object Codes
. Glossary of UITS Services (using Activity-Based Costing Categories)
. List of IT Strategic Plan Actions and Sub-Accounts
. Training Materials for UITS Financial Managers
. Primer for UITS Financial Managers
. Report on FO 2006 User Survey
. FO 2007 On-line User Survey
Planning and Budget Guidelines - Preliminary Assumptions
A. Base Funding. Our best expectation is that our University Administration and campus and budgets will be flat. For UITS internal planning purposes, please see the note on zero based budgeting reallocation on the second paragraph on page 1.
B. Strategic Plan Initiatives. As has been our practice, unspent ITSP budget balances at year-end will be carried forward and returned to your sub-accounts the following fiscal year. Please review your December Financial Reports for projected ITSP June 30, 2007 year-end balances.
C. Compensation Increases. Specific instructions for setting salary increases will be issued once the University and Campus Budget Offices issue final guidelines. It is anticipated that Divisions and Offices will provided a pool of funds to distribute among staff within defined parameters. As in prior years, the Finance Office will provide an on-line tool for salary setting and will coordinate this with our Human Resource Office.
D. Staff Workstation and Travel and Training. Because we strongly believe in providing the appropriate tools and ensuring the continued growth and development of our intellectual capital, mandatory allocations for appointed FTE will be maintained at the present levels. The amounts are:
· Staff Workstations: $1,000 per appointed FTE. This allocation is intended to enable Offices and Divisions to cover staff laptops and PDAs where appropriate. This amount will be computed by the Finance Office and added to the Officer/Director's budget under object code 5215.
· Travel and Training: $1,500 per appointed FTE. This amount will be computed by the Finance Office and added to the Officer/Director's budget under object codes 4078, 6000, 6080, 6100 and 6200.
Step by Step Instructions
The Finance Office is conducting budget training and orientation sessions: There are three two-hour open sessions scheduled:
Bloomington, February 22, 2-4 PM, WCC 110
Indianapolis, February 23, 2-4 PM, IT 303
Bloomington, February 27, 10-12N, FH 106
At any time during the budget preparation process, do not hesitate to contact the Finance Office.
If you need additional general assistance :
Jill Piedmont Deputy Finance Officer at 855-0890
Laurie Antolovic', Associate VP and CFO at 856-5844
For technical assistance with the Budget Construction Application, please contact
Joe Butler, Manager of Information Systems, at 855-4631.
For assistance with all external funding, including contract and grants , please contact our external fund Managers:
Kathy Sterrett at 856-7037
Ellen Ware at 855-7499
For assistance with adjusting personnel allocations (moving a position from one account to another) please contact Stacie Wiegand, Manager, at 855-7176.
For assistance with object codes or questions about non personnel expenses please contact Ellen Ware, Joe Butler or Kathy Sterrett (contact info provided above.)
Follow these steps in preparing your annual budget request:
1. Prepare a concise description of your FY 07 08plans (a page or two) for each sub-account. There is no template provided for this planning document. However, at the very top of each document, indicate the sub-account, sub-account manager and the operating account(s) covered in the document. Include a brief statement of any anticipated changes or trends that may have significant impact on the services delivered. Focus on services in your planning document. See the Glossary of Services for your reference. E-mail your planning documents to UITSFIN@INDIANA.EDU no later than March 12, 2007.
2. Prepare your budget request using the UITS Budget Construction Application.
3. Do not include new initiatives or any other new budget requests.
4. Strategic Plan budgets must be prepared using the pre-assigned sub-accounts and accounts. Refer to the List of IT Strategic Plan Actions and Sub-accounts in the budget toolkit. See also Guideline and Planning Assumption B. above.
5. Staff Workstation, Travel and Training Allocations: See D. above. Allocations will be computed by the Finance Office at the Account/Office-Division level and allocated to the Officer or Director. Any further distribution beyond this level is left to the discretion of each Officer and Director.
6. Managers : Review your plans and budget requests with your directors before submitting them to the Finance Office. You may receive additional instructions from your Directors/Officers and AVPs.
7. Directors/Officers and AVPs: Submit plans and budget requests for your Offices/Divisions to the Finance Office no later than March 12, 2007 . If you own direct bill services, submit your proposed rates no later than March 12, 2007.
8. Directors/Officers and AVPs : Review your total Office/Division plans and budget requests prior to the preliminary budget review meetings which are scheduled between March 12, 2007 and April 6, 2007. Officers, Directors and managers must be present at the meetings. AVPs may attend at their option.
9. Directors/Officers and AVPs : Once we receive final budget guidelines from University Administration and the IUB and IUPUI Budget Offices and determine what our salary increases will be, you will be provided templates into which to enter proposed salaries for FY 07-08. The templates will indicate the total salary increase pool aggregated at the division/campus level. You may receive additional guidelines from HRO as well.
10. If you wish to review your staff salaries before we issue the salary template, run a report from the UITS Personnel Budget database at this url:
https://webdb.iu.edu/uitsfs/scripts/pbr/pbr.cfm
11. Managers, Directors/Officers and AVPs : As a result of the preliminary budget review meetings, it may be necessary to revise your plans and budget requests. If so, revised documents are due in the Finance Office by April 13, 2007 .
12. Managers, Directors/Officers and AVPs : In some cases, the Finance Office may schedule a final budget review meeting. These meetings will be held between April 9-13, 2007 .
The Associate VP/CFO and the CIO will review and approve the proposed budgets prior to final submission to the Budget Offices.
